Rights and Responsibilities - Financial Aid Office

Ohlone College takes Responsibility for the following:

  1. The assessment of satisfactory academic progress as a condition of financial aid eligibility. The Financial Aid staff will work in conjunction with the Office of Admissions and Records to assess a student’s progress as quickly and efficiently as possible.

  2. The Counseling Department assists the financial aid applicant with development of educational objectives and with recommendations of ability to benefit.

  3. The Financial Aid staff will notify the student of his or her financial aid eligibility, the basis for the determination, procedures for appeal, and/or re-instatement of aid.

  4. The Financial Aid Office, with assistance from the College, will publicize the satisfactory standards in any of the following forms:

    • Student Financial Aid Handbook
    • consumer information
    • brochures
    • College newspaper
    • College catalog
    • and flyers.

The Student must take Responsibility for the following:

  1. Review, understand, and consider all information about Ohlone College academic programs and regulations before enrolling.  Please refer to the current College catalog.

  2. Complete all the application forms accurately and submit them on time.  All errors must be corrected before any financial aid can be released. Intentional misreporting of information on application forms for federal financial aid is a violation of the law and is considered a criminal offense subject to penalties under the U.S. Criminal Code.

  3. Promptly return all additional documentation, verification, corrections, copies, and/or new information requested by the Financial Aid Office.

  4. Read and understand all forms that you are asked to sign. You should keep a copy of everything you sign or submit for a signature. It is a good idea to start a personal financial aid file of these documents – they are important and you will need them for years.

  5. Notify the lender (if you have a loan) of a change in your name, address or college status.

  6. Perform the work that is agreed upon in accepting a Federal Work-Study award.

  7. Know and comply with the deadlines for application or re-application for aid.

Please be advised that if you are awarded any financial aid, you will be required to sign a statement declaring your educational goal and that you will progress toward that goal in a satisfactory and timely manner.

A Student at Ohlone College receiving Financial Aid has the Right to the following:

  1. Information on federal, state and institutional financial aid programs.
  2. Notice of deadlines of applications of each financial aid program and for any supporting documentation.
  3. Specific information regarding fees and tuition.
  4. An explanation of how students are selected for receipt of financial aid and how financial need is determined.  This process includes consideration of costs of tuition and fees, room and board, supplies, personal and miscellaneous expenses, child care, plus the student’s assets, parental contribution, and other financial aid (such as scholarships) and other information.
  5. Notice of what resources are considered in the calculation of student need. This includes all items mentioned in #4.
  6. Notice of how much financial aid need (as determined by “packaging”) has been met and not met.
  7. An explanation of the various programs awarded in the student’s package. If a student feels unfairly treated, he or she may request for reconsideration of the award.
  8. An explanation of the portion of financial aid the student received that must be repaid and what portion is grant aid or work-study and does not need to be repaid. If the aid is a loan, the student has the right to know the interest rate, total amount to be repaid, when the repayment is to begin, and conditions of deferments and cancellations.
  9. Notice of how Ohlone College determines whether or not a student is making “satisfactory academic progress.”       
  10. The student has the right to appeal his or her financial aid award or any other decision of the Financial Aid Office pertaining to them which does not fall under the jurisdiction of federal or state regulations. That right includes: answers to questions, explanations of policies and decisions, and request for reconsideration. The Financial Aid Office reserves the right to request any additional documents as deemed necessary for verification in order to comply with institutional policy.
  11. Notice of what facilities are available for disabled students.

The policy of Ohlone College is to provide financial aid to those eligible students who are achieving satisfactory progress toward a specific educational objective. The establishment of such an objective, achievement of passing grades, and completion of courses leading to the objective are the responsibilities of the student. The assessment of the satisfactory progress is the responsibility of the College. The mandate for this policy is 34 Code of Federal Regulations: 668.16(3)1, 674.9(a)(5)(d), 675.9(a)(5)(e), 676.9(a)(2), and 177.201(a)(1)(l).

Review the Satisfactory Academic Progress Policy.

Additional Policies

When is a student considered Ineligible or Disqualified from receiving financial aid?

A student is considered ineligible because of one of the following reasons:

  1. They have received a BA or BS degree or higher.
  2. They have attempted 150% or more units for their declared academic program at any post secondary institution.
  3. They have received financial aid for six (6) semesters or more.

Students who have exceeded their maximum time frame (150%) or, have not completed the required number of attempted units for two (2) consecutive terms, or have a term grade point average less than 2.0 for two (2) consecutive terms, or three (3) combined terms not meeting standard while receiving financial aid will be disqualified from Federal financial aid.

Students who have been disqualified because of insufficient units completed or a grade point average deficiency will not receive further Federal financial aid until they have had one semester in good standing under satisfactory academic progress.

If a student has been attending Ohlone College without the benefit of Federal financial aid, the student has been held to the regular college standards for good standing. If a student was disqualified by the college for failure to maintain a minimum 2.0 term GPA or to maintain a 67% completion ratio, the student must be reinstated by the College before being eligible to receive Federal financial aid.

What is the Appeals Process?

After disqualification, an Appeal for one additional semester of financial aid probation may be made to extend the period of probation for one, and only one, additional semester, in the event that the extenuating circumstance that caused the problems have now been resolved. Extenuating circumstances are normally defined as circumstances which are unexpected, significantly disruptive and beyond a student’s control, and which may have affected his/her academic performance.

 Any student who has been disqualified from financial aid may submit a written appeal which must include documentation of the extenuating circumstances and an SEP prepared by a counselor to the Financial Aid Office for review by the Financial Aid Advisory Committee. Each appeal will be reviewed and approved or denied based on the student’s individual circumstances, and his or her proposed course of action. Students will be considered one time only for an extended time frame.  If the student's petition is denied, he or she has the right to appeal the decision to the Vice President of Student Services. The decision made by the V.P. of Student Services is final.

A student who has reached the maximum time frame of units attempted may also submit a written appeal to the Financial Aid Office for review by the Financial Aid Advisory Committee. If approved for additional financial aid, the student will be given a specific length of time to complete his or her goal as outlined on their SEP.

What Happens If I Withdraw From My Courses?

Read the Repayment of Federal Funds Requirement Policy.

It may be necessary for you to repay either all or a portion of your student financial aid if you withdraw from your courses at the College.

According to the Ohlone College Repayment of Federal Funds Requirements Policy, all funds received by the student may be subject to repayment to the Student Financial Aid Programs.

What Happens with Course Incompletes, Repeats, and Credit by Examination, etc.?

If you received financial aid during the semester you completed a particular class and decided to register a second time for that same class, that class (units) will not be included when determining the total number of units to pay the student financial aid.

The financial aid program will not pay for Incompletes (I), Repeats (R), Withdrawals (W), No Credit (NC), Failures (F), or Credit by Examination (CE) Courses. Contact the Financial Aid Office for further clarification.

Are My Records Kept Confidential?

Ohlone College’s basic policy is to regard information pertaining to financial aid students and the amounts of their awards as confidential. The financial aid information you, your family or your guardian submits to the Financial Aid Office is used only to establish your eligibility.

In compliance with the Family Educational Rights and Privacy Act of 1974 (FERPA), we will not release this information to anyone without the student’s written permission. This includes the parents of students.

Students are required to come to the Financial Aid Office with the proper photo identification and their Ohlone College Student ID Number to receive information about their student financial aid status.

Concurrent Enrollment

Students who receive aid for concurrent enrollment under a consortium arrangement are assessed for satisfactory progress on the aggregate academic record. The student is responsible for providing required records upon completion of the enrollment period.