Policies & Procedures



Code of Conduct for Financial Aid Professionals

The Higher Education Opportunity Act of 2008 (HEOA) requires institutions of higher education to establish and follow a Code of Conduct with respect to student loans that prohibits conflicts of interest for any financial aid professional [HEOA § 487(a)(25)]. In accordance with this requirement, the Office of Student Financial Services at Evangel University has issued the following conflict of interest policy and code of conduct.

Any Evangel University officer, employee, or agent who has responsibilities with respect to student educational loans is required to comply with this code of conduct as outlined below.

Financial aid professionals should not:

  • Enter into any revenue-sharing arrangement with any lender.
  • Take any action he or she believes is contrary to law, regulation, or the best interests of the students and parents he or she serves.
  • Solicit or accept from a lender, guarantor, or servicer of education loans:
    • any gift, including gratuity, favor, discount, entertainment, hospitality, loan, or other items having a monetary value of more than a nominal amount;
    • any payment or other financial benefit as compensation for any type of consulting arrangement or other contract to provide services to a lender;
    • an offer of funds to be used for private education loans or opportunity pool loans in exchange for providing the lender with a specified number of loans, a specified loan volume, or placement on a preferred lender list;
    • any assistance with call center staffing or financial aid staffing. Lenders, however, may provide professional development training to financial aid administrators, educational advising materials to borrowers, or assistance in state or federally declared natural disasters;
    • anything of value in return for serving on an advisory board. Reimbursement for reasonable expenses incurred in connection with such service, however, is permitted.
  • Automatically assign a particular lender to any borrower, and shall not refuse to certify or delay certification of any loan based on the lender or guarantee agency selected.
  • Identify employees, representatives, or agents of external lenders to students or their parents as employees, representatives, or agents of the financial aid office.

Financial aid professionals should:

  • Ensure that the information he or she provides is accurate, unbiased, and does not reflect any preference arising from actual or potential personal gain.
  • Be objective in making decisions and advising his or her institution regarding relationships with any entity involved in any aspect of student financial aid.
  • Maintain exemplary standards of professional conduct in all aspects of carrying out his or her responsibilities, specifically including all dealings with any entities involved in any manner in student financial aid, regardless of whether such entities are involved in a government sponsored, subsidized, or regulated activity.

Credit Hour Requirement

Students must complete a minimum number of hours per term based on attempted semester hours.

  • Incomplete grades and audit hours are not counted in the minimum hour requirement.
  • A repeated course is only counted once.
  • If you do not meet the minimum hour or grade requirements during the academic year, you may make them up in summer sessions.
  • Repeat classes must be completed at Evangel University.

Definition of Half-time Enrollment

Traditional undergraduate and professional studies students at Evangel must be enrolled in 6 credits per semester to be considered half-time. This includes the summer semester. Traditional undergraduate and professional studies students must be enrolled in 12 credits to be considered full-time.

Evangel graduate students must be enrolled in either 3 or 4 credits per semester to be considered half-time. See the chart below to see the half-time status for each particular graduate program.

Graduate Enrollment Status Chart

Psychology
Full–time 9+
Half–time 4 to 8
Less P/T 3 or less
School Counseling
Full–time 9+
Half–time 4 to 8
Less P/T 3 or less
Education
Full–time 8+
Half–time 4 to 7
Less P/T 3 or less
Education – Step Up Program
Less P/T 3 or less
Education – Seminar
Less P/T 3 or less
Organizational Leadership
Full–time 6+
Half–time 3 to 5
Less P/T 2 or less

Dual Enrollment

A dual-enrolled student seeking financial aid to cover costs at both schools must file a consortium agreement and be registered for all classes prior to the end of the 100% drop/add period at Evangel University. Students can only receive aid from the school where the degree will be received. Financial aid eligibility will take into account all hours in which a student enrolls at each institution that apply toward the student’s degree program.


FAFSA Policy for Institutional Aid

According to University policy, students are required to complete a FAFSA each year in order to receive institutional aid.


