• Code of Conduct

• Communication to Students

• Consumer Information

• Dependency Override Appeal

• Disbursement of Financial Aid

• General Student Eligibility and Enrollment Requirements

• Financial Aid Awards

• Financial Aid File Review (Verification)

• Penalties for Drug Law Violation

• Satisfactory Academic Progress

• Special Circumstances Appeal

• Student Employment Handbook

• Transfer Students (Eligibility)

• Treatment of Federal Financial Assistance When a Student Withdraws or Stops Attending

• Missouri Western Scholarship Guidelines

The Office of Financial Aid communicates with enrolled and prospective students via the student's Missouri Western email and Goldlink accounts. As a general rule, financial aid notices will not be sent by postal mail. Students are responsible for monitoring their status online through Goldlink and for ALL communications sent to their Missouri Western email account.

Incoming students will be issued a Missouri Western email and Goldlink account upon acceptance to the University.  Students are encouraged to activate these accounts as soon as possible after receiving access instructions.

Examples of communications sent from the Office of Financial Aid include:

• Application Procedures and Deadlines
• Outstanding Application Requirements
• Award Information
• Student Loan Certification Information
• Financial Aid Eligibility Status
• Need Based Aid Adjustment Information

Federal Financial Aid regulations indicate that an individual who does not automatically qualify as an independent student for FAFSA purposes may be reclassified as independent if a financial aid administrator makes a documented determination of independence by reason of unusual circumstances. This determination is commonly referred to as a Dependency Override.

The U.S. Department of Education (DOE) has provided guidance to assist financial aid administrators in making consistent and reasonable Dependency Override decisions.

In accordance with DOE guidance, Missouri Western adheres to the policy that a dependency override cannot be approved for an otherwise dependent FAFSA applicant if one or more following conditions are the ONLY circumstances cited by the applicant:

• the student simply states that he/she is financially self-sufficient or does not live with parent(s);
• a parent isn't willing to contribute financially toward the student’s educational and living expenses, or simply elects not to assist the student financially;
• a parent isn't willing to provide the data required on the FAFSA or to assist in completing the verification process; or
• the student is not claimed by a parent as a federal income tax exemption.

A Dependency Override generally may be considered for an otherwise dependent FAFSA applicant if one or more of the following conditions are cited by the applicant in his/her written appeal and supported by additional documentation:

• an abusive (emotionally or physically), unhealthy, or unsafe family environment;
• abandonment of the student by the parent(s);
• incarceration of the custodial parent(s);
• removal or relocation of the student from the parent(s)’ residence by court order; and/or
• other unusual or extraordinary circumstances, events, or incidents, particularly those related to any of the conditions for independency.

Dependency Override Appeal

The student's appeal should provide convincing justification that he/she is truly independent based on at least one of the above conditions.

The appeal should include explanation of the following:

• the student's current circumstances and reason for appeal;
• the student's current living arrangements, particularly how often (summers, weekends, etc.) the student resides with the parent(s);
• the student's personal relationship with parent(s)...how often the student visits the parent(s), have contact with the parent(s), etc.;
• what kind and amount of financial support the parent(s) provide to the student (money, food and housing, payment of bills, purchase of a vehicle, insurance payments, medical insurance, etc.); and
• what kind and amount of financial support is received from other family members, friends, or relatives.

In addition, the student should provide:

• letters of support from at least two other adults (only one of which may be a family member or relative) who are familiar with the situation and can confirm the validity of the appeal. Examples of such individuals include, but are not limited to, a high school guidance counselor, religious leader, Family Services officer, guardian, court representative, social worker, etc.;
• a copy of the student's most recent IRS tax return transcript or W2 forms (if the student is not required to file a tax return);
• a complete Verification Worksheet; and
• a Statement of Non-Filing Status (if the student did not and is not required to file a Federal tax return.

Complete a Dependency Override Appeal (Form 3)

Additional Information

Approval of a Dependency Override cannot be based solely on the fact that the student was approved for a Dependency Override for the previous award year. However, the previous year’s determination may be a factor in the Dependency Override decision.

