Policies

Appeals Policy

• Professional Judgment Appeal

  In cases of extenuating circumstances affecting a student’s financial eligibility, the student or the student’s parent can request special consideration by submitting the professional judgment appeal form. The form can be obtained from the office of financial aid or by downloading it from the financial aid website.

  The documentation required in each case is listed on the professional judgment appeal form.

• Dependency Appeal

  A dependent student can request to be considered independent by submitting a dependency appeal form. The form is available from the office of financial aid or by downloading it from the financial aid website. The required documentation is listed on the dependency appeal form.

  Issues of professional judgment are reviewed by the director of financial aid for final determination.

• Cost of Attendance Increase Appeal

  A student could request an increase to student’s cost of attendance for expenses not included or above financial aid allotment. The student needs to submit a request in writing and provide a documentation of the expenses (day-care costs, etc).

• Extension of Institutional Aid Appeal

  A student could request an extension to the institutional aid awarded if extenuating circumstances require a student to complete additional coursework. The student needs to submit a request in writing and provide a letter from an academic advisor.

Book advance Policy

The University offers students the option to request book advance funds. Bookstore advances are based on enrollment status and the amount of excess aid expected; this means that once the student’s tuition, room/board, and fees have been paid then the excess can be used to buy books from the University's bookstore. Bookstore advance form lists the eligibility criteria and the amounts of funds.

Census Policy

Definition of Census

Census is the point in time that the office of financial aid evaluates students' official enrollment status for financial aid purposes. The actual time that Census occurs is determined by the Registrar's office each semester.

A student's eligibility for financial aid is determined when the student's financial aid file is complete.

Module-based classes        

If a student already received a financial aid award letter, any module-based class(es) enrolled in after the census date will not be counted towards financial aid enrollment status for the semester for all types of aid except loans. If a student plans to enroll in any module-based class(es), please do so before the census date. No exceptions will be made.

Class eligibility policy

• A module-based class is any class that does not span the full length of the semester. Students will NOT be considered to have enrolled in modules if students enroll in courses that span the entire length of the semester (fall or spring, which are 14-15 weeks long). Students will be considered to have enrolled in modules if you enroll in any courses for the summer semester or winterim. 
• If an undergraduate student fails a course, he/she can get financial aid for repeating it because no credit hours were earned (as long as a student continues to meet Satisfactory Academic Standards).  Undergraduate students can get financial aid only once for a previously passed course in which they earned credit if a student needs to repeat the class
  • Financial aid may not be used to pay for audited courses.
  • For financial aid purposes, only classes offered as part of the student's program of study will count towards the number of credits the student is enrolled in.

Communication and Confidentiality Policy

• Students must check their Notre Dame e-mail for communications from the office of financial aid. When students contact the office of financial aid using their personal account (non Notre Dame email account), the response will be sent to the student's Notre Dame email account. Students must use Web Advisor to monitor the amounts and status of their financial aid awards.
• The Family Educational Rights and Privacy Act (FERPA) requires the office of financial aid to release detailed financial aid and billing information only to the student. The student may, however, authorize another person to obtain his/her personal information by completing an Authorization to Release Information form with the Registrar’s Office. The named person(s) will have the ability to access the student’s financial aid and billing information. 

• If a student wants copies of parents’ tax returns, we need a written release from a parent to the office of financial aid, specifying which of their documents could be released.
• All visitors to the office of financial aid must present a valid ID (student ID card or driver's license) before student specific information can be released. 

Contractual/Consortium Agreements Policy

• The Office of Financial Aid does not sign any consortium agreements to serve as a home institution. A student could always send us a consortium agreement to sign as a host institution.
• The Office of Financial Aid signs a contractual agreement with John Hopkins School of Medical Imaging for students pursuing the undergraduate degree in Radiological Sciences.

