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Terms and Conditions

Elmhurst College Financial Aid Code of Ethics
Financial Aid Satisfactory Academic Policy
About Your Financial Aid Award
Financial Aid and Withdrawal
Refund Policy
Disbursement for Books and Supplies
Consumer Information

Elmhurst College Financial Aid Code of Ethics
As a member of the National Association of Student Financial Aid Administrators, the Elmhurst College Office of Financial Aid embraces NASFAA’s Statement of Ethical Principles, which provides that the primary goal of the institutional financial aid professional is to help students achieve their educational potential by providing appropriate financial resources. To this end, this statement provides that the financial aid professional shall:

  • Be committed to removing financial barriers for those who wish to pursue postsecondary learning.
  • Make every effort to assist students with financial need.
  • Be aware of the issues affecting students and advocate their interests at the institutional, state and federal levels.
  • Support efforts to encourage students, as early as the elementary grades, to aspire to and plan for education beyond high school.
  • Educate students and families through quality consumer information.
  • Respect the dignity and protect the privacy of students, and ensure the confidentiality of student records and personal circumstances.
  • Ensure equity by applying all need analysis formulas consistently across the institution’s full population of student financial aid applicants.
  • Provide services that do not discriminate on the basis of race, gender, ethnicity, sexual orientation, religion, disability, age, or economic status.
  • Recognize the need for professional development and continuing education opportunities.
  • Promote the free expression of ideas and opinions, and foster respect for diverse viewpoints within the profession.
  • Commit to the highest level of ethical behavior and refrain from conflict of interest or the perception thereof.
  • Maintain the highest level of professionalism, reflecting a commitment to the goals of the National Association of Student Financial Aid Administrators.

In addition, the Office of Financial Aid has always been bound to act in compliance with the vision of Elmhurst College’s mission "to support a diverse and caring community of scholars, teachers, students and staff who work together for the purpose of learning." To this end, Elmhurst College and its employees will:

  • Educate students and families through quality consumer information;
  • Maintain fiscal responsibility while ensuring that all sources of financial assistance are administered in a fair and equitable manner;
  • Maintain an open line of communication to ensure that individual financial needs are understood and considered;
  • Provide services that do not discriminate against any student or family;
  • Disclose to Elmhurst College any involvement with or interest in any entity involved in any aspect of student financial aid;
  • Commit to the highest level of ethical behavior;

and will not:

  • Have any revenue-sharing agreements with any student loan providers;
  • Accept gifts, meals, travel or any other items other than of a nominal value from student loan providers;
  • Serve as members of loan provider advisory boards;
  • Permit student loan providers to use the name or symbols of Elmhurst College in their marketing materials;
  • Conduct business with loan providers whose employees claim to be employees of Elmhurst College. 

Financial Aid: Satisfactory Academic Progress (SAP)
Federal (Section 668.16(e), 668.32(f) and 668.34) and state regulations require that schools establish and monitor the academic progress of students enrolled in a program of study that leads to a degree. In a financial aid context, failure to make Satisfactory Academic Progress (SAP) in the courses taken at Elmhurst College can result in a loss of eligibility for federal, state, and institutional financial assistance. Elmhurst College reviews the academic progress of financial aid recipients at the end of each semester (fall, spring and summer).

Overview of SAP Requirements
There are three parts to the Satisfactory Academic Progress requirement:

You must comply with all three components to remain eligible for aid, as explained in the following:

Grade Point Average (GPA)
The Satisfactory Academic Progress regulations require that you maintain a minimum cumulative grade point average (GPA) in order to remain eligible for financial aid. This cumulative grade point average is 2.0 on a 4.0 scale.

If you drop below a cumulative GPA of 2.0, you will be placed on a financial aid warning. While on a financial aid warning, you will continue to receive your financial aid, but you will need a cumulative GPA of 2.0 or better and complete 67% of your attempted coursework each semester in order to remain eligible for financial aid.

