Financial Aid

Introduction

The purpose of financial aid is to assist qualified individuals in achieving their educational and professional goals. The Office of Financial Aid at California Lutheran University and Pacific Lutheran Theological Seminary offers a variety of resources to help bridge the gap between the institution’s cost of attendance and a student’s ability to pay. Financial assistance includes grants, scholarships, loans and employment opportunities funded through federal, state, institutional and private resources for graduate, seminary and credential students who have been officially admitted into their programs and maintain satisfactory academic progress toward their degree.

All Cal Lutheran students are encouraged to apply for financial aid. Cal Lutheran does not discriminate on the basis of race, color, national or ethnic origin, religious affiliation, age, gender, gender identity, sexual orientation, or disability in administering its financial aid programs. Cal Lutheran does not, and has never, conducted fraudulent or aggressive recruiting techniques or misrepresented the university, our mission or programs. We do not provide commission, bonus, or other incentive payment based directly or indirectly upon success in securing enrollments or the award of financial aid to any individual or entity engaged in any recruiting or admission activities or in making decisions about awarding FSA program funds. We meet all requirements consistent with those issued by the Department of Education.

For complete information on all financial aid opportunities available, including financial aid policies please visit the PLTS Financial Aid website or for graduate and credential programs visit Cal Lutheran Financial Aid.

Cost of Attendance

The Cost of Attendance (COA) is defined in the Higher Education Act of 1965, as amended (HEA), and must be used in determining a student’s eligibility for all Title IV financial aid program funds, including the Federal Pell Grant Program, Iraq and Afghanistan Service Grant (IASG) Program, federal campus-based programs [Federal Supplemental Educational Opportunity Grant (FSEOG), Federal Work-Study (FWS)], the Federal Direct Student Loan Program (Direct Subsidized Loan, Direct Unsubsidized Loan and Direct PLUS programs) and the Teacher Education Assistance for College and Higher Education (TEACH) Grant Program. 

California State Aid programs also use the university COA to determine eligibility for need-based state aid.

The cost of attendance (COA) at Cal Lutheran is determined by the institution. Direct costs of tuition, fees, housing and meals are reviewed and revised annually by the Cal Lutheran Cabinet and approved by the Cal Lutheran Board of Regents. The university strives to minimize increases in tuition, fee, housing, and meal each year while responding to the rising cost of providing instruction, support services, and maintaining campus facilities.

The COA components and amounts are compiled annually by the Director of Financial Aid to ensure that the costs of receiving a higher education are accurately and realistically represented to students. Professional Judgment may be used to increase the COA if special circumstances apply to the student’s cost of living while enrolled.

The COA components and amounts can be found on the Cal Lutheran website at: www.CalLutheran.edu/financial-aid/tuition-fees/

How to Apply for Financial Aid 

It is the responsibility of the student to indicate they wish to be considered and participate in financial aid programs offered through Cal Lutheran. 

To be considered for all types of financial assistance (grants, scholarships and loans), students must complete the Free Application for Federal Student Aid (FAFSA).The FAFSA is available online at StudentAid.gov. Be sure to include Cal Lutheran's Title IV school code (001133) on the FAFSA.

International Seminary applicants in their first year must submit an International Financial Aid Application to receive consideration for Cal Lutheran and PLTS Tuition Assistance.

All financial aid (grant, scholarship, and loan) is split equally across all terms of the academic year (fall/spring or fall/winter/spring/summer). The Aid Offer may be viewed through the student's myCLU Financial Aid Self-Service portal. Students must log into their MyCLU Self-Service portal to accept and/or decline the Aid Offer. First-time students borrowing under any of the Direct Loan programs must complete Loan Entrance Counseling and a Master Promissory Note at StudentAid.gov.

Minimum Enrollment Requirements

To qualify for federal and state financial aid, including educational loan programs, all students must be enrolled at least half-time in an eligible degree or certificate program. Graduate and teaching credential students must be enrolled full-time for majority of institutional based scholarships. Seminary students must be enrolled at least 3/4 time (9 credits) to qualify for institutional grants and scholarships. Unless otherwise instructed, students must be enrolled in at least three units to receive private or outside scholarship funds. Regardless of enrollment, a students total amount of financial aid cannot exceed the cost of attendance for the period of enrollment. Minimum enrollment guidelines vary by program type. Students must be enrolled each semester or term they are receiving financial aid. 

Changes in enrollment may result in adjustments or loss of financial assistance. It is important that students report all enrollment changes (additions, withdrawals, etc.) to the Office of Financial Aid.

The following enrollment guidelines apply to the programs at Cal Lutheran.

Teaching Credential Programs

Full-time = 12 Credits
Three-Quarter-time = 9 Credits
Half-time = 6 Credits

Graduate Programs

Full-time = 6 Credits
Half-time = 3 Credits

Seminary Programs

Full-time = 12 Credits
Three-Quarter-time = 9 Credits
Half-time = 6 Credits

Types of Financial Aid

Graduate Academic Scholarships

Graduate Academic Scholarships are available to graduate and credential students based on financial need as demonstrated by the FAFSA or CADAA and a cumulative GPA of 3.0 or better. This competitive scholarship may be awarded up to $2,500 per academic year, dependent on full or part-time enrollment status and number of terms attending. See the Graduate Scholarship page for more information.

