CC complies with all federal and state rules and regulations and does not discriminate on the basis of race, color, national origin, gender, or disability. This applies to all students interested in participating in educational programs and/or extracurricular activities. Harassment of any employee or student on the basis of race, color, national origin, gender, or disability is strictly prohibited. Inquiries regarding compliance and/or grievance procedures may be directed to the college’s Title IX Officer and/or the Section 504/ADA Coordinator.
Columbia College’s Financial Aid programs are grounded in the belief that student services should facilitate and foster the successful academic participation of financially needy students. As part of its commitment to a positive college experience, the Student Financial Services Office publishes this manual to help students understand their relationship with financial aid at CC.
State and federal regulations allow community colleges participating in Title IV financial aid programs discretion when establishing institution-specific policies and procedures. This manual reflects CC’s current practices under those regulations; policy decisions remain the responsibility of the college.
The Student Financial Services Office aims to provide students with the most current policy information affecting their financial aid while attending CC. As state and federal regulations change or college practices evolve, this manual will be updated accordingly.
Academic programs at CC are measured in units and organized by semesters. CC operates two 16-week semesters (fall and spring), with summer sessions also scheduled. This meets the federal minimum academic-year definition of at least 30 weeks of instruction.
For example, in the 2025-2026 academic year, fall instruction began 08/25/25 and ended 12/12/2025, providing 15 weeks of instruction plus a finals week for a 16-week semester.
For financial aid purposes this definition matters because it determines how payment periods are calculated. CC makes financial aid payments based on the college’s semester; a student’s aid is calculated by semester rather than by weeks attended or individual classes.
Columbia College is accredited by the Accrediting Commission for Community and Junior Colleges (ACCJC) of the Western Association of Schools and Colleges (WASC) and holds full accreditation status.
Students who complete appropriate lower-division coursework at CC may transfer credit to the California State Universities, the University of California, and other four-year colleges and universities with which the college maintains articulation agreements. CC is approved by the State Department of Education for the training of veterans and is authorized under federal law to enroll non-immigrant alien students.
Accreditation is an institutional priority, and college committees work continually to address the Accrediting Commission’s standards and expectations. CC is committed to student learning, educational excellence, and institutional effectiveness, and is dedicated to a comprehensive, integrated, and continual cycle of planning that uses data collection, student learning outcomes, and program review to measure and improve all aspects of student learning and student services.
Most financial aid is awarded on the basis of demonstrated financial need, which is used to determine eligibility. Financial aid programs are funded primarily through the federal government.
Limitations apply to students who have already earned a bachelor’s degree. Such students may qualify only for the California College Promise Grant (CCPG) and federal student loans, and are not eligible for the Federal Pell Grant.
Students enrolled at more than one school in the same enrollment period may receive a Pell Grant from only one institution. A school may, however, pay a student for courses taken at another eligible school if those courses apply to the degree or certificate at the home institution. More information is available on the CC Financial Aid website under Financial Aid Forms
Eligibility Issues – Conflicting Data
If, while reviewing a student’s file, the CC Student Financial Services Office identifies conflicting data, the conflict must be resolved before awarding may take place.
Resolving Conflicting Data
To resolve conflicting data, the Student Financial Services Office will:
Ability to Benefit
To receive Federal Student Aid (FSA), a student must be qualified to study at the post-secondary level. A student qualifies if he or she:
Applicants who do not hold a high school diploma or its equivalent and who wish to receive federal financial aid must demonstrate their ability to benefit from college enrollment. New students who do not have a high school diploma or equivalent (such as a GED) and who did not complete secondary school in a homeschool setting are not eligible for Title IV funds. Such students cannot become eligible by passing an approved “ability-to-benefit” test or by completing at least six credit hours (or 225 clock hours) of college-level work that is applicable to a degree or certificate offered by the institution.
However, students who were enrolled in an eligible educational program of study before July 1, 2012 may continue to be considered Title IV eligible under either the ATB test or the credit-hour standard, as described in Volume 1, Chapter 1 of the FSA Handbook. Students who wish to have transcripts reviewed for at least six degree-applicable units should contact the Student Financial Services Office for an ATB-waiver determination.
Unaccompanied Homeless Youth
A dependent student who completes the FAFSA or CADAA without providing parental information and identifies as homeless, as noted below, will receive the Unaccompanied Homeless Youth (UHY) form:
A Financial Aid Specialist reviews the UHY form and any supporting documents to assess if a determination is needed. Follow-up may include a documented phone or in-person interview. If the student is approved as UHY, the Specialist makes the necessary corrections to the student’s FAFSA or CADAA by selecting “FAA Homeless Youth Determination” and documents the UHY status in SSGD. Once the corrected ISIR is imported, the student is treated as independent.
The California College Promise Grant (CCPG) is an enrollment-fee waiver for California residents, eligible AB540 or AB1899 students, and homeless youth who meet eligibility requirements. The CCPG waives the per-unit tuition; students remain responsible for CC’s general fees, which include Health Fee, Student Center Fee, Student Representation Fee, and materials costs.
To be considered for the CCPG fee waiver, a student must complete either a paper CCPG Fee Waiver application, the Free Application for Federal Student Aid (FAFSA), or the California Dream Act Application (CADAA).