Financial Aid Termination and Establishing Re-eligibility

Possible causes for financial aid termination:

  • Changes in enrollment status
  • Withdrawal
  • Failure to meet Satisfactory Academic Progress or other requirements
  • Default on a federally funded student loan, failure to repay a grant overpayment or any other financial obligation to the University
  • Academic or administrative suspension

Re-Establishing Aid Eligibility

Before aid eligibility can be re-established, students must meet the qualitative and quantitative requirements as set forth by the Satisfactory Academic Progress policy. This may require the student to attend another college or university to raise their GPA and meet the necessary hours for progression. Students who are not suspended by the University may continue without any financial assistance.

Appeal Procedure: If academic deficiencies were the result of unusual and extenuating circumstances, students may explain those circumstances to the Financial Aid Appeal Committee. Appeals must reach our office no later than two weeks prior to the beginning of an academic year. Appeals for prior semesters are not considered. Students will receive written notification of the committee’s decision. If the appeal is denied, students may request a personal hearing with the committee. The decision of the Financial Aid Appeal Committee is final.


Maximum Time Frame

In order to maintain aid eligibility, students must complete their degree objectives within the following credit hour maximum:

  • Associates Degree: 96
  • Bachelor’s Degree: 186*

*Students become ineligible for federal aid when the Student Financial Services office determines that they cannot earn the Bachelor’s degree before reaching 186 hours or with full-time attendance within six years.


Non-degree Seeking Students

Students that are not degree seeking and are admitted as “Special Students” are not eligible for financial aid.


Refund Check Policy

Undergraduate Students: Check Request Form (pdf)

  • Refund checks are not processed until the drop/add period is over and semester charges and financial aid has been finalized for the term.
  • Check requests cannot be processed until there is excess refundable credit on your student account. Institutional aid is never refundable.
  • If you have a Parent PLUS loan, credit balances will be refunded to the parent borrower regardless of what was indicated on the loan application in accordance with EU policy.
  • Students who have a credit balance resulting solely from federal aid will automatically be issued refunds.
  • You will receive an e-mail notification when your check is ready to be picked up.
    Note: Phone inquiries delay refunds for all students. Please check your Evangel e-mail for notification that your refund is ready.
  • Students who have a credit balance resulting from a combination of federal aid and other awards must complete a check request form to request a refund.
    Note: You must sign the form and drop it off in the Billing office, fax it to (417) 865-9599 or email a signed form to Jennifer Pulley.
  • Picking up refund checks:
    • Checks must be picked up by the student.
    • You must show your Evangel ID when picking up a refund check.
    • Checks are picked up from the Billing Office, Riggs Hall, Suite 204.
    • Office Hours are 8 a.m. to 4:30 p.m., Monday through Friday.
  • Any credit balance left on your account at the end of the semester will be applied to next semester’s charges first and will no longer be available for a refund.

Graduate and Adult Studies Students: Check Request Form (pdf)

  • Refund checks are not processed until the drop/add period is over and semester charges and financial aid has been finalized for the term. For Professional Studies students, attendance in at least two class periods of the same class or participation must be established before aid is paid to your account. Please allow a few weeks for a check to be processed.
  • Check requests cannot be processed until there is excess refundable credit on your student account. Institutional aid is never refundable.
  • Students who have a credit balance resulting solely from federal aid will automatically be issued refunds.
  • Refund checks will be mailed to the home address on file unless otherwise requested via e-mail or as indicated on a check request form. You will receive an e-mail notification when your check has been mailed.
    Note: Phone inquiries delay refunds for all students. Please check your Evangel e-mail for notification that your refund is ready.
  • Students who have a credit balance resulting from a combination of federal aid and other awards must complete a check request form to request a refund.
    Note: You must sign the form and drop it off in the Student Financial Services office, fax it to (417) 865-9599 or email a signed form to Jennifer Pulley.
  • If you indicated you will pick up your check:
    • Checks must be picked up by the student.
    • You must show your Evangel ID when picking up a refund check.
    • Checks are picked up from the Billing Office, Riggs Hall, Suite 204.
    • Office Hours are 8 a.m. to 4:30 p.m., Monday through Friday.
  • Any credit balance left on your account at the end of the semester will be applied to next semester’s charges first and will no longer be available for a refund.