More information about the funding opportunities for Graduate and Credential students may be found here: https://www.CalLutheran.edu/financial-aid/scholarships-grants/graduate.html

PLTS Tuition Assistance

PLTS Tuition assistance grants are available to seminarians on the basis of need and availability of funds. The Office of Financial Aid offers these grants based on the information provided in the seminarian’s financial aid application materials. 

PLTS Scholarships are awarded on the basis of merit, financial need, and availability of funds. The scholarships are awarded by the Office of Financial Aid in conjunction with PLTS Admissions Office. Information is collected from admission application and financial aid application documents. 

More information about the funding opportunities for PLTS students may be found here: https://www.plts.edu/admission/financial-aid/index.html

Graduate Assistantships

Graduate Assistantships are hourly paid positions. Students must adhere to student employment guidelines as outlined for Federal Work-Study (FWS) and Campus Work-Study (CWS) students. Students that are Graduate Assistantships can hold another campus job concurrently through Federal or Campus Work-Study, provided that they do not exceed the weekly hour limitations.

Information about all requirements and the application process for graduate assistantships is available on the Student Employment website.

Student Employment

Students are provided with student employment opportunities funded by the university. Please see information on specific job opportunities through the Cal Lutheran Student Employment website.

Congregational Partnerships in Education (CPE) Award

This award allows any religious congregation to assist outstanding full-time graduate, seminary and credential students who have demonstrated a commitment to the life and work of their church. Cal Lutheran will match gifts from the congregation in support of a student up to $2,500 per academic year. Awards without specific instructions, will be applied to the student's account, in full, to the academic period selected by the Financial Aid Office. More information about the CPE Award is available on the Cal Lutheran website at: Congregational Partners in Education.

Federal Direct Student Loan Programs

Federal Direct Loans are offered to all students who complete a FAFSA, meet eligibility requirements, submit all required documentation, and are enrolled at least half-time. There are two loan programs available to graduate and seminary students: Unsubsidized Direct Loan and Graduate PLUS Loans.

All Direct Loans are subject to an origination fee that is deducted by the Department of Education (DOE) at the time of disbursement. The amount of the origination fee is determined annually by the Department of Education. More information about origination fees can be found at StudentAid.gov. 

Loans must be repaid with interest and there are multiple repayment options and plans. Interest rates are determined by the federal government on an annual basis. More information about Direct Loan programs and repayment options may be found online on the Department of Education's Student Loan webpage.

Federal Unsubsidized Direct Loan

This fixed interest rate loan is available to students as determined by the FAFSA. The loan is certified by the school and funded by the U.S. Department of Education. A student must be enrolled at least half time to receive student loans. After the loan has been applied to charges owed, any remaining proceeds from the Direct Loan will be issued as a refund after the end of the add/drop period or later for students who do not meet the priority deadline. More information on the loan program is available on the Cal Lutheran webpage for Graduate Unsubsidized Direct Loans.

The maximum amount that can be borrowed for an academic year is $20,500 for graduates and seminarian students. (Note, certain teacher certification students are only eligible for undergraduate level loans. Please contact the Office of Financial Aid for more information.) Borrowers may not exceed the aggregate total Federal Direct limits set by the federal government.

The Unsubsidized Direct Loan does accrue interest after funds are disbursed. The borrower is responsible for interest that accrues while in school. Students have the option of making interest-only payments or allowing interest to accrue. There are many types of loan repayment programs listed on the StudentAid.gov website.

To apply for direct loans, students must complete a FAFSA form, accept the loan as part of the Financial Aid Offer, and submit a Federal Master Promissory Note (MPN) and complete Loan Entrance Counseling. These steps must be completed at StudentAid.gov.

Annual loan limits are subject to change based on government regulations and allocations. 

For more information on student loans visit the Cal Lutheran webpage on Direct Loans.

*The information above regarding the Federal Direct Loan is accurate as of time of printing. Due to potential legislation from the government, the rules and regulations surrounding the Direct Loan may change at any time.

Direct Graduate PLUS Loan

The Direct Graduate PLUS Loan is a federal loan and a credit check is required. Interest rates are set annually by the federal government and will begin to accrue as soon as the first disbursement of funds is made. Graduate students must be enrolled at least half time (at least 3 units per semester) and may borrow up to the Cost of Attendance less any other Financial Aid received. Repayment may be deferred for 6 months after graduation, separation or drop below half-time.

While the interest rate on the Direct Graduate Plus Loan is higher than the Direct Unsubsidized Loan, it is typically lower than a private loan. More information about this loan program is available on the Cal Lutheran webpage for Graduate PLUS Loans.

Private Alternative Loans

Private Alternative Student Loans are loans that are available to students who need additional assistance after exhausting all Direct Student Loan and/or Direct PLUS Loan options. These loans are borrowed by students for their educational related expenses, they are credit based and require a credit check and may require a credit-worthy co-signer/endorser. Private loans are borrowed from banks, credit unions, or private education lending institutions. Interest rates may be variable or fixed and may have lending fees associated with the loan. For more information and to compare lenders and loan conditions please visit the Cal Lutheran webpage on alternative loans.