Dropping Courses and Withdrawals

*The overall consequences of dropping courses depend on EACH of the following:

• the aid a student has been awarded
• the number of credits retained
• the point in the semester the classes are dropped and the tuition refund period in effect

A student could owe additional money to the university (which would be due immediately) or a student could have additional funds returned from the university in the form of a refund. In some cases, eligibility for aid could be impacted for future semesters.

Students must check with the office of financial aid before dropping from any and all courses to determine if their aid will be impacted.

*Withdrawing from the University may have both academic and financial aid consequences.  If a student completes 60 percent or less of the term prior to withdrawing, a student may be required to repay a substantial portion of financial aid.

As with dropping a class, the specific financial consequences depend on several factors:

• The amount and type of financial aid a student has been awarded for the term
• The amount of initial charges, as well as adjusted charges
• The point in the term you withdraw (including the refund period in effect)

A student could owe additional money to the university (which would be due immediately), or a student could have additional funds returned from the university in the form of a refund. In some cases, aid could be adjusted for future terms.

Notre Dame of Maryland University is required to review a student’s account and recalculate eligibility in the following situations:

• A student completely withdraws from all classes during the semester, or,
• A student never attend any classes during the semester, or,
• A student does not complete all modules  for which he/she has registered for during the semester

For official withdrawal, the office of financial aid is using the date the student initiated the withdrawal process as the last date of attendance. For unofficial withdrawals, the office is using the last date of academically related activity as the last date of attendance.

Confirmation of future enrollment within the same semester will prevent the recalculation process from being initiated. If a student decides that dropping a single course during the semester is necessary, but expects to complete the subsequent module courses during the same semester, he or she will be given the option to confirm that intention by responding to email notice from the office of financial aid. Without documented confirmation by the student, our office will assume that the student ceased attendance and will begin the return of Title IV funds process.

The federal recalculation is determined on a pro-rated basis taking into consideration the actual number of days that a student is in attendance. Once the recalculation is completed, the student will receive notification from our office of any change to his/her financial aid.

Please note that due to complexity of this federal policy, each Return of Title IV funds calculation is dependent on individual student circumstances.

Note

All students should be aware that dropping or withdrawing from courses could also impact their state and/or institutional aid. Eligibility for state aid is determined based upon enrollment at the time of census. If a return of funds calculation is required, institutional aid will be adjusted according to Notre Dame's tuition adjustment percentages.

Drug Policy for Financial Aid Recipients

A federal or state drug conviction can disqualify a student for Title IV funds. A student who has been convicted of any offense under any federal or state law involving the possession or sale of a controlled substance for conduct that occurred during a period of enrollment in which federal student aid was received shall not be eligible to receive federal student aid (including any 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:

The possession of a controlled substance:

The sale of a controlled substance:

Note: Convictions that are reversed, set aside, or removed from your record do not count, nor does any conviction received while the student was a juvenile, unless they were tried as an adult. Alcohol and tobacco are not illegal drugs under this law.

Regaining Eligibility

Rehabilitation: A student whose eligibility has been suspended may resume eligibility before the end of the ineligibility period if the student satisfactorily completes a drug rehabilitation program and passes two unannounced drug tests conducted by a drug rehabilitation program.

Standards for a Qualified Drug Rehabilitation Program:

• be qualified to receive funds directly or indirectly from a federal, state, or local government program
• be qualified to receive payment directly or indirectly from a federally or state-licensed insurance company
• be administered or recognized by federal, state, or local government agency or court
• be administered or recognized by a federally or state-licensed hospital, health clinic, or medical doctor

It is the student's responsibility to certify that s/he has successfully completed a qualified drug rehabilitation program and passed the required drug tests. Students may submit documentation to the Office of Financial Aid if they have met the requirements to regain Title IV eligibility. 

Leave of Absence and Return of Title IV Funds

Leave of absence

Students who must interrupt their studies for adequate reason, such as sustained ill health or military service, may be granted a leave of absence. Notre Dame of Maryland University’s academic leave of absence policy does not meet certain federal Title IV requirements; therefore a Notre Dame leave of absence after the semester starts will be treated as a federal withdrawal and would be subject to Title IV return of funds calculation.

