The bottom line of financial aid is that there are rules that must be followed, we receive regulation information from the Federal Government, State Government, and have Institutional Policies that must be abided by for every program that work with.
We feel it is important that you are aware of the policies that directly affect your financial aid eligibility. If you are new to the financial aid process, please take a few minutes to review these policies so you can understand how to maintain your eligiblity.
There are occasions that students find it necessary to withdraw from all classes that they are enrolled in at Radford. If you find yourself in this position and currently have financial aid please come to our office to discuss the affect your university withdrawal will have on your Financial Aid eligibility. We understand that there are times when a student must withdraw, but we would like the opportunity to discuss what your withdraw means for you. Changes in your enrollment status can affect your financial aid eligibility in the current semester and throughout your academic career. It is very important that we look at your account to determine what long term affects enrollment changes could have on your financial aid eligibility.
If you withdraw from the university and are receiving any form of federal financial aid (Direct Loans, Parent PLUS Loans, Graduate PLUS Loans, Pell Grant, SEOG) the financial aid office must comply with federal regulations and complete a Return of Title IV Calculation. Additionally, if you receive state grant funds (Virginia Guaranteed Assistance Program or Commonwealth Grant) we must complete a return calculation to determine if a portion of your grant is considered unearned. The results of these calculations may mean that you could owe Radford University for any unearned financial aid that was used to help pay your charges. The financial aid office will work with the student accounts office to complete the calculations and you will be contacted regarding any outstanding charges you have as a result of this process.
All students considering withdrawing from the University should review the Return of Title IV Aid Policy as well as the Return of State Aid Policy to see what and how aid programs will be recalculated when you withdraw from the university.
Does withdrawing reduce what I owe?
The financial aid policy for drops and withdrawal's or the policies for the return of aid do not affect the student's charges. The University Refund Withdrawal Policy can be found on the Bursar's Office website. This policy will be used to determine if there will be a reduction in charges for the students tuition, fees, room, or board charges. The student is responsible for paying for any outstanding charges to the University.
University Withdrawal Procedures - takes you to the university Registrar's Office Website
Tuition Refund for Withdrawals Policy - takes you to the Bursar's Office Website
A student’s enrollment status is dependent on the level at which they are currently enrolled. Undergraduate student’s course load is significantly different from that of a graduate student and that is reflected in the definitions of full time versus part time.
Full-time status for an undergraduate student is 12 semester hours during each semester, for fall spring and summer semesters. Students must have at least 6 hours during the fall, spring, or summer sessions to be eligible for financial aid. The summer mini sessions are evaluated as one term, so if you register for a 3 hour class in Maymester and a 3 hour class in Summer 1, that is a total of 6 hours and your application would be reviewed for aid eligibility.
Classes taken for Audit do not count in the total semester hours in determining financial aid eligibility.
Financial assistance shall be available to eligible full-time and part-time undergraduate students only as follows:
Full-time status for students enrolled in a fast track program will be awarded based on their combined enrollment in each A/B session. For a student who enrolls in 3 credits in fall A and 3 credits in fall B, they will be considered half-time for financial aid purposes. For students who only enroll in 3 hours for one session, they will not be eligible for financial aid.
Full-time status for a graduate student is 6 semester hours during each semester, for fall, spring and summer semesters. Students must have at least 3 hours during the fall, spring, or summer sessions to be eligible for financial aid. The summer mini sessions are evaluated as one term, so if you register for a 2 hour class in Maymester and a 2 hour class in Summer 1, that is a total of 4 hours and your application would be reviewed for aid eligibility.
This definition applies to all federal financial aid programs.
Graduate Assistantship programs administered through the Graduate College define full-time status for these students as 9 hours.
Classes taken for Audit do not count in the total semester hours in determining financial aid eligibility.
Financial assistance shall be available to eligible full-time and part-time graduate students. For federally sponsored campus-based financial assistance programs, eligible full-time (6 hours or more) students will be considered first when awarding financial aid.
Graduate Fast Track Enrollment
Full-time status for students enrolled in a fast track program will be awarded based on their combined enrollment in each A/B session. For a student who enrolls in 3 credits in fall A and 3 credits in fall B, they will be considered full-time for federal financial aid purposes. For students who only enroll in 3 hours for one session, they will be reviewed for eligible federal financial aid programs.