Once approved for a private alternative loan, student must complete a Cal Lutheran Private Loan Request Form online. This form will be processed by the Office of Financial Aid. Approved private loans will not be processed until the form is completed. Learn more at https://www.CalLutheran.edu/financial-aid/loans/loan-types/alternative-loans.html

Cal Lutheran is an impartial party and does not promote or endorse any particular lender. To assist students and families, Cal Lutheran has partnered with FastChoice to provide an online private loan selection tool. FastChoice allows students to search private loan options, compare lenders and loan terms and provides easy to understand disclosure requirements and smart student borrowing education all in one location. Our goal is to make it easier for students to find and compare private loan lenders to make an educated borrowing decision. Students are in no way restricted to the lenders provided through FastChoice when borrowing Alternative Loans.

Veterans and Active Duty Education Benefits and Responsibilities

California Lutheran University is proud to be a voluntary participant in the Principles of Excellence program and a participating member of the Post 9/11 GI Bill Yellow Ribbon program.

As students of California Lutheran University, veterans or their eligible dependents may be entitled to education benefits through Veterans Affairs. Students who receive VA education benefits are responsible for promptly notifying the VA School Certifying Official in the Ahmanson Veterans Resources Office of changes in academic program, course load, address, marital or dependent status, and of withdrawal from one or more classes.

Using Veteran Readiness and Employment (VR&E) benefits (CH31) or Post-9/11 G.I. Bill® (CH33)

A student using Veteran Readiness and Employment benefits (CH31) or Post-9/11 G.I. Bill® (CH33) will be allowed to enroll in and attend courses and access campus facilities while the campus awaits payment for tuition and fees from the VA. While awaiting receipt of funds from the VA, California Lutheran University will not impose any penalty, charge late fees or require an eligible student to borrow additional funds to cover tuition or fees. This waiting period begins the date the student provides appropriate documentation and continues either until funds are received from the VA or until 90 days after the School Certifying Official has certified the student’s enrollment for tuition and fees.

To demonstrate current eligibility and intent to use education benefits, a new student must submit an initial Cal Lutheran Intake Form and securely upload the following documents:

• Chapter 31 - A copy of DD214 and VA Form 28-1905 (Request and Authorization for Supplies)

• Chapter 33 - A copy of DD214 and Certificate of Eligibility (COE) or Education Enrollment Status form (printed from the VA website) or copy of Transfer Entitlement form

• Chapter 35 -  Certificate of Eligibility and qualifying veteran file number; or

• Chapter 30, 1606 & 1607 - Active Duty Order and Certificate of Eligibility

All students must submit a Request for Certification each term they are enrolled and wish to use education benefits at Cal Lutheran. 

Using Department of Defense Tuition Assistance

Each military branch has its own Tuition Assistance (TA) procedures. Please contact the local education center and follow each military branch's procedure. Apply early to ensure timely authorization and that the authorization voucher reaches the Cal Lutheran School Certifying Official. In addition, the Cal Lutheran School Certifying Official is trained and can provide guidance if applying for federal or state financial aid programs. Links for each branch of service:

• Army

• Marine Corps

• Navy

• Air Force

For detailed information on Tuition Assistance, Tuition Assistance Top-Up, and VA Benefits please review the  following document by the U.S. Department of Veteran Affairs. 

Questions about using education benefits at Cal Lutheran should be directed to the VA School Certifying Official in the Ahmanson Veterans Resources Office 805-493-3648. For information about benefits, contact the U.S. Department of Veterans Affairs (https://benefits.va.gov/benefits/) or the Ahmanson Veterans Resources Office.

GI Bill® is a registered trademark of the U.S. Department of Veterans Affairs (VA). More information about education benefits offered by VA is available at the official U.S. government Web site at https://www.benefits.va.gov/gibill.

Additional Aid Opportunities

There are other scholarships and financial aid opportunities available through Cal Lutheran. Please refer to the Office of Financial Aid website for information on Cal Lutheran Scholarships, private resources and other opportunities.

Satisfactory Academic Progress (SAP)

Satisfactory academic progress (SAP) requirements are meant to ensure students can complete their academic program in a timely manner through achieving minimum academic standards. The federal SAP regulations require an institution to establish a reasonable satisfactory academic progress policy for determining whether an otherwise eligible student is making satisfactory academic progress in their educational program [668.34(a)].

Introduction

All federal, state, and institutional financial aid recipients are expected to make reasonable academic progress towards obtaining a degree as a condition to receive federal, state and institutional financial aid funding. At California Lutheran University (CLU), Satisfactory Academic Progress (SAP) is evaluated annually by the Office of Financial Aid following the conclusion of the spring term (SP, SPA, OM4, SMS) for all students in all categories (full-time or part-time) enrolled in any approved Title-IV eligible programs. A student’s entire academic history is considered and reviewed, including transfer credit, even if the student has not received federal, state, or institutional financial aid in the past, to ensure timely progression toward degree completion.

