POLICY AND PROCEDURES MANUAL

FINANCIAL AID OFFICE

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 Table of Contents

I. Introduction
II. Academic Year
III. Admissions/Ability to Benefit
IV. Eligible Institution/Accreditation
V. Academic Programs Offered
VI. Cost of Attendance
VII. Verification
VIII. Eligibility Issues
IX. Fraud
X. Monitoring Mid Year Transfers
XI. Deadlines
XII. Satisfactory Academic Progress Policy
XIII. Return of Title IV
XIV. Consumer Information
XV. Awarding
XVI. Disbursement
XVII. Professional Judgment
XVIII. State Aid
XIX. Federal Aid
Appendix A Satisfactory Academic Progress Policy
Appendix B Student Budgets

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Introduction

Santa Barbara City College's Financial

Aid programs stem from a belief that
student aid services should facilitate and
foster the successful academic
participation of financially needy
students.

As part of its commitment to students’

positive college experience, the
Financial Aid Office provides this
information to help students better
understand their relationship with
financial aid.

State and federal regulations allow

community colleges participating in
financial aid programs discretion when
establishing college specific policies and
procedures. This manual represents
SBCC’s current practices whenever
state and federal regulations determine
that policy decision-making is the
responsibility of the college.

It is the goal of the Financial Aid Office to

provide students with the most current policy information affecting their financial
aid while at SBCC. Accordingly, as new state or federal regulations take effect or
college practices evolve, this manual will be updated.

For further information, comments, or questions please contact Saúl Quiroz,

Santa Barbara City College Financial Aid Director.

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Academic Year
Academic programs offered at SBCC are and ends on Saturday, December 9, 2017. This
calculated in units and measured by semesters. provides 15 weeks of instruction. With the
SBCC establishes two 16 week semesters (fall additional week for finals, the Fall 2017 semester
and spring) and two 6 week summer sessions is 16 weeks long.
per academic year. This meets the federal
minimum academic year definition (30 weeks of For financial aid purposes, this definition is
instruction minimum). important because it affects how payment periods
are calculated. SBCC makes financial aid
For example, during the 2017-2018 academic payments based on the college’s semester. A
year, instruction for the Fall 2017 semester student’s financial aid is calculated by semester,
begins Monday, August 21, 2017 rather than by weeks or classes attended.

Admissions/Ability to Benefit
Admissions Policy  has a high school diploma (this can be
Admission to Santa Barbara City College is open from a foreign school if it is equivalent to
to anyone who: a U.S. high school diploma);
 has the recognized equivalent of a high
• Holds a high school diploma or equivalent
school diploma, such as a general
• Is 18 years old or older; and/or educational development or GED
• Is enrolled in high school and wishes to attend certificate;
SBCC concurrently as a part-time student.  has completed homeschooling at the
secondary level as defined by state law;
Ability to Benefit or
The SBCC Admissions Office ensures that  has completed secondary school
students are beyond the age of compulsory education in a home school setting
attendance (18 years of age for CA) when which qualifies for an exemption from
admitting them as regularly enrolled students. compulsory attendance requirements
under state law, if state law does not
To receive FSA funds, a student must be qualified require a home schooled student to
to study at the postsecondary level. A student receive a credential for their education.
qualifies if she:

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 Ability to Benefit Federal Guidelines
Applicants to the college who do not hold a
high school diploma or its equivalent and who Federal guidelines require that the passing
wish to receive Federal financial aid must scores for qualification for Ability-to-Benefit for
demonstrate their ability to benefit from college Accuplacer are set as one standard deviation
enrollment. New students who do not have a below the mean for students graduating from
high school diploma, or an equivalent such as high school who have taken the exam in the
a GED, and who did not complete secondary past three years. This data is determined by
school in a homeschool setting are not eligible the test publisher. The passing score for the
for Title IV funds. Such students can no longer CELSA is one standard deviation below the
become eligible by passing an approved mean as determined by the test publisher.
“ability-to-benefit” test or by satisfactorily Students must successfully pass the CELSA
completing at least six credit hours or 225
clock hours of college work that is applicable to or the Accuplacer to be considered "able to
a degree or certificate offered by the student’s benefit." Students will be required to use the
postsecondary institution. time parameter established by the test
publisher, except for applicants with
documented disabilities who require extended
However, students who were enrolled in an time on tests.
eligible educational program of study before
July 1, 2012 may continue to be considered
Federal guidelines require that the College
Title IV eligible under either the ATB test or
follow the re-test policy established by the test
credit hour standards, as discussed in Volume
publisher. Accuplacer: Within any three-month
1, Chapter 1 of the 2017-18 FSA Handbook.
period, ATB candidates may be permitted an
Students wishing to have their transcripts
initial test and one retest. There should be a
reviewed for at least six degree applicable
two-week period between the initial test and
units are asked to contact their financial aid
the retest. If the candidate does not pass after
advisor so that determination can be made by
the retest, he/she must wait three months
an academic counselor
from the date of the initial test. CELSA: The
ATB candidate may take a retest at any time.
The following procedures apply only to those For a retake requested in fewer than 15 days,
students who are eligible to prove they have the however, an alternate form of the test must be
ability to benefit using the ATB test. given. Retests are allowed under the following
circumstances:
Students will be tested in reading, writing 1. The first testing situation did not reflect the
and computation using the College Board’s student’s ability. Examples of situations where
Accuplacer exam. ESL students will be the student’s ability was not accurately
given the opportunity to be tested using the assessed could be an interruption during
Combined English Language Skills testing, or extreme illness during testing.
Assessment (CELSA). 2. The student’s ability has significantly
changed since the previous test. This change
Students will be assigned to either of these two could be the result of a learning activity such
ATB tests based on results of the College's as classroom instruction.
regular assessment test. 3. The student missed passing by a few
points. Scores received on the other College's
assessment instruments used for placement of
all new matriculated students shall not be used
for purposes of “Ability to Benefit”.

