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Flex Financial Aid Information

Financial Aid in the Flex program is reviewed at the beginning of each month (Flex section) for new enrollments. Notifications are available on a rolling basis when enrollments post at the start of the section. There are 12 Flex sections in the calendar year. When you receive a notification via Chaminade Self-Service Portal:

1. Review your Financial Aid award and decide whether you will accept all or part of your financial aid package.

2. Indicate your acceptance or rejection of loans. If you accept any part of the loan, please indicate the amount you wish to borrow. You are only able to accept up to the maximum amount awarded.

3. Accepting the awards listed will allow the Financial Aid Office to process the receipt of funds, provided all necessary steps are completed. Missing steps are listed on your Financial Aid Checklist on the SelfService Portal. 

4. Enrollment completion rate directly affects eligibility for Federal Aid.

5. If, after the term begins, you consider dropping a course or withdrawing from the University, please be aware that Aid may be reduced or canceled. If you are receiving Financial Aid and are thinking about dropping courses or withdrawing from the University, please first contact the Financial Aid Office to determine if there will be any required adjustments to your Aid.

6. Eligibility for Financial Aid is based on the definition of “An Academic Year” prescribed by the U. S. Dept. of Education. CUH’s academic year is summer, fall, and spring semesters.

7. A student may NOT receive financial Aid at two schools simultaneously.

8. Carefully read the remainder of this information, as it contains essential information and policies concerning your financial aid package.

ABOUT YOUR FINANCIAL AID PACKAGE

If you have received Federal Financial Aid previously, your experience will differ from how financial Aid works with the Chaminade Flex program, and you may encounter new terminology and concepts. As such, you are encouraged to contact the Financial Aid Office if you have any questions.

Academic Year: The Chaminade Flex program is classified as a Non-Term Program, and with it comes differences in how Federal Financial Aid is awarded compared to our traditional day undergraduate program. 

For Federal Financial Aid, the Flex program consists of two 17-week payment period Flex semesters (fall and spring), with an optional header summer 17-week payment period semester. Summer is a crossover payment period semester falling as the header of the academic year.  

Each payment period consists of four sections where students may enroll in Flex courses.

Summer: May, June, July, and August

Fall: September, October, November, and December

Spring: January, February, March, and April

In the CUH FLEX program, you have the flexibility to enroll throughout the entire calendar year and can complete courses at your own pace. Financial Aid is administered under the Non-Term requirements of federal student aid to support this flexibility.

In Non-Term Federal Financial Aid, your Financial Aid eligibility “floats” with you based on how quickly or slowly you earn credit hours during your academic year and payment periods.

Non-Term Financial Aid Disclaimer

The descriptions and examples provided are intended to give you a general understanding of how Financial Aid is administered in the non-term format. In the same way that your Chaminade Flex program academic experience is unique, your Financial Aid is unique based on many factors, such as individual eligibility, remaining academic requirements, and the pace at which you choose to complete your program. These, and other factors, in addition to Federal Financial Aid rules and regulations, determine your Financial Aid eligibility and experience.

Enrollment: In the CUH Flex program, students are considered full-time when they enroll in at least 12 credit hours.

The Flex program requires students to complete and pass a minimum of 12 credit hours for the payment period semester in which they received Federal Financial Aid before they may be considered for any subsequent aid disbursements. 

Federal Aid is awarded at full eligibility for the payment period semester with the expectation that students will complete the required 12 credit hours per payment period and 24 credit hours per academic year.  

Generally, a Financial Aid academic year for Flex is defined as a full calendar year (34 weeks) AND 24 credit hours. Therefore, your next Financial Aid academic year can begin once you have successfully completed the prior academic year.

Your academic year does not necessarily end when the calendar time has passed. You must also successfully complete the required credit hours with a passing grade (In-progress or Incomplete grades are not counted).

Students with less than 24 credits remaining in their program of study will be reviewed for remaining aid eligibility, which may result in an award prorated to less than the annual award amount determined by the FAFSA. Student loans and Pell Grant funds will be calculated based on the remaining credits left in the program before degree completion.

Your Financial Aid award, which is awarded based on full-time attendance, may include one or more of the following (disbursement of Aid cannot occur earlier than ten days before the start of the term.):

Federal Pell Grant: This federal grant is available to undergraduate students who have NOT received a baccalaureate degree. Eligibility is determined by the Expected Family Contribution (EFC) as calculated using the information provided by the student/parent on the FAFSA. Not all students seeking their first baccalaureate degree will be eligible, as it is a need-based award determined by the FAFSA EFC. Funds from this award will be divided equally between the fall and spring payment period semesters and credited to the student’s account once they meet the eligibility requirements for the Flex program. Student’s now may have eligibility for summer Pell Grant under certain conditions. Eligibility for summer Pell Grant is determined each year in the spring before the summer Flex payment period begins.