Cal Lutheran financial aid SAP policy is separate from the Cal Lutheran Academic Standing policy. It is the student’s responsibility to know and understand the differences in these policies and the impact on continued enrollment at the university and eligibility for financial aid. Lack of awareness is not a reasonable excuse for not meeting the minimum requirements.

Requirements

To receive financial aid, a student must be enrolled in an eligible program of study that leads to a degree/credential. Federal, state, and institutional regulations and policies require all financial aid recipients meet minimum Satisfactory Academic Progress (SAP) requirements to remain eligible for financial aid.

For the purpose of the SAP policy, financial aid is defined as:

• CLU/PLTS Scholarships

• CLU/PLTS Grants/Match Programs

• Tuition Remission/Exchange Scholarships

• Federal Pell Grants

• Federal Supplemental Educational Opportunity Grants (FSEOG)

• Federal TEACH Grant

• Cal Grants/Golden State Teach Grant

• Federal Work-Study (FWS)

• Federal Direct Subsidized and Unsubsidized Loans

• Federal Graduate PLUS Loans

• Parent PLUS Loans

• Private Alternative Loans certified by Cal Lutheran

Satisfactory Academic Progress (SAP) is comprised of three measurements (qualitative, quantitative, maximum timeframe). At the time of evaluation, all three requirements must be met to remain eligible for financial aid. 

Category of Students

Categories of students include full-time and part-time students enrolled in undergraduate, graduate, professional, teacher certification and PLTS graduate programs.

Evaluation Period

Satisfactory Academic Progress (SAP) is evaluated annually by the Office of Financial Aid following the conclusion of the spring term (SP, SPA, OM4, SMS) for all students in all categories (full-time or part-time) enrolled in any approved Title-IV eligible programs. Students are notified by Cal Lutheran student email if their eligibility for aid is suspended after the spring term (SP, SPA, OM4, SMS).

Qualitative Requirement – Cumulative Grade Point Average (GPA)

Students must maintain a minimum cumulative GPA at the time of evaluation. If the student fails to meet the minimum GPA requirement eligibility will be suspended. For more information, see section entitled Financial Aid Suspension.

*PLTS Academic policy also requires satisfactory completion (P) of Contextual Education and Formation Requirements.

Quantitative Requirement - Percentage of Completion (Pace)

Students must complete a minimum percentage of attempted units in order to maintain SAP. The measurement of Pace is calculated using the total number of units successfully completed (passed) divided by the total number of units attempted:

• Total units successfully completed ÷ Total units attempted = Pace (%)

A student’s Pace must be at least 67% in order to remain eligible to receive financial aid. Students with a Pace below 67% at the time of evaluation will be placed on Financial Aid Suspension. For more information, see section entitled Financial Aid Suspension.

Please see Attempted Units section below for more detailed definition of attempted units, completed vs not-completed units and how they are used in the quantitative measurement.

Maximum Timeframe

The Maximum Timeframe in which a student must complete their educational program is 150% of the published length of the program at Cal Lutheran. For example, full-time undergraduate students are expected to complete their bachelor’s degree upon reaching 124 units (the minimum number of units required to earn a degree). The maximum timeframe for an undergraduate student to complete their degree and receive financial aid would be at total of 186 attempted units. Maximum timeframe varies by education program.

*Units required to complete graduate degrees vary by program. The units reflected here are examples. Please refer to your program catalog for degree requirements.

Students who reach the Maximum Timeframe at the time of evaluation or who are determined at the time of evaluation to not be able to complete their studies before reaching the Maximum Timeframe will be placed on Financial Aid Suspension. For more information, see section entitled Financial Aid Suspension.

Financial Aid Suspension

Students who fail to maintain any of the three SAP requirements (Qualitative, Quantitative, and/or Maximum Timeframe) at the time of evaluation, will be placed on Financial Aid Suspension. A student on Financial Aid Suspension is not eligible for any federal, state, or institutional financial aid. Following the evaluation period, any student placed on Financial Aid Suspension will be notified (via MyCLU student email) of the Suspension status, the reason(s) for the suspension, and the appeal process. For more information, see the section entitled Financial Aid Suspension Appeal Process.

Financial Aid Suspension Appeal Process

A student placed on Financial Aid Suspension may submit an appeal to the Financial Aid Appeals Committee if there were extenuating circumstances that prevented them from meeting SAP requirements. For more information on extenuating circumstances and acceptable documentation, see the section entitled Extenuating Circumstances.

Students must submit the following to the Office of Financial Aid within sixty (60) calendar days from the date of the suspension notification.

Financial Aid SAP Appeal Form (GPA/Pace or Maximum Timeframe)

• Personal Statement: Student must provide a concise statement explaining why they were unable to maintain SAP, what has changed, and the action to be taken to ensure they will be successful going forward; and

• Provide acceptable documentation of extenuating circumstance(s) that prohibited them from meeting SAP; and

• Maximum Timeframe Appeals must also include a Student Educational Plan or “Program Evaluation”, developed in consultation with a Cal Lutheran Faculty Advisor or Student Success Counselor that outline courses required to complete degree.