Return of federal student aid

To remain eligible for federal student aid during the semester, the student must be attending classes, taking exams and completing required course work.

Federal Regulations require the University to calculate a return of federal student aid funds for students who withdraw (officially or unofficially) from all classes on or before the 60 percent attendance point in the semester and for students who withdraw from any module-based courses.

If the student officially withdraws, the determination date is the date NDMU determines the student began the withdrawal process. If the student does not provide official notification of his/her intent to withdraw, the determination date will be determined as the date NDMU became aware the student was not attending class. For official withdrawal NMDU uses a date the student provided official notification to withdraw; for unofficial withdrawals the last date of academically related activity as given by a professor is used as a withdrawal date.

The calculation required determines a student’s earned and unearned Title IV aid based on the percentage of the enrollment period completed by the student. The percentage of the period that the student remained enrolled is derived by dividing the number of days the student attended by the number of days in the period. Calendar days (including weekends) are used, but breaks of at least 5 days are excluded from both the numerator and denominator.

Until a student has passed the 60% point of an enrollment period, only a portion of the student’s aid has been earned. A student who remains enrolled beyond the 60% point is considered to have earned all awarded aid for the enrollment period.

The unearned portion of federal student aid funds will be returned to the appropriate aid program(s). The funds are returned in the following order:

• Federal Direct Unsubsidized Loan
• Federal Direct Subsidized Loan
• Federal Perkins Loan
• Federal Graduate PLUS Loan
• Federal PLUS Loan
• Federal Pell Grant
• Federal SEOG Grant

Students withdrawing from classes are responsible for payment of any balance due after the required return of federal student aid funds.

Earned aid is not related in any way to institutional charges. In addition, the University’s refund policy and return of Title IV funds procedures are independent of one another. A student who withdraws from a course may be required to return unearned aid and still owe the University for the course.

Students who stop attending all classes without officially withdrawing will be subject to a return of federal student aid funds at the end of the semester based on the last documented date of attendance as determined by Notre Dame of Maryland University.

The responsibility to repay unearned Title IV aid is shared by the University and the student. For example, the calculation may require Notre Dame of Maryland University to return a portion of federal funds to the federal Title IV programs. In addition, the student may also be required to return funds based on the calculation. A student returns funds to the Federal Direct Loan program based on the terms and conditions of the promissory note of the loan. A student who receives federal grants may be required to repay 50% of the funds received.

How to Handle a Grant Overpayment

Students who owe funds to a grant program are required to make payment of those funds within 45 days of being notified that they owe this overpayment. During the 45 day period students will remain eligible for Title IV funds. If no positive action is taken by the student within 45 days of being notified, Notre Dame of Maryland University will notify the U.S. Department of Education of the student’s overpayment situation. The student will no longer be eligible for Title IV funds until they enter into a satisfactory repayment agreement with the U.S. Department of Education.

During the 45-day period, the student can make full payment to Notre Dame of Maryland University to cover the overpayment. The University will forward the payment to the U.S. Department of Education and the student will remain eligible for Title IV funds.

If a student is unable to pay their overpayment in full, they can set up a repayment plan with the U.S. Department of Education. Before doing this please contact our office at 410-532-5369. You will need to make sure we have referred your situation to the U.S. Department of Education before any repayment plan can be set up.

For examples of the return of Title IV funds calculations or questions regarding the overpayment policy, please contact the office of financial aid. 

Loan Cancellation Policy

The information provided below explains how each loan type is awarded and the policy for cancelling and reinstating loans.

Perkins Loan: a student must complete the action steps by the deadline provided by the Business Office or the loan will be cancelled. The student will be notified via NDM email that the loan was cancelled.

Direct Loan: a student is given 30 days deadline after the final letter is sent to complete the activation process. The loan(s) will be cancelled after 30 days.