In addition, approval of a Dependency Override by a financial aid administrator at another college or university does not mean that a similar determination will automatically be made by Missouri Western. However, the other school’s decision may be a factor in the Dependency Override determination.

Dependency Override determinations are always made by the Missouri Western Office of Financial Aid on an individual, case-by-case basis.

Financial aid funds will be released to student accounts in two equal disbursements and will first be applied to outstanding charges for tuition, fees, room, board, and other University expenses. Remaining funds will be issued to the student. By Federal regulation, excess funds MUST be used for educational expenses.

For students graduating in December, please be aware that student loans must be issued in two disbursements - the first during the third week of class and the second at the midpoint of the semester.

NOTE: If a student's aid package includes PLUS loan funds, credit balance checks will be made payable to the student or parent and will be mailed to the parent’s home address.

The Financial Aid Office will disburse funds each Friday beginning the 2nd Friday of each semester*.

• Students who elect to receive credit balance refunds by direct deposit, should allow five (5) additional business days for the transfer of funds to a personal bank account.

• Students who have not elected direct deposit, should allow ten (10) additional business days for the check to be mailed to the student's permanent address of record.

*Federal regulations prohibit the disbursement of Federal Stafford Loan proceeds to freshman, first-time borrowers until 30 days after classes begin. Students should be prepared to cover expenses, such as books, until loan funds are released to the school.

Financial Aid Advance to Purchase Books and Supplies

If a student is scheduled to receive more financial assistance than their current charges, Missouri Western will transfer up to $750 of pending financial assistance to the student's ID card. These funds may be used to purchase books and supplies at the campus bookstore located in the Blum Student Union. The actual amount used will be deducted from pending financial aid. Eligible students will receive notification and instructions via their Missouri Western email account 10 days prior to the first day of classes each semester.

Only the amount of actual purchases will be deducted from the student's excess financial aid. Any unused funds will be issued to the student in the form of a credit balance refund.

Students who use their Missouri Western ID cards to purchase books and supplies, are authorizing the campus bookstore to submit the actual value of their purchases to Missouri Western State University to be deducted from their pending financial aid, regardless of its source. Should the student's financial aid be reduced for any reason the student's account must be paid within thirty (30) days. Students who default on their account, will be responsible for all attorneys' fees, other costs and charges necessary for the collection of the unpaid balance.

If a student needs to return books or supplies purchased using his or her Missouri Western ID, the items must be returned to the campus bookstore. The bookstore will forward the return amount to Missouri Western State University and the student's account will be credited. All refunds will be issued within two weeks.

Only textbooks and school supplies may be purchased through this program. Clothing, emblematic gifts and convenience items may not be purchased.

A student may elect to opt out simply by not presenting his or her ID at the campus bookstore.

To be eligible for financial assistance, students must:

• be accepted for Admission to Missouri Western and enroll as a degree-seeking student in an eligible program;

• be a U.S. citizen or national, U.S. permanent resident, citizen of the freely Associated States or other eligible non-citizen;

• have a valid Social Security Number;

• be registered for Selective Service (if applicable);

• not be in default on a Federal loan or owe an overpayment of Federal grant funds;

• be making Satisfactory Academic Progress (SAP).

High school students taking dual credit coursework, visiting college students who are not seeking a degree from Missouri Western, and self-enrichment students will not be eligible to receive financial assistance.

Otherwise eligible undergraduate students who have already received a bachelor's degree may only receive loan funds while pursuing an additional major or bachelor's degree. This includes students in double major or dual degree programs who have already met the requirements for one major or degree.

• For financial aid purposes, a student's enrollment status will be determined at the end of the official add/drop period each semester.

• Only classes that count toward a degree or certificate may be used in calculating financial aid eligibility. Audited classes and most continuing education classes do not count toward a degree or certificate, and may not be used in calculating eligibility for financial aid.

• Financial assistance may be prorated or cancelled if the student is enrolled in less than 12 credit hours at the end of the official add/drop period (see program specific requirements).

• Only Missouri Western credit hours will be included when determining a student’s enrollment status for Missouri Western scholarships.