Financial Aid SAP Appeals will be processed in the order received. Incomplete documentation or late appeal submission will delay the committees review and final determination. Students are responsible to pay any charges for the term out-of- pocket or enroll in the Monthly Payment Plan while waiting for a decision on an appeal in order to meet Student Account Financial Clearance requirements.

Appeal Committee Decision

Submission of an appeal does NOT guarantee reinstatement of a student’s financial aid eligibility. Students are responsible for all charges pending final appeal decision.

The decision of the Financial Aid Appeals Committee is final and may not be appealed. The outcome of the appeal decision will be sent to the student via MyCLU student email from the Financial Aid Counselor.

Appeal Approved - Financial Aid Probation

If the appeal is approved, the student will be placed on Financial Aid Probation and must meet minimum overall SAP requirements after one term or meet the conditions set by the Academic Plan. The terms of the probationary period will be outlined in the email sent by the Financial Aid Counselor.

While on Financial Aid Probation, students remain eligible for financial aid. Progress will be monitored at the end of each term after grades are posted. If a student fails to meet any of the conditions of their Academic Plan, eligibility for future financial aid will be suspended. If eligibility for financial aid is suspended, the student has the right to appeal.

Academic Plan

A plan developed by the Financial Aid Office and the student to ensure the student is able to meet Cal Lutheran's minimum satisfactory academic progress requirements by a specific point in time. Students will be informed of the academic plan via MyCLU student email when notified of Financial Aid Probation.

Appeal Denied – No Longer Eligible

If the appeal is denied by the committee, the student is no longer eligible for financial aid. If the students want to continue enrollment at Cal Lutheran, they must pay out of pocket and work with Student Accounts.

Students whose SAP appeal has been denied can re-appeal after one term without federal aid. These students are monitored each term and are made eligible for federal aid if they are now meeting overall SAP requirements.

Financial Aid Termination

If a student has reached Maximum Timeframe or it has been determined that it is not mathematically possible to complete their program within the maximum timeframe, eligibility for financial aid at Cal Lutheran will be terminated.

Regaining Eligibility

Students will return to good financial aid standing and their eligibility for financial aid reinstated when:

• During or after the probationary period, the student has improved academically and meets the minimum SAP requirements or

• Enrolled students who are not meeting SAP GPA or Pace requirements are checked at the end of each term and are made eligible for federal aid in the subsequent if they are now meeting SAP requirements.

Additional Policy Guidelines

Academic Standing-Unsatisfactory Progress

Academic Services monitors academic progress after each term of enrollment. To be in good academic standing a student must maintain a term and cumulative Cal Lutheran grade point average as outlined below. Students who fall below the required GPA requirements listed below are considered unsatisfactory and may be suspended or placed on academic probation. See Unsatisfactory Progress including Academic Probation, Suspension, and Disqualification sections of catalog for details.

Important Note:

Academic Standing-Unsatisfactory Progress is separate from the financial aid SAP requirements. Students who are academically suspended and appeal for reinstatement may be required to submit a financial aid SAP appeal for consideration of continued financial aid eligibility.

Enrollment Status

For purposes of financial aid eligibility, a student’s enrollment status is based on credits enrolled by term:

Minimum Enrollment Requirements

Minimum enrollment requirements to be eligible for certain types of aid:

• For Cal Lutheran institutional aid, students must be enrolled full-time

• For most federal and state financial aid, students must be enrolled at least half-time and the amount received will be prorated

Attempted Units

Attempted units are used to calculate the rate of completion (Pace). Attempted units include ALL of the following:

• Completed (passing) grades: A, A-, B+, B, B-, C+, C, C-, D+, D, D- and P

• Not completed grades: IN, IP, PR, NC, NR and Non-passing grades: F, W, UW, WF, NC & AU

Pace evaluates a student’s entire academic history, including:

• Incomplete, Withdraw, and Failing grades

• Transfer credits (see below)

• Remedial classes (see below)

• Repeated classes (see below)

• Consortium agreement credits

• College classes taken while in high school

Not-Completed Grades

Although Incomplete (IN, IP, PR, NR) and Withdrawn (W, UW, WF) grades are excluded from grade point average calculation, they are included as attempted, not completed units when determining the pace.

An incomplete or withdrawn grade may negatively affect a student's pace and aid eligibility. Incomplete grades (IN) that are changed to a passing or failing grade will be included in the next evaluation cycle in qualitative, quantitative, and maximum timeframe evaluations. If a passing grade change occurs prior to the annual SAP evaluation, a student whose aid has been suspended, may submit an SAP appeal requesting a new evaluation and reinstatement of aid.

Transfer Courses

All units transferred from another institution (including units earned from foreign institutions, consortium agreements and credits earned while in high school) and accepted toward the student’s educational program at Cal Lutheran will be included:

• in the calculation of Pace as both attempted and completed nits

• in the calculation of Maximum Timeframe

Repeated Courses

Students receiving an F in a course may repeat that course and receive financial aid for it until the course is passed. Students receiving a passing grade (D- or better) and retaking the course may only receive financial aid for that course one additional time.