Reinstating Loans: To reinstate the Direct loans, the student and/or parent will need to complete the action steps and submit a Loan Reinstatement Request form to request that the loan be reinstated. Due to limited Perkins loan funding, Perkins loans are generally not reinstated.

Merit Scholarships and Need-Based Grant Renewal Policy

Merit Scholarships and Need-Based Grants are offered to students as part of the undergraduate admissions process. These awards assume that students will maintain continuous full-time enrollment and are only valid for the number of terms normally required to earn an undergraduate degree. The scholarship amounts are set as part of the admissions process and are not increased during the student's enrollment at Notre Dame. The University reserves the right to cancel or reduce the scholarship of any student found guilty of disciplinary or honor code violations.

Unless noted on the award letter, institutional scholarship funds are applied to tuition charges only. If you drop a class AND receive a tuition refund, your scholarship will be proportionally adjusted based on your lower tuition cost. Scholarships will be cancelled for students who choose to enroll on a part-time basis (less than 12 credits in both fall and spring semesters.  Winterim courses will not be counted for the spring semester when determining full time status for institutional scholarships.)

All initial scholarship recipients will need to sign a Scholarship Acceptance Form  before funds can be credited to their accounts. The Scholarship Acceptance Forms outline the conditions for renewing institutional merit scholarship awards.  Recipients of Endowed Scholarships* must also write a thank you note to their scholarship donor before funds can be released. You will be contacted by a member of the Institutional Advancement Office about completing a thank you note.   Student's pursuing a second baccalaureate degree, graduate degree, or specialized programs such as the 3-2  dual-degree program are not eligible.    

Renewal Requirements: 

All scholarship awards, with the exception of the Transfer Scholarship and Notre Dame Award for Transfer Students are available for a total of eight undergraduate semesters.Transfer Scholarships and Notre Dame Award for Transfer Students are available for a total of six semesters.

The Office of Financial Aid will review recipient's cumulative grade point averages at the end each semester to determine their eligibility for continued funding. To have their scholarships automatically renewed, recipients must achieve the requirements as listed in their scholarship acceptance form. 

Financial Aid Appeals Committee

The Financial Aid Appeals Committee will review the academic records for all students who do not automatically meet the renewal requirements for their scholarship award. Students are placed on a Scholarship Warning the first semester they fail to meet their scholarship requirements.  After the second consecutive semester of failing to meet scholarship standards, the student's scholarship is then suspended.

Students will receive written notification if the Committee adjusts or cancels their merit scholarship aid for the upcoming semester. Students have the right to appeal any decision adjusting their merit aid. Appeals must be filed within 2 weeks of notification that aid eligibility has been adjusted, and it must be made in writing to the Director of Financial Aid using the Financial Aid Appeal Form. Appeals are normally based on an unusual situation or condition that prevented you from achieving your minimum required GPA or required credit amount needed to retain your scholarship.  Appeals should not be based on your lack of knowledge of the scholarship requirements. 

If an appeal is granted, you will be placed on scholarship probation and you must sign a probation contract.  Students will be contacted by the Academic Advising Counselor to complete their probation contract.  If terms of the contract are not met the following semester, the scholarship may be terminated. Once you regain scholarship eligibility, this process starts over.  Students are only placed on scholarship suspension when they fail their scholarship standards for two consecutive semesters.  

Scholarship Extensions

Institutional scholarships and grant awards normally cover a maximum of 8 semesters of undergraduate study. On a funds available basis, scholarships may be extended for no more than 2 additional semesters. Students cannot request an extension until they have received their 8th semester of aid as a regular undergraduate student or their 6th semester as a transfer student.

All requests for extensions must be made in writing to the Director of Financial Aid by the start of the semester for which a student is asking for the extension.  The request should outline the reason(s) the student could not complete degree requirements within the 6 or 8 semesters required, should outline an academic plan to degree completion, and be accompanied by a letter from the student's academic advisor.  

