skip navigation


Durham Tech Logo

Financial Aid Manual
Table of Contents printer icon Printer-friendly Table of Contents
1 Introduction
  1.1 Statement of Purpose
  1.2 Financial Aid Reference Documents
2 Philosophy of  Financial Aid
  2.1 History of Financial Aid at Durham Technical Community College
  2.2 Policy Development
    2.2.1 Responsibility for Institutional Policy Development
    2.2.2

Institutional Principles of Financial Aid

    2.2.3

Operating Policies

    2.2.4 Financial Aid Review Team
3 Administrative Organization of the Financial Aid Office
  3.1 Organizational Charts
    3.1.1

Institution

    3.1.2 Student Learning, Development, and Support Division
    3.1.3 Financial Aid Office
  3.2

Division of Responsibility Between Financial Aid and Business Office

  3.3

Job Descriptions for Financial Aid Office

    3.3.1 Director
    3.3.2 Financial Aid Officers
    3.3.3 Receptionist
  3.4

Job Descriptions: Business Office

    3.4.1 Director, Accounting Services
  3.5 General Financial Aid Office Administration
    3.5.1

Office Hours

    3.5.2 Correspondence
    3.5.3 Telephone
    3.5.4 Distribution of Forms
    3.5.5 Staff Meetings
    3.5.6 Personnel Policies
    3.5.7

Performance Evaluations

    3.5.8 Absence Approvals
    3.5.9 Appointments with Office Staff
  3.6 Records Management
    3.6.1

Confidentiality of Records

      3.6.1.1

Public Information

      3.6.1.2 Non-Public Information
    3.6.2 Active Records
    3.6.3 Inactive Records
    3.6.4 Automated Program Files
4 Calendar of Financial Aid Activities
5 Student Consumer Information
  5.1 Financial Aid Program Availability
  5.2 Procedures and Forms Required to Apply
  5.3 Methods of Disseminating Consumer Information
  5.4 Student Eligibility Requirements
  5.5 Criteria for Selecting Recipients and Determining Award Amounts
  5.6 Availability of Forms and Instructions
  5.7 Rights and Responsibilities of Student on Financial Aid
  5.8 Cost of Attendance
  5.9 Refund Policy
  5.10 Academic Programs Offered
  5.11 Student Retention and Completion Data
  5.12 Information for Students with Disabilities
  5.13 Information on Accreditation
6 Student Application for Financial Aid
  6.1 Forms
  6.2 Application Process
  6.3 Deadlines
  6.4 Independent Student Status
7 Student Budgets
  7.1 Basis for Student Budgets
  7.2 Standard Student Budgets
  7.3 Special Budget considerations
8 Systems Operations
  8.1 Coordination of all information related to student eligibility
  8.2 Designated Individual
  8.3 Coordination of Information
  8.4 Responsibilities of Coordinating Offices
    8.4.1

Admissions Office

    8.4.2

Business Office

9 Verification
  9.1 Introduction
  9.2 Conflicting Information
  9.3 Selection of Applications to be Verified
  9.4 Required Verification Items
  9.5 Required Documentation
  9.6 Processing Procedures
  9.7 Deadlines
  9.8 Notification of Award to Students
  9.9 Correction Procedures
  9.10 Publication
  9.11 Procedures for Referral of Overpayments
  9.12 Verification Timeframe
  9.13 Document Collection Procedures
  9.14 Documentation
  9.15 Processing Time Period
  9.16 Failure to Comply
  9.17 Submission After Deadline
  9.18 Tolerances
  9.19 Updating Requirement and Procedure
  9.20 Interim Disbursements
10 Need Analysis
  10.1 General Policies of Need Analysis
  10.2 Calculating Federal Methodology
  10.3 Calculating Institutional Methodology
  10.4 Needs Analysis Adjustments
11 Professional Judgment
  11.1

Areas of Administration

  11.2 Staff Authority
  11.3

Circumstances

  11.4

Student Appeals

  11.5

Documentation

  11.6

Needs Analysis Adjustment Policy

12 Participation in Financial Aid Programs
  12.1

Institutional and Program Eligibility

    12.1.1 Institutional Eligibility
    12.1.2 Terms of Agreement
    12.1.3 Institutional Application for Federal Funds
  12.2

General Student Eligibility for Federal Title IV Financial Aid

  12.3

Federal Programs

    12.3.1 Federal Pell Grant
      12.3.1.1 Purpose of Program
      12.3.1.2 Institutional Policy Statement
      12.3.1.3 Student Eligibility
      12.3.1.4 Determination of Institutional Federal Pell Grant Budget
      12.3.1.5 Amount of Federal Pell Grant
      12.3.1.6 Verification Procedures
      12.3.1.7 Student Aid Report (SAR) Processing
      12.3.1.8 Disbursement Procedures
    12.3.2 Federal Supplemental Educational Opportunity Grant (FSEOG)
      12.3.2.1 Purpose of Program
      12.3.2.2 Institutional Policy Statement
      12.3.2.3 Student Eligibility
      12.3.2.4

Amount of Award

      12.3.2.5 Disbursement Procedures
    12.3.3

Federal Work -Study Programs (FWSP)