Satisfactory Academic Progress

Evangel University is required by law to establish satisfactory academic progress standards to gauge the progress of students receiving financial assistance through federal, state or institutional aid programs by applying both qualitative and quantitative measurements to academic work. [34 CFR 668.16(e)] These measurements shall be used to determine a student’s eligibility for all federal Title IV aid and for other need-based financial assistance, unless the terms of a particular grant or funding source states otherwise. Degree seeking students in all undergraduate and graduate programs are covered under this policy.

General Undergraduate Guidelines

The academic policy at Evangel University is designed to enable students to achieve graduation requirements. Graduation requirements include a minimum grade point average (GPA) of 2.0 at the time of program completion. Satisfactory academic progress (SAP) is, therefore, measured by qualitative and quantitative standards to promote this outcome. All students must meet the requirements of both quantitative and qualitative satisfactory academic progress listed below to receive financial aid.

Quantitative Satisfactory Academic Progress – Students must complete 67% of the number of credit hours for which they have enrolled to remain eligible for federal financial aid. To establish a quantitative measure, a time frame is set for students to finish a program of study.

Qualitative Satisfactory Academic Progress – Students who drop below the following minimum cumulative GPA will be placed on Financial Aid Warning. The student’s cumulative GPA includes credits for courses accepted by Evangel University from other institutions that count toward the student’s degree.

Maximum Time Frame – Regulations require the maximum time frame to not exceed 150% of the published length of the program, measured in the required academic credit hours. For example, the length of most undergraduate academic programs is 124 credit hours required for degree completion and may not exceed 186 attempted credit hours (150% of 124 credit hours = 186 maximum attempted hours).

Number of Credits Attempted Minimum Cumulative GPA
1-29.5 1.50
30-44.5 1.70
45-59.5 1.90
60+ 2.0

General Graduate Guidelines

Students whose cumulative GPA drops below 3.0 while they are in the graduate program, or who fail to meet standards established by their program in other facets of the curriculum, or who receive three C grades in their coursework, will be placed on SAP warning. Additionally, the quantitative measure of SAP will be evaluated with the same standard as undergraduate students.

Definitions:

Attempted Hours - Any course for which the student receives any of the following grades A-F (including plus/minus), P/F, I, W, WP, WF

Hours Not Counted as Attempted - Audited courses

Successfully Completed Hours – All course for which the student receives a passing grade: A-F (including plus/minus), P

Unsuccessfully Completed Hours – All courses for which the student receives any of the following grades: F, I, W, WP, WF

Evaluation Period – A student’s academic progress will be evaluated at the end of each payment period. Payment periods for traditional UG students are typically fall and spring terms. Summer is only included if the student is taking summer course. Graduate and Professional Studies students will have SAP evaluated 3 times per year (Fall, Spring, and Summer) because they 3 payment periods per year built into their programs.

Financial Aid Warning – A student who does not fulfill the conditions of satisfactory academic progress is automatically placed on financial aid warning status and notified through their student email by Student Financial Services of his/her status. The warning period is for the following payment period. Students may continue to enroll in classes and receive aid during the warning payment period. Failure to regain eligibility within the warning period will result in the student being placed on financial aid suspension.

Financial Aid Suspension – If a student has been on warning status for one payment period and has not regained satisfactory eligibility, they will be placed on suspension. Financial aid suspension will result in the loss of all federal and institutional aid.

Financial Aid Probation - A student that successfully appeals a financial aid suspension will be placed on financial aid probation and will have their aid eligibility reinstated for the following payment period. If a student cannot meet SAP standards during the probation period, the school and the student may establish an academic plan. The goal of the academic plan will require the student to be removed from probation after two payment periods.

Re-establishing Academic Progress – A student is removed from financial aid warning, suspension, or probation when the student makes up the appropriate grade point and/or credit deficiency during the payment period. This may require the student to attend another college or university to bring up the GPA and meet the necessary hours for progression. If a student who is on suspension successfully completes a term without receiving financial aid and meets the satisfactory academic progress requirements, the student will regain financial aid eligibility for all programs the following payment period except for Direct Loans. Direct Loan eligibility is retroactive to the beginning of the enrollment period.

Repeated Classes – Classes in which the student received a grade of “F” may be repeated in order to earn a higher grade. For a class to count as a repeated course, the class must be taken both times at Evangel. In all cases, the grade earned the last time a student takes the course replaces the earlier grade. The record of the previous grade remains on the transcript, but it does not affect the grade point average.