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Eligible Institution/Accreditation
Santa Barbara City College (SBCC) participates in the Title IV programs as an institution of higher
education.

Santa Barbara City College is accredited by the Accrediting Commission for Community and Junior
Colleges (ACCJC) of the Western Association of Schools and Colleges, 10 Commercial Blvd.,
Suite 204, Novato, CA 94949 (415) 506-0234 an institutional accrediting body recognized by the
Commission of Recognition of Postsecondary Accreditation and the U.S. Department of Education.

Academic Programs Offered

SBCC offers an Associate in Arts degree (AA) and an Associate in Science degree (AS), both which meet
the minimum academic year definition. In addition, SBCC offers certificate programs which also meet the
minimum academic year definition. For the most updated list of certificate programs approved for aid at
SBCC, refer to the SBCC participation agreement with the US Department of Education.

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Cost of Attendance
The Cost of Attendance refers to the average amount a full-time student enrolled in classes at SBCC can
expect to spend during the semester. It is different for students living independently or at home, or who
are residents of California or from another state.

Included in COA

The Cost of Attendance covers: 2017-18 Cost Of Attendance

 Tuition and Fees

 Books and Supplies

 Room and Board

 Personal Expenses

 Transportation

Determination of COA
the cost for tuition per unit. The average
Every year, SBCC’s Financial Aid Office
amount of units enrolled at SBCC or full- time
reviews the California Student Aid
enrollment units are used along with
Commission’s most current Student
information about health and transportation
Expenses and Resources Survey (SEARS).
fees. This sets the amount for tuition and fees
It is a broad survey of students’ budgets
and expenses from UCs, CSUs, community while information from the SEARS is used to
establish amounts for books and supplies and
colleges, independent, and private career
personal expenses. Finally, UCSB’s student
institutions. If the survey is not from the
budget information about room and board and
current year, it is adjusted for inflation.
transportation is used because of the close
Then the cost of attendance information geographic proximity and shared residential
from two other nearby institutions is areas. If the data from UCSB is not available,
reviewed. The University of California, the figures from CSAC are used. In this way,
Santa Barbara’s student budget (if available) the Financial Aid Office establishes a
is considered because the school is in the recommended cost of attendance.
same geographic area as SBCC. The
California State University, Channel Island’s
student budget (if available) is also
consulted because it is the closest CSU.
Each year California legislators establish

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The Cost of Attendance is subject to change receive for the year. It represents a modest
depending on legislative activity. It sets the budget by which a student can live adequately
maximum amount of financial aid a student can while attending SBCC.

Adjustments to COA

Currently, SBCC varies cost of attendance for particular programs, including study abroad based on costs
provided by the Study Abroad Office. SBCC does not make any adjustments to cost of attendance using
professional judgment.

Verification
Financial and personal information provided by Secondary Verification: In addition, SBCC verifies
the students and their parents on the FAFSA all the dependency questions except for age
and institutional applications is often incomplete from the FAFSA (i.e. “Are you married?”. If a
and inaccurate. To overcome this situation, student is independent only because they are
certain applicants are required to validate married, then the marriage certificate is requested
key data elements. This is a process in as part of the secondary verification process.
which the applicant is required to provide
documents to support data originally reported. Documents required for verification of these items
When certain inconsistencies or errors are are federal tax transcripts, W2s, Verification
discovered during verification, the corrected forms, or others deemed necessary by the
information must be submitted to the processor Financial Aid Office.
for recalculation.
Eligibility Changes Resulting from Verification
The items which need to be verified are the ones
which have the greatest impact on the need If the verification process results in a change of a
analysis process. SBCC complies with the student’s financial aid eligibility, SBCC
current regulations. repackages the student for financial aid based on
their new eligibility status and notifies the student
The Federal Processor selects students with a new award notification.
for verification and places them into
groups. Depending on which group is assigned, Corrections are made in the Financial Aid System
the following must be verified: and sent to the Central Processing System
through ED Connect. Students are notified of
• High School Completion Status
corrections through receipt of an acknowledgment
• Identity/Statement of Educational
form from the CPS.
Purpose
• Number of Household Members
• Number in College
• Supplemental Nutrition Assistance
Program (SNAP-FoodStamps) Verification Deadline
• Child Support Paid
• Adjusted Gross Income Students must meet the verification deadline as
• U.S. Income Tax Paid set by the U.S. Secretary of Education.
• Income earned from work The Secretary sets a deadline for the completion
• Untaxed Portions of IRADistributions of verification each year. This deadline is 120
• Untaxed Portions of Pensions days after the last day of the student’s enrollment
• IRA Deductions and Payments or by mid to late September, whichever is earlier.
• Tax Exempt Interest Income
• Education Credits

