2024-2025 Estimated Cost of Attendance for Undergraduate Students 

In-State Students

Estimated Annual Educational Expense	In State Living with Parent	In State Living Off Campus	In State Living On Campus
Tuition and Fees	$9,570	$9,570	$9,570
Books and Supplies	$1,206	$1,206	$1,206
Housing and Meals	$8,106	$13,511	$10,718
Loan Fees	$71	$71	$71
Transportation	$1,325	$1,325	$1,325
Personal and Misc.	$2,365	$2,365	$2,365
Total Estimated Expenses	$22,643	$28,048	$25,255

Out-of-State Students

Estimated Annual Educational Expense	Out-of-State Living Off Campus	Out-of-State Living On Campus
Tuition and Fees	$14,990	$14,990
Books and Supplies	$1,206	$1,206
Housing and Meals	$13,511	$10,718
Loan Fees	$71	$71
Transportation	$1,325	$1,325
Personal and Misc.	$2,365	$2,365
Total Estimated Expenses	$33,468	$30,675

Online-Program Students

Estimated Annual Educational Expense	Online Program
Tuition and Fees	$11,640
Online Class Fees	$1,750
Books and Supplies	$1,206
Loan Fees	$71
Total Estimated Expenses	$14,667

2024-2025 Estimated Cost of Attendance for Graduate Students

In-State Students

Estimated Annual Educational Expense	In State Living with Parent	In State Living Off Campus	In State Living On Campus
Tuition and Fees	$9,590	$9,590	$9,590
Books and Supplies	$1,206	$1,206	$1,206
Housing and Meals	$8,228	$13,713	$10,718
Loan Fees	$155	$155	$155
Transportation	$1,325	$1,325	$1,325
Personal and Misc.	$2,365	$2,365	$2,365
Total Estimated Expenses	$22,869	$28,354	$25,359

Out-of-State Students

Estimated Annual Educational Expense	Out-of-State Living Off Campus	Out-of-State Living On Campus
Tuition and Fees	$20,990	$20,990
Books and Supplies	$1,206	$1,206
Housing and Meals	$13,713	$10,718
Loan Fees	$155	$155
Transportation	$1,325	$1,325
Personal and Misc.	$2,365	$2,365
Total Estimated Expenses	$39,754	$36,759

Online-Program Students

Estimated Annual Educational Expense	Online Program
Tuition and Fees	$9,590
Online Class Fees	$2,000
Books and Supplies	$1,206
Loan Fees	$155
Total Estimated Expenses	$12,951

Students may be required to submit additional documentation to complete their financial aid. The Office of Student Financial Aid and Scholarships will determine if additional documentation is required upon receipt of a student’s 2023-2024 FAFSA application and/or after the prior semester’s grades have been released. The Office of Student Financial Aid and Scholarships reserves the right to request additional documentation to resolve any conflicting information.

Students who are missing documents will receive a weekly email as a reminder to their WVSU email account. Students are required to check their MyState account to determine what documentation is required.
 

HOW TO COMPLETE FORMS IN PDF:

1. Open the WVSU Financial Aid Form (All forms are found below)
2. Download the PDF Form to your Electronic Device
3. Open the Downloaded Form
4. Choose the “Tools” Tab
5. Choose “Fill & Sign”
6. Choose “You”
7. Double-Click On the Line (A text box will populate)
8. Fill the Form Out Completely
9. Choose “Save”
10. Email the Completed Form to the WVSU Office of Student Financial Aid and Scholarships

2024-2025 Verification of Assets

2024-2025 Verification Worksheet

2024-2025 SAP Appeal Form

2024-2025 Budget Increase Request Form

2024-2025 Changes to Award Form

2023-2025 Consortium Agreement

2024-2025 High School Completion

2024-2025 Identity and Statement of Educational Purpose - Notary

2024-2025 Max Hour Appeal Form

2024-2025 Request for Additional Federal District Unsubsidizd Loan

2024-2025 Unusual Enrollment Appeal
 

A summary of consumer information is made available to all students of West Virginia State University. Links to consumer information are provided below.