In non-term programs, Pell is awarded based on federal Formula 4. In Formula 4, a Pell eligible student’s award is not prorated based on part-time enrollment, and students will receive their full Pell Grant award for the eligible payment period semester. A student’s Pell award is only reduced for part-time enrollment if the student is enrolled less than half-time, in which case the student’s COA must be adjusted. Formula 4 less-than-half-time COA is based on tuition/fees and books/supplies only.

Students in non-term programs must successfully complete a payment period to receive subsequent payments.

Award amounts vary and depend on a student’s eligibility through FAFSA.

Federal Supplemental Educational Opportunity Grant (FSEOG): This federal grant is awarded based on the student’s EFC and the availability of funds. Applicants who file their FAFSA by the priority date of March 1st are reviewed first. Only students who qualify for the Pell Grant may receive this grant. The award amount for this grant varies each year based on the funding available.

Students in non-term programs must successfully complete a payment period to receive subsequent payments.

Federal Direct Loans: In the Chaminade Flex program, the federal student loans follow a Borrower-Based Award Year. This means that your student loan eligibility floats with you based on your progression through the program and completion of the payment periods.

Borrower-Based Award Year:

  • Flows with the student’s enrollment. 
  • Begins with the student’s enrollment on at least a half-time basis. 
  • Meets at least the minimum requirements for hours/weeks of the program’s Title IV academic year. 
  • All loans received within the borrower-based may not exceed the annual loan limit. 
  • Students receive a maximum amount of 50% of the annual loan award per payment period.
  • Students become eligible for a new annual loan limit only after successfully completing the credit hours AND weeks of instructional time. 
  • Students may only become eligible for the following grade level annual loan limits after completing the borrower-based award year. 
  • After the original loan, students may receive additional loans within the borrower-based year only if:
    • The student did not receive the maximum annual loan amount and had remaining eligibility; 

OR

  • The student changes from dependent to independent.

Subsidized Stafford Loan: This is a low-interest loan that enters repayment six months after the student ceases to be enrolled at least on a half-time basis (6 credits). The term “Subsidized” means that the government pays the interest on the loan while the student is enrolled in school at least half-time. Students must be enrolled in 6 credits or more to be eligible during a specific term. Eligibility is determined by filing the FAFSA. This is a need-based loan.

Students in non-term programs must successfully complete a payment period to receive subsequent eligibility.

Federal Direct Unsubsidized Stafford Loan: This loan program provides financial assistance to all eligible students regardless of income. The FAFSA is required to determine eligibility. This loan is very similar to the Subsidized Stafford Loan in that the repayment terms and loan limits by class standing are the same. The difference is that the student, rather than the federal government, is responsible for the interest on the loan while they are enrolled. Loan proceeds from the Unsubsidized Stafford Loan will be disbursed like the Subsidized Stafford above, and the total amount of both the Subsidized and Unsubsidized Stafford Loans may not be more than the annual loan limits set for the student’s class standing. Students must be enrolled in 6 credits or more to be eligible during a specific term. All eligible dependent undergraduate students are eligible for at least $2,000 annually –not to exceed the annual loan limit. All eligible independent undergraduate students are eligible for at least $6,000 freshman and sophomore years and at least $7,000 junior and senior years–not to exceed the annual maximum.

Students in non-term programs must successfully complete a payment period to receive subsequent eligibility.

Federal undergraduate Direct Loan amounts are based on credits earned.

To accept or reject your loans, please visit the Self-Service Portal. Once logged in, select Financial Aid on the left and then the Academic Year from the drop-down menu. From there, you can complete the loan steps. In addition, you can find more information on specific loans by visiting: Federal Loan Information. New borrowers will also need to complete the federal loan Entrance Counseling and federal loan Master Promissory Note (MPN). You must only complete these documents (MPN and Entrance Counseling) ONCE. For an in-depth look at the different federal loans, please visit  studentaid.gov.

After the loan is awarded and accepted by the student via Self-Service, the student will be required to complete a loan Master Promissory Note (MPN). The MPN must be completed and signed electronically (utilizing the student’s FSA ID). This is required for the loan to disburse. In addition, the student must complete the loan Entrance Counseling. Should the student withdraw from the University before the school receives the loan disbursement, the student will be ineligible to receive the loan award, and the funds will be returned.

Exit Counseling must be completed if a student borrower withdraws or drops below half-time. Students are notified via email when they must meet this requirement.

Federal College Work-Study: The Federal Work-Study (FWS) Program provides jobs for undergraduate and graduate students who demonstrate financial need. FWS allows the student to work on campus or in a community service position on a part-time basis. FWS students may work up to 20 hours per week. The pay rate is determined based on job type, duties, and experience. The FAFSA is required to determine eligibility since the award is need-based. Please visit our website for additional information at Work-Study – CUH. Funding is limited as prescribed by the U. S. Dept. of Education.