Overaward Policy

An “overaward” is when the need-based awards exceed financial need, or the total of financial aid awards exceeds the cost of attendance. If a student has been overawarded, federal regulations require Notre Dame of Maryland University to adjust awards which may result in a bill. Need-based aid includes grants, scholarships, Federal Work Study, Federal Perkins Loans, Federal Direct Subsidized Loans, and outside resources (i.e. faculty/staff tuition benefits, scholarships, etc.). Non-need based aid includes Federal Direct Unsubsidized Loans, Federal Parent PLUS Loans, Federal Graduate PLUS Loans, and Alternative Loans.

Possible reasons an overaward can occur are:

• Additional awards are received after the final award letter was sent.*
• Housing status changes after the final award letter was sent.
• The verification process results in changes made to FAFSA data.

If a need-based overaward occurs, the financial aid department will reduce or cancel federal aid in the following order. A Federal Pell Grant is never reduced.

• Direct Subsidized Loan
• Perkins Loan
• Federal Work Study
• Federal Supplemental Educational Opportunity Grant

For new Women’s College students who begin their enrollment in 2011/2012 and/or 2012/2013 academic year-Notre Dame Grant and/or Residence Grant will be reduced or cancelled if student’s expected family contribution has drastically increased from their first year at Notre Dame. 

If a non-need based overaward occurs (student’s cost of attendance was exceeded), the financial aid department will reduce or cancel federal aid in the following order.

• Alternative Loan
• PLUS or Graduate PLUS loan
• Direct Unsubsidized Loan
• TEACH Grant
• Direct Subsidized Loan
• Perkins Loan
• Federal Work Study
• Federal Supplemental Educational Opportunity Grant

If student’s tuition is paid by other sources, institutional scholarships will be reduced or cancelled to avoid the excess of the funds awarded toward the tuition.

If a new student receives a late Educational Assistance Grant from the state of Maryland, other aid will be reduced accordingly.

The combined amount of aid from all the sources can never exceed student’s cost of attendance.

*It is the student's responsibility to provide documentation of external sources of aid such as scholarships and tuition benefits to the office of financial aid as soon as the information is received.

Retroactive Reduction to Aid

There are several situations that may arise which require the office of financial aid to reduce funds, even if they have disbursed. These situations include, but are not limited to:

• changing credit load during the Drop/Add period at the beginning of each semester
• dropping a class you never attended
• failing to meet prerequisite  requirements for classes offered in a sequence for the same semester
• changing your degree plan
• completely withdrawing from all of your courses for a semester
• not completing all courses in a semester that are in module format
• receiving grades of all "F"s for the semester
• receiving an "F" for a class you never attended
• receiving a "W" for a class you never attended
• receiving additional education assistance, such as scholarships after your financial aid has disbursed
• discovering that you have been awarded over the annual or lifetime loan limits

Satisfactory Academic Progress Policy

Educational institutions that participate in federal financial aid programs are required to define and enforce Satisfactory Academic Progress (SAP) standards for those students receiving financial aid. The standards used for financial aid recipients must be at least as rigorous as those applied to the general University population. These standards assure that completion of a degree will occur, and within an established time frame. 

The standards of Satisfactory Academic Progress measure a student’s academic progress both qualitatively and quantitatively. Therefore, in addition to minimum cumulative grade point average (GPA) requirements, the federally-established standards include requirements that students progress in their academic program by successfully completing the majority of courses for which they enroll and place a limitation on the maximum period of time that students can receive federal financial aid while pursuing a degree at an educational institution. In addition, certain types of courses are limited or excluded from eligibility.

The federal standards apply to all federal, state, and institutional need-based financial aid programs administered by the office of financial aid. These standards of Satisfactory Academic Progress are required to maintain eligibility for financial aid.  Policies differ depending on program type. 

It is important to note that separate from the policy outlined here for financial aid purposes, the Office of Academic Affairs conducts reviews of student academic performance in accordance with university standards. 