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Eligibility Issues
Conflicting Data Citizenship Documentation

If in the process of reviewing a student’s SBCC accepts any documentation listed in the
financial aid file, SBCC’s Financial Aid Office Federal Student Aid Handbook to prove
notices conflicting data, the conflict must be citizenship status for US citizens or permanent
residents.
resolved before awarding can take place.
SAR Comments
Resolving Conflicting Data

The process of resolving the conflicting datais The Financial Aid Office meets once a year to
for the Financial Aid Office to: determine which Student Aid Report (SAR)
comments in addition to the federally required
 send out a form to the student if comments it will resolve.
appropriate
 send an email to the student with a Resolving SAR Comments
question or a request for additional
documents
 send an email to the student with a The same process used for resolving the
request that the student contact the federal SAR comments is used to resolve the
Financial Aid Office college selected comments. Students are
 have a phone conversation with the contacted by email and asked to provide
student that is documented in the file documentation or submit forms to the
Financial Aid Office. This process can happen
anytime during the year when an SAR
comment is generated that needs resolving.

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Fraud
SBCC is required by law to report any evidence of fraud to the U.S. Office of Inspector General and
perpetrators will be prosecuted.

Examples of this type of information are:

 False claims of independent student status False claims of citizenship
 Use of false identities
 Forgery of signatures or certifications
 False statements of income

Monitoring Mid-Year Transfers

When awarding a student within the academic year, sometimes the Financial Aid Office determines that
the student was not enrolled at SBCC during the previous semester, (i.e. awarding for spring and the
student was not enrolled in fall). In this case, SBCC checks NSLDS to calculate what the student was
paid in Title IV aid, (Pell Grants, SEOG, and loans), and determines if any of the student’s scheduled
awards need to be changed. These adjustments are made manually to keep the students awards within
the federal limits
.

Late Documents
Deadlines SBCC does not accept documents that are
submitted late. If there are extenuating
SBCC lists deadlines for documentation
circumstances, the student should talk to an
on the Financial Aid Office website and in
advisor and the decision is made on a case by
the Terms of Offer information available to
case basis by the Financial Aid Director.
students online.

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Satisfactory Academic Progress
Policy
Reference: 34 Code of Federal Regulation These standards apply to all students
Section 668.34 who apply for and receive financial aid
from the following programs:
Federal regulations require that institutions • Cal Grant B andC
establish satisfactory academic progress • Federal Work Study
standards for students applying for and • Federal PellGrant
receiving federal aid. These regulations • Federal Direct Loan Program (including Parent
require that the Financial Aid Office review all Loans)
periods of a student’s enrollment history • FederalSupplemental EducationalOpportunity
regardless of whether financial aid was Grant (FSEOG)
received, to determine if a student is making • California Chafee Grant
satisfactory academic progress towards an • Full-Time Student SuccessGrant
educational objective. A student’s progress • Community College Completion Grant (must
will be evaluated at the end of the fall, spring maintain a 2.0GPA)
and summer semesters by the standards
outlined below. All periods of enrollment will Students only receiving the Board of
be evaluated regardless of whether or not Governor’s Fee Waiver (BOGW),
financial aid was received. Any official Alternative Loans, Campus or Off Campus
academic transcripts from other colleges Scholarships will not be subject to this
received by Santa Barbara City College will policy unless specified by the scholarship.
be utilized in the review of our Satisfactory
Progress standards once the transcript has For more information regarding the Satisfactory
been evaluated for the degree at SBCC. Academic Progress policy, see Appendix A.

Return to Title IV Funds

SBCC will determine the amount of federal At SBCC, a student’s withdrawal date is:
financial aid a student has earned in accordance
with federal law. Federal financial aid (“Title IV 1. The date the student officially withdraws through
funds”) is awarded to a student under the the student portal or in person in Admissions &
assumption that the student will attend school for Records or
the entire period for which the assistance is
awarded. When a student withdraws, the student 2. The midpoint of the semester for a student who
may no longer be eligible for the full amount of leaves without notifying the Collegeor
Title IV funds that the student was originally
scheduled to receive. Recipients of federal 3. The date the instructor officially withdraws the
programs are subject to the Return of Title IV student for failure to adhere to attendance
funds requirements. Students who receive federal requirements.
financial aid and do not attend any classes will be
required to repay all of the funds they have
received. Students who withdraw from all classes
prior to completing more than 60% of the
semester will have their financial aid eligibility
recalculated based on the percentage of the
semester completed and will be required to repay
any unearned financial aid they have received.