Students in non-term programs must successfully complete a payment period to receive subsequent eligibility.

Federal Direct Parent Loan for Undergraduate Students (Parent PLUS Loan): This federal loan is a long-term, low-interest loan available to parents of dependent students regardless of income level. The FAFSA application is required to determine eligibility at CUH. The annual loan limit equals the cost of attendance at CUH, less any financial assistance/aid the student receives. This loan enters repayment after the last disbursement of each year unless the parent requests deferment. Like with student loans, the parent loan can be deferred while the student is enrolled at least half-time. Parents must demonstrate creditworthiness to receive this loan, as a credit check will be conducted upon application. The loan proceeds are divided equally between the fall and spring payment periods unless otherwise indicated on the application, but the student must complete the payment period to be eligible for the subsequent payment. The student must be enrolled when the school receives the disbursements. A separate loan application must be filed to receive these funds. PLUS Loan Application for Parents must be completed with the U.S. Federal Government. A PLUS Master Promissory Note is also required upon approval. If denied, parents can appeal, seek a credit-worthy endorser (co-signer), or request that their student’s Unsubsidized loan be increased to an Independent loan level.

Students in non-term programs must successfully complete a payment period to receive subsequent eligibility.

TEACH Grant: The TEACH Grant provides grant assistance to undergraduate, post-baccalaureate, and graduate students in an eligible Education program who agree to serve for at least four years as full-time “highly qualified” teachers in high-need fields in public or not-for-profit private elementary or secondary schools that serve students from low-income families. A TEACH Grant recipient who does not complete the required teaching service within eight years of completing their academic program, subject to certain exceptions, or fails to meet specific other requirements of the TEACH Grant Program, must repay the TEACH Grant as a Direct Unsubsidized Loan with interest, accrued from the date the TEACH Grant was disbursed.

The TEACH grant will be awarded in the FLEX program based on the two payment periods and the summer header payment period. The award amount will be disbursed in thirds and follow the Pell Formula 4 payment schedule. Therefore, the TEACH grant will not be prorated based on enrollment for the FLEX non-term program.

Students in non-term programs must successfully complete a payment period to receive subsequent eligibility.

Outside Private Alternative Student Loans: Alternative student loans are funded by private lenders and are not based on need. Essential facts about alternative loans to keep in mind include:

  • The amount borrowed cannot exceed your cost of attendance minus other financial Aid.
  • These loans are primarily used to supplement the federal programs when federal Aid and scholarships do not meet the cost of attendance.
  • Alternative loans are based on a student’s credit history and may require a co-signer.
  • These loans cannot be certified across academic years
  • Private/alternative educational loans are not federally subsidized. They are loan programs funded entirely by private institutions such as banks.
  • You/your parents must qualify for these loans based on credit rating, grade level, or income.
  • You are not guaranteed to qualify for a private/alternative loan. However, you must meet the lender’s qualifying criteria.
  • May have higher, or variable, interest rates compared to federal student loans.

Since a private alternative student loan is not Federal Aid, there is no payment period completion requirement. However, if approved, the private student loan must be certified by the Financial Aid Office. If approved, please contact the Financial Aid Office to expedite the certification process.

Outside Scholarships: Students should always apply for outside scholarships they may be eligible for. Some scholarships have enrollment requirements, and the Financial Aid Office will be required to follow any criteria posed in the award notice by the outside scholarship committee. If it is unclear if a student is eligible for said awarded scholarship, the Financial Aid Office will do its best to contact the relevant scholarship committee or may ask the student to reach out for eligibility determination. Students are responsible for providing the Financial Aid Office with their award notices (including amounts and terms awarded) to ensure their Financial Aid award package is up to date. If an award is received, and the student has reached the Cost of Attendance, this may reduce Federal Aid award amounts (Pell Grant is omitted, as it is an entitlement).

Since outside scholarships are not Federal Aid, there is no payment period completion requirement.

CUH Institutional Merit Scholarships and Need Grants: At this time, Flex students are ineligible for incoming Institutional Scholarships at Chaminade.

CUH Donor-Sponsored Scholarships: Currently, Flex students are ineligible for Donor-Sponsored Scholarships at Chaminade. 