CCPG A
Independent Students. A student qualifies if he or she receives assistance from or meets any of the criteria below. Documentation is required as specified on the CCPG application.
Note: A student who receives his or her own SSI may be considered independent based on professional judgment.
Dependent Students. A student qualifies if classified as dependent and a parent receives one of the following as primary income:
CCPG B
A student qualifies if the student’s income (or the parent’s, if dependent) for the base year falls below the minimum standards based on family size. Income levels for CCPG B are set annually by the State Chancellor’s Office.
CCPG C
A student who does not meet eligibility for CCPG A or B may apply via the FAFSA or CADAA. A student qualifies if the Student Financial Services Office determines a minimum unmet need 0annually established by the Chancellor’s Office. The current amount is $1,104 minimum unmet need.
Note: Students qualifying for CCPG A or B are encouraged to also apply for federal aid.
CCPG applications are available at the CC Student Financial Services Office and on the CC Financial Aid website. Completed applications may be submitted by mail, fax, or in person.
Documentation Requirements
CCPG A (TANF/CalWORKs, SSI/SSP, and General Assistance recipients; see CCPG application for additional categories): Students must complete the “Agency Consent for Release of Information” form, which allows the office to verify eligibility through CalWORKs. Additional documentation may be requested.
CCPG B: The application is typically self-certified; income documentation is not normally required. If information is conflicting or circumstances warrant verification, documentation may be requested.
CCPG C: Students must submit a FAFSA or CADAA and have a valid Student Aid Index/EFC. Eligibility is determined by reviewing the student’s financial need.
Processing the CCPG
When a student submits an application, it is reviewed for completeness, appropriate signatures, dependency status, and acceptable documentation.
Once applications are accepted, a final review is conducted for completeness and eligibility. Students whose applications are incomplete or deemed ineligible are notified by email. The Business Services Office bills the student for outstanding fees.
Entering CCPGs on the College System
Once eligibility is determined, application data is entered into Ellucian Colleague. Information is recorded on the CCPG and AIDE screens (or equivalent). For CCPG B students, dependency status, income, and household size are required. A zero-dollar amount is placed on the first line of the awarding semester.
CCPGs are awarded for an academic year (summer, fall, and spring). Per Chancellor’s Office policy, a CCPG awarded at any point in the academic year is effective for the entire year, so only one application is required per year. CCPG recipients who have paid enrollment fees may request a refund by submitting CC Refund Request Form.
Data is reported to the Community College Chancellor’s Office through MIS. All CCPG applications and supporting documents are retained for at least three years following the end of the award year, as required by the Chancellor’s Office.
Loss of California College Promise Grant (CCPG)
Per Title 5, Section 58108 of the California Community College regulations, students lose eligibility for the CCPG if they fail to meet academic and progress standards — maintaining a 2.0 GPA and successfully completing more than half of units attempted — for two consecutive primary (fall/spring) semesters. Foster youth and former foster youth (no older than 25) and students who qualify for the CCPG through the Veteran’s Office are not subject to loss of the CCPG fee waiver.
Students who lose CCPG eligibility may appeal for reinstatement based on extenuating circumstances, academic improvement, a change in economic situation, inability to obtain essential support services, or special consideration based on certain benefits or programs.
Notification Process
Students are notified within 30 days of the end of a semester if they have been placed on Warning or Disqualification status. Warning status occurs after one semester below standards.
Regaining Eligibility
To regain eligibility, a student must complete one of the following:
Students are encouraged to:
Loss of CCPG Appeal Process
Submit a completed appeal form with all supporting documentation indicated on the form based on the appeal reason. Missing information may delay the appeal or result in denial. The deadline to appeal is the last day of each semester. Email notification of the outcome is sent within 1–3 weeks.
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All first-time college students (including students who earned college units while still in high school) will be considered. The award is NOT based on financial need. The Student Financial Services Office awards students who meet the criteria below. In most cases awarding is automatic and students do not need to apply; however, students who apply late in the year may be picked up for the current semester but not for prior semesters, in which case the student may submit a request form. Fees are waived once eligibility is determined; no direct cash disbursements occur. There is no per-semester unit cap, and students may qualify for a second year.
File a FAFSA or CADAA
Additional information is available on the CC website at CC Promise Program webpage
CC Promise 2-Year Free College eligibility for DSPSstudents under AB2:
DSPS students to receive the CC Promise free tuition for two years, as long as a designated official certifies full-time status when the student is enrolled in fewer than 12 units.
DSPS students must:
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Funding for this award is provided through the State Chancellor’s Office. Students who have been unable to pay for their housing costs are referred to [CC SSSP / Student Success] staff through a Student Success Referral for consideration. Referrals are assigned daily to the cohort specialist, and the student is contacted within 48 hours. SSSP staff support the student and track grades, course completion, and housing arrangements. Awards are added to [CC student information system] and refunds are processed weekly as needed.
Financial and personal information provided by students and their parents on the FAFSA/CADAA and on institutional applications is sometimes incomplete or inaccurate. To address this, certain applicants are required to validate key data elements. Verification is a process in which the applicant provides documentation supporting data originally reported. When inconsistencies or errors are found, the corrected information is submitted to the processor for recalculation.