Any courses that are repeated (along with the original attempt) will be included:

• in the calculation of Pace as attempted units

• in the calculation of Maximum Timeframe

Remedial Courses

Cal Lutheran does not offer remedial courses.

Second Degree

Students who are working on a second degree are still held to pace, GPA and maximum timeframe SAP standards. The maximum timeframe for these students will continue to be the same as students working on their first degree.

Major or Degree Changes

Students can change majors or degrees without any effect on SAP. A student’s duration limit will be automatically updated if their major or degree changes and will be reviewed under those SAP standards during the next review period.

Extenuating Circumstances

Reason/Acceptable Documentation

• Personal injury or illness  - Detailed letter, on letterhead, from physician explaining dates and types of illness, recommended treatment, dates of non-attendance, prognosis, etc.

• Death/illness or injury of a close family member - Death certificate, obituary notice; documentation of illness or injury of close family member.

• Legal Issue - Divorce decree, separation agreement, police report detailing incident, date and those involved

• Job Conflict - Letter from supervisor, on letterhead, stating scheduling problems, etc.

• Disability - Letter from Disability Services Office addressing problems that arose during the term in question and the resolution for future terms or medical documentation from other outside sources, letter from a doctor, etc.

• Military Service - Military documentation that reflects deployment/service period aligns with enrollment period.

• Other Any other documentation that will support the appeal (letter from faculty, or unrelated third-party source)

Withdrawal Policy & Return of Title IV Funds

Students should refer to the official academic withdrawal policy described in the current course catalog.

Title IV funds are offered to students under the assumption that the student will attend school for the entire period for which the assistance is received. When a student drops or withdraws from courses or the term, the student may no longer be eligible for the full amount of Title IV funds that the student was originally scheduled to receive.

Separate from the R2T4 policy, Cal Lutheran has a Tuition Withdrawal Policy (https://www.CalLutheran.edu/students/student-accounts/policies.html#tuition-withdrawal). Please contact the Student Accounts Office to determine the amount that the student will be charged for the time they were enrolled. Students will be charged for any amounts that must be returned due to the R2T4 calculation and these balances must be paid by the student to Cal Lutheran. The percentage used to calculate the return of unearned institutional aid dollars will correspond to the percentage of the Cal Lutheran Tuition Withdrawal Policy. If the Registrar’s Office receives documentation and reduces the percentage charged for tuition, the percentage used to calculate the return of institutional aid dollars will be adjusted to correspond with the reduced percentage charged for tuition.

If the contracted charges (i.e. tuition, fees, and/or housing and meals) are adjusted downward by the Registrar or Residence Life Office after the withdrawal was finalized, any credit balance will go toward outstanding charges on the student's account or be refunded directly to the student.

When a federal financial aid recipient is considered withdrawn, institutions are required to determine the percentage of Title IV financial aid “earned” by the student and return the unearned portion to the appropriate aid program. The Cal Lutheran Financial Aid Office performs the Return of Title IV funds calculation and coordinates with the Student Accounts Office the return of unearned Title IV funds.

Students are considered to be recipients of Federal Title IV aid if they are eligible to receive or have received funds from one or more of the following programs for the academic term:

• Federal Direct Unsubsidized Loan

• Federal Direct Subsidized Loan

• Federal Direct Plus Loan

• Federal Pell Grant

• Federal Supplemental Educational Opportunity Grant

• Federal TEACH Grant

If a student ceases attendance (drops or withdraws; including medical withdrawals) from all Title IV eligible courses in a term, the student must be considered a withdrawal for Title IV purposes. Cal Lutheran has up to 45 days from the last date of attendance to return any unearned Title IV funds.

Cal Lutheran is not required to take attendance. If a student never actually began attendance for the term, R2T4 regulations do not apply. If a student began attendance but was not and could not have been disbursed Title IV aid prior to withdrawal, the student is not considered to have been a Title IV recipient and the R2T4 regulations do not apply. In these cases, Title IV funds would be handled in accordance with regulations for returning funds for students who do not register or fail to begin attendance.

Federal regulations require that if a recipient of Title IV grant or loan funds withdraws from Cal Lutheran after beginning attendance, the Office of Financial Aid must complete a Return of Title IV fund (R2T4) calculation to determine the amount of Title IV assistance earned. Federal aid is earned on a pro-rata basis determined by the amount of time the student was enrolled in their courses for a given academic period.

Students who receive federal aid and withdraw from all courses before attending at least 60 percent of the academic period, Cal Lutheran is required by federal regulations to calculate the amount of federal aid the student earned and the amount of aid that must be returned. The amount of the federal aid 'earned' and ‘unearned’ is determined by the withdrawal date (last date of academic related activity).

If the amount disbursed to the student is greater than the amount the student earned, the unearned portion must be returned to the federal program. If the amount disbursed to the student is less than the amount the student earned and for which the student is otherwise eligible, the student is eligible to receive a post-withdrawal disbursement of the earned aid that was not received.

If the amount earned produces a credit to the students account (when the amount of aid earned is greater than the amount that has disbursed to the student's account) any grant funds will be applied to the account without notification. However, please note that if earned Direct Loan or PLUS Loan funds are eligible to disburse under these conditions the borrower will be notified via their Cal Lutheran student email of their eligibility and the borrower must confirm in writing that they want the loan to be disbursed. If no confirmation is received from the borrower within 14 business days, the loan will be cancelled.