The withdrawal and return of Title IV process is managed in the Office of Financial Aid by the State and Federal Grant Coordinator. The process of university withdrawal is coordinated between the Office of Student Success and Retention, College Advising Centers, the Office of the Registrar, the Financial Aid Office, and the Office of the Bursar.
This policy was effective beginning Fall 2000 and was put into place as a result of the Higher Education Amendments of 1998 (HEA 98). The policy affects students who completely withdraw from all classes in a semester and who are receiving or are eligible to receive Federal Title IV financial assistance. It does not apply to students who withdraw from some, but not all classes within a semester.
Additionally, students who receive a 0.0 GPA for any semester where they receive Title IV aid are reviewed to confirm they earned the aid they received for the semester. This process is known as unofficial withdraw review and occurs at the conclusion of each term.
The Federal Title IV programs covered under this policy includes Federal Pell Grant, Federal SEOG, Federal Direct Loans, and Federal PLUS for Parents and Graduate Students. Students whose application have not completed the verification process, or do not have a finalized application are ineligible to receive any financial aid and this policy does not apply to the withdraw.
The policy affects students who completely withdraw from all classes in a semester and who are receiving or are eligible to receive Federal Title IV financial assistance. It does not apply to students who withdraw from some but not all classes within a semester.
Additionally, students who receive a 0.0 GPA for any semester where they receive Title IV aid are reviewed to confirm they earned the aid they received for the semester. This process is known as unofficial withdraw review and occurs at the conclusion of each term.
The student’s official withdrawal date is determined by the university as 1) the date the student began the university’s withdrawal process (the date that the student officially notified the Student Success Center of his/her intent to withdraw); 2) the date provided by the official notification from the Office of the Registrar, if the prior does not exist. For students who are reviewed in the unofficial withdraw process the withdraw date is determined as 1) midpoint of the semester if the student withdraws without notifying the university or 2) the student’s last date of attendance at an academically-related activity as documented by the university.
The Federal Title IV programs covered under this policy includes Federal Pell Grant, Federal SEOG, Federal Direct Loans, and Federal PLUS for Parents and Graduate Students. Students whose application have not completed the verification process, or do not have a finalized application are ineligible to receive any financial aid and this policy does not apply to your withdraw.
We are required to treat official and unofficially withdrawn students the same as it pertains to determining their eligibility for Title IV aid programs. The school must calculate, according to a specific formula provided by the federal government, the portion of the total financial assistance that the student has earned until the time that the student withdrew. The portion of the federal grants and loans that the student is entitled to receive is calculated on a percentage basis by comparing the total number of days in the semester to the number of days that the student completed before he/she withdrew. For example, if a student completes 30% of the semester, 30% of the approved federal aid has been earned which in turn means that 70% of the students scheduled or disbursed aid remains unearned and must be returned to the Federal Programs.
The State and Federal Grant Coordinator begins the R2T4 calculation by entering accurately entering aid based on the student’s award status. The Office of the Bursar is notified via email that the R2T4 is ready to be completed with applicable charge information. Once the charge information is entered in the R2T4 the State and Federal Grant Coordinator is responsible for working with Financial Aid personnel to return funds to the designated aid programs within the allowable timeline. For example, the State and Federal Grant Coordinator will work with the Loan Coordinators to return unearned subsidized and unsubsidized loan funds.
When a student receives (or the university receives on the student’s behalf) more assistance than the student earns, the unearned funds must be returned to the Department of Education or to the Federal Loan Programs. If it is determined that a portion of the financial aid received on the student’s behalf is unearned, the University shares with the student the responsibility of returning those funds. The State and Grant Coordinator notifies the students of the aid that will be returned to the Federal aid programs on their behalf. Once the aid has been returned to the programs, the Office of the Bursar notifies the student of any outstanding charges that exist with the University.
Any grant funds that the student is required to return to the Federal Programs are considered an overpayment. The student must either repay the amount in full or make satisfactory payment arrangements with the Department of Education to repay the amount. If the student fails to repay, or make payment arrangements, to repay an overpayment the student will lose his/her eligibility to receive future federal financial aid at any institution. If a student must make payment directly to the Department, the Office of the Bursar notifies the student of their need to make repayment arrangements within 45 days. If repayment arrangements are not made then the State and Grant Coordinator is responsible for working with Assistant Director of Support Systems in the Office of Financial Aid to report the overpayment status to NSLDS.
