Attendance: All instructors report attendance after the first class session each quarter. Prior to release of excess financial aid funds, attendance must be confirmed. Students unable to attend the first session of the quarter, need to contact the Financial Aid Office. All loan funds will be returned to the U.S. Department of Education if attendance cannot be confirmed.(back to top) Change of Address: It is each student’s responsibility to make sure the Office of the Registrar, the Financial Aid Office, and the U.S. Department of Education have the most current and correct address, phone number, and e-mail information. If this information changes, the respective representatives must be notified.(back to top) Course Registration: The student is required to register for coursework each quarter. All loan funds will be returned to the U.S. Department of Education if a student is not registered for coursework.(back to top) Dissertation Enrollment: Students enrolled in the dissertation phase may be eligible for financial aid during the initial two-year clock. The dissertation fee is equal to one year’s tuition at the time the student entered the program of study. Refer to the Dissertation Fact Sheet for Financial Aid Recipients or contact the Financial Aid Office for complete details.(back to top) Leave of Absence: Students must submit to the Registrar’s Office a completed Leave of Absence form. If a student finds it necessary to interrupt the program of study upon completion of a quarter, s/he may request a leave of absence from Pacifica. During this period, the student will not be considered enrolled. If the leave exceeds six months, the loan(s) received while enrolled at Pacifica will enter the repayment phase. Any prior or consolidated loans may enter repayment immediately; consult the lender and/or U.S. Department of Education for details.(back to top) Loan Deferments: Previously borrowed and current student loans may be deferred while the student is enrolled at least half time. Pacifica has partnered with the National Student Clearinghouse to verify enrollment for loan deferment purposes. Students should contact the loan servicer to determine if a deferment form is required by the loan servicer. If required, send the deferment form to the Pacifica Office of the Registrar along with an addressed, stamped envelope.(back to top) Satisfactory Academic Progress: Students must maintain satisfactory academic progress in order to remain eligible for federal financial aid. Please refer to the Satisfactory Academic Progress link for complete details.(back to top) Student Loan Counseling: Students borrowing from the Federal Loan programs, are required to complete an Entrance Counseling session with the Financial Aid Office prior to receiving the first loan disbursement and an Exit Counseling session prior to leaving Pacifica. The loan counseling sessions are to inform the student of his/ her rights and responsibilities as a student loan borrower and about student loan indebtedness. (back to top) Thesis Enrollment: Students enrolled in the thesis process may be eligible for financial aid during the first quarter. Students must be actively engaged in the thesis writing process to be eligible for financial aid. Any pending disbursements will be canceled once the thesis is completed.(back to top) Traineeship or Internship Only Status: Students who register for Traineeship or Internship Only Status are not considered to be enrolled and are not eligible for financial aid or in-school deferments on student loans.(back to top) Verification: If a student’s FAFSA application is selected by the Department of Education for verification or if Pacifica discovers conflicting financial information on an application, Pacifica will request that the student complete, sign and return a verification worksheet and signed copies of the federal tax return.(back to top) Withdrawing, Dropping, or Canceling Classes: It is extremely important that students speak with the Financial Aid Office before reducing or changing enrollment status. Awards may be reduced or canceled if the student fails to maintain required enrollment status. Based on the date of notification, the student may receive a pro-rated refund.(back to top) Withdrawing from the Institute Student Withdrawals — Students who find it necessary to withdraw or take a leave of absence from Pacifica must notify the Registrar’s Office in writing. The following policy has been set by the Department of Education for all federal financial aid recipients. Return of Federal Funds policy — Pacifica Graduate Institute has implemented the Return of Federal Funds policy as required by federal regulations (Sect. 668.22 Higher Education Amendments of 1998). For those students who are eligible and receive federal financial aid and find it necessary to withdraw from all courses at Pacifica prior to the completion of the current quarter, the following federal policy applies. The focus of the policy is to return the unearned portion of the federal financial aid for the enrollment period. Only the amount of financial aid that has been earned (based on the number of calendar days completed in the period of enrollment) will be retained on the student’s behalf. Any aid unearned will be returned to the U.S. Department