TERMS OF YOUR FINANCIAL AID

  • Students are reviewed for Financial Aid eligibility based on the upcoming Flex section enrollment in the current Flex payment period semester. Students can contact the Financial Aid Office for upcoming eligibility. However, future eligibility cannot be determined until the necessary Flex completion requirements are met for the current enrollment’s financial aid disbursement.
  • The student is responsible for informing the Financial Aid Office of class completion if completed after new enrollment in their next Flex payment period semester.
  • If you receive financial assistance from any source other than what is shown on your award notification, your Financial Aid package must be adjusted. It is the student’s responsibility to inform the Financial Aid Office of any financial assistance received not listed on their award notification (ex: outside scholarship award). Chaminade University reserves the right to change the content and amount of any student’s Financial Aid package based on additional financial assistance received by the student at any point in the academic year.
  • Your Financial Aid award is subject to change or may be adjusted at any point in the academic year due to Chaminade University’s correction(s) or change(s) in federal appropriations. We routinely audit our Financial Aid files throughout the academic year to check for accuracy. CUH reserves the right to make corrections to a student’s Financial Aid information as needed, and these changes may alter a student’s Expected Family Contribution (EFC) or award eligibility and, subsequently, the Financial Aid package. In addition, please remember that changes in your EFC due to the student’s/parent’s failure to report accurate information on the FAFSA will also result in award revision(s). CUH reserves the right to adjust the content and/or the amount of the student’s Financial Aid package based on the above conditions at any point in the academic year.
  • If you correct your Student Aid Report (SAR) after you have been awarded, your Financial Aid package may be adjusted per federal regulations at any point in the academic year. CUH reserves the right to adjust the content and/or the amount of the student’s Financial Aid package based on the above conditions at any point in the academic year. CUH also reserves the right to make any changes necessary to reflect accurate information if conflicting information is found.
  • If you withdraw after the add/drop period ends, your Financial Aid package is subject to proration as outlined in federal regulations. If, after the federally prescribed proration is calculated, we have to reduce your Financial Aid package, you may owe a balance on your account. This balance is your responsibility to pay, not CUH’s responsibility. Please visit the Withdrawal and Return of Title IV Aid Policy for further information.
  • Contents of the student’s Financial Aid file are the property of the Chaminade University of Honolulu’s Financial Aid Office. These files are considered confidential information. Requests by the student to review their file must be made in writing. Requests by the dependent student’s parent(s) to review the student’s file must be made in writing, and the student must give their written consent to release the information. Once a request is received, CUH has 45 days to complete the requested information available for review. This review will take place in the Financial Aid Office at a time convenient for the student, dependent student’s parent(s), and the Financial Aid Office, within office hours. This review will take place on a different day than the Financial Aid Office receives the written request for review. Requests by anyone other than the student or the parent(s) must be approved by the student. A Consent to Release Information must be completed by the student and submitted to the Office of the Registrar. This policy complies with the Family Educational Rights and Privacy Act (FERPA) of 1974, 20 USC § 1232g and 34 CFR § 99.
  • In the case of a divorced/separated student, the ex-spouse is not privileged to any Financial Aid information on the student.
  • In the case of a divorced/separated parent of a dependent student, the non-custodial parent is not privileged to any Financial Aid information regarding the student unless that non-custodial parent’s financial information was used to calculate the student’s eligibility for Financial Aid.
  • For the protection of the student, as well as the protection of the staff of the Financial Aid Office, we will not release information regarding the student’s Financial Aid package over the phone. Students are required to authenticate their identity by presenting a government-issued picture I.D. A CUH ID card will suffice. Information may only be released with the presence of valid identity authentication items. No specifics may be released via phone or email because of the inability to authenticate the individual’s identity. For email communication purposes, students are to use the CUH student email for communication with the Financial Aid Office.
  • Students must apply for need-based Financial Aid each year; Financial Aid awards are NOT automatically renewable. Therefore, we cannot guarantee that the same level of funding will be available each academic year. In addition, funding levels from the federal government and the University change yearly. As a result, need-based Financial Aid packages may vary annually in content and total amounts from year to year. The Financial Aid Office at CUH reserves the right to change packaging policies annually.
  • If your permanent home address changes at any time, it is your responsibility to notify the University of your change of address immediately.
  • Because the Financial Aid Office communicates with you via your CUH student email address, it is your responsibility to ensure you are reviewing your email for any communications from our office.
  • Students who leave the University through transfer, graduation or any other form of leave are not entitled to the remaining eligibility of institutional scholarships and will forfeit such remaining eligibility.
  • Students attending the summer payment period may be eligible for Financial Aid based on eligibility for the academic year. Federal funds, i.e., student loans, are based on an annual limit. The annual amount is a set amount for the borrower-based year, and students will only be eligible for their following annual amount once the required completion rate has been met. This includes if loan funds were utilized at another post-secondary school during a previous term in the awarding year. The student must be enrolled in at least six credits during the summer payment period to receive a student loan.
  • Current year Financial Aid may not be used to pay prior year balances.
  • Students who have student loans, withdraw from school, or drop below half-time enrollment, must complete Exit Counseling– even if the student returns the next term. If Exit Counseling is completed, a student must complete a new Entrance Counseling before taking out any additional federal student loans.
  • Students have the right to adjust, either through the Self-Service Portal or through a request with the Financial Aid Office, their student loans; provided it does not exceed 50% of their annual limit per payment period they are eligible and the CUH cost of attendance (maximum budget).
  • International students are not eligible for institutional scholarships or grants. Only US Citizens and Eligible Non-Citizens are eligible for Federal Financial Aid through FAFSA. International students may apply for an alternative loan (outside private student loans), provided they qualify with the lender they have selected.
  • The Financial Aid Office reserves the right to deny a student a federal or alternative loan based on specific federal guidelines or institutional policies. Students who have previously defaulted on a student loan may be denied case-by-case.
  • Financial Aid will disburse to a student’s account in the Business Office no earlier than ten days before the start of the term. If said funds generate a credit in the student’s account, the earliest a refund will be generated via the student-selected refund choice is the first Friday after the term begins. Notifications are sent to new students to select a refund method with Bank Mobile. It is the student’s responsibility to make a selection. If no choice is made, a refund check is mailed to the address on file.
  • Refunds are generated no later than 14 days after the credit has been created unless the student requests otherwise in writing.
  • Students (and parents with PLUS loan excess funds) have the right to complete an FSA Credit Authorization Form to change how the federal aid credit is handled. This form is available on the Portal and through the Financial Aid Office.
  • A student may NOT receive Financial Aid at two schools simultaneously. This is not allowed by federal law. Should this be discovered, Aid may be removed at CUH, and the student will have a balance due to the Business Office.
  • A student with an undergraduate degree from Chaminade who wishes to return to CUH and receive an additional undergraduate degree must be in a degree program other than the one previously completed. If a student is seeking a second degree of the same type (i.e., B.A. received and pursuing a second B.A.), they will not be eligible for Federal Aid. If seeking a different degree (i.e., B.A. received and seeking a B.S. for a second degree), students will not be eligible for Pell/FSEOG grants. However, they may qualify for student loans, provided FAFSA shows eligibility, and they have yet to reach their undergraduate lifetime aggregate limit (no more than $23,000 Subsidized loan, and the total cannot exceed $31,000 for dependent students and $57,500 for independent students)