The unearned portion of federal aid will be returned to the federal government. Return of Title IV financial aid programs must be made in the following order: Federal Direct Unsubsidized Loan, Federal Direct Subsidized Loan, Federal Direct Plus Loan, Federal Pell Grant, Federal Supplemental Educational Opportunity Grant, and Federal TEACH Grant.

Cal Lutheran is required to return all unearned Title IV funds for which it is responsible as soon as possible but no later than 45 days from the determination of a student’s withdrawal. The return of unearned federal funds may result in a balance due to the university. In addition, the Office of Financial Aid must notify the student or parent of any post-withdrawal disbursement available to them within 30 days from the determination of a student’s withdrawal.

R2T4 Calculation

Calculate the percentage of the term completed by the student:

Days Completed ÷ Days in Term = Percentage Completed *

*If the calculated percentage exceeds 60 percent, then the student has earned the full amount of Title IV aid for the term.

Apply the percentage completed to the student’s Title IV eligibility (as of the withdrawal date):

Total Aid Eligible x Percentage Completed = Earned Aid

Determine the amount of unearned aid to be returned to the appropriate Title IV aid program:

Total Disbursed Aid - Earned Aid = Unearned Aid

Official Withdrawals

A student is considered to have officially withdrawn when the student began the official withdrawal process or officially notified the school of their intent to withdraw. The withdrawal date used for an official withdrawal is the date in which the student starts the withdrawal process by notifying the school of their intent, not finishes the process. This date is also used to determine the percentage used in the Return of Title IV Funds calculation. Students are encouraged to submit a Separation form to the Registrar’s Office to ensure a proper withdrawal.

The withdrawal date/last date of academic related activity is reported by the Registrar’s Office to the Financial Aid Office and a R2T4 calculation is completed to determine the amount of Title IV aid the student earned. If the amount of earned aid is less than the disbursed amount, the student would be required to return Title IV aid. The Financial Aid Office has 45 days from the date of determination to return any unearned Title IV funds to the Department of Education. If the amount of earned aid is more than the disbursed amount, as of the date the student withdrew, a Post-Withdrawal Offer will be made. The Financial Aid Office is required to automatically disburse any earned grant funds in a Post-Withdrawal Offer within 45 days after the school determined the student withdrew. Federal Loans require that a student respond to a Post-Withdrawal Offer within 14 days to qualify for the post-withdrawal disbursement of loans. The school has up to 180 days to disburse loans from the student's official withdrawal date.

Some students may be selected for verification by the Department of Education. Verification documents need to be submitted and reviewed before any Title IV aid can disburse. If a student selected for verification withdraws before their aid disburses, it would be treated similar to a Post-Withdrawal Offer. An initial calculation is done using the student's official withdrawal date and any non-need-based aid awarded at the time the student withdrew. A Post-Withdrawal offer would be made only using non-need-based types of Title IV aid. The student will have 120 days from the date the student withdrew or 120 days from the end of the term, whichever is sooner, to submit verification documents in order to be considered for any need-based aid. Once the documents are reviewed, another Post-Withdrawal Offer will be sent including any need-based federal loans (if previously originated) as long as the verification documents are submitted within the given timeframe. Federal grants would be disbursed automatically no later than 45 days from the date of determination. The Pell Grant must be disbursed within 120 days from the official withdrawal date. Federal loans must be disbursed within 180 days from the date of determination. All Post-Withdrawal disbursements are first applied to the student’s account and any remaining funds will be refunded to the student within 14-calendar days.

Unofficial Withdrawals

Students who fail to officially withdraw before the end of the term and subsequently receive all or a combination of F, UW, W, and/or NC grades for all enrolled courses in a term are considered unofficially withdrawn. For unofficial withdrawals, Cal Lutheran will use the midpoint of the term or a documented last date of academic related activity as the withdrawal date or last date of attendance.

At the end of each term, the Financial Aid Office completes an assessment of all federal financial aid recipients who receive no passing grades to determine if the non-passing grade(s) were earned while attending or due to no longer attending class. Faculty are required to input a last date of attendance or academic related activity when issuing an F grade. The last date of attendance is used to determine the percentage used in the Return of Title IV Funds calculation. An F grade is considered earned if the last date of attendance/activity reported by instructor is within two weeks of the end of term for 11- and 15-week terms, and one week from end of term for 8-week term programs. An earned F grade in combination with UW/W/NC grades count as completed and no R2T4 calculation is required. If the student attended at least 60%of the semester, a return of funds is not necessary. The Financial Aid Office is required to determine a student's last date of attendance within 30 days after the end of term.

Once the student’s last date of attendance is determined, the Financial Aid Office has another 30 days to complete the Return of Title IV funds calculation. The calculation will determine the amount of Title IV aid the student earned in the term. If the amount of aid earned is less than the disbursed amount, the student would be required to return unearned Title IV aid. The Financial Aid Office has 45 days from the date of determination to return any unearned Title IV funds.