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Consumer Information
Santa Barbara City College complies with all of the disclosure requirements as outlined in the Summary
of HEA Institutional Disclosure Requirements at the Consumer Information link of the college website.

Awarding (Packaging)
General Packaging Guidelines

Every eligible applicant should receive a combination of financial aid based on the student's qualifications,
financial need, preference, student's academic and family situation, and criteria developed annually by
the Financial Aid Office for equitable distribution of grant aid and self-help aid. The Financial Aid Office
has the right to modify awards subject to the availability of funds.

Financial aid will be awarded based on the following

hierarchy until need/cost is met:
i. BOGW
ii. Federal Pell Grant
iii. FSEOG
iv. FWS
v. Cal Grant B or C
vi. Full-Time Student Success Grant
vii. Community College Completion Grant
viii. Chafee Grant
ix. Institutional Scholarships
x. Federal Direct Subsidized Loan
xi. Federal Direct UnsubsidizedLoan
xii. Federal Plus Loan

Completed files will be reviewed and packaged

on a “first come, first served” basis as
determined by the date the file is completed.

The student’s cost (see Cost of Attendance section)

and need will be calculated (cost of attendance
minus EFC minus other resources equals need).
Each aid type and amount in which the student is
eligible will be subtracted from the need/cost as
outlined in the awarding hierarchy. Awards are
coordinated with other offices and agencies who
give monetary awards or assistance.

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Disbursement of Funds
In order to ensure compliance with Department The Chief Business Officer and/or designee, shall
of Education Regulations pertaining to be responsible for disbursing financial aid funds
separation of duties for disbursement of as outlined in the Blue Book published by the U.S.
financial aid funds the following is established. Department of Education and other generally
accepted accounting procedures.

Professional Judgement
Financial Eligibility

In cases of extenuating circumstancesaffecting

Student or a student’s parent should
a student’s financial eligibility, the student or
consider requesting review of the
the student’s parent can request special
student’s eligibility if either experience:
consideration by submitting the appropriate
request to the student’s financial aid advisor
and setting up an in person or phone interview 1. Loss of employment
with the advisor to collect the appropriate
information. At the conclusion of the interview, 2. Loss of income due to divorce or legal
the advisor will determine what additional separation
supporting documentation must be submitted
for the review. 3. Loss of income due to death of aspouse

The SBCC Financial Aid Office will determine 4. One-time income

each year when the office will start accepting
requests for extenuating circumstances. 5. Loss or hardship due to naturaldisaster.
Changes in financial eligibility are typically
accepted beginning in September of each
year.

Dependency Override

A student can request to be considered Issues of professional judgment are

independent if the student does not meet the reviewed by the Financial Aid Director for
federal requirement by submitting the final determination.
Dependency Override Request form. The form
is available from the Financial Aid Office or by
downloading it from the financial aid website.
The required documentation is listed on the
Dependency Override Request form.

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 State Aid
Board of Governors Fee Waiver (BOG Fee Waiver)

Important BOG Fee Waiver Program Update

The Board of Governors Fee Waiver program will be renamed the California College Promise Grant. The
fee waiver program, including the application process and eligibility requirements, will remain the same.
All of the many changes that must be made for the name change will occur over the next many months
with full implementation by Spring 2019.

The Board of Governors Fee Waiver Program is

available to any California resident or AB 540 5. If a student signs the BOG fee waiver
classified student who meets the financial application and reports a registered domestic
eligibility requirements or qualifies through partnership, SBCC does not require additional
another program. California state law pertaining documentation to verify the student’s status.
to the BOG fee waiver allows community (4.1.2)
colleges discretion in certain areas. These are
6. If a student requests a dependency
SBCC’s practices with regards to the BOG fee
override, the student is required to submit the
waiver policies outlined in the California
FAFSA. Then SBCC applies the same criteria
Community Colleges Chancellor's Office Board
used for federal purposes for that same
of Governors Fee Waiver Program and Special
student, doing so on a case-by-case basis and
Programs 2015 Program Manual.
requiring the same documentation.(4.1.4)

1. SBCC’s Financial Aid Office considers the 7. If a student is independent only under the
summer session a “trailer” for the academic year. BOG fee waiver application criteria, SBCC
(3.1) If a student applies for a BOG fee waiverfor accepts the information on the signed
the summer session of 2017, the student is in application without requiring any additional
effect applying for financial aid for the 2016-17 documentation.(4.1.5)
academic year, not the 2017-18 academic year.
8. In order to qualify under Part A for the BOG
2. If a student wants to qualify for the BOG fee
fee waiver, SBCC accepts the following
waiver under Part A then the student must submit
documentation: (4.2.2)
the BOG fee waiver application with the
a. TANF cash assistance – the student must
appropriate supporting documentation. SBCC
provide a copy of their current letter from
does not provide any other supplemental form for
the county confirming that the student will
use with the FAFSA for BOG Part A eligibility.
receive assistance during the period of
(2.2.2)
time for which the student is requesting
financial aid. The monthly cash grant must
3. If SBCC Admissions enrolls a student without
include the dependent student or be the
a social security number, then the student may
sole source of income for the family.
receive a BOG fee waiver as long as they are a
Students/families receiving food stamps or
California resident or classified as AB540 and
CalWORKs services but no TANF cash
otherwise qualify for the program.(3.4.1)
grant are not eligible under Part A.
4. A student who fails to register with selective
service in accordance with the law (50 USC App
451 et seq.) may still receive a BOG fee waiver at
SBCC as long as they otherwise qualify for the
program. (3.4.7)