Satisfactory Academic Progress Requirements:

• Maintain the required cumulative grade point average of 2.0 for undergraduate students,
• Maintain a successful course completion rate (pace) of at least 67%,
• Complete an academic program within the maximum timeframe (MTF) of 150% of the published length of program or the number of credits established by the Registrar’s office, and
• Meet requirements set forth by the Office of Academic Affairs

Qualitative measure

Grade point average (GPA): maintenance of a minimum cumulative grade point average.

Quantitative measures

Pace/Progress: this measure assesses the pace at which a student progresses toward attainment of her/his degree. The calculation to determine the pace is to identify the number of credit hours completed toward the program and divide it by the number of credit hours attempted. To ensure quantitative progress, students are required to complete a minimum required percentage of all attempted courses.

Maximum Timeframe (MTF): Federal law requires a Maximum Timeframe (MTF) be established during which a student receiving federal financial aid must complete their educational program. The MTF for an undergraduate program may be no longer than 150 percent of the published length of the educational program measured in academic years, semesters or credit hours attempted. The MTF for a graduate program may be no longer than the number of credits established by the Registrar’s Office for the program of study. All courses taken while pursuing a bachelor’s degree count towards the MTF. If a student moves on to pursue a master’s degree, the MTF would reset for the graduate level program. If a student completes one degree and decided to earn a second degree, the MTF would reset.


Credits counted in the MTF are all attempted credits at Notre Dame (even when not a financial aid recipient) and all transfer credits accepted toward their academic program (at the time of SAP Review). At the point that all required coursework for an academic program has been completed, financial aid eligibility will be suspended even if the student does not apply to graduate.

The maximum timeframe for Notre Dame merit-based and need-based funding is 8 semesters for students who started as first-year students and 6 semesters for students who started as transfers.

Academic Probation: Students who are placed on academic probation by the Office of Academic Affairs are considered to be failing SAP standards (even if the GPA, Pace, and MTF requirements are being met).

Frequency of Review

The Office of Financial Aid will review the status of all financial aid applicants at the conclusion of each semester (summer, fall, and spring), when grades are available. Winterim credits will be reviewed with spring semester credits. The review consists of the cumulative record of all prior semesters (including semesters when a student may not have received financial aid funding), including transfer credits accepted toward an academic program at the time of the SAP Review. All elements of satisfactory academic progress will be evaluated: cumulative grade point average, maximum timeframe, pace/progress rate, and academic probation.

What if a student doesn’t meet the SAP requirements? 

Financial Aid Warning

If a student is deemed as not making Satisfactory Academic Progress, the student is given the status of financial aid warning. During the subsequent semester, the student will have the opportunity to meet the SAP standards. If the standards are met by the end of that semester, the financial aid warning is lifted and the student maintains eligibility for financial aid. If at the end of the semester, the student does not meet the SAP standards, the student’s eligibility for financial aid is suspended.

A student may be placed on financial aid warning multiple times if they have intermittent semesters of meeting and not meeting SAP requirements.

Financial Aid Suspension

If a student is not meeting SAP requirements after a semester of financial aid warning, the student will be notified that eligibility for aid is suspended. The student may appeal the suspension. The outcome of the appeal will determine whether the student is granted financial aid probation or if the suspension remains unchanged.

Appeal Circumstances

Circumstances to appeal a suspension decision are limited. A student may appeal a suspension if the student did not make satisfactory academic progress due to the death of a relative, illness of the student, or other extenuating circumstances. All circumstances must be documented (and may or may not be approved by the committee). 

Appeal Process

If a student chooses to appeal the suspension, the student may complete the Satisfactory Academic Progress Appeal Form, attach documentation that supports the basis of the appeal and submit the form and documentation to the Office of Financial Aid.

Financial Aid Probation

Financial Aid Probation is a status assigned to a student who has failed to make SAP, successfully appealed and has had eligibility for aid reinstated for a defined period of time. Students on financial aid probation must complete and submit a probation contract each semester they are assigned that status. The contract is individualized, includes an academic plan, if applicable, and is sent to the student for completion. The student’s academic advisor must complete the applicable section on the form.

