Financial Aid Rights and Responsibilities
The purpose of the Ventura County Community College
District Financial Aid Office is to facilitate and foster
successful academic participation of students who need
help funding their education. In accordance with the Higher
Education Act of 1965, as amended, the colleges have
established the following Standards of Progress. While
maintaining our responsibility as custodians of public funds,
VCCCD’s objective is to establish a SAP
standard that is
consistent with institutional goals and philosophies and at
the same time sensitive to the needs of students. These
standards apply to all students receiving financial aid from
the following programs:
Federal Pell Grant
Federal Supplemental Educational Opportunity Grant
Federal Direct Parent Loan for Undergraduate Students
Federal Direct Loan Program
Federal Workstudy
Cal Grant B and Cal Grant C
I. Student and Program Eligibility
Students must maintain good standing and make
satisfactory academic progress according to federal, state
and institutional standards in their program of study.
Student receiving financial aid must be enrolled in an
program of study leading to an associate degree, an eligible
vocational certificate, or a transfer program to a four-year
college or university. A list of eligible programs can be
found on the financial aid website of the student’s assigned
II. Application Verification
VCCCD is required to verify certain information provided by
a student/parent on the Free Application for Federal
Student Aid (FAFSA). Applications requiring review are
flagged by the US Department of Education. In addition,
VCCCD is required to select and verify and FAFSA that
contains incorrect or discrepant information. [34 CFR
668.54(a)(3)]; [34 CFR 668.16(f)]
III. Default or Overpayment on Title IV Funds
Students who are in default on a student loan or owe a Title
IV program overpayment are not eligible for federal aid. If a
student owes an overpayment, the debt must be cleared
before any federal aid will be disbursed. In the case of a
student loan default, financial aid may be reinstated once
the student makes satisfactory repayment arrangements
with the holder of the loan and proof of such arrangements
are submitted to the Financial Aid Office.
IV. Return to Title IV (R2T4)
Federal financial aid is 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
If a recipient of Title IV grants or loan funds
withdraws from VCCCD after beginning attendance,
the amount of Title IV grants or loan assistance
earned by the studen
t must be determined. If the
amount disbursed to the student is greater than the
amount the student earned, unearned funds must be
returned. If the student receives less Federal
Student Aid than the amount earned, VCCCD offers
a disbursement of the earned aid that was not
received. This is called a Post-withdrawal
V. High School Diploma or Equivalent
In order to receive Federal financial aid, a student
MUST have a high school diploma or its recognized
equivalent. The Depart
ment of Education considers
the following to be equivalent to a high school
A General Education Development (GED)
Passing of the California High School
Proficiency Examination (CHSPE)
Homeschool Completion- Students must
contact Admissions and Records for guidance
in obtaining verification of high school
Ability to Benefit- Students must have been
enrolled in an eligible Program of Study prior to
July 1, 2012. Please
contact the Financial Aid
Office if you do not meet any of the above
VI. Attending Hours
Financial aid will disburse to students based on
attending hours. VCCCD has made this change to
maintain compliance with US Department of
Education regulations. Therefore, the start date of
your classes will dictate how much you will receive in
each of your disbursement(s).
If you are registered and meet all financial aid
eligibility requirements for your disbursemen
t AND:
You are registered and ALL of your classes
begin on the first day of the semester, your first
disbursement is scheduled and the specific
date that disbursement begins is available on
your portal after all charges are paid.
Your enrollment includes a combination of
classes that start on the first day of the
semester AND classes that start later in the
semester, you may receive a partial first
disbursement* of financial aid, if eligible, the
first week of the semester. The remainder of
the first disbursement will disburse
approximately 7-10 days after your next
class(s) begins.
You are ONLY enrolled in late start classes
(meaning those that start after the first day of
the semester), your financial aid
disbursement(s)* will occur approximately 7-10
days after each late start class begins.
VII. Freeze Date
The Freeze Date, in financial aid terms, is the date
that the Financial Aid Office will freeze enrollment for
all financial aid applicants. On the freeze date, the
financial aid system will lock a student’s enrollment
(units) on that date. Financial aid will no longer be
able to pay for units that a student enrolls in after
this date. A student’s award will increase or
decrease according to their enrollment.
VIII. Student Educational Plan
It is the student’s responsibility to enroll in courses
that count toward his or her educational objective.
Students are strongly encouraged to make an
appointment with an academic counselor to create a
personalized Student Educational Plan. The
Financial Aid Office may, at any time, require a
student to meet with an academic counselor and
create a Student Education Plan.