      12.3.3.1 Purpose of Program
      12.3.3.2 Institutional Policy Statement
      12.3.3.3 Student Eligibility
      12.3.3.4 Job Classifications
      12.3.3.5 Placement Procedures
      12.3.3.6 Supervision
      12.3.3.7 Time Cards
      12.3.3.8 Recordkeeping
      12.3.3.9 Payment Procedures/Frequency
  12.4

State Financial Aid Programs

    12.4.1 North Carolina Student Incentive Grant
      12.4.1.1 Purpose of Program
      12.4.1.2 Institutional Policy Statement
      12.4.1.3 Amount of Award
    12.4.2 Other State Programs
  12.5

Institutional Financial Aid Programs

    12.5.1 Institutional Scholarship Programs
13 Scholarships
  13.1 Introduction
  13.2 Durham Technical Community College Foundation Scholarships
    13.2.1 Academic Scholarships
    13.2.2 Grade and/or Need-Based Scholarships
    13.2.3 Special Scholarships
  13.3 Outside Scholarships
14 Awarding Financial Aid
  14.1 Durham Technical Community College Packaging Policy
  14.2 Durham Technical Community College Packaging Procedures
  14.3 Determination of Total Funds to be Awarded
  14.4 Outside Resources
  14.5 Award Letter
  14.6 Summer Aid
  14.7 Consortium Agreements
  14.8 International Students
15 Revision of Financial Aid Awards
  15.1 Revision Initiated by the Financial Aid Office
  15.2 Revisions Initiated by Request from Student
  15.3 Overawards
    15.3.1 Eliminating an Overaward
    15.3.2 Causes of an Overaward and/or Overpayment
    15.3.3 Treatment of an Overaward
16 Processing Loans
 

Note:  At this time, Durham Technical Community College does not administer federal loans.

17 Processing Student Aid Reports
18 Disbursement of Funds
  18.1 Description of the Academic Year
  18.2 Payment Period
    18.2.1 Federal Pell Grant Program
    18.2.2

FSEOG

  18.3 Procedures
    18.3.1 Verification of Identity of Student
    18.3.2

Verification of Status

  18.4 Responsibility for Disbursement of Funds
  18.5 Separation of Functions
19 Refunds/Repayments
  19.1 Refund Policy for All Students
    19.1.1 100% Refund
    19.1.2 75% Refund
    19.1.3 100% Refund for Off-Cycle Classes
    19.1.4 Student Fees
    19.1.5 Steps in refund process
  19.1 Refund Policy for Financial Aid Recipients
    19.2.1 Refund Policy for Title IV Recipients
    19.2.2 Failure to maintain SAP
    19.2.3 Withdrawal or Dismissal
  19.3 Refund Policy for Students Who Withdraw
  19.4 Refund Policy for Institutional Fund Recipients
  19.5 Refund Distribution for Financial Aid Recipients
  19.6 Refund Procedures for Official/Unofficial Withdrawal
  19.7 Distribution of Refund Policies
20 Satisfactory Academic Progress
  20.1 Institutional Policy
  20.2 Definition of Satisfactory Progress
  20.3 Grade Point Average
  20.4 Completion Rate
    20.4.1 Completion Rate Formula Example
    20.4.2 Completion Rate Formula Guide
  20.5 Credit Hours-Attempted Limit
    20.5.1 Hours-Attempted Limit Formula
    20.5.2 Hours-Attempted Limit Formula Example
  20.6 Extension of Credit Hours-Attempted Limit
  20.7 Developmental and/or Prerequisite Coursework
    20.7.1 Developmental Coursework
    20.7.2 Prerequisite Coursework
  20.8 Institutional Procedures
  20.9 Suspension of Financial Assistance
21 Fund Management and Reconciliation
22 Fraud
  22.1 Policy for Fraud
  22.2 Procedures for Fraud
23 Audits and Program Reviews
  23.1 Preparation
  23.2 Guidelines
  23.3 Liaison
24 Appendices
  24.1 Durham Technical Community College Divisional Staffing Chart
  24.2 Student Learning, Developmant, and Support Staffing Chart
  24.3 Financial Aid Job Descriptions
  24.4 Aid Information Sheet
  24.5 ConnectSession Information
  24.6 Department of Education Relevant Materials
  24.7 Financial Aid Sources for North Carolina
  24.8 Institutional Form
  24.9 Verification Worksheet
  24.10 Citizenship/Residency Verification
  24.11 Tracking Letter
  24.12 Standard Budgets
  24.13 Division of Responsibilities
  24.14 Student Withdrawal/Overpayment Referral Letter
  24.15 Application for Special Circumstances
  24.16 Needs Analysis Adjustments
  24.17 Program Participation Agreements
  24.18 Year-Round Pell Form
  24.19 Work Study Application
  24.20 Time Card for Work Study
  24.21 Award Letter
  24.22 Financial Aid PowerPoint Presentation
  24.23 Pell Grant Refund Process
  24.24 Satisfactory Academic Progress (SAP)
 

Durham Technical Community College
1637 Lawson Street
Durham, NC 27703
919-536-7200

Copyright ©Durham Technical Community College. All Rights Reserved.
Privacy Policy l Conditions of Use