• Students must enroll in a minimum of six (6) credit hours to be eligible for student loan funds (5 credit hours for graduate students).

• Financial assistance will be recalculated for students who do not begin attendance, withdraw, are administratively withdrawn or who stop attending and receive a failing or incomplete grade in all courses during a term.

Students Enrolled at More Than One Institution

Students who are enrolled at more than one college or university at the same time may receive financial aid from only one of the institutions, not both. Contact the Office of Financial Aid for more information.

Students may view and accept offered awards on Goldlink beginning April 15th each year. Regulations require students to report any external sources of monetary assistance that are not reflected on the award notification.

Financial aid awards are based the student’s demonstrated financial need, enrollment status, achievement, and other criteria. It is the student’s responsibility to notify the Financial Aid Office when there is a change in enrollment status, or if there is a change in family, or financial situation that may affect eligibility to receive financial assistance.

Financial aid awards may be reduced or canceled if aid received from ALL sources causes the student to exceed unmet need or cost of attendance or if the student does not meet eligibility criteria. Adjustments made to financial aid awards or in a student’s eligibility to receive financial assistance will be posted on Goldlink.

The federal Central Processing System (CPS) selects approximately 30% of all FAFSA filers for the verification review process. Missouri Western may also select additional filers for review to ensure accuracy and consistency.

During the review, the Financial Aid Office will verify all mandatory items identified by the U.S. Department of Education (adjusted gross income, non-taxable income, household size, number of exemptions, the number in college and taxes paid, food stamps and child support paid). In addition, the Financial Aid Office may verify discretionary items.

Notification of Selection

Students who are selected for a verification review, by either the CPS or by Missouri Western, will be notified via their Missouri Western email account and will see all required documents listed on Goldlink.

Documentation Required to Complete Verification

The Financial Aid Office must collect all required documents and resolve any conflicting information before awarding aid.

Required Documents for Dependent Students

• A copy of the most recent federal tax return transcript for both the student and parent(s).
• A complete Verification Worksheet

Additional documents and forms may be required depending upon the individual student, spouse or parent information provided.

Required Documents for Independent Students

• A copy of the most recent federal tax return transcript for the student and spouse (if applicable).
• A complete Verification Worksheet

Additional documents and forms may be required depending upon the individual student, spouse or parent information provided.

Applicants whose FAFSA information requires correction will have those corrections electronically processed by the Financial Aid Office. The corrections will generate an updated Student Aid Report (SAR) which will be sent to the student by the federal Central Processing System (CPS). The student's Expected Family Contribution (EFC) may change based on corrections made.

Conflicting Information

If conflicting information is discovered after aid is awarded or disbursed, the Financial Aid Office must resolve the conflicting information and the student will be required to repay aid received in excess of his/her eligibility. All conflicts must be resolved regardless of whether the student was selected for verification or not.

Over-Payments of Aid
If it is determined that a student has received funds for which he or she is not eligible, the student must repay the amount to Missouri Western.

Federal law provides that a student who has been convicted of an offense under any federal or state law involving the possession or sale of a controlled substance during a period of enrollment for which the student was receiving financial aid shall not be eligible to receive any federal or institutional grant, loan, or work assistance during the period beginning on the date of such conviction and ending after the interval specified in the following table.

If convicted of an offense involving:

A student whose eligibility has been suspended based on a conviction for possession or sale of a controlled substance may resume eligibility before the end of the ineligibility period if:

1. the student satisfactorily completes a drug rehabilitation program that:

   1. complies with the criteria prescribed in the federal regulations; and

   2. includes two unannounced drug tests;

2. the student successfully passes two unannounced drug tests conducted by a drug rehabilitation program that complies with the criteria prescribed in the federal regulations; or

3. the conviction is reversed, set aside, or otherwise rendered nugatory.

Federal regulations require institutions to establish reasonable standards to ensure that recipients of Title IV financial aid are making satisfactory academic progress toward completion of a degree program. These standards must establish the maximum timeframe for degree completion and include minimum standards for rate of completion (pace) and cumulative GPA.  