Items selected for verification are those with the greatest impact on need analysis. CC complies with current federal regulations. The federal processor selects students for verification and assigns them to groups. Depending on the assigned group, items to verify may include:
Documents commonly required for verification include:
Eligibility Changes Resulting from Verification
If verification changes a student’s financial aid eligibility, CC repackages the student based on the new eligibility status and notifies the student with a revised award.
Corrections are submitted to the FAFSA Partner Portal (FPP) or to the California Student Aid Commission (CSAC) WebGrants system. Students receive an acknowledgment of corrections from the FPP or CSAC.
Verification Deadline
Students must meet the verification deadline set by the U.S. Secretary of Education. The Secretary establishes an annual deadline; verification must be completed no later than 120 days after the student’s last day of enrollment, or by approximately September 23, whichever is earlier.
Citizenship Documentation
CC accepts any documentation listed in the Federal Student Aid Handbook to prove citizenship status for U.S. citizens and eligible non-citizens.
Student Request for Copies of Documentation
It is the policy of the Columbia College Student Financial Services Office to scan all student documentation submitted to the office. The office will not return documents to a student without a signed written request listing the documents to be photocopied and released. Documents are provided to the student only, and identification is required. Students who reside outside the local area may request mailing services; documents will be sent via certified mail to the address on file at the student’s expense. The office will not mail or fax documents to outside colleges, organizations, or family members.
The U.S. Department of Education reviews and monitors federal programs to ensure program integrity.
Definition of Unusual Enrollment History
Unusual enrollment history (UEH) is a specific pattern the Department of Education uses to identify students who have received a Federal Pell Grant and/or Federal Direct Student Loans at multiple institutions during the past four academic years. Students must have earned academic credit during the award year in which they received Pell or Direct Loan funds at each previously attended institution.
Program Integrity
The Department of Education has established regulations to address possible fraud and abuse in Title IV programs by identifying students with unusual enrollment histories. These students are flagged through the FAFSA. Some have legitimate reasons for attending multiple institutions; however, the UEH flag requires the Student Financial Services Office to review the student’s enrollment history before determining future aid eligibility.
At times, students are selected for UEH review after aid has already been awarded. In those cases, future disbursements are cancelled until the issue is resolved. No additional aid may be awarded or disbursed until the office has reviewed the academic history. Students selected for UEH review are notified by the office about what is required.
Student Responsibility
To review enrollment history, the office needs official transcripts. Transcripts should be sent to the CC Admissions and Records Office. No aid may be awarded until all required documentation has been received. As part of the review, the office verifies that academic credit was earned at each institution during the relevant award years. If credit was not earned at any institution where the student received Pell or Direct Loans during the relevant years, financial aid cannot be awarded.
CC offers an Associate in Arts (AA) and Associate in Science (AS), each of which meets the minimum academic-year definition, as well as certificate programs that also meet the minimum academic-year definition. For the most current list of certificate programs approved for federal aid at CC, refer to the CC Program Participation Agreement with the U.S. Department of Education.
The Student Financial Services Office establishes — within federal, state, and regional guidelines — modest budgets that reflect the average student’s costs for a nine-month period. The budgets consider a variety of conditions, including living accommodations and special additional costs. Sample expense budgets for full-time students are available at CC Cost of Attendance page.
General Packaging Guidelines
Every eligible applicant should receive a combination of financial aid based on the student’s qualifications, financial need, preferences, academic and family situation, and the criteria developed annually by the Student Financial Services Office for equitable distribution of grant and self-help aid. The office reserves the right to modify awards based on the availability of funds.
Financial aid is awarded according to the following hierarchy until need or cost is met:
After CCPG, Pell, FSEOG, and FWS are awarded, additional awards from other programs or external agencies may require adjustment to the package. This may include Cal Grant, Chafee, scholarships, SSCG, and others. Newly added aid may require reductions in originally offered aid (such as FWS or student loans).
Files are reviewed on a first-come, first-served basis based on the date the file is complete. Awards are packaged based on the FAFSA filing date of completed files.
The student’s cost (see Cost of Attendance) and need are calculated: cost of attendance minus Student Aid Index (SAI) minus other resources equals need. Each aid type and amount for which the student is eligible is subtracted from need or cost following the awarding hierarchy. Awards are coordinated with other offices and external agencies providing monetary assistance.
General Awarding Guidelines
Following packaging, students are notified by email that their tentative offer letter is available in their connectColumbia account. The actual amount of each funded award depends on the student’s enrollment status. All awards are subject to change.
The award email includes links to disbursement dates, enrollment status definitions, and school contact information.
General Disbursing Guidelines: Financial Aid Refunds
To ensure compliance with U.S. Department of Education regulations on separation of duties for the disbursement of financial aid funds, the following is established. Each student is emailed or BankMobile personal code once the student has filed a FAFSA or CADAA and registered for classes. The student is responsible for creating a refund account and choosing a refund preference.
The Chief Business Officer (or designee) is responsible for disbursing financial aid funds as outlined in the Department of Education’s Blue Book and other generally accepted accounting procedures.
View the institution’s Refund-Provider Contract
Cal Grant / Student Success Completion Grant (SSCG)
Cal Grant awards are determined by the California Student Aid Commission (CSAC). CSAC provides a weekly roster via WebGrants. The SSCG is awarded in conjunction with the Cal Grant award.
The Student Financial Services Office downloads the weekly rosters from WebGrants.