COST SUMMARY

A listing of the Cost of Attendance can be found by visiting: Online Undergraduate Tuition and Expenses.

For information regarding billing and payment options, please visit Student Billing and Payment – Chaminade University of Honolulu.

The Cost of Attendance (COA) is an estimated budget of educational expenses for an academic year and includes direct (tuition + fees) and indirect (books/supplies, transportation, housing, personal/miscellaneous) expenses. The COA is used only for financial aid purposes to determine a student’s awards and maximum budget, and will not necessarily reflect actual charges, which varies student to student.

Although the cost of attending Chaminade’s Flex program will vary by student, financial aid awards are based on the Cost of Attendance calculations.

Cost of attendance (COA) − Expected Family Contribution (EFC) = Financial Need

Your Expected Family Contribution (EFC) is calculated based on the information provided on your FAFSA.

Students enrolled less than half-time for the payment period semester will have their COA for the semester adjusted to tuition + fees and books + supplies only.  

FINANCIAL AID ENROLLMENT, REFUND, AND REPAYMENT POLICIES

Enrollment Policy: To be eligible to receive Financial Aid from FAFSA or, if applicable, the University, a student must be enrolled in a program leading to the receipt of a degree. A student enrolled less than half-time may be eligible to receive a Pell Grant/FSEOG if the student is seeking their first baccalaureate degree and will have their Cost of Attendance adjusted to reflect tuition/fees and books/supplies only. A student’s Financial Aid award may be altered at any point in the term due to relevant enrollment changes or noted errors by the student, parent, or institution. Federal student loans require the student to be enrolled at least half-time (6 credits) to be eligible, provided all other eligibility requirements are met.  

Refund Policy after Official/Unofficial Withdrawals (Title IV Funds): To withdraw officially from the University, a student must contact their academic advisor to withdraw from courses, and Academic Advising will forward your request to the Records Office. If they are receiving Financial Aid, it is the student’s responsibility to first speak with the Financial Aid Office before they make a withdrawal request to determine any effect there may be to their Financial Aid. The date the Records Office approves the withdrawal is the official date CUH will use in calculating any tuition refund or refund to the federal Department of Education. Students who do not wholly and formally withdraw are not eligible for a refund.

As part of the Higher Education Amendments of 1998, Congress passed provisions governing what must happen to your federal financial assistance if you completely withdraw from school in any semester. If a student withdraws from CUH, then the University may be required to return some of the federal aid funds awarded to the student.