If student’s charges are less than the amount of aid earned, and a refund is due, the student may be able to receive those funds. The State and Grant Coordinator notifies the student of the eligible refund and confirms the students desire to receive the funds before they are disbursed. If a response to the notification is not received, the funds are not disbursed.
The policy will affect students who completely withdraw from all classes in a semester and who are receiving State or institutional financial assistance. It does not apply to students who withdraw from some, but not all classes within a semester. All financial programs are covered under this policy.
The portion of the Commonwealth Grant & VGAP funds that the student is entitled to receive will be calculated on a percentage basis. This percentage will be calculated by comparing the total number of days in the semester to the total number of days that the student completed before he/she withdrew.
State Student Loan, Last Dollar, and VTG funds MUST be reduced to tuition costs only before any further refund is considered.
Funds from the Virginia Teaching Scholarship Loan Program must be returned to this program in full.
Once a student’s return of Title IV aid and state aid has been calculated and the aid has been returned or refunded, any remaining money on a student’s account will be credited back to the aid programs from which the student received funds. If any balance remains after these programs have been credited, the balance will be returned to the student.
For purposes of determining student eligibility assistance under Title IV of the Higher Education Act (HEA) of 1965, an institution must establish reasonable standards for measuring whether a student is maintaining satisfactory academic progress. On October 29, 2010, the Secretary of Education published final rules aimed at improving the integrity of programs authorized under Title IV of the HEA, as amended. Effective July 1, 2011, institutions must comply with the published regulations that impact Satisfactory Academic Progress (SAP).
In order to meet the above requirements Radford University has established and maintains the following Satisfactory Academic Progress policy. To be eligible for federal, state, and institutional financial aid, all students are required to maintain Satisfactory Academic Progress (SAP) standards.
The Satisfactory Academic Progress (SAP) policy applies to all students who receive federal, state, and institutional aid, as well as most private education loans. All coursework attempted, even if aid is not received, is considered when determining a student’s SAP standing.
SAP standards are different for undergraduate and graduate students. For complete information on the progress standards, see “Satisfactory Progress Standards” below.
Satisfactory academic progress is evaluated on three standards. A student must meet all three standards to maintain a good SAP standing. The three academic progress measures are:
Beginning with the 2021-2022 academic year, the Office of Financial Aid will measure Satisfactory Academic Progress using a new pace of completion standard for undergraduate students. All financial aid applicants are required to meet all three of these standards to be eligible to receive financial aid in the next academic year. All standards are defined in the table below.
Satisfactory academic progress is reviewed at least annually for all students. For the majority of students SAP will be reviewed at the conclusion of the spring semester before aid is awarded for the next academic year. See additional information for summer financial aid recipients below.
If a student fails any of the SAP standards, the student’s financial aid eligibility will be suspended. All federal, state, and institutional aid is subject to the SAP policy. Private Education loans will not be certified unless a student is meeting the required standards. The only exception would be if the alternative loan lender does not require a student to meet SAP standards.
Students who do not meet the Standards of Progress for financial aid may appeal their eligibility if extenuating circumstances have occurred; see “Satisfactory Progress Appeal” below. If students do not appeal they may regain eligibility for financial aid upon meeting all of the standards as outlined below. A student cannot regain eligibility by paying for classes, sitting out a semester, or taking classes elsewhere.
SPECIAL NOTE: It is important to note financial aid satisfactory academic progress standards and academic probation and suspension are not related. An approved SAP appeal does not change a student’s academic standing. A change to a student’s academic standing does not change a student’s financial aid progress status. Exceptions made to the University academic policies are not made to the financial aid progress policy.
Students will be sent an electronic notification when they do not meet SAP standards confirming they are ineligible for financial aid until they meet the defined standards. Students who do not meet the Standards of Progress for financial aid may appeal their eligibility if extenuating circumstances have occurred; see “Satisfactory Progress Appeal” below. If students do not appeal they may regain eligibility for financial aid upon meeting all of the standards as outlined below.
