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Policies & Procedures

This page provides key information about financial aid policies, including withdrawal processes, satisfactory academic progress (SAP), FERPA rights, cost of attendance and more. You'll also find resources for updating your major, handling unusual enrollment histories, and understanding your financial aid responsibilities. Use this page as a guide to navigate the financial aid process efficiently.

Please refer to the following document to understand your responsibilities as a student receiving Financial Aid at Chabot College.

2024-2025 Student Responsibilities

Important: It is very important to keep all of your personal information up to date, such as your mailing address, email address and phone numbers, to ensure that you receive important information and notifications from Chabot College and the Financial Aid Office.

Withdrawing from all classes or receiving failing/non-passing grades can significantly affect your financial aid eligibility. It is essential to understand the implications of your decision and how it may result in the need to repay federal funds through the Return to Title IV (R2T4) process.
 
What Happens If I Completely Withdraw From All of My Classes Before Completing More Than 60% of the Semester?
 
  • Federal financial aid recipients who completely withdraw from classes or receive all F’s or NC’s (No Credit) before completing more than 60% of the semester may be required to return a portion of the federal funds they received. This is part of the Return to Title IV (R2T4) policy.
Repayment
 
  • If you withdraw from all your courses before October 29, 2024 for Fall and April 4, 2025 for Spring, you WILL OWE a repayment of any unearned federal funds.
  • If you withdraw from all your courses on or after October 29, 2024 for Fall and April 4, 2025 for Spring, you will NOT owe a repayment, as you will have completed more than 60% of the semester.
Effect on Satisfactory Academic Progress (SAP)
 
  • Withdrawing from all classes or failing to complete any courses will negatively impact your Satisfactory Academic Progress (SAP), which could affect your future financial aid eligibility. Please review our SAP Policy for more information on maintaining aid eligibility.
Repayment Process
 
  • If you are required to return funds due to an early withdrawal or failing all courses, the Return to Title IV calculation will determine how much of your aid must be returned to the federal government. You will be notified by the Financial Aid Office if you owe a repayment.
Recalculation of Aid for Non-Attendance
 
  • Your Pell Grant award is based on your enrollment status at the start of the semester. If you never attended a class, and this results in a change in your enrollment status (e.g., full-time to part-time), your Pell Grant must be recalculated. This recalculation could result in you owing part or all of your Pell Grant back to Chabot College.
Overpayment
 
  • If you owe an overpayment, you must repay the amount in full to the college. 
Contact Us for Assistance
 
  • If you are considering withdrawing from classes or have received notice of a repayment, please stop by the Chabot College Financial Aid Office. Our staff is here to help you understand the process and guide you through the steps needed to maintain your financial aid eligibility.

  •  I must repay any funding that is an over award. Receiving aid but never attending class, withdrawing completely from all classes, dropping below halftime after previously receiving a grant for halftime or greater enrollment, receiving aid from another school for the same academic period, or reporting inaccurate FAFSA information may result in an overpayment.  

  • If the college makes an error resulting in an Overpayment, I am also responsible to repay the funds I was not entitled to as I may not accept a gift of public funds. 

You will not be able to receive further financial aid from any college until the overpayment has been paid.

Please see Cost of Attendance.

Undeclared Major

  • You have currently selected your major as undeclared, which is ineligible for financial aid. To receive financial aid, you must declare a financial aid- eligible degree or certificate program with the Admissions and Records Office. Additionally, you must enroll in classes required for completing that program of study.

Unapproved Major

  • Your currently selected degree  or major is not eligible for financial aid. To be considered for financial aid, you must declare a financial aid- eligibile degree or certificate program with the Admissions and Records Office. Furthermore, you must be enrolled in classes that apply toward the completion of that program of study.

If you are unsure of what major to choose, we recommend speaking with your academic counselor before submitting the major declaration form to Admissions and Records.

Campus Discrepancy

  • Your financial aid must come from the college where you are primarily enrolled and/or where you intend to complete your program of study. Please confirm your college of admission with the Admissions and Records Office and advise the Financial Aid Office once confirmed.

Major Declaration & Change of Primary Campus

  • The Family Educational Rights and Privacy Act (FERPA) is a federal law that protects the privacy of student education records, including financial aid records. At Chabot College, this means that the Financial Aid Office cannot release any information about a student's financial aid status, awards, or application details without the student's written consent.
  • Read the full Family Educational Rights and Privacy Act (FERPA)

  • As of July 1, 2012 you must have a high school diploma, General Education Diploma (GED) or a State approved High School equivalency. With the elimination of the Ability to Benefit (ATB) regulations, students will no longer have the option to pass an ATB test or to successfully complete 6 core/degree applicable units to qualify for aid, unless they attended any college prior to July 1, 2012.