IX. Satisfactory Academic Progress
The VCCCD Financial Aid Offices establish
Standards of Academic Progress (SAP) in
accordance with federal regulations. To be eligible
for financial aid, student must meet or exceed these
standards. The standards apply to all financial aid
recipients and to all college coursework taken
including coursework taken from outside colleges if
that coursework has been submitted and appears on
your VCCCD transcript. Failure to maintain these
standards may result in loss of financial aid eligibility.
A 2.00 minimum cumulative grade point
average (GPA) in all coursework attempted.
A 70% minimum course completion of all
coursework attempted.
Time Frame
Attempted units may not exceed 150% of
the number of units required to complete
your educational objective.
In determining SAP, grades of A, B, C, D, P,
CR (Credit), or CRE (Credit by exam) are
considered completed coursework. Grades of
F, I (Incomplete), IP (In Progress), W
(Withdrawal), MW (Military Withdrawal), NC
(No Credit), NP (No Pass), and RD (Record
Delayed) are not considered completed
coursework. All grades are considered
attempted units.
A student’s enrollment will be verified prior to
each financial aid payment to determine
eligibility for financial aid.
Full time
12 or more units
Three-quarter time
9 to 11.5 units
6 to 8.5 units
Less Than Half-time
.5 to 5.5 units
Maximum Time Frame
A student must complete his/her educational
goal within 150% of the program length. All
coursework appearing on his/her VCCCD
academic transcript will count toward Maximum
Time Frame. A student who has exceeded
this time frame and/or cannot
mathematically finish their program within
this time frame, and/or has attained a BA/BS
(for student loans only), MA/MS (for student
loans only), or beyond (for student loans
only), will be placed on Suspension and
may be required to submit a Satisfactory
Academic Progress Appeal Form for
*Program length vary. See college catalog for
program length.
SAP will be evaluated at the conclusion of each
payment period (semester). Calculation
includes cumulative number of units
complete/transferred to VCCCD divided by the
cumulative number of units
attempted/transferred to VCCCD.
SAP is met if a student is achieving a 2.00
cumulative GPA or better and the pace is equal
to 70% or higher and the student has not
reached 150% of the units required for
certificate, degree, or transfer program.
If a student fails to achieve a minimum 2.00
cumulative GPA or better and his/her pace is
not equal or higher than 70% he/she will be
placed on Warning. If a student is placed on
Financial Aid Warning, financial aid is available
during that period. At the end of the Warning
period, a student must have a cumulative
grade point average (GPA) of 2.00 and must
also complete a minimum of 70% of all
attempted units.
Suspension of Eligibility
If a student fails to achieve a minimum 2.00
cumulative GPA or better and his/her pace is not
equal or higher than 70% will be placed on
Suspension. If a student is placed on
Suspension, he/she will no longer be eligible to
receive federal financial aid until he/she
Reinstates or successfully appeals. Boards of
Governor’s Fee Waivers are not affected. A
student who is Suspended has two options:
Appeal by completing a Satisfactory Academic
Progress Appeal form or attend at his/her own
expense until the student raises his/her
cumulative grade-point average (GPA) to 2.00
and attains a 70% minimum course completion
rate. Reinstatement is not an option for students
who have exceeded Maximum Time Frame.
A student Suspended for failing to meet SAP
may regain eligibility by successfully appealing
to the Financial Aid Office. A student may also
regain eligibility by attending without receiving
financial aid and attain the minimum cumulative
grade point average (GPA) of 2.00 and
minimum cumulative course completion rate of
70% of all attempted coursework. It is a
student’s responsibility to notify the Financial
Aid Office in writing when he/she has reinstated
Reinstatement is not an option for students who
have exceeded Maximum Time Frame.
A student who successfully appeals will be
placed on Financial Aid Probation. Financial
aid is available during this Probation period.
However, SAP will be evaluated at the end of
the Probation term. During the Probation term,
a student must complete 100% of all attempted
units with a term GPA of 2.00 or better and
must be following his/her approved Academic
Plan. Failure to follow the terms of the appeal
will result in Suspension of financial aid.
Academic Plan
An Academic Plan is required for a student on
Probation. The Academic Plan must be
developed by counseling to ensure that a
student will meet SAP standards by a specified
point in time.
Program of Study
A student must declare an eligible program of
study from their Primary College, which is the
school granting their degree. Only one major
change can be applied to an appeal once an
Academic Plan has been approved with the
Financial Aid Office.
ESL Courses
ESL coursework does not count against
remedial units; however, the units do count
toward Maximum Time Frame. Academic
progress in ESL courses will be counted when
assessing both a student’s overall GPA and
completion rate.