Summer Financial Aid Recipients
Students who have applied and been awarded summer financial aid who fail the SAP requirements at the conclusion of spring semester will be required to submit a progress appeal for consideration before receiving aid for the summer. All students who enroll in courses during the summer terms will be re-evaluated for SAP at the conclusion of the summer sessions. Aid for future semesters will be held until grades are posted and an updated SAP status can be evaluated.
Undergraduate Standards Revised for 2021-2022
| SAP Measure | SAP Requirement |
Undergraduate Standard |
| Students must meet a minimum grade point average | Qualitative Progress |
Students who have 1-47 financial aid attempted hours must meet the GPA standards defined below. |
| Students who have 48 or more financial aid attempted hours must have a 2.0 minimum GPA and meet the Suspension/Probation policy. | ||
| Minimum number of hours a student must complete to show progress toward a degree | Quantiative Progress | Students are required to successfully complete 67% of all financial aid attempted hours. |
| Number of attempted hours allowed to earn a degree. | Maximum Time Frame |
Degree should be earned within 150% of the program requirements as published in the Radford University Catalog. Cumulative financial aid hours attempted may not exceed 150% of the program requirement. Cumulative hours includes all attempted hours as defined above. |
Undergraduate GPA Requirements
| Financial Aid Attempted Hours | Minimum GPA Required |
| 1-23 | 1.00 |
| 24-35 | 1.50 |
| 36-47 | 1.80 |
| 48 or more | 2.00 |
Graduate Standards
| SAP Requirement | SAP Measure |
Graduate Standard |
| Number of attempted hours allowed to earn a degree. | Maximum Time Frame |
Degree should be earned within 150% of the program requirements as published in the Radford University Catalog. Cumulative financial aid hours attempted may not exceed 150% of the program requirement. Cumulative hours includes all attempted hours as defined above. |
| Students must meet a minimum grade point average | Qualitative Progress | Students must maintain a 3.0 GPA on all financial aid attempted hours. |
| Minimum number of hours a student must complete to show progress toward a degree | Quantiative Progress | A student must have earned 75% of their cumulative financial aid attempted hours. |
Understanding Financial Aid Attempted and Completed Hours
efinition of Financial Aid Attempted Hours
The table below provides information on what is included in the pace of completion calculation.
| Grade | Count as Attempted Hours | Count as Completed Hours |
| A, B, C, D (+,-) | Yes | Yes |
| P | Yes | Yes |
| F | Yes | No |
| CRH, CRL | Yes | Yes |
| NC | Yes | No |
| I | Yes | No |
| N (audited) | Yes | No |
| W, WD | Yes | No |
| Repeats | Yes | No |
| T (transfer credit) | Yes | Yes |
Satisfactory Academic Progress Appeal
A student has a right to appeal their ineligible status as it relates to failing satisfactory academic progress standards. The appeal should document any relevant circumstances where it can be shown that the unsatisfactory progress was due to unforeseeable or extenuating circumstances beyond the student’s control. Also, it may be shown that such progress is not indicative of the general pattern of grades previously established. Examples of extenuating circumstances include illness or death in the family. Financial need, extracurricular activities, working long hours, or lack of motivation is not sufficient criteria on which to base an appeal of the termination of financial aid.
All submitted progress appeal requests must include supporting documentation before their appeal will be reviewed. The Office of Financial Aid may request additional paperwork during the review process to support your request.
| Progress Appeal Reason | Required Documentation | Requested Documentation |
| Medical Concerns (extended illness, hospitilization, etc.) | Physician's diagnosis or discharge paperwork | Follow-up documents from doctor's appointments. |
| Anxiety, Depression Issues | Diagnosis or treatment paperwork | Documents regarding medication changes, etc. |
| Significant Life Changes |
Two letters of support from an authority figure, ie. a supervisor, minister, counselor, etc. Any legal documentation regarding situation |
|
| Death of a Family Member | Obituary or Death Certificate | |
| Academic Renewal | Documentation that supports academic success at other institutions |
Students who have changed majors or who are pursuing additional degrees that have resulted in failure to meet the Financial Aid Standards of Progress will be considered only through the appeal process.
Submitting a Satisfactory Academic Progress Appeal does not guarantee that a student will be approved. If the student is unable to return to Satisfactory Academic Progress standards within one academic year the appeal will not be approved.
A Satisfactory Academic Progress Appeal form is available from the university’s Financial Aid Office website. Students may download the progress appeal form from the general forms section on our website,www.radford.edu/finaid-forms.