    Students, who had previously qualified under the ATB regulations, will continue to be eligible to apply for Federal Financial Aid.

  • Important: High School Validity and FAFSA Requirements
    When enrolling at Chabot college, proof of a high school diploma or equivalent is typically not required for admission, as many community colleges have open-door policies. However, if you plan to apply for federal financial aid through the FAFSA (Free Application for Federal Student Aid), you must report the name of your high school and indicate that you have earned a diploma or equivalent.
     
    While the Chabot college may not verify the validity of your diploma for admission purposes, the U.S. Department of Education and our financial aid office may require confirmation that your high school is legitimate. This ensures compliance with federal regulations for financial aid eligibility.
     
    If your financial aid office requests proof of your high school diploma’s validity, you may need to provide:
    • An official transcript in a sealed envelope.
    • Verification of the high school’s accreditation or recognition by the state’s Department of Education.
    • Contact information for the high school or its issuing authority.
  • The Department of Education reviews enrollment patterns over the past  four award years for students applying for federal financial aid. To help prevent fraudulent activity, students with unusual enrollment history will be notified that they may have to verify information with the Financial Aid office.
  • If you receive this notification on your FAFSA Submission Summary (FSS) or Student Aid Report (SAR), please visit the Financial Aid Office to determine what documentation, if any, is required before you can recieve federal financial aid funds.
  • Some students are randomly selected by the Department of Education for mandatory verification of income, etc. The information on the student's FAFSA Submission Summary (FSS) or Student Aid Report (SAR) will indicate the student has been selected for verification.Verified students are required to provide the financial aid office with documentation of all sources of income for the required tax year and must submit on the Verify My Application platform.
What is Pell Grant (LEU)?
 
Pell Grant (LEU) stands for Pell Grant Lifetime Eligibility Used and applies specifically to the Federal Pell Grant program. The federal government limits the amount of Pell Grant funds a student can receive during their lifetime. A student’s LEU is measured in percentages and tracked by the U.S. Department of Education.
 
Pell Grant Lifetime Limit
 
The limit is set at 600%, which is equivalent to six years of full-time Pell Grant funding. Each year of full-time enrollment and Pell Grant disbursement uses 100% of a student’s eligibility. For example, if a student receives the full Pell Grant for one academic year, that counts as 100% of their LEU.
 
How LEU Affects Financial Aid
 
Once a student has used 600% of their Pell Grant eligibility, they are no longer eligible to receive Pell Grant funds. This means that the student must plan their education accordingly to ensure they can maximize their aid before reaching the limit.
 
Part-time Enrollment
 
Students enrolled less than full-time use a lower percentage of their Pell Grant eligibility each year. For instance, attending part-time for one academic year may use only 50% of their Pell Grant eligibility, extending how long they can receive aid.
 
Impact of Reaching 600%
 
Students who reach 600% LEU will no longer be eligible for Pell Grants, even if they are still working toward their first undergraduate degree. This can impact their ability to fund their education, as they may need to seek other financial aid options such as student loans or scholarships.
 
LEU Acknowledgement Process
 
When a student approaches or exceeds their LEU, they may be required to complete an LEU Acknowledgement form or take action based on notification from the Financial Aid Office. This process ensures that the student is aware of their remaining Pell Grant eligibility.
 
1. Notification:
 
  • Students will be notified if they are approaching their 600% limit, often when they reach around 400% - 550% LEU. The U.S. Department of Education and the Financial Aid Office at Chabot College will inform the student of their current LEU status via their FAFSA Submission Summary (FSS) or other communications.
2. Acknowledgement:
 
  • In some cases, the Financial Aid Office may require students to acknowledge their remaining LEU percentage and confirm that they understand they are nearing the Pell Grant lifetime limit.
3. Planning:
 
  • Students are encouraged to work with the Financial Aid Office and academic counselors to plan their remaining coursework and ensure they complete their degree within their Pell Grant eligibility.
 
How to Check Your LEU
 
Students can monitor their LEU by logging into the Federal Student Aid website and reviewing their Pell Grant history. This will show the total percentage of LEU they have used and how much eligibility remains.

 

  1. Go to StudentAid.gov and log in to your account.
  2. On your dashboard, click on View Details.
  3. Navigate to the Grants section.
  4. View your LEU on the Federal Pell Grant Usuage.
 
 
What is the Cal Grant 400% Limit?
 
The Cal Grant 400% limit refers to the total amount of financial aid eligibility you have through the Cal Grant program. This is measured in percentages, with each academic year of full-time enrollment (12 or more units per semester) using 100% of your total eligibility. You are allowed up to 400%, which is equal to four years of full-time study.
 
For example, if you attend Chabot College full-time for one academic year, you will have used 100% of your Cal Grant eligibility. If you attend part-time, you will use less, allowing your eligibility to extend over a longer period.
 