Any questions should be directed to the Office of Student Financial Assistance.

Clery Act (Campus Security)

• Campus Crime Fire and Safety Report
• Police Report Information
• Emergency Response Guide
• Campus Map

Fire Safety Report on Student Housing

• Crime and Safety Report (begins page 45)
• Emergency Response Guide
• Emergency Procedures Guide
• Housing and Residence Life (reference Housing Rules and Regulations)

                              2022-2023 Annual Security and Fire Safety Report Now Available
 
The Annual Security & Fire Safety Report is now available online at: http://www.wvstateu.edu/wvsu/media/files/2022-2023-Campus-Crime-Fire-Safety-Report-Book-final.pdf 
 
The report contains information regarding campus safety and security including topics such as: campus law enforcement authority; crime reporting policies; campus alerts (Timely Warnings and Emergency Notifications); fire safety policies and procedures; programs to prevent dating violence, domestic violence, sexual assault and stalking; the procedures the University will follow when one of these crimes is reported; and other matters of importance related to security on campus. The report also contains information about crime statistics for the three most recent calendar years concerning reported crimes that occurred on campus; in On-Campus Student Housing Facilities; in Noncampus buildings or property owned or controlled by the University or a recognized student organization; and on public property within, or immediately adjacent to and accessible from, the campus.  The report also contains fire statistics for any fires occurring in an On-Campus Student Housing Facility during the three most recent calendar years.
 
If you would like to receive a paper copy of the Annual Security & Fire Safety Report, you can stop by the University Police Department located in the visitor’s center across from Ferrell Hall or you can request that a copy be mailed to you by calling (304) 766-3335 or emailing kevin.young@wvstateu.edu.


FERPA (Family Educational Rights and Privacy Act)

• Information Releases: FERPA and directory
• FERPA Guide
• FERPA Release Form
• FERPA Annual Notification

Drug and Alcohol Abuse Prevention Information

• Employee Handbook (reference pages 36 through 44)
• Student Handbook (reference page 7)
• Mental Health Services
  • Smart Recovery
  • Online Mental Health Screening (ULifeline)

Student Athletes

• Equity in Athletics Disclosure Act (EADA) Report
• Student Athlete Graduation Rates

Safeguardian Customer Information

• ​Security Guidelines

Education Program Information

• Accreditation
• 2022-2023 Academic Catalog
• 2022-2023 Transfer Agreement

Financial Charges

• Office of Student Accounts
• 2023-2024 Fee Schedule
• Scholarship Information

 

Loan Disclosure

• 2023-2024 Financial Aid Award Letter
• 2023-2024 Right to Cancel
• Entrance Loan Counseling
• Exit Loan Counseling
• Exit Loan Counseling Notifications

Notice of Disbursement And Right To Cancel A Federal Stafford, Perkins, or PLUS Loan

Students will receive notification when a Federal Student Loan is credited to the student account. Students have the right to cancel all or part of federal loan disbursement for each semester. To cancel, the student must submit a written request to the Office of Student Financial Aid within 14 days from the date student receives the notification indicating loan funds have credited to the university account.

A written request to cancel a Stafford, Perkins, or PLUS Loan may be submitted by email from the student WVSTATE email account, or as a handwritten, typed, or printed statement bearing an original signature submitted by mail, in person, or faxed. To cancel a Parent PLUS Loan, the parent borrower may submit a handwritten, typed, or printed statement bearing an original signature by mail, fax, or in person.

Please contact the Office of Student Financial Aid if you have any questions.

 

National Student Loan Data System (NSLDS)

Federal student loan records of students and parents will be submitted to the National Student Loan Data System (NSLDS), and will be accessible by guaranty agencies, lenders, and institutions determined to be authorized users of the data system. Students and parents may view their loan record history by visiting https://studentaid.gov/.