Withdrawn Classes – Students may withdraw from a class and receive a W with no GPA penalty through the end of week 9 each semester. During weeks 10 through 14, withdrawal requires either WP (Withdraw Passing, no GPA penalty) or WF (Withdraw Failing, counted as an F for grade calculation). No withdrawals are accepted during the final examination week.

Incomplete Classes – An incomplete grade is a temporary grade, assigned at the end of a semester, to permit students additional time to complete work in the course when one or more required assignments are not completed because of illness, accident, death in family, or other satisfactory reason. Incomplete grades do not earn credit or influence the grade point in the semester in which the course is incomplete, however, the course grades are counted once concluded. Incompletes must be completed by the end of the following semester. A student on warning or suspension status may regain eligibility when a grade is posted for the incomplete grade.

Audited Classes – Audited classes receive no credit and do not influence grade point average. They are not counted in credits attempted and are not eligible for financial aid.

Remedial Classes – Remedial classes will be included in the total number of credits for the semester when determining financial aid eligibility.

Pass/Fail Classes – Pass/Fail classes are not calculated in the cumulative GPA but are included in credits attempted.

Transfer Students – Transfer students are accepted from regionally accredited colleges and universities on the basis of transcripts and satisfactory student records. Credits may be granted for most standard university courses with grades of C- or higher. Only transferred courses accepted by the courses’ grades (GPA) and completion (y/n) will be used in SAP calculations. Transfer students who are admitted and do not meet our quantitative and/or qualitative standard will be notified that they are on warning for their first semester.

Change of Major – Changing majors may or may not result in the student meeting qualitative or quantitative measures. Any change of major should be carefully considered and students are encouraged to consult their academic advisor when contemplating a change of major. If the major change is being considered to allow more financial aid funding, the student should check with Student Financial Services before making the change to ensure that the change will result in their regaining or retaining eligibility.

Appeals Procedures – Students who have been placed on suspension from financial aid due to their failure to comply with the academic progress policy have the right to appeal, if suspension is a result of unusual circumstances, such as illness, death in the family, accidents, or other satisfactory reasons. [34 CFR 668.16(e)(5)(6)] Students that wish to appeal must submit the reinstatement of financial aid eligibility form and a letter to the Financial Aid Appeal Committee to explain and document the circumstances. The letter must contain information regarding why the student failed to make satisfactory academic progress, and what has changed in the student’s situation that will allow the student to demonstrate satisfactory academic progress at the next evaluation. Appeals must be received no later than two weeks prior to the beginning of the term in which aid is suspended (summer term excluded). Students will receive written notification of the committee’s decision. If the appeal is denied, students may request a personal hearing with the committee. A successful appeal will result in the student being placed on financial aid probation and the continued eligibility for the payment period. The student may appeal each suspension one time and the decision of the Financial Aid Appeal Committee is final.

Academic Plan Procedures – Students that have successfully appealed their suspension, but will not be able to regain eligibility in one term may have the option to agree to an academic plan. The requirements for the academic plan will be developed and outline in coordination with the Registrar, the Academic Support Center, and in some cases the student’s advisor. The plan will be provided to the student in writing. Student Financial Services will monitor the student’s progress as required by the academic plan. The monitoring will occur, at minimum, at the end of each term.

Transitioning Students – SAP for all students transitioning from Central Bible College (CBC) or Assemblies of God Theological Seminary (AGTS) will be reviewed prior to their enrollment at the consolidated Evangel University. If any transitioning student does not meet Evangel Universities’ SAP criteria, they will be assigned one of two SAP statuses. A SAP warning will be assigned to any student failing to meet SAP criteria for their most recent payment period. A SAP suspension status will be assigned to any student not meeting SAP criteria for their two most recent payment periods. Students placed on suspension for their first semester at the consolidated Evangel University have the opportunity to appeal the suspension status by following the appeals procedure. All students will be notified of their SAP status via email. Students with a suspension status will also be sent a physical letter via USPS. Statuses will be assigned within two weeks of the availability of transcripts. In addition, students attending the summer session will have their statuses reviewed at the end of the summer term.