In order for a student to be considered for aid to assist with the payment of tuition and fees, and/or room and board charges for each semester, a completed progress appeal form, as well as a written statement, and supporting documentation should be submitted no later than the following deadlines. All students submitting documentation after the deadline will need to make alternate payment arrangements for any outstanding bills.
Progress Appeal Priority Deadlines
See the financial aid timeline for progress appeal requests as they pertain to summer session attendance.
Appeal Decision Notification
A student, who submits a satisfactory academic progress appeal, will be notified via email to the Radford University email, by the financial aid office about the appeal decision as soon as possible. The review process does not begin until all documents are submitted. Once all documents are submitted, review can take up to two weeks to complete. If the appeal is submitted after the deadlines date provided students are expected to make payment arrangements to confirm classes for the upcoming semester.
Approved Appeal
If the appeal is approved, the student will be required to sign a Financial Aid Progress Plan for one semester. The progress plan will outline conditions that must be achieved in order for the student to return to meeting the financial aid satisfactory academic progress standards. The progress plan may be stricter than the normal SAP standards or University academic standards. Students who sign and accept the progress plan will be required to meet the conditions of the plan in order to be considered for aid for the following semester. Accepted progress plan conditions supersede all other SAP regulations. A student cannot have more than five (5) approved plans over the course of their entire time at Radford University.
End of Term Progress Plan Review
Each student with a progress plan will be reviewed at the end of each semester to determine eligibility for the next semester. There are two possible outcomes from review; successful or unsuccessful.
Successful Progress Plan Completion
Successful outcome 1: A student meets the terms of the plan, but does not meet overall satisfactory academic progress standards; the student will have a new plan written that they must sign and return to receive aid for the next term.
Successful outcome 2: A student meets the terms of the plan and now meets the overall satisfactory academic progress standards; the student will be eligible to receive aid without signing a new progress plan.
Unsuccessful Progress Plan Completion
If a student does not meet the terms of the plan they will lose financial aid eligibility for at least the next semester. The student will regain aid eligibility once they meet all the SAP standards. There are no exceptions provided to students who do not meet their progress plan conditions.
Denied Appeal
Decisions that are made by the Appeal Review Committee are final.
If the appeal is denied the student may pay their charges out of pocket or make monthly payments using the payment plan.
Regaining Financial Aid Eligiblity
Students who do not meet the Financial Aid Standards of Academic Progress may regain eligibility through one of the following methods:
Special Situation Information
Summer Financial Aid Recipients
Summer classes will be considered in relation to all summer terms. For example, if a student receives financial aid in Summer I and Summer III and withdraws from the Summer I class before the end of schedule adjustment, the student is considered not to have withdrawn from all summer classes. Students may be granted a probationary period based on the outcome of an appeal.
Withdrawal from all classes
Students who enroll for a semester, receive financial aid covered by this policy, and withdraw from all classes before the end of schedule adjustment will be ineligible to receive financial aid. Students who withdraw from all classes after the end of schedule adjustment will be ineligible to receive financial aid based on the quantitative component of progress described above (registered for hours and completed 0 hours). Summer classes will be considered in relation to all summer terms. For example, if a student receives financial aid in Summer I and Summer III and withdraws from the Summer I class before the end of schedule adjustment, the student is considered not to have withdrawn from all summer classes. Students may be granted a probationary period based on the outcome of an appeal.
Academic Renewal
Students who are readmitted to Radford University under the academic renewal provision are not automatically eligible for financial assistance. Federal regulations require that all coursework must be considered for financial aid recipients. To be considered for financial aid, academic renewal students must submit a Satisfactory Academic Progress Appeal to the Radford University Financial Aid Office.
The Appeal will be reviewed and the student will be notified of the results. The student’s previous coursework will be taken into consideration in determining eligibility for financial aid each semester at RU, even though it may not be considered toward university academic progress.
Military Service Activation
Students called to active duty that results in withdrawal from all classes will be granted Probation upon submission of documents verifying activation. Students must meet the Financial Aid Standards of Progress at the time of military activation to be granted probation.