Satisfactory academic progress (SAP) will be evaluated at the end of each semester based on each of the standards outlined below. A student who fails to meet satisfactory academic progress standards will lose eligibility for federal financial assistance the following semester. Federal financial assistance consists of the Federal Pell Grant, Federal Work-Study, Federal Stafford Loans, Federal Perkins Loans, Federal Parent Loans, Federal SEOG, and Federal TEACH Grant.

Attempted and Completed Hours

Attempted Hours consist of any hours the student is enrolled in at the end of the official add/drop period including those hours that are earned, withdrawn from, audited, repeated, failed, taken as pass/fail or are incomplete. Hours for which the student did not receive financial aid and those waived under an academic renewal policy must be included as attempted hours.

Successful completion is defined as the absence of failing or incomplete grades and voluntary/involuntary withdrawals.

Remedial coursework will count as both attempted and completed hours. Transfer hours that are accepted toward the student’s educational program will count as both attempted and completed hours.

Warning Period

A current student who falls below satisfactory academic progress standards for the 1st time may be granted a one (1) semester warning period to improve his or her progress. During the warning period the student may continue to receive federal financial assistance. To be granted a warning period, the student must attend a satisfactory academic progress seminar and sign a warning period acknowledgement.

If the student fails to meet satisfactory academic progress standards at the end of the warning period, he or she will lose eligibility for federal financial aid the following semester.

Students who have exceeded the maximum timeframe for degree completion or have lost eligibility under the standards of a previous satisfactory academic progress policy will not be eligible for a warning period.

In addition, transfer students who are not meeting Missouri Western's Satisfactory Academic Progress standards will be required to submit a letter of appeal to the Satisfactory Academic Progress Committee.

Approaching the Maximum Timeframe

Federal regulations require Missouri Western to ensure that each recipient of Federal financial assistance is able to complete degree requirements within 150% of the published length of the program as measured in attempted hours. In compliance with this regulation, Missouri Western will conduct an evaluation of each student's degree progress each semester as indicated below. In addition, bachelor's degree seeking student should officially declare a degree program upon completion of 60 attempted hours.

If it is determined that a student cannot complete his or her program of study within this timeframe, he or she will become ineligible for federal financial assistance.

Satisfactory Academic Progress Appeal Process

A student may submit a written appeal to the Satisfactory Academic Progress Committee if documentable extenuating circumstances caused the student to fall below satisfactory academic progress standards or exceed the maximum timeframe allowed for degree completion.

Examples of circumstances that may warrant an appeal include: lengthy hospitalization or illness; death of a parent, spouse or child at a critical time during the semester; lengthy illness of a child or spouse; or other mitigating circumstance.

Appeals should include the following documentation:

• A complete Statement in Support of Appeal found online at www.missouriwestern.edu/finaid/Forms.asp  (Form 10);
• A letter of explanation describing how extenuating circumstances resulted in the student’s inability to maintain satisfactory academic progress;
• Sufficient documented evidence that the extenuating circumstance clearly caused the student to fall below the required standards or exceed the maximum timeframe; and
• An explanation of what has changed that will allow the student to maintain satisfactory academic progress at the next evaluation.

Examples of documentation supporting the extenuating circumstance include: medical documentation; notice of death; accident reports; court documentation; or other relevant documentation.

Appeal deadlines for each term should be posted on the financial aid website. Students may also contact the Financial Aid Office for deadline dates. The decision of the University Satisfactory Academic Progress Committee is final.

SAP Appeal Process

Probationary Period

A probationary period may be granted only after a student has appealed and has had eligibility for aid reinstated based on the appeal. Students who are granted a one (1) semester probationary period will be required to adhere to an academic plan that, if followed, will ensure the student will complete his or her degree program within the maximum timeframe.

As a general rule, a student on an academic plan will be required to successfully complete all attempted courses with a grade of C or higher and not audit or withdraw from any course. In addition, the student may be required to enroll in only those courses required for completion of his or her degree program and may not be allowed to change his or her major without approval from the Satisfactory Academic Progress Committee. An individual academic plan may also include additional requirements as deemed appropriate by the Satisfactory Academic Progress Committee. 