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 b. SSI/SSP – the student must provide a copy of
a letter from SSI/SSP stating their projected 12. Students must provide documentation
monthly benefits or a yearly summary. In demonstrating eligibility for the Dependents of
either case, the documentation must span the Law Enforcement or Fire Suppression Personnel
period of time for which the student is Fee Waiver. SBCC requires a letter from the
requesting financial aid. The benefits must appropriate public agency indicating that the
include the dependent student or be the student is the surviving spouse, registered
primary source of income for the family. Other domestic partner or the child, natural or adopted
associated benefits such as Social Security of a deceased person who met all of the
Disability Income (SSDI) are regular Social requirements of Education Code Section 68120.
Security retirement benefits do not qualify (5.6.1)
under Part A.
c. General Assistance – the student must provide The letter must be on agency letterhead and
a print out from the county confirming that the indicate for the deceased person, that:
student will receive assistance during the period
of time for which the student is requesting a. He or she was a resident of
financial aid. Evidence of the student receiving California;
food stamps or Medi-Cal is not enough. b. He or she was employed by a public
agency;
9. If a student wants adjustments made to the c. His or her principal duties consisted
student’s/family’s income for Part B of the BOG fee of active law enforcement service or
waiver then the student must submit a FAFSA and active fire suppression and
request special circumstances consideration. prevention;
Professional judgment is not used by SBCC for the d. He or she was killed in the
BOG fee waiver application alone. Any consideration performance of active law
will be in the context of a broader determination of a enforcement or activefire
student's eligibility for all types of financial assistance suppression and prevention duties.
as provided for in Section 4.4.2 of the California 13. SBCC establishes all students’ eligibility for
Community Colleges Chancellor's Office Board of the BOG fee waiver program the same day the
Governors Fee Waiver Program and Special student’s application is received. Thus, there is
Programs 2009 Program Manual. (4.3.3) no “pending eligibility status”. The last day to
establish eligibility for the BOG fee waiver for the
10. Title 5 of the California Code of Regulations fall and spring semesters is the last day of the
requires documentation of those who are eligible for summer semester. Similarly, students have until
the BOG fee waiver program under Part B. SBCC the last day of the summer semester to establish
requires all eligible students to self-certify their BOG fee waiver program eligibility for the
information and does not collect any additional summer semester.(6.2)
documents. (4.3.4)
14. SBCC will reimburse students for fees if the
11. The BOG fee waiver is considered an award in student establishes BOG fee waiver eligibility
the package of financial aid to meet the enrollment after having paid the fees.
fee as assessed per the California Code of
Education. The amount listed by SBCC is currently 15. If SBCC determines that a student is eligible
for the BOG fee waiver program at the time of
$644 per semester for students eligible for the
application, then SBCC does not pursue the
program under part B. (4.5) This amount is
repayment of fees if the student later becomes
determined annually by the following formula:
ineligible for the program.
average full-time enrollment units 14 times cost per
(6.4)
unit x $46 equals the BOG fee waiver award for Part
B ($644). For students who qualify under Part A,
16. Once a student has been determined to be
the amount to cover the campus transportation fee of
eligible for one BOGW Type (A, B or C, etc), that
$26 is added. The BOG fee waiver award for
BOGW type can be changed if the student later
students qualifying under Part A is $644 + $26 =
brings in additional information to quality under a
$670.
different BOGW type

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BOG Fee Waiver Program Income Standards for 2017-2018

Family Size Base Year Income

1 $17,820.00
2 $24,030.00
3 $30,240.00
4 $36,450.00
5 $42,660.00
6 $48,870.00
7 $55,095.00
8 $61,335.00
Each Member +$6,240