Academic Plan

An Academic Plan is a course of action that, if followed, will ensure that the student is able to meet the University’s Satisfactory Academic Progress standards by a specific point in time. An academic plan may include guidance provided by the student’s academic advisor, suggested restrictions on work, social activity or other elements.

How can a student regain eligibility if/when an appeal is denied or aid is suspended a second time?

If an appeal is denied, a student may regain eligibility by completing a specified number of credit hours (as determined by the academic advisor) without the benefit of federal, state or institutional financial aid, by restoring good academic standing with the University, and by meeting SAP standards. If those conditions are met, a student must then submit a new appeal to request a review of eligibility for financial aid.

If a student has successfully appealed financial aid suspension and is placed on financial aid probation but fails to meet the requirements of the financial aid probation contract/academic plan, the student may not appeal again unless 1) the student is granted permission by the Office of Academic Affairs to continue in the program and 2) the student is able to attend without receiving federal, state or institutional financial aid and meet SAP and University academic standards. If those conditions are met, a student must then submit a new appeal to request a review of eligibility for financial aid.

Students may not submit two consecutive appeals.

Special Considerations:

• Dismissal-students who are dismissed by the University will have their eligibility for financial aid suspended. If they appeal the dismissal and are allowed to remain in the program, they must go through a financial aid appeal to see if eligibility for financial aid could be restored.
• Clemency-Students who are eligible for academic clemency may not be in compliance with federal SAP policy and/or state regulations and are ineligible for aid.
• Transfer Credits-Courses that are transferred from another institution and accepted toward an academic degree program (at the time of SAP Review) at the University count as attempted and completed hours for the purpose of measuring pace and for Maximum Timeframe (MTF).
• Advanced Placement Credits – AP credits received by the university are excluded from the number of attempted and completed credits
• Incomplete Grades-Credits hours in which a student receives a grade “I” are included in the number of attempted credits, but don’t count toward successfully completed hours. Students with “incompletes” may have difficulty meeting the SAP standards at the time of evaluation, but may request reevaluation upon completion.
• Failing Grades-Credit hours in which a student receives a grade “F” are included in the number of attempted credits.
• Withdrawals- Credit hours in which a student receives a grade “W” are included in the number of attempted credits.
• Repeated coursework-Per federal regulations, an undergraduate student may retake a course for which he/she received afailing grade (there is no limit on the number of times it may be repeated). The undergraduate student may retake a course one time only for a course in which he/she received a passing grade. This will be reviewed at census dates and undergraduate students’ aid packages will be adjusted as necessary. The highest grade earned for the repeated course will be used in the cumulative GPA calculation for SAP purposes. * This pertains to undergraduate students *
• Audited Credits-grades for audited class are not considered attempted coursework. A student cannot receive financial aid for audited courses.
• Summer or Winterim Classes-credit hours attempted during summer or winterim will be included in the calculation of SAP.
• Notre Dame’s Scholarships and Awards-Notre Dame’s merit-based aid will be monitored separately from other financial aid. The monitoring is done every semester. Students are required to complete the requirements listed in the Scholarship Acceptance Form.
• Federal TEACH Grant-this federal grant has additional academic requirements and requires students to maintain a 3.25 cumulative GPA.
• Challenge/CLEP credits-no aid is granted for credits which are earned by a student through a challenge/CLEP exam.
• Grade Changes -Students who are receiving aid on a probationary basis must resolve all incomplete grades BEFORE the Office of Financial Aid can make a final determination that they meet the satisfactory academic progress guidelines. Students must report any grade changes that impact their aid eligibility directly to the Office of Financial Aid. Grade changes must be submitted to the Student Registrar’s Office by October 20 for fall semester aid applicants and by March 20 for spring semester aid applicants. Students must notify the Office of Financial Aid once their final grades have been posted.

