Title IV Federal Financial Aid Policies and Procedures

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1 Title IV Federal Financial Aid Policies and Procedures Eligibility for Federal Financial Aid All students who meet the following criteria are eligible for Financial Aid. U.S. Citizen, or o U.S. National (includes natives of American Samoa or Swain s Island), or o U.S. Permanent Resident who has a valid I-151, I-155, or I-155Ic Must be enrolled as a regular student in an eligible program* Must have a High School Diploma or GED equivalency Must maintain Satisfactory Academic Progress as described in the Financial Aid Policies and Procedures All males born after December 31, 1959, must register with Selective Service. (If you believe that you are not required to be registered, please call the Selective Services Office at for exemption information. If you need to register you may do so online at *eligible programs are: Court Reporting, Clinical Medical Assistant, Dental Assistant, Medical Billing Coding (daytime class only), Pharmacy Technician, and Vocational Nursing (LVN). Admissions Policy All students who meet the following criteria are eligible for Admissions. Certain course programs may have varying requirements. Please refer to your course program, below, for specifics. If the course program is not listed, please know that the criteria is that of the general Admission Policy listed here: Adults - 18 years of age or older California residency Student must be a High School graduate or have completed a program equivalent to its standards (GED). Student must provide proof of completion, such as the High School or GED Diploma or official transcripts. If the High School Diploma is obtained outside of the United States it must be evaluated by an organization registered with the U.S. Department of Education (LINCS). Enrollment is on a First Come, First Serve basis and is limited in some classes because of physical facilities or type of instructional program. The following priorities are used if more students are interested in enrolling than can be accommodated: o Adults residing in the Downey Unified School District o Adults residing in other districts Pharmacy Technician Program: Student must provide documentation of current PPD skin test (TB test), which must be less than a year old from the time of externship. Student must provide proof or documentation of Hepatitis B immunization. Student must complete an American Heart Association-accredited or American Red Crossaccredited CPR certification course. In addition, students will be tested with a Basic Comprehension and Mathematics skill examination prior to being admitted to the program to assess reading and math skill levels. The test will be composed of 15 questions for the Comprehension portion to be completed in 20 minutes and 15 questions for the Math portion to be completed in 20 minutes with a total of 30 questions in duration of 40 minutes testing time.

2 Admission into the Pharmacy Technician Program will be based on the scores of the assessment and availability of class space in each course session time. Vocational Nursing (LVN) Program: Entrance Application. Credit Granting Form (obtainable from the Director of Nursing). Reading/Math/Aptitude Test with competitive results. Student must be at least 18 years of age. Student must be a High School graduate or has completed a program equivalent to its standards (GED). Student must provide proof of completion, such as a copy of the High School or GED Diploma or transcripts. Student must provide documentation of completion of the following medical requirements within the last 30 days: o Physical examination showing good physical health (renewed annually) o Rubella immunization or proof of positive Rubella Titer o Negative Tuberculin skin test (two tier method/renewed annually) Individuals with a history of a positive skin test must have this certification by a physician and have a chest x-ray which is not done on a portable machine Student must provide proof or accident insurance coverage. Admission into the Vocational Nursing (LVN) Program will be based on the scores of the assessment and availability of class space in each time period. Satisfactory Academic Progress (SAP) According to Federal regulations, (34 CFR (e), 34 CFR (f), 34 CFR ), and institutional regulations, financial aid recipients must meet all Satisfactory Academic Progress (SAP) standards prior to the awarding and/or disbursing of any financial aid funds. A review of SAP will be on a quarterly basis. The Satisfactory Academic Progress Policy at Downey Adult School is measured using two standards: Qualitative and Quantitative. Qualitative Standard: All Federal financial aid recipients must maintain a minimum of 75% average throughout the entire program. Quantitative Standard: All Federal financial aid recipients must adhere to the standards set forth by their program of study. The maximum number of excused absences is also based on program. Please note that a written request (Petition for Extended Absences) must be submitted to the Financial Aid Review Committee. The petition must be submitted prior to the leave of absence. Clinical Medical Assistant: 12 Week Course - Must have completed 500 hours by end of their six modules, 160 hours by the end of their externship and a minimum of 660 hours upon completion. The maximum number of excused absences is one absence per module. 25 Week Course - Must have completed 500 hours by end of their five modules, 160 hours by the end of their externship and a minimum of 660 hours upon completion. The maximum number of excused absences is three absences per module. Court Reporting: Must have completed 2300 hours for machine shorthand speed and 600 hours for academics. The maximum number of excused absences is five. Students must sign in on the attendance computer using student identification number. New students must ask for their student identification number after they enroll. Students are expected to attend Monday through Friday from 8:00am 1:00pm. Students will be able to make up hours by utilizing the Court Reporting Lab (students must sign in on the attendance computer in the lab as well). The Court Reporting Lab is open Monday through Thursday from 1:00pm 5:00pm and Friday from 1:00pm 3:00pm. In addition to maintaining 80% attendance, student must keep current on typing credit requirements. Typing credit requirements are listed on the calendar schedule located in the lab.

