Financial Aid Manual

Table of Contents

  1. Introduction
    1. Statement of Purpose
    2. Financial Aid Reference Documents

  2. Philosophy of  Financial Aid
    1. History of Financial Aid at Durham Technical Community College
    2. Policy Development
      1. Responsibility for Institutional Policy Development
      2. Institutional Principles of Financial Aid
      3. Operating Policies
      4. Financial Aid Review Team

  3. Administrative Organization of the Financial Aid Office
    1. Organizational Charts
      1. Institution
      2. Student Learning, Development, and Support Division
      3. Financial Aid Office

    2. Division of Responsibility Between Financial Aid and Business Office
      1. Director
    3. Job Descriptions for Financial Aid Office
      1. Financial Aid Officers
      2. Receptionist
    4. Job Descriptions: Business Office
      1. Director, Accounting Services
    5. General Financial Aid Office Administration
      1. Office Hours
      2. Correspondence
      3. Telephone
      4. Distribution of Forms
      5. Staff Meetings
      6. Personnel Policies
      7. Performance Evaluations
      8. Absence Approvals
      9. Appointments with Office Staff
    6. Records Management
      1. Confidentiality of Records
        1. Public Information
        2. Non-Public Information
      2. Active Records
      3. Inactive Records
      4. Automated Program Files
  4. Calendar of Financial Aid Activities

  5. Student Consumer Information
    1. Financial Aid Program Availability
    2. Procedures and Forms Required to Apply
    3. Methods of Disseminating Consumer Information
    4. Student Eligibility Requirements
    5. Criteria for Selecting Recipients and Determining Award Amounts
    6. Availability of Forms and Instructions
    7. Rights and Responsibilities of Student on Financial Aid
    8. Cost of Attendance
    9. Refund Policy
    10. Academic Programs Offered
    11. Student Retention and Completion Data
    12. Information for Students with Disabilities

  6. Student Application for Financial Aid
    1. Forms
    2. Application Process
    3. Deadlines
    4. Independent Student Status

  7. Student Budgets
    1. Basis for Student Budgets
    2. Standard Student Budgets
    3. Special Budget considerations

  8. Systems Operations
    1. Coordination of all information related to student eligibility
    2. Designated Individual
    3. Coordination of Information
    4. Responsibilities of Coordinating Offices
      1. Admissions Office
      2. Business Office

  9. Verification
    1. Introduction
    2. Conflicting Information
    3. Selection of Applications to be Verified
    4. Required Verification Items
    5. Required Documentation
    6. Processing Procedures
    7. Deadlines
    8. Notification of Award to Students
    9. Correction Procedures
    10. Publication
    11. Procedures for Referral of Overpayments
    12. Verification Timeframe
    13. Document Collection Procedures
    14. Documentation
    15. Processing Time Period
    16. Failure to Comply
    17. Submission After Deadline
    18. Tolerances
    19. Updating Requirement and Procedure
    20. Interim Disbursements

  10. Need Analysis
    1. General Policies of Need Analysis
    2. Calculating Federal Methodology
    3. Calculating Institutional Methodology
    4. Needs Analysis Adjustments

  11. Professional Judgment
    1. Areas of Administration
    2. Staff Authority
    3. Circumstances
    4. Student Appeals
    5. Documentation
    6. Needs Analysis Adjustment Policy

  12. Participation in Financial Aid Programs
    1. Institutional and Program Eligibility
      1. Institutional Eligibility
      2. Terms of Agreement
      3. Institutional Application for Federal Funds
    2. General Student Eligibility for Federal Title IV Financial Aid
    3. Federal Programs
      1. Federal Pell Grant
        1. Purpose of Program
        2. Institutional Policy Statement
        3. Student Eligibility
        4. Determination of Institutional Federal Pell Grant Budget
        5. Amount of Federal Pell Grant
        6. Verification Procedures
        7. Student Aid Report (SAR) Processing
        8. Disbursement Procedures
      2. Federal Supplemental Educational Opportunity Grant (FSEOG)
        1. Purpose of Program
        2. Institutional Policy Statement
        3. Student Eligibility
        4. Amount of Award
        5. Disbursement Procedures
      3. Federal Work -Study Programs (FWSP)
        1. Purpose of Program
        2. Institutional Policy Statement
        3. Student Eligibility
        4. Job Classifications
        5. Placement Procedures
        6. Supervision
        7. Time Cards
        8. Recordkeeping
        9. Payment Procedures/Frequency
    4. State Financial Aid Programs
      1. North Carolina Student Incentive Grant
        1. Purpose of Program
        2. Institutional Policy Statement
        3. Amount of Award
      2. Other State Programs
    5. Institutional Financial Aid Programs
      1. Institutional Scholarship Programs