Definitions:

Academic Plan
An Academic Plan is a course of action that, if followed, will ensure that the student is able to meet the University’s Satisfactory Academic Progress standards by a specific point in time. Academic plans are included in the student’s probation contract.

Academic Program
The “major” in which the student plans to obtain a degree.

Add/Drop Period
A specific period of time (defined by the Registrar’s Office) at the beginning of each semester during which a student may adjust his/her class schedule.

Audit Courses
Courses that do not meet or apply to degree requirements. (Ineligible for financial aid).

Dropped course
To drop a course is to cancel a course for which a student was enrolled at conclusion of the Add/Drop period of a semester, yet maintain enrollment for at least one other course. (Dropping a course should not be confused with Withdrawing from a semester).

Extenuating Circumstances
Unusual events (that influenced the student’s ability to succeed).

Financial Aid Probation
Financial Aid probation is a status assigned to a student who has failed to make Satisfactory Academic Progress, appealed and has had eligibility for aid reinstated for a defined period of time.

Grade Point Average
Cumulative: The overall average of a student’s grades while attending the University (used to determinesatisfactory academic progress).
Semester: The average of a student’s grades for one semester.

Financial Aid Probation Contract
A form that the student and academic advisor work together to complete and submit to the Office of Financial Aid when a student has successfully appealed and been placed on financial aid probation.

Graduate student
A student enrolled in a program of study that leads to a Master’s or Doctoral degree.

Repeated course
A course for which a student previously enrolled, yet re-enrolls and takes the course again.

Successful Completion
Finishing the courses for which one is enrolled at conclusion of the Add/Drop period and with grades meeting graduation standards.

Suspension
Termination of financial aid eligibility.

Transfer Credit
When a student changes schools, courses originally taken at prior school(s) that are accepted for credit-toward-program by the new school.

Undergraduate student
A student enrolled in a program of study that leads to a Bachelor’s degree.

Warning
A status assigned when a student fails to meet SAP requirements for the first time. A student may be assigned a warning status multiple times it there was a period of successfully completing SAP in between each status assignment.

Withdrawal
To withdraw is to cancel all courses for which a student was enrolled at conclusion of the Add/Drop period of a semester. (Withdrawing from a semester should not be confused with dropping a course)

Summer Financial Aid Policy

To request aid for summer semester, student must submit the NDMU Summer Aid request form available online. The summer eligibility criteria are posted annually on the NDMU website.

Updating Information Policy

Students are required to report the following updates:

• any additional financial aid (scholarships, grants, and loans; tuition reimbursements and any other educational or tuition assistance) not listed on your award letter
• a change in your enrollment status for the current semester or for future semester
• a change from living with a parent or relative to living in a University residence hall or off-campus housing, or the reverse (change in housing status for the current or future semester)
• withdrawal from the university prior to the first day of the term
• withdrawal from the university during the semester 
• if you stop attending all courses

Winterim Aid

Winterim enrollment will be combined with spring enrollment for the purposes of determining financial aid eligibility (no form is required to notify us).

The Registrar's Office does not consider the combined enrollment for reporting purposes. Therefore a student taking 3 credits in the winterim and 3 credits in the spring will be reported as less than half time and will no longer be eligible for an automatic in-school deferment for loans. However, students in this situation may request that the Office of Financial Aid complete a deferment request form (the student must obtain the form from the loan servicer).

The office of financial aid does not advance bookstore money for the winterim.

Women’s College students: In order to maintain eligibility for institutional aid, students must enroll in at least 12 credits in the spring semester alone. Additional credits may be added for winterim enrollment, but students cannot combine winter and spring credits to achieve full time enrollment and receive institutional funds(example: 3 credits in winterim and 9 credits in the spring would be ineligible for institutional aid).

A student’s performance in winterim will be included in the satisfactory academic progress calculation. Students completing a short-time study abroad in the winterim must fill out a Study Abroad Form to request an increase in cost of attendance for additional loans.