Title IV Funds (Federal): For those students who withdraw entirely before the term ends and receive federal funding, the refund policy of Title IV Funds (back to federal programs) is dictated by federal regulations governing Title IV Financial Aid programs. These programs must be refunded according to the calculations prescribed by federal regulations based on the date of withdrawal and percentage of time enrolled. If a student withdraws from CUH before completing the term, then the University must complete this calculation called the Return of Title IV Funds Calculation. This federal calculation determines how much of the Aid that was disbursed that the student has earned based on their withdrawal date. For a student who has completed at least 60% of the term, as determined by the federal calculation, no return of Aid to the federal programs is required. Within 45 days of the date of withdrawal is defined, the amount of funding that must be returned to the Title IV programs will be calculated, and the student’s Financial Aid award will be adjusted accordingly. This will occur within 45 days of the official withdrawal date or, in the cases of unofficial withdrawals (see below), the date that the school has determined the student has withdrawn. Any funds needing to be returned will generate a balance or, if applicable, increase the balance already held by the student. Any balance or balance increase is the responsibility of the student to cover and not Chaminade University. Students with federal loans must complete an Exit Loan Counseling with the federal system.

Non-Attendance/Unofficial Withdrawals: Students who register for classes, and do not attend at least one class session after the add/drop period has concluded, are not eligible to receive any federal or institutional funds. Students who attend at least one class after add/drop concludes, cease attending all classes, and do not officially withdraw from the University, are considered to have unofficially withdrawn and are subject to proration even if the school becomes aware of the lack of attendance at the end of the term or after the term has concluded.

Repayment Policy After Official/Unofficial Withdrawals: In the case of an official or unofficial withdrawal from the University, a student who receives a cash disbursement of Title IV Financial Aid funds may have to repay the University a percentage of those Title IV funds depending on the length of enrollment and the amount of Financial Aid awarded to the student. If, according to federal calculations, a student has been “overpaid,” the student will be required to repay the excess amount to the University for reimbursement to the federal programs. If the student fails to repay the calculated amount, the student will be reported to the U. S. Department of Education and ineligible for any other Title IV assistance at any school until the overpayment is cleared.

SATISFACTORY ACADEMIC PROGRESS

Policy

Federal regulations, HEA Sec. 484(c), §668.16, 668.34, require all schools participating in Title IV Federal Financial Aid programs to have a Satisfactory Academic Progress (SAP) policy that conforms to the requirements detailed below. These requirements apply to all students as one determinant of Financial Aid eligibility.

  • SAP is calculated at the end of each academic year after grades have been posted to academic history by the Records Office.
  • If your SAP status fails after the check is performed, you will not qualify for Financial Aid for the following term.
  • If your SAP status is a failure and you cannot mathematically attain SAP requirements, an appeal will not be permissible. However, documented mitigating circumstances may allow continued eligibility on a case-by-case basis and will require an academic plan.
  • A student may appeal their SAP Failure status, but approval is on a case-by-case basis, as determined by the Director of Financial Aid. The decision is final and cannot be changed without an appeal. Documented mitigating circumstances may allow additional appeals on a case-by-case basis if a student regains eligibility only to lose it again.
  • A student that fails SAP and either does not appeal, or the appeal is denied will be ineligible for any federal financial aid until they meet the SAP requirements.
  • Specific SAP information, as well as appeal instructions, can be found by visiting: Satisfactory Academic Progress | Chaminade University – Chaminade University of Honolulu

Quantitative and Qualitative Requirements

Undergraduate Flex Students

1. Quantitative Requirement

The quantitative requirement for Flex, unlike in the CUH programs, only has one requirement (the completion requirement is already automatically met by the Flex 12 credit completion requirement):

  • A maximum time frame

Maximum time frame (maximum attempted credit hours) – You must earn your degree before reaching 180 attempted credit hours, which includes transferrable credits attempted at any school before and while enrolled at Chaminade University of Honolulu (CUH). Students seeking a second undergraduate degree different from their first degree at CUH can appeal to the maximum time frame requirement. 

Once you reach the maximum attempted credit hours, you are no longer eligible for Financial Aid as an undergraduate student. 

2. Qualitative Requirement

The qualitative requirements set a minimum cumulative Grade Point Average for all students. The cumulative GPA includes A, B, C, D, and F grades. The cumulative GPA will be checked each academic year for SAP.

Undergraduate Flex Students – The cumulative GPA requirement is 2.00.

The cumulative GPA is evaluated at the institutional level. Therefore, students not meeting the minimum GPA requirements at the end of the academic year will be subject to SAP failure status, as applicable.

Policy Details

When is SAP determined?

  • Initial Review – You are considered SAP met during your first CUH term.
  • End of Every Academic Year Review– Your SAP status is calculated at the end of each academic year, after the Spring Payment Period Semester. Due to the FLEX program’s flexible progression, your GPA will be calculated based on your cumulative GPA when the SAP Status is after the Spring Payment Period. If at that point, the student is not meeting the requirements, they will have a SAP failure status.

