Financial Aid Policies & Procedures

1. Terra State Community College obtains the financial aid award each semester from the specific aid program once the student’s enrollment status for the semester is determined.
2. The number of credit hours the student is enrolled for on the fifteenth calendar day of the semester determines the student’s enrollment status for financial aid.
3. The cashier applies financial aid toward the tuition and fee charges on the student’s account.

Disbursement begins the fifth week of classes. Review Banner Self-Service for specific amount and the disbursement date(s).

If the disbursement of federal financial aid does not cover the current balance on the student's account, a refund will not be issued.

Refunds can only be issued when the funds are received from the U.S. Department of Education and once the total current balance is paid in full.

If the student's pending financial aid exceeds the students current balance, a book voucher may be generated and available at the College Bookstore.

To determine if a book voucher is available, go to the Banner Self-Service.

To purchase books at the College Bookstore, the student must have a valid student ID and their schedule.

The Office of Student Financial Aid monitors Satisfactory Academic Progress (SAP) at the end of each semester (including summer) for recipients of federal and state financial aid.

• At the conclusion of each semester, students who do not meet the minimum SAP requirements are notified and either placed on Financial Aid Warning (“FA Warning”) or Financial Aid Suspension (“FA Suspension”).
• Students placed on FA Warning have one semester to meet SAP eligibility or they will be placed on FA Suspension the following semester. FA Warning students are eligible for financial aid and do not need to appeal.
• Students placed on FA Suspension are no longer eligible for financial aid and may submit a Financial Aid Satisfactory Academic Progress (SAP) Appeal Form to be considered for financial aid for one semester.
• Approved appeals put the student onto Financial Aid Probation status (“FA Probation”), which grants one additional semester of eligibility. A student may continue after one semester if they only take courses listed on their academic plan, do not withdraw from any courses, and earn a "C" or better in all courses.

Minimum Requirements

• Students who receive federal and/or state financial aid must maintain Satisfactory Academic Progress (SAP). Minimum qualitative and quantitative standards must be met to maintain eligibility for all federal/state financial aid programs.
• The minimum required cumulative grade point average (GPA) is 2.0. GPAs are not rounded up.
• The minimum Completion Rate (CR) is 67%. Completion Rate is defined as the percentage of credit hours earned out of credit hours attempted.
• Grades listed in the Grading System segment of the Academic Practices, Policies, and Procedures section (i.e. W, AU, CR, etc.) count as credit hours attempted for federal student aid standards even though they do not count in the college’s calculation of cumulative grade point average.
• The minimum required Maximum Time Frame (MTF) is 150% of the academic program’s required credits, with an aggregate ceiling of 200 Terra State credits. MTF is defined as the maximum amount of time a student has to complete a federal aid eligible program (degree or certificate) while receiving federal financial aid.

MTF examples are outlined below:
If the total credits to complete a program is 30, the maximum number of credits allow is 45.
If the total credits to complete a program is 60, the maximum number of credits allow is 90.

Appealing to Regain Financial Aid Eligibility

Students with extenuating circumstances (see chart below) can appeal for one semester of financial aid eligibility by completing the Financial Aid SAP Appeal Form, which directs the applicant to complete the following steps:

• Meet with an Academic Advisor to complete the academic plan section on the appeal form;
• Attach a letter explaining the extenuating circumstances which led to the current academic standing;
• Attach any applicable supporting documentation, per the chart below.
• If the appeal is approved, the student will be placed on Financial Aid Probation status (“FA Probation”) and will be eligible for financial aid for one semester.

The extenuating circumstances that may be considered and the supporting documentation required (must be on letterhead, signed and dated):

Medical Condition of Self or Immediate Family Member 

• Statement from physician
• Medical documents

Death of Immediate Family Member

• Obituaries or death certificate indicating relationship to student

Change in Employer Requirements

• Statement from one's employer/supervisor

Caregiver Obligations

• For relationship other than dependent, statement from physician of relationship and obligations of caregiver
• Statement or document from third-party and obligations of caregiver (i.e. hospital, school, company, etc.)

Error at College

• Statement from college official indicating error

The extenuating circumstances below may only be considered for students exceeding the MTF calculation. In addition to the above circumstances, they include:

Change in Major

• Statement indicating new major

Transfer of Credits From Another Institution

• Copy of Terra State courses and grades (unofficial transcript)

Federal student loan borrowers are typically required to begin repayment six months after graduating, leaving school, or dropping below half-time enrollment. If no payments are made for 270 days (approximately nine months), the loan enters default.

The U.S. Department of Education tracks the percentage of federal student loan borrowers who default within three years of entering repayment. This measure is known as the Cohort Default Rate (CDR) or the three-year CDR.