How the Cal Grant 400% Works:
 
  • Full-Time Enrollment (12+ units per semester): Uses 100% per year
  • Three-Quarter Time (9-11 units per semester): Uses 75% per year
  • Half-Time (6-8 units per semester): Uses 50% per year
 
By understanding how your Cal Grant usage is calculated, you can plan your educational path, whether you are working toward a degree at Chabot or planning to transfer to a four-year university.
 
How Does This Affect You as a Chabot College Student?
 
  • Planning to Transfer: If you’re planning to transfer to a four-year university after Chabot, it’s important to be mindful of how much of your Cal Grant eligibility you use here. You’ll want to ensure that you have enough remaining Cal Grant eligibility to support your educational expenses once you transfer.
 

  • Completing a Degree or Certificate: If you’re completing an associate degree or certificate program at Chabot, monitoring your Cal Grant usage ensures that you’ll have financial support throughout your time here.

 
  • Tracking Your Eligibility: You can track your remaining Cal Grant eligibility by logging into your WebGrants 4 Students account. This allows you to stay informed and make sure you are using your aid effectively.
What Happens If I Use Up My Cal Grant Before Transferring?
 
If you use up your Cal Grant eligibility while attending Chabot College, you may not be eligible to receive additional Cal Grant funds when you transfer to a UC, CSU, or private university. The Cal Grant 400% limit applies across all institutions, meaning that once you’ve used your full 400% eligibility, you will no longer receive Cal Grant funding at any school.
 
However, if you haven’t used all of your 400% eligibility while at Chabot, you can still receive Cal Grant support when you transfer. For example, if you only used 200% of your eligibility at Chabot, you would still have 200% available to use at a UC, CSU, or private university.
 
Key Points to Consider:
 
  • Check Your Remaining Eligibility: Before transferring, log in to your WebGrants 4 Students account to check how much of your Cal Grant eligibility remains. This will help you plan your financial aid for the remainder of your education.

 

  • Maximizing Your Aid: If you’re planning to transfer, consider conserving some of your Cal Grant eligibility by graduating from Chabot as efficiently as possible. This will ensure you still have Cal Grant funds available after your transfer.

 

  • Other Financial Aid Options: If you do use up your Cal Grant eligibility, there are other forms of financial aid available, such as scholarships, federal grants, institutional aid, and student loans. Be sure to explore these options with the Chabot College Financial Aid Office or the financial aid office at your transfer institution.
 
What Other Financial Aid Can You Receive If You’ve Used Up Your Cal Grant?
 
If you’ve used up your Cal Grant before transferring, don’t worry! There are still several other state and institutional financial aid options available to help you cover the cost of tuition and other expenses at UC, CSU, or private universities, including:
 
1. Middle Class Scholarship (MCS): Provides aid for students at UC and CSU campuses based on family income and assets.
 
2. Institutional Grants and Scholarships: Many universities offer their own grants and scholarships based on need or merit.
 
3. Chafee Grant for Foster Youth: Offers up to $10,500 per year ($5,250 per semester) for eligible former foster youth.
 
4. Private Scholarships: Many organizations offer scholarships for students in specific majors, backgrounds, or activities.
 
5. Student Loans: Federal and private loans can help fill in gaps in financial aid, but remember that loans must be repaid.
 
A Consortium Agreement is an arrangement between two or more colleges that allows a student to receive financial aid for courses taken at more than one institution. If a student is enrolled in classes at Chabot College (the home school) and another institution (the host school) at the same time, they may combine their enrollment to qualify for financial aid through their home school.
 
How It Works:
 
The student’s home school is responsible for processing and disbursing their financial aid. The student must ensure that their total enrollment across both schools qualifies them for aid (e.g., half-time, full-time status). 
 
Eligibility:
 
To qualify for financial aid under a Consortium Agreement:
 
  1. The student must be enrolled in an eligible program at Chabot College.
  2. The courses taken at the host school must be transferrable to the student’s degree program at Chabot College.
  3. The student must meet all financial aid eligibility requirements (e.g., Satisfactory Academic Progress).
Steps to Complete a Consortium Agreement:
 
  1. The student must fill out the Consortium Agreement form from Chabot College’s Financial Aid Office.
  2. Both Chabot College and the host school must complete their portions of the form.
  3. The student must provide proof of enrollment at the host school and confirm that the courses align with their degree program.
  4. Once the form is approved, financial aid will be processed by Chabot College, and funds will be disbursed based on the total combined enrollment.
Important Considerations:
 
  • Students must maintain good academic standing at both institutions.
  • Financial aid disbursement may be delayed, as it requires coordination between both schools.
  • It is the student’s responsibility to ensure that both schools are updated if their enrollment status changes.
 
By utilizing a Consortium Agreement, students can maximize their financial aid benefits while completing coursework at multiple institutions.