What happens when you do not meet the requirements?

  • You are no longer eligible for Federal Financial Aid – including federal FAFSA work study, loans, grants, or scholarships.
  • Because you do not qualify for Financial Aid, you must pay your tuition and fees by the payment deadline, your registration may be subject to cancellation, or a late fee may be applied for the term. Determination of response to balance non-payment is at the discretion of the Business Office and their policies.  
  • You are notified via the Self-Service Portal when you have failed SAP, and you can appeal by either following the link for instructions or by contacting the Financial Aid Office.

Maximum Time Frame (maximum attempted credit hours) – When you have attempted the maximum credit hours, you are no longer eligible to receive financial Aid.

Is there extended eligibility for a 2nd bachelor’s degree? – Yes. Students pursuing a 2nd bachelor’s degree are granted additional eligibility for the maximum timeframe. Don’t hesitate to contact the Financial Aid Office if you need an extension based on seeking your second degree.

  • Failure Status – You are no longer eligible to receive Financial Aid until the required standards are met. You must successfully appeal to regain eligibility. Appeals are not guaranteed and are reviewed on a case-by-case basis.
  • Probation Status – After being placed on a Failure Status, AND a student has successfully appealed, and Financial Aid has been reinstated, the student is eligible to receive Financial Aid. This status is only for one term and often will carry conditions or stipulations for continued eligibility. The student and the Director of Financial Aid will sign an agreement for conditions. If the student fails to meet the requirements, they will be put back on Failure Status, ineligible for appeal. In this situation, with rare exceptions, a student may appeal again, but the mitigating circumstances must warrant as determined by the Director of Financial Aid.

How do you regain eligibility? 

  • SAP Appeal – If mitigating circumstances during a specific term of enrollment prevented you from meeting the requirements, you may file a SAP Appeal.

Appeal Requirements:

  • A typed or written explanation of mitigating circumstances associated with Failure Status. Indicate how these circumstances have changed so that you can comply with regulations in the future. Attach supporting documents to corroborate the mitigating circumstances mentioned in the letter.
  • Include a “student plan of action” for academic improvement. This requires that you meet with your academic advisor and create a plan for getting back to good academic standing.
  • Attach at least one letter of support from someone that can substantiate the mitigating circumstances. This individual should not be a family member. Examples include medical doctors, clergy, professionals, professors, etc.
  • The appeal form must be submitted to the Financial Aid Office within the prescribed dates as noted on the SAP Appeal Form. Failure to provide these within the specified dates will result in a delayed determination.
  • The Director of Financial Aid reviews all appeals and decides based on the documents received. The decision of the Director is final and cannot be appealed further.

Appeal Denials or Non-appeals – If you are denied an appeal or decide not to appeal, you must pay out of pocket until you meet the requirements you initially failed. Once you have reached the prescribed standards, you can receive Financial Aid.

You change from undergraduate to graduate – If you reach Failure Status as an undergraduate and then are admitted to a graduate degree program, you will be eligible to receive Financial Aid as a graduate student. You must be in a degree-seeking status and fully accepted into the graduate program.

Academic Circumstances that Affect Your Status:

  • Changes in major, double majors, or minors – may cause you to reach your maximum attempted hours and lose your eligibility before earning a degree. Contact us regarding this situation to determine if it is eligible for an override or if you can appeal.
  • Incomplete grades, missing grades, failing grades, and course withdrawals may affect your qualitative requirement if they count towards reducing your cumulative GPA.
  • Repeated courses – count as attempted credit hours each time you register for them. They also count against the allowed maximum. Students in the FLEX program are not eligible to receive Federal Aid for a repeated passed course, as determined by the Department of Education. 
  • Academic Renewal – count against your maximum attempted credits.
  • Transfer credits, credits taken while cross-registered, enrolled in study abroad, transient study – in some instances may be included toward your maximum attempted credits. 
  • Remedial courses – count as attempted and earned credits and are included in the GPA calculation.
  • Late posted grades or grade changes– Once notification is received from the Record’s Office of grade changes, the SAP status will be recalculated.
  • Dismissal and Return – students who are suspended academically or choose not to attend because of SAP Failure will not be automatically eligible for Financial Aid upon their return. Students must meet both qualitative and quantitative standards of SAP. If not meeting standards, a student must appeal or use means other than Federal Financial Aid for educational expenses. Absence does not restore eligibility for Financial Aid. The student must know their SAP standard when returning to school after dismissal or choosing not to return because of SAP Failure.
  • Summer Payment Period Courses – all hours attempted and completed in the summer payment period are treated as any other semester credits in determining SAP status. Therefore, SAP will be checked at the end of the academic year, including the summer periods.
  • Audit Courses – students are not eligible to receive Financial Aid for audit courses. Therefore, audited courses are not included in hours attempted or earned for SAP determination.
  • Students pursuing dual bachelor’s degrees – Students pursuing dual degrees are subject to the maximum time frame rules but may be reviewed on a case-by-case basis by the Financial Aid Office.