Students who are current or former foster youth whose dependency was established or continued by the court on or after age 13 are eligible for Foster Youth SSCG up to $10,500 annually for students enrolled in 12 or more units.
Chafee Grant Program
The California Chafee Grant Program, administered by CSAC, assists eligible California youth aging out of foster care with the costs of attending a post-secondary institution.
Students apply by completing the following steps:
Students must meet the following criteria:
Processing Chafee. Students complete one Chafee application through CSAC; renewal continues year over year if eligible. A roster is made available to the Student Financial Services Office via WebGrants to notify the office of students requiring payment.
The following processing steps are taken:
A Chafee Payment Roster is provided weekly for verification of awards to be paid to eligible students.
CSAC determines eligibility based on need and funding availability. Due to limited funding, awards are prioritized as follows:
CSAC sends funds to the Student Financial Services Office via electronic funds transfer (EFT).
A review of enrollment status, unmet need, SAP, and award amount is completed to verify eligibility before funds are disbursed via BankMobile.
Awards are posted to the AIDE screen and notes are documented.
Once funds have been distributed, the Chafee Grant Coordinator updates and submits the online Chafee Payment Roster on the CSAC website. Upon release of the first payment, information about CC support services and the process for completing an Educational Plan is provided to the student.
For ineligible students, the Chafee Grant Coordinator marks the appropriate comment on the CSAC form, updates the payment roster, and returns funds to CSAC within 30 business days of receipt.
Current-year documents are kept in the Chafee Grant Coordinator’s area; older documents are scanned and retained in the same area.
Chafee recipients must maintain SAP. If a recipient falls below standards for two consecutive semesters, the student is referred to a counselor to create a Success Plan. After three semesters below SAP, the student again meets with the counselor to review and update the plan. If the student remains below SAP standards for a fourth consecutive semester, the student loses eligibility for the Chafee disbursement and must submit an appeal. Students who do not enroll for at least one semester restart their SAP semester count for Chafee purposes only. Chafee appeal deadlines are set late in the semester to allow additional submission time.
Federal Pell Grants
CC awards Federal Pell Grants to eligible undergraduate students based on their Cost of Attendance (COA), Student Aid Index (SAI), and total percentage of Pell already received.
Lifetime Eligibility Used (LEU): Students are limited to 600% lifetime Federal Pell (six years of full-time enrollment). Students are notified on their ISIR upon reaching 400%. Students submitting a SAP appeal are asked to provide their LEU which they can find on their Financial Aid Portal through connectColumbia.
Federal Work-Study (FWS)
Federal Work-Study is awarded on a first-come, first-served basis. Students must have enough financial need for two terms of FWS funds. Awarding continues until funds are exhausted, regardless of enrollment status. Students must be enrolled in 6 or more units to use the award.
Federal Work-Study Selection Criteria:
FWS positions are limited; receiving an FWS award does not guarantee an FWS position.
If a student is offered FWS as part of the aid package, the CC Student Financial Services Office will direct the student to part-time on-campus job postingsWhen possible, students are placed in work related to their studies or career plans. Students earn minimum wage and are paid once per month.
Students are required to complete fingerprinting and a Criminal History Background Check at their own expense. If a student answered “yes” to any criminal-history question on the Student Worker Application, the student cannot work until fingerprint clearance is received. Students must maintain a minimum of 6 units throughout the semester.
Federal Supplemental Educational Opportunity Grants (FSEOG)
The CC Student Financial Services Office awards FSEOG to undergraduate students with exceptional financial need, with priority given to Pell Grant recipients. Unlike Pell, FSEOG is not guaranteed for every eligible student because funds are limited.
FSEOG is awarded first to Pell-eligible students with an SAI of zero or lower on a first-come, first-served basis regardless of enrollment status. If funds remain, awards are made to students with the lowest SAI.
FSEOG Selection Criteria
Funds are awarded based on ISIR received date.
Dream Grant
The Dream Grant is for qualifying applicants who meet the following eligibility criteria. CSAC uses CADAA (California Dream Act Application) data to calculate an SAI.
EOPS
All EOPS awards are determined through the CC EOPS Office. Grant funds are added to the student’s aid package and disbursed through the Student Financial Services Office.
Columbia College offers Federal Direct Student Loans: Subsidized and Unsubsidized.
Federal Direct Loans
A quick review of the Direct Subsidized Loan. The U.S. Department of Education pays the interest on a Direct Subsidized Loan:
A quick review of the Direct Unsubsidized Loan:
Current interest rates are available on the Federal Student Aid website.
Direct Loan limits are based on the student’s dependency status and class level (freshman, sophomore, and aggregated limit).
Direct Loan Eligibility
Before submitting a Direct Loan application, all applicants must have a current FAFSA on file with Columbia College and have an award letter from the CC Student Financial Services Office. Students can check financial aid requirements and status online via connectColumbia through their Financial Aid Portal.
Loan Application Intake Process
Student loan applications are available for pickup at the Student Financial Services Office. The following documents must be attached to the loan application:
Entrance Counseling
The federal government requires first-time student borrowers to complete loan entrance counseling. CC uses the Direct Loan online entrance counseling available at studentaid.gov. Entrance counseling must be completed before any Direct Subsidized or Unsubsidized loan disbursement, and will be confirmed before any and all disbursements.