Credit Balance Information

The Office of Student Financial Aid authorizes all federal, institutional, and state financial aid on a student’s financial aid award. The Office of Student Financial Aid will authorize the aid to apply to the student’s account. The Cashier’s Office is then responsible for disbursing aid which has been authorized by the Office of Student Financial Aid. Once aid has been applied to a student account, the Cashier’s Office will issue any credit balances to the student within 14 days. Credit balances are issued in the form of a check. The check will be sent to address in which West Virginia State University has on record for the student. The student is recommended to contact the Cashier’s Office regarding all disbursements applied to the student’s account and credit balance information.

Email Notification Policy

The official method of communication for the Office of Student Financial Aid is the WVSU webmail address provided to accepted students. To stay informed and aware, students are encouraged to check their campus email address at least once per week.

New students who are not yet admitted to WVSU will be contacted initially using the email address provided on the FAFSA. Once a student has been admitted to WVSU, and a campus email is assigned, the Office of Student Financial Assistance will use only the campus assigned email address. 

Voter Registration
Undergraduate and Graduate Programs
Retention and Graduation Rates
Constitution Day
Campus Bookstore
Disability and Accessibility Resources
Study Abroad Information

Determining Federal and State Aid-Eligible Courses

Federal regulations require that student are only eligible to receive financial aid for courses which are degree-pursuant or part of their course program of study. To be eligible for Federal and State financial aid and have the courses counted towards enrollment requirements for aid eligibility the following must occur:

1. The courses must be required for the student’s degree completion. Courses for elective minors and concentrations may not be included.

2. Courses must meet repeat coursework standards. Courses which have been passed previously may once be repeated one time and considered an aid eligible course.

These requirements apply to the following Federal and State Aid programs:

• Federal Pell Grant

• Federal Direct Student Loans (Subsidized, Unsubsidized, Parent PLUS, and Graduate PLUS)

• Federal College Work-Study

• Supplemental Educational Opportunity Grant (SEOG)

• West Virginia PROMISE Scholarship

• West Virginia Higher Education Grant

• Higher Education Adult Part-Time Grant (HEAPS)

• Underwood Smith Teacher Scholars Program

• West Virginia Engineering, Science and Technology Scholarship

*Courses not required for degree completion or courses which have been previously passed and are being repeated for a second time cannot be paid for utilizing Federal or State financial aid. Federal and State financial aid previously awarded may be reduced based upon the number of course hours enrolled which are degree-pursuant.

Financial Aid Disbursement Information:

- Disbursements of federal and state financial aid funds to student accounts will occur once the Office of Student Financial Aid has completed the determination of eligibility for funds and all student requirements are satisfied and processed. The Office of Student Financial Aid will then authorize the Office of Fiscal Affairs to apply payments to student accounts.

- Students are required to regularly check their MyState account to review their financial aid status to determine if all paperwork and requirements have been satisfied.
 

Financial Aid Deadlines:

-Financial aid deadline for students beginning courses in the Fall: June 30^th
-Financial aid deadline for students beginning courses in the Spring: November 30^th
-Financial aid deadline for students beginning courses in the Summer: April 30^th
 
If students miss the financial aid deadline date to submit all paperwork and complete all requirements, the chart below to determine the approximate payment dates based on the date the student last submitted the required documentation:


 

Financial Aid Documentation Submission Date	Estimated Disbursement Date
Fall paperwork submitted in July	Expect disbursement delay until mid to late September
Fall paperwork submitted in August	Expect disbursement delay until mid to late October
Fall paperwork submitted in September	Expect disbursement delay until mid to late November
Spring paperwork submitted in December	Expect disbursement delay until mid to late February
Spring paperwork submitted in January	Expect disbursement delay until mid to late March

Disbursement of Financial Aid to Student Accounts:

-Disbursements occur after add/drop period closes for the semester. The classes in which a student is registered for as of the add/drop period determine the amount of financial aid in which the student will receive. All requested paperwork and student requirements must be satisfied in order for disbursements to occur on the scheduled date.