Loss of Board of Governors Waiver

Appeals
In an effort to help students succeed in the
California community colleges, the Student Students will be able to appeal the loss of the Board of
Success Act of 2012 (California Senate Bill Governors Fee Waiver based upon the following
1456) was signed into law by Governor Brown. verifiable circumstances:
Among other aspects, the Act included the • Extenuating circumstances – cases of
creation of minimum academic and progress accidents, illnesses, or other circumstances
standards that must be met for continued beyond a student's control.
eligibility for the Board of Governors Fee • A change in a student's economic situation.
Waiver Program (BOGFW). These are • Evidence that a student was unable to obtain
different and separate standards from those for essential support services.
student federal aid, Cal Grant, and enrollment
• Special consideration of factors for
priority.
CalWORKs, EOPS, DSPS, and veteran
students.
The Academic and Progress Standards for the
BOGFW are: • Students with disabilities who applied for but
Academic Standards: Cumulative GPA of 2.0 did not receive accommodation in a timely
or higher. manner.
Progress Standards: Cumulative satisfactory • Significant academic improvement.
completion of more than 50% of all coursework • Successful appeal for enrollment priority
attempted. extends to the fee waiver.
• These standards do not apply to foster Measurement of these standards will begin
youth (24 years and younger). with Fall 2015. The first semester a student
• Eligibility to receive support services is not could lose BOGFW eligibility as a result of not
affected. meeting these standards is Fall
• Exemption is extended to enrollment 2016. Students who do not meet the
priority. standards will receive notifications no later
• The 100 total degree-applicable completed than 30 days from the spring 2016 semester
unit cap does not apply to the BOGFW.
end date.
In order for students to maintain BOGFW
eligibility, they must meet both the Academic
and Progress Standards listed above. In the
future, within 30 days of the end of a primary
term (Fall or Spring), the College will send
acommunication to those students who
failed to meet the standards for two
consecutive primary terms and will include
instructions for how to appeal the loss of the
BOGFW. This appeal is separate from any
appeal for federal student aid, and the
approval of one appeal will not mean the
automatic approval of the other.

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 Cal Grant
Refunds and Repayment
Award Packaging and Notification
Since Santa Barbara City College only awards Cal
After appearing on the Cal Grant Roster, Grant B and C awards which are not specifically
students are awarded Cal Grants if their file is for tuition and fees, the college does not consider
complete and packaged. At that time, Cal Grants in the federal Return to Title IV
determination of the eligibility criteria for the Cal calculations.
Grant award is done.
Eligibility for Cal Grant awards (i.e. Satisfactory
New and Renewal Cal Grant recipients are Academic Progress, Enrollment, Eligible Program,
notified of their Cal Grants on their award Default Status, Residency, etc.) is checked at the
notification from the school. Revised award time of awarding and again at the time of
notifications are emailed to students if the Cal disbursement preventing the need for repayment.
Grant is added subsequent to the initial award
notification. Students are also able to review Overawards
their awards, including the Cal Grant, online
via the campus student portal at any time. At the time Cal Grants are awarded, any
overawards are resolved by reducing other aid
Disbursement of Funds sources or the Cal Grant award so students do not
exceed need or Cost of Attendance. Prior to each
Cal Grant B Access and Books Supplies disbursement, overaward reports are worked to
payments are credited to student's account no identify any new overawards as the result of
earlier than 10 days before the start of the additional resources. Any students receiving Cal
semester. The same is true for Cal Grant C Grants would be part of those reports and any
payments. The dates of the earliest first and overawards resolved.
second disbursement for each term can be
found on the financial aid calendar. Cal Grants California Chafee Grant
are disbursed in two payments per term. Cal
grant payments are adjusted at the second SBCC participates in the Chafee Grant Program.
disbursement to account for the enrollment of The California Chafee Grant is awarded to current
student's at that time for the term. Cal Grants or former California foster youth to help pay for
are disbursed weekly throughout the term as college or career and technical training. A Chafee
students become eligible for the funds. Cal Grant is a federal and state funded grant subject to
Grant payments are based on classes that the yearly availability of funds.
student is attending or will be attending within
10 days. Disbursements from Cal Grant To qualify, the student must:
payments to student accounts are sent within → Be a current or former foster youth*
3 to 7 days of crediting the student account → Not have reached your 22nd birthday as o f
and verifying enrollment status. July 1st of the award year.
→ Have financial need
Funds Credited to Student Account *To qualify, foster youth dependency of the court
must have been established between the ages of
Cal Grant B and C payments are credited to 16 and 18.
student accounts along with other financial aid.
Cal Grant funds are used to pay for mandatory Full-Time Student Success Grant
institutional charges in all cases unless the
student notifies the Financial Aid Office in The Full-Time Student Success Grant pays full-
writing to not use their Cal Grant funds in this time Cal Grant B and Cal Grant C recipients an
manner. This authorization from the student additional $1000 annually. All full-time community
would affect future Cal Grant payments until college students receiving Cal Grant B and Cal
canceled by the student. Grant C will be offered this assistance (full-time
students only).

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Community College Completion Grant
(CCCG)

The CCCG is a $1,500 annual grant for those

attending at least a 15 unit per term pace or
30 unit per year pace and/or complete their
program within the timeframe determined in their
comprehensive Student Educational Plan (SEP)
for the entire length of their program. The intent of
the CCCG funding expressed a desire to support
student persistence, retention and success by
providing students additional assistance to help
offset his or her total cost of community college
attendance.