Borrowers complete entrance counseling at studentaid.gov as required in the FSA Handbook (Volume 2, Chapter 6). Borrowers must also visit iGrad and complete the budget worksheet.
Students are responsible for submitting a complete application; incomplete applications will not be processed or accepted. The loan review process takes 2–4 weeks. Students are notified through their student email.
Disbursement Information
Loan funds are disbursed as follows:
Direct Loan funds are delivered through BankMobile. Students may choose between receiving a check, direct deposit, or the provider’s debit card.
Exit Counseling
All Direct Loan borrowers who graduate, leave school, or drop below half-time enrollment must complete exit counseling. Borrowers are responsible for completing exit counseling. If a borrower does not complete it electronically at studentaid.gov, Columbia College will email or mail a paper exit form to the most recent email or home address on file within 30 days of the borrower’s graduation, departure, or drop below half-time.
Terms and Conditions of Direct Loans
Terms and conditions of Direct Loans are included in the Borrower’s Rights and Responsibilities Statement, which the borrower receives upon completion of a Master Promissory Note with the Department of Education. A borrower may request copies of the Rights and Responsibilities at any time by contacting the Direct Loan Servicing Center.
Terms and Conditions of Direct Loan Deferments
Information on the various deferments available to student and parent borrowers is available at the Department of Education website under “Manage Loans” → “Lower My Payments.”
The National Student Loan Data System (NSLDS)
Using an FSA ID, borrowers can access their complete loan history, including balances, interest rates, and lender contact information, at studentaid.gov.
Federal Pell Grant
The Pell Grant program is the cornerstone of the financial aid package for students at Columbia College. When a student submits the FAFSA, the federal Central Processor determines the student’s Student Aid Index (SAI) and provides either a paper Student Aid Report (SAR) or an electronic Institutional Student Information Record (ISIR). Unless changed through correction or verification, the SAI determines Pell eligibility and the grant amount.
Students must complete the FAFSA annually to establish Pell eligibility. CC draws ISIR data electronically for all students who list Columbia College as a school choice on the FAFSA. Once ISIR data is received, a file is established and tracked. When the file is complete and information is verified and determined to be accurate, CC may pay the Federal Pell Grant.
Although the system can calculate or recompute an SAI from raw data elements, the student’s application must still go through the Central Processor. The Central Processor submits the application to national database matches to confirm eligibility (such as eligible non-citizen status and Selective Service registration compliance) and determines whether verification is required.
Pell eligibility is determined by locating the student’s SAI on the appropriate enrollment-intensity Pell Payment Schedule, which establishes the award amount.
Conditions of Pell Awards
Students must list CC’s OPE/School Code (007707) on the FAFSA, and the FAFSA data must be drawn from the processor before eligibility for all other federal financial aid is determined.
Changes to information must be made through corrections to the Central Processor; these may be completed electronically in the Student Financial Services Office. Because the SAI on the ISIR is also used to determine eligibility for other need-based programs, the corrected SAI must be received before students may be paid from those programs.
Summer Pell Payment
Standard student budgets are developed by the Student Financial Services Office to reflect average costs for tuition and fees, room and board, books and supplies, transportation, and other attendance-related expenses. Budgets are reviewed annually and updated to reflect changes in student costs.
CC’s budget is based on the SEARS survey, conducted and distributed annually by the California Student Aid Commission. The SEARS survey averages the costs students in California incur for indirect educational expenses such as books and supplies, room and board, transportation, and miscellaneous personal expenses. The office considers SEARS-averaged costs to be modest but adequate for students residing in the district, and uses the survey as a guideline for establishing student budgets.
When establishing total budget figures used in determining financial aid eligibility, the college considers students within like categories as follows:
Students without dependents living with parents: Budgets are constructed for students (dependent or independent) who have no dependents of their own (other than a spouse) and who live at home with parents while attending college. These budgets include a reduced food and housing component because the family typically continues to provide for these expenses.
All other students: Budgets recognize that these students — either living away from parents or living in parents’ home with dependents (other than a spouse) of their own — have higher costs for food and housing.
Other components — Fees: Annual average fees are determined by multiplying the average number of units taken per semester by all full-time students for the prior year by the per-unit cost, adding an additional health fee and student representation fee per semester, and multiplying by two semesters.
Non-Resident Tuition: Average non-resident tuition figures are set annually by the YCCD Board of Trustees. Non-California residents must pay current non-resident tuition (subject to change). Visit the Business Office webpage for the current amounts.
Less-than-Half-Time Pell Budgets: Students enrolled in less than six units may be eligible for Federal Pell if their student budgets meet or exceed the cost-of-education threshold on the Less-Than-Half-Time Pell Payment Schedule. Cost-of-education budgets for less-than-half-time use full-time figures for the following components only:
Budget Adjustments
Adjustments may be made on a case-by-case basis when the student has other reasonable costs related to attendance. Such adjustments must be requested and documented by the student.
Dependent Care: The Student Financial Services Office will include a reasonable dependent-care allowance as reported by the student. Married couples who are both financial aid applicants may receive an allowance not exceeding the total dependent-care expense.
Expenses Related to a Physical Impairment: The office may adjust a budget for additional educational costs incurred as a result of a physical impairment. Budgets are increased only for amounts not reimbursed or covered by an outside agency. Adjustments are confirmed through Disabled Student Programs and Services.