A student on financial aid probation may receive Title IV funds for one semester. At that point, the student must meet satisfactory academic progress standards or the requirements of the established individual academic plan to maintain eligibility for federal financial assistance. 

Additional Degree Programs and Degree Completion

A student, who is pursuing an additional undergraduate degree, after completion of the first undergraduate program, should be able to complete degree requirements within 200% of the published length of the program as measured by the student’s overall attempted hours.

Students enrolled in both an associate’s and baccalaureate degree program simultaneously, who have attempted greater than 92 hours, must be enrolled in coursework relevant to the baccalaureate degree program to receive federal financial aid. In this situation, students may be required to appeal to the Satisfactory Academic Progress Committee for reinstatement of financial aid eligibility.

A student who has completed all required coursework for his or her degree program but has not yet received the degree, may not receive further financial aid for that program.

Remedial and Repeated Coursework

Federal regulations allow students to receive financial aid for up to 30 credit hours of remedial coursework.  Remedial coursework taken in excess of this limitation must be excluded from the student’s financial aid enrollment status.

Federal financial aid regulations allow students to repeat any coursework previously taken in the program as long as it is not a result of more than one repetition of a previously passed course, or any repetition of a previously passed course due to the student failing other coursework.

Repeating coursework can affect a student’s satisfactory academic progress status in the following manner: the repeated course and the original attempt will be counted in the calculation of overall attempted hours; and the most recent grade received for the course will be included in the calculation of GPA.

Communication of Satisfactory Academic Progress Status

Although students will be notified in writing should they fall below satisfactory academic progress standards, it is the student’s responsibility to know his or her academic standing in regard to this policy. Failure to receive notification does not dispute or reverse the termination of a student’s eligibility to receive financial assistance.  Students are responsible for monitoring their status online through Goldlink and for ALL communications sent to their Missouri Western email account.

The Higher Education Act of 1965 (HEA) provides the authority for the financial aid administrator to exercise discretion in a number of areas when a student has special or unusual circumstances. This authority is known as professional judgment. It allows the financial aid administrator to treat a student individually when conditions exist that differentiate that student from a class of students.

Financial Aid Administrators have the discretion to exercise professional judgment to adjust student reported information to account for special circumstances. Professional Judgment can also be exercised in the areas of:

• cost of attendance;
• unsubsidized Stafford loan eligibility for dependent students whose parents have refused to help support the student financially and refuse to complete the FAFSA;
• additional unsubsidized Stafford loan eligibility for dependent students whose parents were approved for a PLUS loan but have demonstrated inability to take/repay the loan; and/or
• other unusual circumstance.

An appeal for Professional Judgment based on special circumstances should include:

• a COMPLETE Special Circumstances Request;
• copies of student and parent (if applicable) most recent federal tax return trancript(s);
• student and parent (if applicable) most recent W2 forms;
• Verification Worksheet (Form 1); and
• any other documentation required to complete Verification.

Examples of requested documentation include:

• Unemployment Benefit Statement
• Last Pay Stub
• Social Security Benefit Statement
• Severance Benefits
• Workman’s Compensation Received
• Paid Receipt’s, Cancelled Checks
• Official Court Documentation
• Statement from Parent(s)
• Other documentation to substantiate the request

An appeal regarding a parent loan (PLUS) approval should include:

• a complete Parent Loan Approval Appeal Request Form;
• a complete Verification Worksheet;
• a copy of parent(s) most recent Federal tax return transcripts (if not previously submitted) or an official IRS transcript of parent(s) non-filing status if parent(s) did not file a tax return; and
• a copy of student’s most recent Federal tax return transcript (if not previously submitted) or a Statement of Non-Filing Status if the student did not file a tax return.

Additional Information

A Professional Judgment determination cannot be based solely on the fact that the student was approved the previous award year. However, the previous year’s determination may be a factor in the decision.

In addition, approval of an appeal by a financial aid administrator at another college or university does not mean that a similar determination will automatically be made by Missouri Western. However, the other school’s decision may be a factor in the determination.

Professional Judgment determinations are always made by the Missouri Western Office of Financial Aid on an individual, case-by-case basis.