of Education. The Return of Federal Funds will be calculated based on the date the student begins the official withdrawal process (by notifying the Registrar’s Office), the last date of documented attendance or for an unofficial withdrawal, the mid-point of the term or the last documented date of attendance. If a student withdraws from school on or before the 60% point in the term, then the school and possibly the student shall return the percentage of unearned Title IV federal financial aid. The distribution of returned funds is as follows: 1. Federal Unsubsidized Stafford Loan 2. Federal Subsidized Stafford Loan 3. Grad PLUS Loan 4. State, Private, or Institutional Aid 5. The Student (back to top) Refundable Tuition Policy: Refunds — refers to the calculation of institutional charges and is a separate calculation from the Return of Federal Funds calculation. The amount of refundable institutional charges (tuition and residential/non-residential fees) will be prorated based on school policy (see below). If there is a balance due by the student as a result of the unearned financial aid being returned, the student will be responsible for payment of the difference. Students dropping or withdrawing from a course:
To be eligible for a refund, a completed Request to Drop a Class Form must be received by the Office of the Registrar. The date
of withdrawal will be determined by the date written notification is received. Students dropping or withdrawing from a course will
receive a pro-rated refund based on a “per unit tuition calculation”* as specified below. Refundable Residential/Non-Residential Fee Policy:
To be eligible for a full refund, written notification must be submitted to the Housing Department at least five (5) days prior to the beginning of on-site instruction. For those students who attend a portion of their on-site instruction or do not provide sufficient notice, the refund will be prorated based upon the number of days of on-site instruction in the quarter, up to and including the date written notification is received. If the school cancels or discontinues an on-site course, students will receive a prorated refund of the fee.(back to top) Satisfactory Academic Progress (SAP)
All students who apply for and receive financial aid must be making SAP toward completion of degree requirements. SAP is evaluated annually after grades are posted for the spring quarter to determine continued eligibility for those students enrolled in coursework. Students must maintain a cumulative grade point average of 3.0 and complete a minimum number of units per academic year (students may not have more than two incomplete, withdraws or failing grades). Refer to the SAP brochure available in the Financial Aid Office for complete details. Students who do not make SAP will receive written notification from the Financial Aid Office and will be placed on financial aid probation for up to three quarters. During this financial aid probationary period, students may receive financial aid and are expected to resolve ALL academic deficiencies. If after being placed on financial aid probation, the deficiencies are not removed by the end of the probationary period or if deficiencies exceed those listed above, further aid will be suspended until the deficiencies have been resolved. Students whose financial aid is suspended for failure to achieve SAP will be notified in writing. Students may appeal if extenuating circumstances (such as prolonged illness or a death in the family) hindered academic performance. Students are strongly encouraged to file their appeal immediately after receiving notification of suspension. Appeals must include a Corrective Action Plan (CAP) to explain in detail how and when deficiencies will be resolved. The Department Chairperson for the respective program of study must approve the Corrective Action Plan. The appeal and the approved CAP must be in writing and sent to the Director of Financial Aid.(back to top) Dissertation Students SAP: PhD program students are eligible for financial aid during the two-year dissertation phase of the program. During the first year students must be actively engaged in the dissertation process by submitting written material and have on-going communication with the committee. If a student does not meet this requirement, any further aid will be suspended until progress is made & confirmed by the committee. Students whose financial aid is suspended will be notified in writing. Following the completion of the second year, students must have an approved proposal on file to remain eligible for financial aid during an extended one-year period. Contact the Financial Aid Office for complete details. Please note that once the final dissertation draft is approved by committee, all pending financial aid will be canceled.(back to top) Thesis Students SAP: Students enrolled in the thesis phase of the Master’s in Counseling Program are eligible for financial aid only
during the first-quarter of the initial three quarter thesis enrollment period.(back to top) Financial Aid Policy Links: Student Responsibilities Satisfactory Academic Progress (SAP) Institutional Refunds -- Withdrawing From a Program Refunds - "Dropping a Class" Financial Aid Recipients Withdrawing From a Program (back to top) | 