Each year, the Department of Education releases official cohort default rates for institutions participating in the federal student loan program. The most recent rates (FY 2021) were published in September 2024, with FY 2022 rates expected in September 2025. Due to the federal student loan payment and interest moratorium in effect until August 31, 2023, the national cohort default rate is currently 0%.

Learn more about the Cohort Default Rate

Course Program of Study (CPOS) is a rule from the U.S. Department of Education. It says that you can only receive federal financial aid for classes that count toward your degree or program — this includes your declared major, minor, or concentration.

This means that if you take classes that don’t apply to your program of study, those classes cannot be paid for with federal financial aid.

 

Federal financial aid includes programs like:

• Pell Grant
• SEOG (Supplemental Educational Opportunity Grant)
• TEACH Grant
• Federal Direct Loans (Subsidized, Unsubsidized, and Parent PLUS)
• Federal Work Study

 

The goal of CPOS is to help you stay on track to finish your degree faster by taking only the classes you need. This can also help save money and reduce student loan debt.

 

Financial aid is first offered assuming that you’ll be enrolled full-time in classes that count toward your program during the fall and spring semesters (and summer if you request it). No matter when you take classes, you can only receive aid for courses that count toward your declared program of study.

 

The chart below shows the undergraduate enrollment status based on hours enrolled. 

Credit Hours	Enrollment Status
12 or more	Full-time
9-11	Three-quarter time
6-8	Half-time
1-5	Less than half-time

 

 

If you enroll in coursework that is not required for your program of study, the amount of federal aid you receive may be reduced. Contact your academic advisor at 419.559.2345 to discuss your academic options.  

 

Student FAQ's 

What is the purpose of CPOS?
The goal of CPOS is to help you stay on track to finish your degree faster by taking only the classes you need. This can also help save money and reduce student loan debt.

 

What types of financial aid are impacted by CPOS?
CPOS applies to federal financial aid only and includes Pell Grant; SEOG; Federal Direct Subsidized, Unsubsidized and Parent PLUS Loans; and Federal Work-Study.   

 

What if I am undecided in my program?
You may remain undecided and remain eligible for federal financial aid for 15 credit hours. Once you have taken 15 credit hours as undecided, you will no longer be eligible for financial aid until you have declared a program major. To declare a program major, contact your academic advisor at 419.559.2345 or Student Records at 419.559.2405.

 

What if I want to change my program?
If you are planning on changing your program (or adding any secondary program or certificate), it is vital that you contact your academic advisor at 419.559.2345 or the Office of Financial Aid at 419.559.2344 to ensure that your courses will be eligible for federal financial aid.

 

If all the courses for my program are full, will I be able to substitute and still receive financial aid?
You will need to discuss with your academic advisor to see if a different course could be potentially substituted for one in your program of study that is not available.

 

How can I make sure my classes count towards my program?Before you register for classes, meet with your academic advisor to make sure the courses you plan to register for will count toward your program. You can also check your progress and what courses are needed in DegreeWorks.

 

How will I be notified if a course I am taking does not count towards my program and is impacting my financial aid?DegreeWorks is Terra State’s degree audit system and is used to determine if your courses count toward your program. The CPOS process runs prior to the start of each semester to identify students who are enrolled in courses that will not be considered for federal financial aid. If you are a federal financial aid recipient enrolled in courses that are not required for your program that will reduce your federal aid eligibility, the Financial Aid Office will notify you by email to your Terra State email account.

The email will direct you to a link that will list your courses and highlight the course that is not eligible for financial aid. It is important that all changes to your class schedule, program majors, and any adjustments to the degree audit affecting courses that count be made before the 15^th day of the semester.

 

How will my financial aid be impacted if I have two programs declared?
Both programs and the courses required for them will be taken into consideration for CPOS. As long as they are both declared with the Student Records Office, any courses required for both will be included in total financial aid hours.

 

Some of the courses I am enrolled in do not apply toward my program of study. What do I do next?
Your federal financial aid is based on coursework that applies toward your program of study. Therefore, your federal financial aid may be reduced.

To address this situation, you have two options:

• • Meet with your Academic Advisor to discuss your academic options. If the semester has not started, it may be in your best interest to drop the ineligible course(s) and enroll only in courses in your declared program that will be eligible for federal financial aid.
  • If the semester has already started and the reduction in your federal aid results in a balance due, you will be responsible for paying the amount that is owed. Contact the Cashier’s Office at 419.559.2329 or by email at cashiers@terra.edu if you need help with payment options.

Additional Questions?
Contact the Financial Aid Office at 419.559.2344 or by email at financialaid@terra.edu.