Federal Aid Federal Direct Loans

Federal Pell Grant
SBCC offers subsidized and unsubsidized
SBCC awards Federal Pell Grants to eligible
Federal Direct Student Loans. With subsidized
undergraduate students based on their Cost of
loans, interest does not accrue until after
Attendance (COA), Expected Family Contribution
students graduate or leave school. With
(EFC) and total percentage of Pell already
unsubsidized loans, interest will accrue after the
received.
first disbursement. The interest rate for Federal
Direct Loans depends on when the loan was first
FSEOG Selection and Awarding
disburse.
Required Information

The SBCC Financial Aid Office awards these Visit the Federal Student Aid Website for
grants to undergraduate students who have more information about current and past rates.
exceptional financial need, with priority given to
Pell Grant recipients. Unlike Pell Grants, there's
no guarantee every eligible student will receive Many students combine subsidized loans and
one. In addition, funds are limited. These grants unsubsidized loans to borrow the maximum
don't need to be paid back. amount permitted each year.
FSEOG is awarded first to students with a zero
EFC who are Pell eligible on a first come, first Federal Direct Loan Limits
served basis regardless of enrollment status. If
funds remain, it is awarded to those students with Dependent Students
the lowest EFC.
Class Level Subsidized Total
Federal Work Study (FWS) Selection and Sub/Unsub
Awarding Freshman $3,500 $5,500
Sophomore $4,500 $6,500
FWS is awarded on a first come, first served Aggregate $23,000 $31,000
basis if enough financial need exists until all Limit
funds are exhausted regardless of dependency
or enrollment status. If a student is offered Independent Students
Federal Work Study as part of his/her financial
aid package, the SBCC Financial Aid Office will Class Level Subsidized Total
direct students to postings for part-time job on or Sub/Unsub
off campus. If possible, students will be placed in Freshman $3,500 $9,500
work related to his/her studies or career plans, or Sophomore $4,500 $10,500
in community service. A student will generally Aggregate $23,000 $57,500
earn between $10.50 and $16.68 per hour and Limit
be paid once per month.

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 Direct Loan Application Process:

All loan applicants must follow the process listed

below:

Go to https://studentloans.gov to complete
Direct Loan Entrance Counseling (if first time
loan borrower) and the Direct Loan Master
Promissory Note (if previously not signed). Go
to Manage My Direct Loan and click the Sign
In button. Once they are signed in, click on
Complete Counseling. Under Choose Loan
Counseling Type click the Start button for
Entrance Counseling to complete a Direct
Loan Entrance Counseling.

Once they finish entrance counseling, they must

click the Submit Counseling button, scroll
down to the Next Steps section and click
Complete a Master Promissory Note.

Log on to their SBCC Pipeline account.

Click on the Student tab on the hand side
of the home page then click Financial Aid.
At the Financial Aid page, click on Award,
then Award for Aid Year. At the Award for
Aid Year page, click on the Award
Overview tab. Click on the Direct Loan
Request link. The Direct Loan Request is
a fillable PDF which is completed online.

Complete the Student Loan Request Form,

print the 2 worksheets and the Student
Loan Request Form, then bring the 2
worksheets and Student Loan Request
Form to the Financial Aid office for loan
intake with a Financial Aid Advisor.

The Direct Loan is delivered to the student

through Santa Barbara City College.
Students have two choices of how they
receive their disbursement – either as a
check mailed to the address in their
Pipeline account or by direct deposit to a
checking or savings account. To sign up
for direct deposit, log into your financial aid
Pipeline account and click on the link
Direct Deposit. There are three forms to
be completed online as follows: The
Student Budget Worksheet, the Student
Loan Borrower Worksheet and the Student
Loan Request Form.

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Appendix A
Satisfactory Academic Progress Criteria
In order to satisfy Satisfactory Academic Progress requirements, financial aid recipients must earn a
minimum Cumulative GPA of 2.00 for all classes attempted.

Grade symbols of A+, A, A-, B+, B, B-,C+, C, D+, D, D-, P, or CR earned during Fall, Spring, or Summer
will be considered as acceptable for courses completed, and Satisfactory Academic Progress
consideration. Courses completed with an F, FW, I, NC, NP, IP, or W will not be considered acceptable
for satisfactory academic progress. Courses completed with a MW (military withdrawal) are excluded from
the determination.

Grade Point Average

Grade symbols of A+, A, A-, B+, B, B-,C+, C, D+, D, D-, F, or FW will be used in grade point average
calculation. Courses completed with a CR, P, NP, NC, I, IP, or W will not be used in grade point average
calculation.
However, please note that non-evaluative grades (CR, P, I, NC, NP, IP, or W), which are not used to
determine grade point average, will be used to determine minimum unit requirements. The Cumulative
GPA must not fall below 2.00.

Pace of Progression
Federal regulations require that institutions measure a student’s pace toward their educational objective
to ensure they complete within the maximum time length for that program.
Pace is calculated by dividing cumulative units completed by cumulative units attempted.
Remedial and ESL units will be excluded in this calculation. Courses completed with an
Incomplete or a Withdrawal will be counted as not completed in the calculation. Repeated
courses will be counted in the pace calculation for completed and attempted units. For a
student pursuing an Associate Degree or Certificate of Achievement the pace cannot be less
than 67%.

Maximum Time Length

Federal regulations require that institutions establish a maximum time period or unit total for a student to
complete an educational objective (degree/certificate) if financial aid is received. Financial aid recipients
will be considered to be making satisfactory academic progress if they complete their educational
objective in the time frame indicated below. The educational objective as indicated by the student as their
current major/program of study will be used for this determination.