3 Dental Assistant: Must have completed 750 hours by end of their five modules, 240 hours by the end of their externship and a minimum of 990 hours upon completion. The maximum number of excused absences is three absences per module. Massage Therapy: Day or Evening - Must have completed 500 hours, 100 hours by the end of their externship and a minimum of 600 hours upon completion. The maximum number of excused absences is three absences per module. Medical Billing Coding: Day or Evening - Must have completed 440 hours, 60 hours for required office skills class, 160 hours by the end of their externship and a minimum of 660 hours upon completion. The maximum number of excused absences is three absences per module. Paralegal: Must have completed 624 hours by the end of studies of the eight required areas of study. The maximum number of excused absences is five. Must have 100% weekly attendance and must submit all weekly assignments on time as late work will not be accepted. Students must maintain a minimum grade of 75% throughout the program. Pharmacy Technician: 25 Week Course - Must have completed 500 hours by end of their five modules, 200 hours by the end of their externship and a minimum of 700 hours upon completion. The maximum number of excused absences is two absences per module. 30 Week Course - Must have completed 500 hours by end of their six modules, 200 hours by the end of their externship and a minimum of 700 hours upon completion. The maximum number of excused absences is two absences per module. Vocational Nursing (LVN) : Must have completed 350 hours by end of the first quarter, 700 by the end of the second quarter, 1100 by the end of the third quarter, and 1536 upon completion. The maximum number of excused absences is five. Downey Adult School understands that mitigating circumstances may prevent a student from meeting SAP standards. Mitigating circumstances may include, but not limited to: death of an immediate family, illness, or other unusual situations. Students who fail to meet the standards may submit a written appeal outlining the mitigating circumstances to the Financial Aid Review Committee for financial aid reinstatement. The Financial Aid Review Committee includes the school s Assistant Principal Blanca Rochin, Director of Financial Aid Karina Madariaga, the student s Program Director, Financial Aid Bursar Brian Ofner, Vice Principal Cindy Grafton, and student s instructor. A written appeal must be submitted using the Appeal Request Form, which can be obtained in the Financial Aid Office (room H-61). The Financial Aid Review Committee will address all appeals on a case-by-case basis. Students will receive an Appeal Decision Letter, via mail, after a decision has been made. If the appeal is successful, certain conditions for academic progress will be set and monitored. A probationary period will be included in the monitoring process. Academic Probation Policy Full-time students whose satisfactory academic progress (SAP) falls below set standards will be placed on a one-month academic probationary period. Failure to meet the qualitative and quantitative standards during the probation, will result in ineligibility for financial aid and dismissal from school. Financial Aid Calculation Financial Aid is calculated based on the Expected Family Contribution (EFC) versus the Cost of Attendance (COA). The EFC is determined based upon the information provided on the FAFSA. In accordance with federal regulations, the maximum Pell Grant award is $ per academic year.