Other Adjustments: The office may, at its discretion, make other budget adjustments as appropriate to recognize particular unusual circumstances related to a student’s educational costs. All such adjustments are made case by case and clearly documented in the student’s file.
Consortium Agreements between Columbia College and any other eligible school will apply to all student financial assistance programs as long as Columbia College is the primary or “home” institution. The following conditions must be met for approval:
After the semester ends, any student who requested a Consortium Agreement must submit an official transcript to the Admissions and Records Office for courses in which financial aid funds were disbursed at Columbia College. Transcripts must be evaluated before requesting a Consortium Agreement in subsequent semesters.
Columbia College is participating in the California Virtual College Exchange (CVC Exchange). The CVC Exchange is an innovative, student-centered tool that allows students enrolled at a California Community College to instantly enroll in online courses offered at eligible colleges without filling out a separate application. This gives students access to courses that may or may not be available at their home college, allowing them to achieve their goals more quickly. CC functions as both a Home and a Teaching School for the CVC Exchange; consequently, courses taken at a Teaching school may count toward units enrolled at CC. For more information visit Financial Aid Forms.
Columbia College is required by law, in accordance with 34 CFR Part 668.14 (g), to report any evidence of fraud to the U.S. Office of Inspector General; perpetrators will be prosecuted.
In accordance with federal regulations requiring institutions to report individuals who purposely provide false or misleading information to receive student financial aid, Columbia College will report any individual committing fraud on a financial aid application, or fraudulently manipulating the financial aid programs or process for personal gain, to the U.S. Office of Inspector General.
Suspected cases of fraud — including knowingly misrepresenting family or financial application information, purposeful certification of false statements as true, or intentional falsification, misrepresentation, or alteration of documents used in the financial aid process resulting in receipt of aid — will be reported for possible collection of funds or prosecution.
Examples:
In accordance with federal regulations, students who receive federal financial assistance and completely withdraw from all classes before completing more than 60% of the semester must return any unearned federal funds. As defined by the U.S. Department of Education, an R2T4 calculation determines the percentage of aid earned based on the time the student was enrolled at CC. The return is calculated on a pro-rata basis.
Federal Work-Study earnings are excluded from the calculation. Students who do not begin attendance are considered “No Show” and are not subject to R2T4.
CC is responsible for identifying students affected by this policy and completing an R2T4 calculation. The student is informed by email of the results of the calculation and any balance owed. CC returns any unearned Title IV institutional share within 45 days of the R2T4 calculation. At 45 days, if the charge is unpaid by the student, the Student Financial Services Office reports the charge to NSLDS. Thirty days after reporting to NSLDS, any unpaid balance is assigned to the Department of Education for collection.
CC has implemented an “FW” grading symbol for students who stop attending and unofficially withdraw. The Student Financial Services Office completes an R2T4 calculation based on the Last Date of Attendance (LDA) reported by the instructor or available on Starfish. If the student has dropped courses in the semester, the office uses the later of the LDA of a “stopped attending F” course or the date of a previously dropped course. If an LDA cannot be determined, the office uses the 50% point in the semester as the withdrawal date.
Columbia College is not required to take attendance. Therefore, if the student has not earned a passing grade in any class and the office is unable to determine the last date of attendance, the office uses the 50% point of the enrollment period as the withdrawal date.
If all F grades are listed as N (student never attended), the office charges all aid at 100% because the student never began classes.
Overpayments will be reported to the National Student Loan Data System (NSLDS) if:
In addition to NSLDS posting, for students who fail to repay their debt 30 days after reporting to NSLDS, a separate assignment letter is sent to the U.S. Department of Education Debt Collection Agency. Appropriate actions are taken to block students from receiving any additional Title IV funds until official verification has been received from the U.S. Department of Education that the overpayment no longer prevents the student from receiving additional Title IV funds.
Post-Withdrawal Disbursements (PWD)
A post-withdrawal disbursement (PWD) may be required if the total Title IV aid earned as of the withdrawal date exceeds the amount disbursed. To be eligible for a PWD, students must have a complete financial aid file (verification completed and all tracking requirements satisfied) and meet all eligibility requirements. Upon notification, the student has 14 days to request their funds.
Repayments
A student may owe a repayment of an overpayment when additional resources are received after aid has been disbursed and the student has been determined to have received an over-award, or if it is discovered that the student falsified information during the application process. (See: Award Maintenance & Over-Awards.)
Monitoring Mid-Year Transfers
When awarding within the academic year, the Student Financial Services Office sometimes determines that the student was not enrolled at CC during a prior semester (for example, awarding for spring when the student was not enrolled in fall). In these cases, CC checks NSLDS to determine what the student was paid in Title IV aid (Pell, FSEOG, and loans) and whether any scheduled awards must be changed. Adjustments are made manually to keep awards within federal limits.
To be eligible for federal financial aid, students must maintain Satisfactory Academic Progress (SAP). Columbia College has adopted the following SAP policy, which incorporates elements specified in federal regulations.
Qualitative Requirements
GPA: All financial aid students are required to maintain a minimum 2.0 cumulative GPA.