Amendments to the Policy – This policy will be amended whenever applicable federal or state laws or regulations change.


Study Abroad

Students desiring to study abroad must first complete all necessary paperwork through the office of Records and Registration. Financial aid may be pursued once administrative approval is granted and all required documentation is provided to the Student Financial Services office.


Unusual Enrollment History

Students with an Unusual Enrollment History Flag (UEH Flag) is designed to identify students that may have attended an institution long enough to receive title IV credit balance funds, leaves without completing the enrollment period, enrolls at another institution, and repeats the pattern of remaining just long enough to collect another title IV credit balance without having earned academic credit. Schools must review and resolve Unusual Enrollment History Flags “2″ and “3″ before a student may receive any additional Title IV grant, loan, or work-study funds.

Most UEH Flags do not require any action from the student.  If it is necessary for the student to provide any additional information to resolve the UEH flag, they will be contacted to provide the information. It is Evangel University’s goal to contact admitted students with any requests for data within 10 business days of the receipt of a flagged FAFSA record (ISIR).

Flag Descriptions and required actions

  1. A value of “N” indicates no unusual enrollment history and no action is required.
  2. A value of “2” indicates an unusual enrollment history that requires the institution to review the student’s enrollment records to determine if further action must be taken.
  3. A value of “3” indicates an unusual enrollment history that requires the institution to review the student’s academic records to determine if further action must be taken.

Process to Resolve UEH flags 2 & 3

Flag 2 Resolution

  1. If the student has not received a Pell Grant during the three year review period*, no action is needed.
  2. If the student has received a Pell Grant during the three year review period and only had Pell Grants that were paid through Evangel University, then no additional action is required. Unless, there is reason to believe the student is one who remains enrolled just long enough to collect student aid funds. Reasons to believe the student is one who remains enrolled just long enough to collect student aid funds include, but are not limited to the following criteria:
    1. Having two or more payment periods during the review period that the student received a refund check from title IV aid and received a W, WF, or WP on their transcript.
    2. Having two or more payment periods during the review period that the student received a refund check from title IV aid and received a zero GPA during that term. This may indicate that the student stopped attending, but without officially withdrawing from the course(s).
  3. If the student has received a Pell Grant at any other institutional during the three year review period, the student will be treated as if they UEH flag 3.

*The three year period for the 2013-2014 award year is 2010-2011, 2011-2012, and 2012-2013

Flag 3 Resolution

  1. If the student earned academic credit during every year they received a Pell Grant (during the review period), no further action is needed.
  2. If the student did not earn academic credit during every year they received a Pell Grant (during the review period), the student will be emailed and asked to provide documentation explaining why the student failed to earn academic credit. This documentation will be reviewed by the SAP committee and must support:
    1. The reasons given by the student for the student’s failure to earn academic credit; and
    2. That the student did not enroll only to receive credit balance funds
    3. Committee considerations and actions
      1. The committee can consider personal and academic reasons to explain the failure to earn academic credit. Both should, to the extent possible, include third party verification.

i.      Personal reasons can include, but are not limited to illness, family emergency, change in living situation, and military obligations

ii.      Academic reasons can include the student was at an institution that presented unexpected academic challenges, or that the student determined, before completing any academic credit, that the academic program did not meet the student’s needs.

  1. Student’s continued eligibility is approved

i.      The financial aid office will counsel the student regarding the Pell Grant duration of eligibility provisions and the impact of the student’s attendance patter on future Pell Grant eligibility.

ii.      The financial aid office may choose to require the student to establish an academic plan

  1. Student’s continued eligibility is denied

i.      The student will be denied any additional title IV, HEA program assistance.

ii.      The student will be provided with the opportunity to appeal this decision to the professional judgment committee. Any members of the SAP committee that ruled on the student’s initial determination are not permitted to also serve on the professional judgment committee reviewing the appeal.

  1. The reasons for the decision shall be documented and maintained in the student’s file.
  2. Like professional judgment, all committee decisions are final and not appealable to the DOE and the reasons for the decision shall be documented and maintained for possible review.
  1. Regaining aid eligibility
    1. The student may regain title IV, HEA program eligibility by successful completion of 6 hours of academic credit. If the student is placed on an academic plan, the student must meet the requirements of the plan.

i.      The Pell Grant and campus-based aid programs, eligibility begins with the payment period in which the student met the eligibility requirements (following the payment period of ineligibility).

ii.      Direct Loan eligibility is retroactive to the beginning of the enrollment period.