Although Elmhurst College does not require students to have a “C” average (2.0 GPA) at the end of their sophomore year, as long as they have made progress toward a degree, federal regulations state that a student without a “C” (2.0 GPA) average or equivalent or the required academic standing at the end of the second academic year may not receive further federal aid.

Cumulative (Overall) Progress
The Satisfactory Academic Progress regulations also contains a quantitative component, meaning that you are required to make steady progress toward your degree by completing at least two-thirds (67%) of all your attempted credit hours. For example, if you attempt 4 credits (16 credit hours) per semester, you would be expected to satisfactorily complete at least 2.75 of these credits (10.67 credit hours) in order to comply with the minimum quantitative standards.

Attempted Credit Hours and Successfully Completed Credit Hours
All credit-bearing courses are calculated into “hours attempted” for financial aid purposes. Courses with passing grades (“A”, “B”, “C”, “D”, “P”) are considered to be hours successfully completed. Courses with Grades of “F”, “NF”, “W”, “NP”, “NG”, “I” are not considered as hours successfully completed. Note that repeated courses are counted in the “hours attempted” calculation for financial aid purposes and

If you do not successfully complete at least 67% of all credit hours attempted, you will be placed on a financial aid warning. While on a financial aid warning, you will continue to receive your financial aid, but you will need to complete 67% of your attempted coursework each semester with a cumulative GPA of 2.0 or better in order to remain eligible for financial aid.

Maximum Time Frame
The Satisfactory Academic Progress regulations also contain a maximum timeframe component, which specifies that the number of credit hours for which you may receive federal financial aid may not exceed 150% of the credit hours required for graduation. For most undergraduate programs, the maximum is considered to be 48 credits or 192 credit hours.

  • Time Frame in years: Students are normally expected to complete an undergraduate degree by the end of four years of full-time study. Therefore, students will forfeit their eligibility to participate in federal financial aid programs after six years of full-time enrollment (4 x 150% = 6)
  • Withdrawals: Grades of “W” are counted as courses attempted and count toward the maximum time frame
  • Audited Courses: Students do not earn any academic credits for audited courses. They do not count in the calculation of “attempted credits” 
  • Pass/Fail Courses: These credits do count within the total of attempted and earned hours
  • Transfer credits accepted for the student’s academic program or degree are counted when measuring the maximum time frame to complete the degree or program.
  • Double Majors and/or Minors: Students who receive permission to pursue a double major/minor will normally be expected to complete all degree requirements before reaching 48 credits
  • Change of Majors: Students who change their majors will normally be expected to complete all degree requirements before reaching 48 credits

SAP Policy Definitions
Financial Aid Warning
You are considered to be on a financial aid warning when you fail to meet the minimum satisfactory academic progress requirements for one or more of the following reasons:

  • You are below the 2.0 cumulative GPA requirement; and/or
  • You are below the 67% minimum course completion rate, and/or
  • You are close to exceeding the 150% timeframe limit

Once you are on a financial aid warning, you must complete at least 67% of attempted courses each semester with a cumulative GPA of 2.0 or better in order to remain eligible for financial aid. When you are in a warning status you will retain your financial aid for one semester only. If you do not meet the minimum overall progress requirements (2.0 cumulative GPA, and 67% completion rate of hours attempted), after the completion of the Warning semester, your financial aid will be suspended.

Financial Aid Suspension
You are considered to be in financial aid Suspension when you fail to meet the minimum satisfactory academic progress requirements for one or more of the following reasons:

  • You are below the 2.0 cumulative GPA requirement and you did not meet the terms of your financial aid Warning; and/or
  • You are below the 67% minimum course completion rate and you did not meet the terms of your financial aid Warning; and/or
  • You have exceeded the 150% timeframe limits

Right to Appeal
If you have been suspended from receiving financial aid and successfully appeal your suspension, your financial aid eligibility will be reinstated on a probationary status for one semester unless an academic plan has been designed and followed which would allow for up to three subsequent semesters.