The Financial Aid Office reserves the right to review denied appeals and Satisfactory Academic Progress requirements on a case-by-case basis.

RETAKING COURSEWORK

Federal regulations define how Financial Aid can be used for classes taken more than once.

The U. S. Dept. of Education states that students enrolled in non-term-based programs, like the Flex program, may not receive Federal Aid for retaking ‘passed’ coursework. For this purpose, passed means any grade higher than an “F,” regardless of any school or program policy requiring a higher qualitative grade or measure to have been considered to have passed the course. This retaken class may be counted toward a student’s enrollment status for the program, but the student would not be eligible for Title IV funding purposes.

You CAN receive Federal Financial Aid:

  • To repeat a course that you have failed the first time. If the course is failed (F) a second time, then no aid can be paid out for retaking it a third time.
  • If the repeat course is not a true repeat as it is one of the few ‘Special Topics’ classes, which are different classes under the same course code. If you fall under this category, please notify the Financial Aid Office immediately.

All courses previously taken, even if Financial Aid was not used, are compared against the current semester to determine if it is a repeated class and whether it can be paid for using Financial Aid. Your Financial Aid may be recalculated if you take a class that is not eligible for Financial Aid. This policy does not provide exceptions if the repeat courses are taken to meet the plan of study grade requirements, i.e., a grade of C or higher must be earned to count towards your major.

The repeat coursework rules only apply to undergraduate students. Repeating a course can also impact your Satisfactory Academic Progress status (SAP). All grades count for SAP, and all hours attempted and earned count as well. PLEASE NOTE: If you have questions regarding your courses and repeat coursework, please contact the Financial Aid Office. The rules for repeat coursework are quite complex, and your situation must be reviewed.

PRORATION

Per federal regulation, CUH must prorate a dependent or independent undergraduate student’s annual Stafford loan and PELL Grant limits when enrolled for less than a full academic year and will graduate in the same academic year. This primarily will affect students with less than 24 credit hours left in their program of study. Therefore, to ensure you are financially informed as soon as possible, it is highly recommended that students contact the Financial Office if they have less than 24 credits to complete before they complete their degree program.

Proration Formula:

  • Number of credits the student has enrolled in / number of credits in an academic year (24) X annual award limit

EX:

If a loan-eligible student has 18 credits before completing their degree. They enroll in 12 credits in the fall payment period and six credits in the spring payment period before graduating: 

18 credits / 24 credits in a year = 0.75 or 75%

75% x $5,500 annual loan limit = $4,125 loan eligibility

Note: no more than 50% of the annual loan amount can be applied to one payment period per semester.  

OVER/UNDER AWARDS

Students at CUH are awarded based on the anticipation that a student will complete the full-time enrollment (12 credit hours) requirement for the payment period in which they receive Aid. If CUH receives conflicting information at any point, the Financial Aid Office reserves the right to adjust the award package accordingly to adhere to federal compliance guidelines. The resulting change can create an over or under-award situation, and Aid is adjusted accordingly. These changes may result in an increase or decrease in the student’s balance with the Business Office.

COURSE PROGRAM OF STUDY

The Department of Education requires schools to identify the courses that may be included in the calculation of enrollment (Full-time, 3/4-time, 1/2-time, and less than half-time) for award and disbursement of Federal Funds.

  • To summarize, these regulations include the following key points:
    • Courses must count toward the student’s degree or certificate 
    • Eligible remedial courses may be included conditionally 
    • ESL courses may be included conditionally 
    • Only one repeat of a previously failed course may be included 
    • A withdrawal from a course does not count as an attempt at a previously passed course 
    • Courses that must be repeated due to failure of another course cannot be included in the enrollment calculation. 
    • ESL courses may be included if part of an eligible program 
    • Courses do not need to be at the secondary school level 
    • Do not count towards the one academic year’s worth of Remedial/Developmental courses

The Financial Aid Office will review these items before payment of Federal Aid.

PRE/POST-SCREENING 

Students at CUH are awarded based on their current NSLDS record, which reflects their federal loan borrowing history at the time of receipt. However, the records may not always be accurate due to timing. Therefore, Chaminade will conduct a pre-screening process to capture students approaching or exceeding their aggregate loan borrowing limit. The intent is to catch any over-awards before the disbursement of Aid to prevent any unnecessary return of funds. In addition, a post-screening process is conducted to capture any student who may have inadvertently exceeded their aggregate borrowing limit. These students are identified due to updated NSLDS records pushed to the institution by the Department of Education. The resulting change in a student’s loan borrowing history can create an over-award, and Aid will be adjusted accordingly.