Pell Grant, and Federal Supplemental Education Opportunity Grant (SEOG). SFAO also reviews

students receiving a grade of Incomplete. For the Incomplete class, this is to verify the student is still in progress of finishing up work for a passing grade.

Students will be notified by email (University email) if they fall into this “unofficial withdrawal” category. The University has up to 30 days after the last day of the semester to determine if a student earned the failing grades or stopped-out or walked-away (unofficial withdrawal). If the Financial Aid office cannot document the failing grades were earned, then the SFAO has 45 days to make the adjustments to the accounts, return aid to the appropriate federal programs, and to notify students that their accounts have been adjusted by fifty percent.

*An invalid or outdated email address will not be considered as a legitimate excuse since it is the student’s responsibility to maintain accurate address information with the University. Students can update their addresses at the Registrar’s Office.

If the student’s account is classified as an “unofficial withdrawal”, the SFAO uses several components to determine the percentage and amount of financial aid not earned. In order to calculate that percentage, the SFAO uses the midpoint date of the semester; total federal aid disbursed or could have been disbursed to account, and the amount of University charges.

For example: The student is receiving Unsubsidized Direct Loan for $2500, Subsidized Direct Loan for

$2,750, and Pell Grant for $700. The student fails all classes for a semester. At this point, the University charges totaled $3161, and the midpoint date was MM/DD/YY (to be determined for each term). Then, the SFAO does not obtain documentation from university records that the student earned the failing grades.

SFAO will calculate the required fifty percent of total aid disbursed to account ($5950 x 50%) or $2975, and take the total University charges ($3161 X 50%) or $1580.50, and then take the lesser amount of the two ($1580.50). This amount, $1580.50, will be refunded back to the Unsubsidized Direct Loan program, which will decrease the loan debt of the student, but will probably result in the student owing the University that balance (assuming the account balance was $-0- prior to calculation). What is acceptable proof of attendance or participation in a class related activity?

A letter on departmental letterhead from a professor, instructor or academic advisor noting the last date of attendance in the class or involvement in a class related activity. Examples of academically related activities include: an exam, a tutorial, computer-assisted instruction, turning in a class assignment, paper or project, attending a study group that is assigned by the professor, or contributing to an online discussion or initiating contact with a faculty member to ask a course-related question.

Why does SFAO monitor students receiving all ‘F’ grades?

The Student Financial Aid Office is obligated by federal regulation to review aid recipients receiving all ‘F’ grades. Failure to do so would result in monetary fines to Kentucky State University and jeopardize our continued participation in federally