If the amount of earned aid is more than the disbursed amount, as of the date the student withdrew, a Post-Withdrawal Offer will be made. Cal Lutheran is required to automatically disburse any earned grant funds in a Post-Withdrawal Offer no later than 45 days from the date of determination. Federal Loans require a student respond to a Post-Withdrawal Offer within 14 days to qualify for the post-withdrawal disbursement of loans. The school has 180 days to disburse loans from the date the school determines the student withdrew. All Post-Withdrawal disbursements are first applied to the student’s account and any remaining funds will be refunded to the student within 14-calendar days.

Students who stopped attending may be required to repay a portion of their Title IV aid for that term based on their last date of attendance. Aid may be adjusted if it is determined that a student never began attendance in some or all of their classes. This assessment must be completed within 30 days of the end of the term.

Some students may be selected for verification by the Department of Education. Verification documents need to be submitted and reviewed before any Title IV aid can disburse. If a student has not submitted their verification documents before the end of the term, it would be treated similar to a Post-Withdrawal Offer. An initial calculation is done using the student's official withdrawal date and any non-need-based aid awarded at the time the student withdrew. A Post-Withdrawal offer would be made only using non-need-based types of Title IV aid. The student will have 60 days to submit verification documents in order to be considered for any need-based aid. Once the documents are reviewed, another Post-Withdrawal Offer will be sent including any need-based federal loans (if previously originated) as long as the verification documents are submitted within the given timeframe. Federal grants would be disbursed automatically. The Pell Grant must be disbursed within 120 days from the last date of attendance, not to extend beyond the deadline date established by a Federal Register notice. Federal loans must be disbursed within 180 days from the last days date of attendance, not to extend beyond the deadline date established by a Federal Register notice).

Exit Counseling Notifications

Whether a student officially or unofficially withdraw from the university, regulations require that Cal Lutheran notify students of their Exit Counseling requirements any time a student borrowed federal loans at Cal Lutheran. This must be sent to the student within 30 days after the school has determined the student is no longer enrolled. The Financial Aid Office sends a Direct Loan Exit Counseling Email to the students within 30-days of withdrawal providing exit counseling information, links to the Federal Student Aid system (StudentAid.gov) and instructions to access their most recent loan information.

Enrollment Reporting Requirements

Once Cal Lutheran determines that a student has withdrawn, the student is no longer considered to be enrolled and in attendance. Therefore, the student is no longer eligible for in-school status or an in-school deferment on their federal loans and the school must report the student as withdrawn in the National Student Loan Data System (NSLDS) Enrollment Reporting. In addition, a work-study employee is no longer eligible to receive payment from Federal Work-Study funds effective immediately after withdrawing.

Non-Title IV aid programs

Non-Title IV aid programs are not part of the Return of Title IV aid calculation. However, they may be subject to proration (reduction) in cases of withdrawal based on institutional policy. Examples of Non-Title IV programs include institutional scholarships and grants, State aid programs (i.e. Cal Grant, etc), and Private Alternative loans. Institutional aid (merit and need-based scholarships/grants) is prorated based on the percentage of tuition/fee charges. Institutional Housing Grants, smaller Endowed/Restricted Scholarships and Cal Grants are frozen at census and are not prorated (reduced) unless they exceed prorated charges.

The above policy is in accordance with 34 Code of Federal Regulation 668.16(g). 

Student Rights

Students have the right to ask:

• I have the right to know what student financial aid programs are available at Cal Lutheran.

• I have the right to know the deadlines (if any) for submitting applications for each financial aid program.

• I have the right to know how my financial need was determined, including how various expenses in my budget are considered.

• I have the right to know what resources are considered in the calculation of my awards.

• I have the right to request an explanation of the various programs in my financial aid package.

• I have the right to consult with persons in the Financial Aid Office concerning my application for assistance, budgeting and/or financial problems which might arise.

• I have the right to cancel any loan proceeds received via Electronic Funds Transfer up to fourteen days after the credit has been applied.

Student Responsibilities

Students have the following responsibilities:

• I will check my Cal Lutheran e-mail on a regular basis.

• I must complete all application forms accurately and submit them on time to the appropriate office.

• I must provide correct information. In most instances, misreporting information on financial aid forms is a violation of federal law and may be a criminal offense, which could result in indictment under the U.S. Criminal Code.

• I must provide any additional documentation, verification information, or corrections requested by the Financial Aid Office or the agency to which I submitted my application before any funds will be disbursed.

• I am responsible for reading, understanding, and retaining copies of all forms I am asked to sign.

• I must accept responsibility for all agreements I sign.

• I am responsible for knowing the sources of financial aid, which I receive and whether the aid is a loan, grant, or scholarship. If the aid is a loan, I must know to whom repayment is to be made and the terms of repayment.

• I must keep the Financial Aid Office informed of my correct address at all times - while I am in school and after graduation - while any loans are outstanding.

• It is my responsibility to complete an exit interview online, prior to my separation from Cal Lutheran either by graduation or withdrawal.

For further information, contact the Cal Lutheran Office of Financial Aid at 805-493-3115.