Prior to 2021-2022 Undergraduate Standards
| SAP Measure | SAP Requirement | Undergraduate Standard |
| Maximum Time Frame | Degree should be earned within 150% of the program requirements as published in the Radford University Catalog. | Cumulative financial aid hours attempted may not exceed 150% of the program requirement. Cumulative hours includes all attempted hours as defined above. |
| Qualitative Progress | Students must meet a minimum grade point average | Students with less than 56 financial aid attempted hours must meet RU's Suspension/Probation policy. |
| Students with more than 55 financial aid attempted hours must have a 2.0 minimum GPA and meet the Suspension/Probation policy. | ||
| Quantiative Progress | Minimum number of hours a student must complete to show progress toward a degree | Less than 49 cumulative financial aid attempted hours a student must have completed 50% of their hours attempted |
| Greater than 48 cumulative financial aid attempted hours a student must have completed 75% of their hours attempted |
Many families experience changes in financial circumstances during the academic year which is not taken into account on the FAFSA because the FAFSA uses the previous year’s information. As Financial Aid Counselor’s we have the ability to review your situation and make adjustments to a student’s and/or parent’s financial information on the FAFSA. Each request is considered on a case-by-case basis. Adjustments of financial aid awards are subject to the availability of funds.
Please go ahead and accept awards on your on-line award notification so we can begin processing your aid. If the special circumstances increases or cause new awards to be added, you will be sent an email with a new award notification.
What special circumstances will be considered?
How do I request a special circumstance review?
First, submit our special circumstance inquiry form - in the form you will explain the family situation or how expenses have changed that meets one of the specified situations. We will review your information and determin what documentation will need to be submitted in order to review your request.
This information/documentation requested will be used to evaluate changes in your family situation and to determine if adjustments can be made in order to present a more realistic picture of the family’s ability to contribute to the cost of education. Each request is considered on a case-by-case basis.
In order for your special circumstance request to be reviewed we must receive all of the required documentation that is listed below. The review process will not begin until all documentation has been received. Please continue to monitor your OneCampus account and email to determine if we need any additional documentation from you.
Once all documentation is received it can up to eight (8) weeks to complete the review process.
Documentation Required by Circumstance
| Books & Supply Expenses | I paid more for my required supplies than what is allocated | -Signed letter from student explaining situation -Copies of paid receipts |
| Travel Expenses | I am required to travel for class or an internship and my expenses exceed what is allocated | -Signed letter from student explaining situation -Information on trips required - make & model of vehicle, starting location, ending destination, number of trips per week |
| Day Care Expenses | I have child care expenses that must be paid so that I can attend class | -Signed letter from student explaining situation -Copies of prior month payments or a letter from the provider confirming what is paid each month (must be on letterhead) |
| Student Cost of Living | My monthly expenses exceed what is allocated for living expenses | -Signed letter from student explaining situation -Copies of documentation supporting monthly expenses -Budget Increase Request Form |
| Parent in College | I have a parent that is attending college working toward a degree and is paying their own educational expenses | -Signed letter from student and parent explaining situation -Enrollment verification form from the parent's college/university for the upcoming year |
| Loss of Income or Benefits | My family has experienced a loss of income from jobs or benefits that are no longer available | -Signed letter from student and parent explaining situation -Projected Year Income Form -Copy of parent's tax returns, schedules, and W-2 forms -Documentation regarding loss of benefits - i.e. Letter from Unemployment commission, Letter from Prior Employer, Letter from agency discontinuing benefits |
| Separation/ Divorce | My parents have separated or divorced since I filed the FAFSA | -Signed letter from student and parent explaining situation -Projected Year Income Form -Copy of parent's tax returns, schedules, and W-2 forms -Copy of separation agreement |
| Excess Medical Expenses | My family is paying excessive medical expenses out of pocket | -Signed letter from student and parent explaining situation -Copies of statements/bills and payment confirmations toward those bills not covered by insurance |
| Parent Retirement | My parent(s) have retired since I filed the FAFSA | -Signed letter from student and parent explaining situation -Projected Year Income Form -Copy of parent's tax returns, schedules, and W-2 forms -Copy of separation letter -Copy of statements of retirement benefits |
| Loss of Parent | I have had a parent pass away since I filed the FAFSA | -Signed letter from student and surviving parent/guardian explaining situation -Copy of Death Certificate -Copy of parent's tax returns, schedules, and W-2 forms |