Educational Objective
Students receiving financial aid at SBCC must be enrolled in a course of study leading to an AA, AS, AA-T,
AS-T, or a Certificate of Achievement.

Associate Degree: This requires completion of a minimum of 60 units at SBCC. Students must complete
their objective by the time they have attempted 90 units.

Certificate of Achievement: SBCC offers a number of Certificate Programs each requiring a specific
number of units for completion. Students enrolled in Certificate programs must complete their objective by
the time they have attempted 150% of the number of units required for the specific requirement. For
example a student enrolled in a program which is an 18 unit Certificate of Achievement, must complete
that objective by the time he or she has attempted 27 units.

All English as a Second Language classes and all basic skills (see AP 4222 titled Basic Skills for
definitions) course work are deducted from the units attempted when determining satisfactory academic
progress for maximum time.

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Transfer Students to Santa Barbara City College: Students are encouraged to submit official
transcripts from all previous colleges attended to Santa Barbara City College’s Admission and Records
Office. Degree applicable units will be used in the calculation of Maximum Time Length and Pace of
Progression.

Financial Aid Warning/Disqualification

The Financial Aid Office will evaluate each financial aid recipient's academic progress each semester.
Each semester end evaluation will include a GPA review, an assessment of pace of progression as well
as maximum time length. Students placed on financial aid warning or disqualification will be so notified.

Financial Aid Warning: Students will be placed on financial aid warning if they earn less than a 2.0
Cumulative GPA for all courses attempted or do not meet the pace of progression calculation. Financial
assistance will be continued during this warning semester.
If at the end of the warning semester a student completes the minimum pace of progression with a
minimum Cumulative GPA of 2.0, they will be removed from financial aid warning. Students not
completing sufficient units to meet the pace of progression calculation requirement during the warning
semester will be subject to disqualification from financial assistance.

Financial Aid Disqualification: Financial aid recipients will be disqualified from financial assistance if, for
two consecutively enrolled semesters they earn less than a 2.0 Cumulative G.P.A and/or do not meet the
pace of progression.
Financial aid recipients will also be disqualified from financial assistance if they exceed the maximum time
length or fail and/or withdraw from all their classes in a semester.

Reinstatement/Appeals Procedures

Reinstatement: A student, who was previously disqualified, may have their financial aid reinstated if they
meet the minimum pace of progression with a minimum Cumulative GPA of 2.0.

Appeal Procedures: A student may appeal for failure to meet the GPA standard or pace of progression.
The appeal form can be downloaded from the Financial Aid Office’s website. The student is responsible
for providing sufficient information in the written statement to substantiate the existence of extenuating
circumstances. Additionally, the student statement must address what steps he/she has and will take to
prevent a similar circumstance in the future.

The Financial Aid Office will initially review the appeal. If approved, the student will be notified by email. If
denied, an automatic second review of the appeal will be made by an independent group outside of the
Financial Aid Office. The appeal process is final and cannot be appealed further at the college unless the
student reinstates himself/herself or meets the following criteria:

In the semester they are denied, students must demonstrate academic success by:
a. Completion of 9-12 degree applicable, letter graded semester units with a 3.00 semester GPA or
b. Completion of 15 degree applicable, letter graded semester units with a 2.50 semester GPA

Those completed units must be degree applicable to the educational objective as indicated on the
student’s most recent Student Education Plan as determined by an academic counselor.
Students must make a request for consideration of this exception to the Financial Aid Office prior to any
published Satisfactory Progress Appeal deadlines for the term. A student may appeal if he/she has
exceeded the maximum time period. The appeal form can be downloaded from the Financial Aid
Office’s website. The student is responsible for providing sufficient information in the written statement
to substantiate the existence of extenuating circumstances.

Additionally, the student statement must address 1) why the student has exceeded the maximum
number of units and 2) include a timeline for educational goal achievement. The Financial Aid Office
will initially review the appeal. If approved, the student will be notified by email. If denied, an automatic
second review of the appeal will be made by an independent group outside of the Financial Aid Office.
The appeal process is final and cannot be appealed further at the college.

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Appendix B
2017-18 Student Budgets

* Non-California residents add $7,980 tuition cost per year for full-time (14 units) students ($285/unit).

1. Fees: Represents the cost of enrollment fees at $46 per unit for 14 units per semester for two
semesters, Student Health Fees at $20 per semester for two semesters, Transportation Fee
at $32 per semester for two semesters, Student Rep Fee at $1 per semester for twosemesters,
and the Student Activity Fee at $5 per semester for two semesters.
2. Books and Supplies: Includes books, educational supplies, coursematerials,and
computer- related expenses excluding the purchase of a personal computer.
3. Room and Board: Includes rent, food, snacks, household supplies and utilities.
4. Personal Expenses: Includes clothing, laundry and dry-cleaning, personal care, gifts,
recreation, medical, etc.
5. Transportation: Represents travel to and from parent's residence and transportation costs to
and from work (e.g., bus fare, gasoline, tolls and parking).

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 Financial Aid Office

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