-The Disbursement Office then applies financial aid payments to any charges existing on student accounts, such as tuition and fees, housing, parking, meal plans, etc.

- Once all institutional charges are paid, the Disbursement Office calculates the difference between charges owed to the school and the amount of financial aid awards. Any remaining balance due to the school is to be paid by the student. Any remaining balance of financial aid funds will be disbursed to students in check form. Difference checks will be mailed to the student’s address on file within 14 business days. To determine the date that a difference check was created, the student will need to check the Account Summary by Term on their MYSTATE account.

-Once all financial aid has applied to the student account, questions regarding difference checks should be directed to the Cashier’s Office.  

FERPA (Family Educational Rights and Privacy ACT), also known as the Buckley Amendment, was passed
by Congress in 1974.

It grants four specific rights to a postsecondary student:
To see the information that the institution is keeping on the student.
To seek amendment to those records and in certain cases append a statement to the record.
To consent to the disclosure of his/her records.
To file a complaint with the FERPA Office in Washington DC.
FERPA applies to all educational agencies or institutions that receive funds under any program
administrated by the Secretary of Education.

FERPA ensures the privacy of student records (other than directory information). Student records
including information about registration, grades, financial aid, and billing are considered confidential
and may not be released without written consent from the student.

If you wish to allow anyone other than you (the student) to access this information you must file a
FERPA Release Form.

FERPA Release Forms expire at the end of each academic year (June 30th). A student must resubmit a
new FERPA Release Form each academic year. A student may also rescind a FERPA Release Form at any
time during the academic year.

A student must complete and submit the Free Application for Federal Student Aid (FAFSA) to apply for federal student aid. The U. S. Department of Education uses the information from the FAFSA to determine eligibility for federal funds. For West Virginia residents, the West Virginia Higher Education Policy Commission also uses the information from the FAFSA to determine eligibility for state funds. The West Virginia State University Office of Student Financial Aid reviews this information to complete Financial Aid Awards to students.

 