  13. Scholarships
    1. Introduction
    2. Durham Technical Community College Foundation Scholarships
      1. Academic Scholarships
      2. Grade and/or Need-Based Scholarships
      3. Special Scholarships
    3. Outside Scholarships

  14. Awarding Financial Aid
    1. Durham Technical Community College Packaging Policy
    2. Durham Technical Community College Packaging Procedures
    3. Determination of Total Funds to be Awarded
    4. Outside Resources
    5. Award Letter
    6. Summer Aid
    7. Consortium Agreements
    8. International Students

  15. Revision of Financial Aid Awards
    1. Revision Initiated by the Financial Aid Office
    2. Revisions Initiated by Request from Student
    3. Overawards
      1. Eliminating an Overaward
      2. Causes of an Overaward and/or Overpayment
      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
    1. Description of the Academic Year
    2. Payment Period
      1. Federal Pell Grant Program
      2. FSEOG
    3. Procedures
      1. Verification of Identity of Student
      2. Verification of Status
    4. Responsibility for Disbursement of Funds
    5. Separation of Functions

  19. Refunds/Repayments
    1. Refund Policy for All Students
      1. 100% Refund
      2. 75% Refund
      3. 100% Refund for Off-Cycle Classes
      4. Student Fees
      5. Steps in refund process
    2. Refund Policy for Financial Aid Recipients
      1. Refund Policy for Title IV Recipients
      2. Failure to maintain SAP
      3. Withdrawal or Dismissal
    3. Refund Policy for Students Who Withdraw
    4. Refund Policy for Institutional Fund Recipients
    5. Refund Distribution for Financial Aid Recipients
    6. Refund Procedures for Official/Unofficial Withdrawal
    7. Distribution of Refund Policies
  20. Satisfactory Academic Progress
    1. Institutional Policy
    2. Definition of Satisfactory Progress
    3. Grade Point Average
    4. Completion Rate
      1. Completion Rate Formula Example
      2. Completion Rate Formula Guide
    5. Credit Hours-Attempted Limit
      1. Hours-Attempted Limit Formula
      2. Hours-Attempted Limit Formula Example
    6. Extension of Credit Hours-Attempted Limit
    7. Developmental and/or Prerequisite Coursework
      1. Developmental Coursework
      2. Prerequisite Coursework
    8. Institutional Procedures
    9. Suspension of Financial Assistance

  21. Fund Management and Reconciliation
  22. Fraud
    1. Policy for Fraud
    2. Procedures for Fraud
  23. Audits and Program Reviews
    1. Preparation
    2. Guidelines
    3. Liaison
  24. Appendices
    1. Durham Technical Community College Divisional Staffing Chart
    2. Student Learning, Developmant, and Support Staffing Chart
    3. Financial Aid Job Descriptions
    4. Aid Information Sheet
    5. ConnectSession Information
    6. Department of Education Relevant Materials
    7. Financial Aid Sources for North Carolina
    8. Institutional Form
    9. Verification Worksheet
    10. Citizenship/Residency Verification
    11. Tracking Letter
    12. Standard Budgets
    13. Division of Responsibilities
    14. Student Withdrawal/Overpayment Referral Letter
    15. Application for Special Circumstances
    16. Needs Analysis Adjustments
    17. Program Participation Agreements
    18. Year-Round Pell Form
    19. Work Study Application
    20. Time Card for Work Study
    21. Award Letter
    22. Financial Aid PowerPoint Presentation
    23. Pell Grant Refund Process
    24. Satisfactory Academic Progress (SAP)

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

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