Remedial Courses
Students are eligible to receive financial aid for
remedial units if the remedial classes are
Units Required
to Complete
Units (150%)*
60 units
90 units
60 units
90 units
prerequisites for entrance into a regular college
program. Financial aid cannot be received for
more than 30 attempted remedial units. Any
remedial units exceeding the 30 unit limit will
NOT be included in the financial aid award
calculation. However, they will still count
toward Maximum Time Frame and will still be
included in the academic progress evaluation.
A student should refer to the college catalog of
his/her primary college for a list of remedial
Repeated Coursework
Beginning with the 2011-2012 academic year,
federal regulations prevent the financial aid
office from paying for a course that has been
passed and repeated more than one time. In
order for a repeated course to be counted
towards a student’s enrollment status for
financial aid purposes, a student may only
repeat a previously passed course once (a total
of two attempts). If a student enrolls in a
previously repeated and passed course for a
third time, this course will not count towards
your enrollment for financial aid purposes.
Repeated courses may be included if the student
received a withdrawal (W) or failing grade. Courses
may be repeated consistent with district academic
standards, as identified in the college catalog. All
repeated courses do affect Satisfactory Academic
Progress calculations. Grades of A, B, C, D, P, CR
(Credit), or CRE (Credit by exam) are considered
passing grades.
Suspension and Extension Appeals cannot override
the federal regulation. If a student is in a class that
is not eligible for payment, but the class is part of
his/her approved Academic
Plan, he/she will not be penalized for repeating the
class, but he/she cannot receive financial aid for
that class.
Appeal Process
A Student who has had his/her financial aid
Suspended has the right to appeal by
submitting a Satisfactory Academic Progress
Appeal Form. Appeals must be submitted to the
Financial Aid Office within the semester the
student is requesting aid. Deadline dates vary.
Students must:
Complete the Satisfactory Progress Appeal
form and submit it to the Financial Aid Office.
Submit a letter (preferably typewritten), along
with acceptable documentation explaining the
circumstances or reasons for appealing. For
example, how were the circumstances beyond
the students control or why the student has
exceeded Maximum Time Frame. Students
should attach copies of letters from doctors,
counselors, divorce decree, medical
information related to illness, death of
immediate family member, birth of a child, etc.
The student must also explain how the
circumstances have changed and/or what steps
the student has taken to alleviate any
obstacles. For example, meeting with academic
counselor, tutoring, testing, reducing unit load,
etc. If the student is appealing because of
Maximum Timeframe, the student must explain
why they need additional time to complete
his/her goal.
Incomplete appeals (those with no
explanation and/or no educational plan
attached) will be automatically denied.
X. Fraud
A student who attempts to obtain financial aid
fraudulently may be suspended or expelled from
VCCCD, and from all financial aid program eligibility,
as a result of formal student disciplinary action taken
by the college. VCCCD is required to report such
instances to local law enforcement agencies and the
U. S. Department of Education Office of Inspector
General. Restitution will be required of any financial
aid received under fraud. Applications that are
unusual or vary from normal activity may be flagged
for further review. VCCCD is required to resolve any
discrepancies or conflicting information with a
student’s application. Any combination of the
following circumstances may be considered a flag for
potential fraud. These circumstances do not indicate
guilt or innocence but merely provide warning signs of
potential financial aid fraud.
Outofdistrict address
Distance Education courses only
Random course patterns/enrollment not
consistent with declared educational objective
Failure to complete orientation and assessment
Failure to provide accurate information on
admissions application regarding prior colleges
Rights and Responsibilities Agreement
I accept and understand the Financial Aid Rights and Responsibilities.
I accept and understand the Financial Aid Satisfactory Academic Progress Standards (SAP).
I understand that in order to receive federal nancial aid, I must be enrolled in an eligible program of study and
goal oered by my primary college.
Title IV Authorization- Current Year
I authorize VCCCD to apply the credit balance derived from Federal funds/aid to cover other charges to my student
account for other non-insti
tutional charges.
I do not authorize VCCCD to apply the credit balance derived from Federal funds/aid to cover other charges to my
student account for other non-institutional charges.
Title IV Authorization- Prior Year
I authorize VCCCD to use Federal funds/aid to cover prior year charges up to $200.
I do not authorize VCCCD to use Federal funds/aid to cover prior year charges up to $200.
I understand that if I do not accept the above Rights and Responsibilities Agreement, my 
nancial aid may be delayed.
_____________________________________________________ _____________________________
Student’s Printed Name Student ID #
_____________________________________________________ _____________________________
Student Signature Date