Quantitative Requirements
Pace Rate: To determine whether students are on pace to complete their course of study within the maximum time frame, CC evaluates pace at the end of each semester. Students are expected to have completed at least 67% of all units attempted. Grades of A, B, C, D, and P (pass) count as completed. Grades of W, F, FW, I, and NP (no pass) do not count as completed. Grades of Excused Withdrawal (EW) are not included in the SAP calculation. All units taken at other institutions through a consortium agreement are also included in the pace assessment.
Maximum Time Frame: All financial aid students are expected to complete their program of study within 150% of the published length of the program.
Frequency of SAP Evaluations
Academic progress of financial aid students is evaluated, after grades are posted, at the end of each semester, including summer.
Financial Aid Warning
When academic progress is evaluated, students whose cumulative GPA is below 2.0 and/or whose cumulative pace rate is below 67% are placed on Financial Aid Warning. Transferring students and continuing CC students who never previously applied for financial aid are placed on Warning if their cumulative GPA is below 2.0 and/or pace is below 67% at the time they enter the program. Students on Warning continue to be considered for aid during the Warning semester. Students are removed from Warning after the Warning semester if their cumulative GPA and pace meet the federal minimum standards. Students who still do not meet GPA and pace standards will be placed on Disqualification.
Financial Aid Disqualification
Students who do not meet all cumulative academic requirements at the end of a Warning semester, or who reach Maximum Time Frame, will be placed on Financial Aid Disqualification. Students disqualified from financial aid may re-establish eligibility by meeting all cumulative SAP criteria outlined in the Qualitative and Quantitative requirements above.
Students on Disqualification are not eligible to receive financial aid except for a CCPG fee waiver, if eligible. Students who complete a semester on Disqualification must have their academic progress reviewed before financial aid eligibility is determined for the following semester. Due to the short time between semesters, there will be at least a three-week delay in eligibility notification. If eligible, disbursements may also be delayed.
Appealing Financial Aid Disqualification
Students placed on Disqualification may appeal for reinstatement. Circumstances must have occurred during the deficient semester and should be beyond the student’s control.
Examples of reasons a student may file an appeal:
The following are NOT considered extenuating circumstances beyond a student’s control:
To file an appeal, students must submit a complete appeal packet that includes:
The Student Financial Services Office reserves the right to request additional information or documentation after the initial review.
Appeal Deadlines
Appeal deadlines are established each semester. Acceptance dates generally run approximately four weeks prior to the start of the semester and 3–6 weeks after. A FAFSA/CADAA submission deadline is also set so students are notified about appeal requirements before the appeal deadline. Students are notified of the decision by email.
Approved Appeals – Financial Aid Probation
Students with an approved appeal are placed on Financial Aid Probation. To maintain eligibility, students must meet ALL requirements of an Appeal Contract (GPA of 2.0 or above and Pace Rate of at least 75% completion) each semester.
Students who had an approved appeal in their most recent semester and met the appeal probation requirements move forward automatically (exception: students on DQM from Summer to Fall will be expected to complete a Continuation Appeal once they have attempted 150 or more units).
FAILURE TO MEET THE CRITERIA LISTED ON THE APPEAL CONTRACT WILL RESULT IN TERMINATION OF FINANCIAL AID.
Denied Appeals
Students whose appeal is denied have the option to submit a Committee Review Appeal that includes a Grade Check requirement. Decisions made by the committee are final.
Educational Goal Changes
Students whose educational goal is listed as “certificate” only and who are disqualified for Maximum Time Frame (45 attempted units) may have their SAP recalculated when they change their educational goal to AA/AS or transfer. Students update their goal by meeting with a counselor and then notifying the Student Financial Services Office. A recalculation is done for the current semester only. To be considered for a previous semester within the academic year, a student must provide documentation — such as an updated educational plan dated during the previous semester — demonstrating that the updated goal was in progress at that time.
Repeated Courses
The CC Student Financial Services Office follows Yosemite Community College District policy regarding repeated courses. Students are allowed to repeat classes for financial aid purposes provided the classes are allowed under the district’s repeat policy as specified in the college catalog. All repeated courses are included in the maximum time frame, cumulative GPA, and cumulative pace rate assessments.
Transfer Courses
All courses taken at other institutions are included in the maximum time frame, cumulative GPA, and cumulative pace rate assessments, provided transcripts have been submitted, evaluated, and posted to the student’s academic record. Students with bachelor’s degrees are not eligible for the Federal Pell Grant. Foreign courses will be accepted and counted by the district if they
have been professionally evaluated by a credible foreign degree evaluation organization.
ESL Units
ESL units will not be counted toward maximum time frame; however, they will be considered in the cumulative GPA and pace rate. To ensure progress toward the educational goal, students are expected to begin incorporating coursework related to their educational goal/major after four (4) semesters of ESL instruction.
Remedial Units
Any remedial units in excess of 30 are counted toward attempted units for maximum time frame. All remedial units are included for GPA and pace rate assessment.
Incomplete Courses
Grades of “I” (incomplete) are considered “attempted” but not “completed.” It is the student’s responsibility to inform the Student Financial Services Office if an “I” grade changes during a term. If the change of grade affects aid eligibility, the office recalculates eligibility during the semester. Otherwise, the change of grade is factored in at the next SAP evaluation.