4 Academic Year Downey Adult School programs are measured using clock hours. Cost of Attendance Downey Adult School is a proud leader and provider of numerous vocational programs. Cost of Attendance varies by program. The estimated budgets below represent a moderate standard of living for students attending Downey Adult School. Program Recipients living with Parents Recipients not living with Parents Clinical Medical Assistant $11974 $18173 Court Reporting $17189 $26488 Dental Assistant $13650 $20624 Massage Therapy $11168 $16980 Medical Billing Coding $8947 $12822 Paralegal $15109 $24408 Pharmacy Technician $9949 $14599 Vocational Nursing (LVN) $24437 $33736 Applying for Financial Aid All students applying for Federal Financial Aid must apply using the Free Application for Student Financial Aid (FAFSA). This form is used to determine financial aid eligibility. You must submit the FAFSA by filling out the application on the Web. Submission of the application is sent directly by the student to the federal processor. Step 1: Submit a completed Free Application of Federal Student Aid (FAFSA). ( Please be sure to list Downey Adult School s code: Step 2: The Financial Aid Office will electronically receive your information, however, upon registration you will receive an appointment to meet with the Financial Aid Department. During this appointment, your application will be reviewed and the verification process will begin. You will need to sign the Satisfactory Academic Progress (SAP) contract and the Statement of Educational Purpose You will also be completing the Verification Worksheet. If Tax Return Transcripts are required, you will be able to access those via by using one of the student computers in the Financial Aid Department. Students will receive a preliminary award letter with an estimated Pell Grant amount. The preliminary award letter is contingent upon verification. If further documents and/or signatures are required, you will receive a follow up appointment for those items. If you are an online students, you will receive a letter in the mail requesting documentation for the Verification process. It is very important that all of the requested documentation be submitted by the deadline date noted on the letter (30 days from date on letter), so as not to delay the application process. Step 3: After the verification process is completed, your file will be complete and Financial Aid will be calculated. Please keep in mind that calculation can only take place if you are determined to be eligible for Financial Aid. Step 4: An official award letter notifying you of your Pell Grant amount will be mailed to you. The official award letter will contain detailed disbursement information. Verification Federal regulations (34 CFR 668, Subpart E) require Title IV institutions to verify the information and data submitted by FAFSA filers. However, in accordance to federal regulations, Downey Adult School is authorized, and will, verify all students. Information and forms requested during Verification generally includes, but is not limited to, the following: signed copy of Income Tax Return, copy of W-2 form(s), proof of citizenship, Social Security card, and signed statement indicating untaxed income and benefits.

5 Disbursements Federal Financial Aid is awarded once per year. Financial Aid generally is disbursed in two equal payments, however, one disbursement may occur based on the length of the Verification process. In the case of two disbursements, the second disbursement will generally occur after the completion of theory and prior to the externship phase of training. Court Reporting students will receive three disbursements throughout the course of their training, with each of those disbursements occurring within three weeks of a new trimester. Please keep in mind, however, that because of the Verification process, a Court Reporting student may receive his/her Financial Aid in two or less disbursements. Financial Aid Review Committee In addition to reviewing appeals resulting from students not meeting SAP standards, the Financial Aid Review Committee will review appeals regarding other issues such as verification. Consumer Information In accordance with Federal regulations (34 CFR (e)) and the Clery Act, Downey Adult School will annually furnish the Campus Safety and Security Report, and all students may access the report located in the Financial Aid Business Office. Withdrawal Process All students wishing to withdraw from school may be responsible for returning unused Title IV funds. An official withdrawal may be submitted to the Program Director using the Application for Official Withdrawal. The last date of attendance will be used to calculate unofficial withdrawals. Unofficial withdrawal occurs when a students fails to attend for ten (10) consecutive school days. Refund Policy: Downey Adult School requires a written request for a refund. The written request must be made by filling out the Refund Request Form (obtainable from the instructor), which also must be accompanied by the original receipt. An estimate of how much would be returned to the student can be calculated by the following: Amount Paid Less Books and supplies if not returned in new condition Less class hours attended Downey Adult School does retain a 10% processing fee Recalculation of Title IV Financial Aid Recalculation is based on the number of days attended, the total Federal Financial Aid, and the total institutional charges. The percentage of unearned aid to be returned is equal to the number of clock hours remaining in the term divided by the number of clock hours in the term. If student officially withdraws after attending 60% of required clock hours, the student will be considered as having earned 100% of Federal Financial Aid awarded for that term. If a student is found eligible for a post-withdrawal disbursement, a letter of notification will be mailed to the student. The student may either accept or decline post-withdrawal disbursement. The student will have 14 days from date of letter to notify the Financial Aid Office of his/her decision. Failure to do so will result in the offer being rescinded. Return of Title IV Financial Aid In some instances, students may be required to return Title IV Financial Aid, regardless if the student officially or unofficially withdrew from school. Downey Adult School will recalculate Title IV funds and notify the student via mail within 30 days of withdrawal date. If funds need to be returned, the student will have 45 days from the date of notice to do so. Failure to return funds will result in notification of overpayment to the Department of Education via the National Student Load Data System (NSLDS).