Official transcripts from all college level coursework must be received and evaluated prior to determining a student's final eligibility for federal financial assistance. No financial assistance will be disbursed until it has been determined that the student is maintaining the academic standards outlined in Missouri Western's Satisfactory Academic Progress Policy. Students should be aware that it can take up to 30 days to complete an evaluation once all transcripts have been received. Students who submit official transcripts after the midpoint of the semester will not be guaranteed financial aid for that semester.

A transfer student who has earned a cumulative GPA that is below a 2.00 or who has not successfully completed at least 70% of the courses he or she has attempted will not be eligible for federal financial assistance. Please refer to Missouri Western's Satisfactory Academic Progress Policy for information regarding the student's right to appeal.

A student seeking a first bachelor's degree, who has attempted greater than 134 hours (60 attempted hours for associate's degree seeking students), will be required to submit a letter of appeal to the Satisfactory Academic Progress Committee.

If it is determined that the student cannot complete degree requirements within the maximum timeframe outlined in Missouri Western's Satisfactory Academic Progress Policy, he or she will become ineligible for federal financial assistance.

Transfer students are encouraged to contact the Financial Aid Office for additional information.

Federal regulations specify how Missouri Western must determine the amount of Title IV program assistance that a student has earned if he or she officially withdraws or stops attending. The Title IV programs that are governed by this law are the Federal Pell Grants, Academic Competitiveness Grants, National SMART grants, TEACH Grants, Stafford Loans, PLUS Loans, Federal Supplemental Educational Opportunity Grants (FSEOGs), and Federal Perkins Loans.

When a student withdraws or stops attending, the amount of assistance that the student has earned is determined on a prorata basis. For example, if the student has completed 30% of the semester, he or she has earned 30% of the assistance that was scheduled for the period. Once a student has completed more than 60% of the semester, he or she has earned all scheduled assistance for the period. If the student did not receive all of the assistance that was earned, a post-withdrawal disbursement may be due.

If the post-withdrawal disbursement includes loan funds, Missouri Western must receive the student's permission before these funds may be disbursed. The student may choose to decline some, or all, of the loan funds so that additional debt is not incurred.

Missouri Western may automatically use all, or a portion of the student's post-withdrawal disbursement of grant funds for tuition, fees, and room and board charges, however, will require permission to use the post-withdrawal grant disbursement for all other charges. It may be in the student's best interest to allow Missouri Western to keep the funds to reduce debt with the institution.

There may be Title IV funds that cannot be disbursed once a student withdraws because of other eligibility requirements. For example, if the student is a first-time, first-year undergraduate and has not completed the first 30 days of the semester before withdrawing, he or she will not be eligible to receive the loan funds that would have been received had the student remained enrolled past the 30th day.

If a student has received unearned Title IV program funds, Missouri Western MUST return a portion of the excess that is equal to the student’s institutional charges multiplied by the unearned percentage of funds or the entire amount of excess funds, whichever is less.

If Missouri Western is not required to return all of the excess funds, the student must return the remaining amount. Any loan funds that the student must return may be repaid in accordance with the terms of the promissory note. That is, the student may make scheduled payments to the holder of the loan over a period of time.

Any amount of unearned grant funds that a student must return is called an overpayment. The maximum amount of a grant overpayment that the student must repay is half of the grant funds he or she received or was scheduled to receive. The student must make arrangements with the Missouri Western Business Office to return unearned grant funds.

The requirements for Title IV program funds when a student withdraws or stops attending are separate from Missouri Western's Refund Policy. Therefore, a student may still owe funds to Missouri Western to cover unpaid institutional charges. The student will also be responsible for any Title IV program funds that Missouri Western was required to return on his or her behalf.

Missouri Western's Refund Policy may be found online at www.missouriwestern.edu/businessoffice.

Missouri Western's Official Withdrawal Policy may be found online at www.missouriwestern.edu/registrar.

If you have questions about your Title IV program funds, you can call the Federal Student Aid Information
Center at 1-800-4-FEDAID (1-800-433-3243). Information is also available on Student Aid on the Web at www.studentaid.ed.gov.