Pace Rate Calculation
Units Completed ÷ Units Attempted = Pace Rate
Grades of “D” or Better and “Credit”
Students who receive a grade of A, B, C, D, or P (pass) receive credit for the class and are considered to have completed the class.
Withdrawals and Grades of “Incomplete”
Students who withdraw from classes or receive a grade of “Incomplete” have those classes included in the pace rate calculation. Withdrawals (except Excused Withdrawal, EW) and incompletes are included with all other classes attempted.
Grades of “F”, “FW”, and “No Pass”
Students who receive a grade of F, FW, or NP (no pass) do not receive credit for the class and are not considered to have completed the class. A grade of FW is assigned by the instructor when a student stops attending after the last day to withdraw from a class.
Special Circumstance – Financial Eligibility
In cases of extenuating circumstances affecting a student’s financial eligibility, the student (or the student’s parent) may request special consideration by submitting a Request for Consideration of Special Circumstances to the Student Financial Services Office. After this request is reviewed, the Financial Aid Specialist sends the student the special circumstance paperwork and requests supporting documentation.
The CC Student Financial Services Office determines each year when the office will begin accepting requests for extenuating circumstances. Changes in financial eligibility are typically accepted beginning in July of each year.
Students or a student’s parent should consider requesting review if they experience:
Special Circumstance / Dependency Override
A student may request to be considered independent if the student does not meet the federal requirements by submitting the Dependency Override Request form, available from the Student Financial Services Office. Required supporting documentation is listed on the form. Dependency Override Requests are reviewed by the Director of Student Financial Services for final determination.
Prior Written Consent to Disclose the Student’s Records
Except under one of the special conditions described in this section, a student must provide written consent before an education agency or school may disclose personally identifiable information from the student’s education records.
Written consent must state the purpose of the disclosure, specify the records that may be disclosed, identify the party or class of parties to whom disclosure may be made, and be signed and dated.
If consent is given electronically, the consent form must identify and authenticate a particular person as the source of the electronic consent and indicate that person’s approval of the information contained in the consent.
FERPA Responsibilities and Student Rights
A school is required to:
A student has the right to:
Conflict of Interest
To avoid any conflict of interest between a student and the documentation of their financial aid file, all Student Financial Services staff follow IFAP regulations for confidentiality regarding student information.
No YCCD employee or staff working in Admissions, Records, or Student Financial Aid Services will review, process, or intake any student documents if the student has a relationship to the staff member as “family.” Family is defined as a parent, sibling, spouse, child, spouse’s parent, sibling’s spouse, or child’s spouse.
Reference: IFAP 34 CFR 668.15(f)(3).
Adequate staffing: To manage a school’s aid programs effectively, the aid administrator must be supported by an adequate number of professional and clerical personnel. Adequacy depends on the number of students aided, the number and types of programs administered, the number of applicants evaluated and processed, the amount of funds administered, and the type of financial aid delivery system. What is adequate at one school may be insufficient at another. The Department of Education determines case by case whether a school has an adequate number of qualified persons, based on program reviews, audits, and information provided in the school’s application for approval to participate in FSA programs.
System of Checks and Balances: In addition to a well-organized financial aid office staffed by qualified personnel, a school must ensure that its administrative procedures for FSA programs include an adequate system of internal checks and balances. At a minimum, this system must separate the functions of authorizing payment and disbursing or delivering funds so that no single person or office performs both functions for any student receiving FSA funds. Small schools are not exempt from this requirement even with limited staff. Individuals working in authorization or disbursement may perform other functions, but not both authorization and disbursement. These two functions must be performed by individuals who are not members of the same family and who do not together exercise substantial control over the school. If a school performs any aspect of these functions via computer, no single person may have the ability to change data affecting both authorization and disbursement. Electronic processes can blur separation of functions, so the awarding and disbursement may occur virtually simultaneously; the school must therefore set up controls preventing an individual or office from having both abilities. Controls should also prevent cross-functional tampering (for example, financial aid office employees should not be able to change data entered by the registrar’s office). Finally, only individuals with special security classifications should be able to make changes to the programs that determine student need and awards, and the system should be able to identify the individuals who make such changes. (Family is a parent, sibling, spouse, child, spouse’s parent, sibling’s spouse, or child’s spouse.) For further guidance on separation of functions, contact the appropriate School Participation Team (see “Contacts” on the Financial Aid Professional portal).
CC has established a separation of the functions of authorizing payment and disbursing or delivering funds so that no single person or office performs both functions for any student receiving FSA funds. Individuals working in authorization or disbursement may perform other functions, but not both authorization and disbursement, and these two functions are performed by individuals who are not members of the same family and who do not together exercise substantial control over the school. Columbia College has set up controls where no individual or staff member in the Student Financial Services office has the authority or ability to perform both functions. The YCCD system also prevents cross-functional tampering: a financial aid office employee cannot change data entered by the registrar’s office. The current system permits only individuals with special security classifications to make changes to the programs that determine student need and awards, and the Financial Aid Director can identify the individuals who make such changes.
Phone: 209-588-5105
Fax: 209-588-5391
Email: cc_finaid@yosemite.edu
Hours (Fall/Spring): 8:00-4:30 Monday-Friday
Hours (Summer): 7:30-5:30 Monday - Thursday
Location: Manzanita 205, 11600 Columbia College Dr,
Sonora, CA 95370
School Code: 007707