Withdrawal Policy

A student who wishes to withdraw from the University must contact the office of the Vice President for Student Development to make written application for withdrawal. This is an official withdrawal. Failing to attend classes does not automatically withdraw a student from school. However, if the Student Financial Services office receives notice from another department on campus (such as instructors or a resident director) that a student has ceased attendance and/or has moved out of campus housing, the student’s financial record will be reviewed as an unofficial withdrawal.

Evangel takes on certain financial obligations based on student enrollment as determined at the beginning of each new school year. A student who wishes to withdraw may also assume certain financial obligations. All schools who disburse federal aid are required to implement the Return of Title IV Funds federal refund policy, which can result in significant cost to a withdrawing student. Therefore, withdrawal from school should be considered carefully. The Return of Title IV Funds calculation relates to students receiving federal financial aid. A copy of the Return of Title IV Funds worksheet is available in the Student Financial Services office.

A prorated schedule is used up through the 60% point in each payment period to determine the amount of Title IV funds the student has earned at the time of withdrawal. This is calculated by a percentage based on the number of days completed, divided by the number of days in the payment period. If there is a break during the payment period of five days or more (including week-ends), those days are deducted from the total number of days in the term (i.e. Thanksgiving and spring breaks).

For students receiving federal financial aid, but the student never begins attending classes, we are required by federal regulations to return the disbursed funds to the respective programs. If the student begins attending some but not all of his or her classes, we are required to recalculate the student’s Pell or Iraq Afghanistan Service Grant award based on the student’s actual enrollment status. [CFR 668.21 & 685.303]

After the 60% point in the payment period, a student has earned 100% of the Title IV funds he or she was scheduled to receive during the period and the school will not be required to return any federal funds received for that period. However, a school must still determine whether the student is eligible for a post-withdrawal disbursement. Therefore, if a student was eligible for federal funding, the calculation will still be completed regardless of the date of withdrawal to determine eligibility for post-withdrawal disbursement.

If the student is responsible for a portion of the Title IV funding that must return, the student will be notified of their responsibility by the Student Financial Services office. Regulations state that a student does not have to repay a grant overpayment of $50 or less for grant overpayments resulting from the student’s withdrawal.

The student’s withdrawal date is determined by one of the following criteria:

Official Withdrawal

  • The earliest date that the student began the school’s withdrawal process or the date that the student otherwise provided “official” notice of withdrawal will be used, or
  • The date of the student’s last attendance at a documented academically-related activity will be used, or

Unofficial or Administrative Withdrawal

  • If the student does not notify the school, the midpoint date in the semester will be used, or
  • The date of the student’s last attendance at a documented academically-related activity will be used, or
  • If the student withdraws due to circumstances beyond the student’s control, the date related to that circumstance will be used.

Withdrawal After Rescission of Official Notification

  • The date from the student’s original withdrawal in the previous official notification will be used

The date of the Institution’s Determination that the student has withdrawn is determined by the following criteria:

Official Withdrawal

  • The student’s withdrawal date, or the date of the notification, whichever is later.

Unofficial Withdrawal

  • The date that the school becomes aware that the student has ceased attendance.

Administrative Withdrawal

  • If a student is administratively withdrawn due to disciplinary action or the discovery that the student is not attending and cannot successfully complete the term, the date of that action or determination will be used

Withdrawal After Rescission of Official Notification

  • The date the school becomes aware that the student did not, or will not, complete the period of enrollment.

Students who withdraw from Evangel may receive a partial refund of tuition and room and board as follows:
Fall and Spring

  • On or before first day of classes 100% tuition
  • First full week of classes 75% tuition
  • Second full week of classes 50% tuition
  • Third full week of classes 25% tuition
  • After the fourth week of classes 0%

Summer

  • On or before the fourth day of the session, 100% of tuition and class fees.
  • After the fourth day of the session, 0% refund.

Room and board is pro-rated according to the day the student leaves the residence hall.

 

Student Financial Services

Contact

(417) 865-2815, ext. 7300

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