Appeal Procedure
If your eligibility for financial aid has been suspended you may appeal to the Financial Aid Appeals Committee for reinstatement based upon extraordinary circumstances. These circumstances include, but are not limited to, illness or injury that you may have suffered, death of a close relative, or other extenuating circumstances that result in undue hardship. The appeal must be in writing and must be submitted along with all relevant documentation within four weeks of receiving notice of suspension. There is a Satisfactory Academic Progress (SAP) Appeal Form available to help facilitate the appeal process.

Your Appeal should be directed to the Financial Aid Appeals Committee and include the following:

  • Describe the specific reason(s), events or circumstances which prevented you from meeting the academic progress requirements
  • Provide a specific plan/corrective action plan to improve your academic progress

Appeals are reviewed within two weeks. You should receive a letter with the outcome of your appeal within 21 days of your submission of the appeal, provided that all necessary documentation is submitted.

If you are appealing to receive aid for hours beyond the maximum number of attempted hours allowed, you must have the Office of Advising perform a degree audit and include the results and the exact listing of all remaining courses you need to complete the degree with your appeal documentation.

Reinstatement of Financial Aid (Probation Semester)
If your appeal is approved, you will receive financial aid on a Probationary basis for one more semester. In addition, an academic plan, developed by the Financial Aid Appeals Committee, may be developed for you to help you successfully progress towards your degree completion. This academic plan will clearly list various academic resources available at the College to help you. If you meet the standards of your academic plan, your Probationary period may be extended for three semesters.

The Financial Aid Appeals Committee will review your academic record at the end of each probationary semester to determine if you have achieved the minimum SAP requirements (cumulative 2.0 GPA and 67% attempted credit completion rate) and/or complied with your academic plan outlined in the reinstatement letter. If you have been reinstated under an academic plan and are making progress under that plan, you are considered to be an eligible student. If you fail to meet the SAP standard or the conditions outlined in your academic plan during their probationary semester, you will not be eligible for financial aid nor be able to submit a subsequent appeal for the future semesters.

NOTE: Even though you may be terminated for financial aid by federal policy, as long as you remain in good academic standing with the college, you may still be eligible to continue to attend Elmhurst College at your own expense. If you improve your academic standing and meet the satisfactory academic progress requirements, you may have your financial aid eligibility reinstated for the subsequent academic terms.

Special Considerations for Readmitted Students
Readmitted students are required to meet the satisfactory academic progress requirements. If you are returning to Elmhurst College after an absence, and your former coursework would indicate that you are below the minimum progress requirements, you will need to appeal for reinstatement for your student aid eligibility by submitting a Satisfactory Academic Progress (SAP) Appeal form explaining:

  • Your revised academic objective and anticipated graduation date;
  • Any specific corrective action plans you have made as part of your readmission process.

Appeals are reviewed within two weeks. You should receive a letter with the outcome of your appeal within 21 days of your submission of the appeal, provided that all necessary documentation is submitted. 

 About Your Financial Aid Award
For more information about your financial aid award please go to the following links:
Scholarships
Grants
Loans
Student Employment
Frequently Asked Questions

If you have additional questions, please call the Office of Financial Aid at (630)617-3075 or email a question to finaid@elmhurst.edu. 

Financial Aid and Withdrawal

A student is considered to have withdrawn from a term if the student does not complete all the days in the term that the student was scheduled to complete. If the student officially withdraws (with notice) from Elmhurst College completely during a term several issues are considered:

  • Elmhurst College aid is adjusted at the same percentage rate as the tuition and fees withdrawal schedule used by the Office of Student Accounts.
  • If the student has completed 10 days of attendance, the state of Illinois aid will remain the same. 
  • Title IV funds (Pell Grant, Federal Supplemental Opportunity Grant, Subsidized Loan, Unsubsidized Loan, Parent PLUS Loan) are awarded to a student under the assumption that the student will attend school for the entire period for which the assistance is awarded. When a student withdraws, the student may no longer be eligible for the full amount of Title IV funds that the student was originally scheduled to receive.
  • When a student withdraws after beginning attendance in the term, all federal Title IV aid will be adjusted based on the number of days that the student has been enrolled for the term using a federal calculation known as Return of Title IV. This is determined by taking the number of days attended as a percentage of the number of days in the term. For example, if the term is 100 days long and the student withdrew after attending 24 days, 24/100 of the Title IV aid is considered earned and would be applied to the student's account. Once the student has been enrolled for 60% of the term, no more adjustments are made.
  • If the amount disbursed to the student is greater than the amount the student earned, the unearned funds must be returned to the U.S. Department of Education by Elmhurst College. To this end, the unearned aid will be removed from the student's account. If the amount disbursed  to the student is less than the amount the student earned, and for which the student is otherwise eligible, he or she is eligible to receive a post-withdrawal disbursement of the earned aid that was not received.
  •  Students enrolled in the cohort portion of an accelerated program who withdraw during the term may be subject to somewhat different withdrawal calculations per federal and institutional regulations.

What happens to my financial aid if I drop out of Elmhurst College without proper notification?
A student who has earned all grades of F for a term, but has not officially withdrawn from classes is considered to have unofficially withdrawn. If an instructor indicates in writing to the Office of Financial Aid that the student has actually earned the F, the student will be considered to have completed the term, and all aid will be retained for the term. For students who have unofficially withdrawn, the midpoint of the term will be used as the withdrawal date and financial aid will be adjusted according to U.S. Department of Education regulations.


Refund Policy
Credit balances may be created as a result of financial aid, including loans received in excess of direct charges, overpayment or students withdrawing from classes.

Student Notification
Credit balance statements are mailed to the student's permanent address during a term to inform them of their credit balance on their student account. Students can also access their balance information on the student/college interface on the internet.

Non-Title IV Refunds
Refunds are generated within 10 business days of a request after the final drop date for a term when a student  account reflects a credit balances of non-Title IV funds and the student /parent requests the excess funds be returned to them.

Title IV Refunds
Refunds created by FSA funds (Title IV) in excess of the amount of allowable charges are automatically refunded to the student no later that 14 days from the first day of class in a term or posting of the FSA funds if the credit balance occurs after the first day of class in a term.

Parent PLUS Loan Refunds
Refunds of Parent PLUS loans are automatically refunded to the parent borowing the loan on behalf of the student, unless otherwise directed, in writing, by the parent.

Refund Exceptions
Students/parents may elect, in writing, to have their excess FSA funds (Title IV) held rather that automatically being refunded. Once this election has been made, however, a student/parent may, at any time, request the refund and the funds will be disbursed within 10 business days.

Disbursement for Books and Supplies
All students with accepted financial aid in excess of charges billed by the College may use their excess funds in the bookstore to purchase books starting 10 days prior to the start of the term. Once the aid is posted to their student account, funds will be available on their Jaypass for use in the bookstore.

If a student prefers to receive a refund check worth the value of the excess aid and purchase books elsewhere, the refund may be requested at any time and will be issued within 10 business days of the request. Title IV funds are automatically disbursed 10 days before the start of term.

All refunds are processed through Student Accounts. If you have any questions about your refund requests, please contact the Office of Student Accounts at (630) 617-3015.
Grants and scholarships, including Pell, issued specifically for the purchase of books and supplies are immediately available on a student’s Jaypass for use in the bookstore.


Elmhurst College Consumer Information
Want to know about Elmhurst College’s employment rates after graduation? How about student body diversity? You can find all of this and much more on the Elmhurst College Consumer Information web page.

There you will find more information about these topics and many more:

  • General Information
  • Academic Information
  • Health and Safety
  • Student Financial Assistance
  • Intercollegiate Athletic Information
  • Student Outcomes

Elmhurst College will also annually distribute to all enrolled students a notice of the availabilty of this information. The notice will appear on the Elmhurst College portal.

 

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School for Professional Studies • (630) 617-3300 • (800) 581-4723 • sps@elmhurst.edu

 

Elmhurst Learning and Success Academy Admission • (630) 617-3752 • elsa@elmhurst.edu

 

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