Type of Aid	Repayment Required	Program Details and Requirements	Annual Amount
Federal Pell Grant	No	-EFC between $0 and $5,846 -Award based on financial need. -Available to undergraduate students. -Must maintain Satisfactory Academic Progress (SAP).	-Up to $7395 proportionate to enrollment status.
Federal SEOG Grant	No	-For undergraduate students with exceptional financial need. -Pell Grant recipients take priority. -Must maintain Satisfactory Academic Progress (SAP).	$100-$1,000
Federal Work Study	No	-Federal financial aid money earned while attending school. -For undergraduate students. -Answer "Yes" to the Interested in Work Study on the FAFSA Application. -Apply in Office of Student Financial Assistance. -Must maintain a 2.00 overall GPA. -Must maintain Satisfactory Academic Progress (SAP).	$100-$5,000
Direct Subsidized Stafford Loan	Yes	-U.S. Department of Education pays interest on the subsidized loan while the borrower is in school, during six month grace, and deferment periods. -Student must be enrolled at least half-time (6 credit hours) per semester and have financial need. -Must maintain Satisfactory Academic Progress (SAP).	$3,500-Freshman $4,500-Sophomore $5,500-Junior/Senior *May be reduced based on annual need.
Direct Unsubsidized Stafford Loan	Yes	-Interest accrues immediately upon disbursement of the loan and accrues thereafter. -The borrower must be enrolled at least half-time (6 credit hours) per semester. -Must maintain Satisfactory Academic Progress.	$2,000-Undergraduate, Dependent $6,000-Freshman/Sophomore, Independent $7,000-Junior/Senior, Independent $20,500-Graduate
Direct Graduate PLUS Loan	Yes	-Borrowed by Graduate Students. -Student must be enrolled at least half-time (6 credit hours) per semester. -Interest accrues immediately upon disbursement of the loan and accrues thereafter. -Eligibility is based upon credit check completed during Graduate PLUS Request Application at studentaid.gov. -Borrower must reapply each academic year.	-Maximum amount is cost of attendance, less any other financial aid the student receives -No minimum amount
Direct Parent PLUS Loan	Yes	-Borrowed by Parents of Dependent Students -Students must be enrolled at least half-time (6 credit hours) per semester. -Interest accrues immediately upon disbursement of the loan and accrues thereafter. -Repayment begins 60 days after second disbursement unless otherwise requested during application. -Eligibility is based upon credit check completed during Parent PLUS Request Application at studentaid.gov. -Borrower must reapply each academic year.	-Maximum amount is cost of attendance, less any other financial aid the student receives -No minimum amount
West Virginia Higher Education Grant	No	-Student must be a West Virginia resident at least 12 months prior to the application. -Parents of the student must be a West Virginia resident at least 12 months prior to the application. -High School Graduate -Student must submit FAFSA by April 15th -Demonstrate Financial Need (EFC between $0 and $11,000). -For annual renewal, student must maintain 2.0 GPA and complete 24 credit hours each academic year (Fall and Spring).	$3,000 per year/$1,500 per semester
Higher Education Adult Part-Time Student Grant (HEAPS)	No	- Student must be enrolled between 3 to 11 credit hours to be eligible to recieve the Grant. -Student must complete and submit the HEAPS Application to the Office of Student Financial Assistance -Student must be a West Virginia resident for at least 12 months prior to date of application. -Student must be a citizen or a permanent resident of the U.S. -Student must submit an official FAFSA application -Student must have a high school dipolma, TASC(former GED) or high school equivalent -Student must demonstrate financial need as verified through the submission of the FAFSA -Student must not be in default on a higher education loan -Student must comply with the Military Selective Service Act	$500-$1400 per semester
Promise Scholarship	No	-Student must graduate from a WV high school with a 3.0 and meet minimum core requirements. -Student must receive 22 on ACT or 1100 on SAT. -Student must complete FAFSA by March 1. -For annual renewal, student must maintain 3.0 GPA and complete 30 credit hours each academic year. (Fall & Spring)	$5200 per year

In order to access a MyState account, you must be admitted as a student to West Virginia State University. You will need your student ID number to login. Your student ID number begins with an "A". You must use a capital letter A. The username is case sensitive. If you experience difficulty logging in our university's Office of Information Technology can assist.

Students are advised to check their MyState account and West Virginia State University webmail regularly as additional documents may be needed after a student's financial aid award is available.

Steps to Accept Your Financial Aid Award

When you enter the secure area:

1.) Select "Student and Financial Aid" Tab

2.) Select "Award"

3.) Select "Award For Aid Year" and choose the aid year from the drop down box and click submit

4.) Select "Accept Award Offer" Tab

5.) Accept or Decline all funds that are in the "offered" status

6.) When you have accepted/declined ALL funds click "Submit"

7.) Submit Decision

* Failure to accept/decline all funds will cause your award to partially submit and your registration may not be held. Do not use the "Undecided" option. This will also cause a submission failure on your award.

* Some funds are automatically accepted and do not give you the option to accept or decline. Funds such as Grants and Scholarships may be automatically accepted.

* Students may choose not to accept the full amount of loans offered. If a different loan amount is desired enter specific amount into appropriate box under Accept Partial Award Heading.

If your need to request child care expenses, decline a semester of aid, add summer aid, add an aid resource not listed on your award, accept previously declined awards, or request other changes to your award, please contact the Office of Student Financial Aid.


 

In order to be successful in securing funds to pay for your education every year students must complete a new Free Application for Federal Student Aid (FAFSA) and submit it to the United States Department of Education for processing. The FAFSA is an application for the following federal aid programs:

• Pell
• SEOG (Supplemental Educational Opportunity Grant)
• State Grants and Scholarships
• Federal Work Study
• Subsidized Student Loan
• Unsubsidized Student Loan
• Parent PLUS Loan
• Graduate PLUS Loan

FAFSA Filing: Complete the FAFSA every year, as soon after October 1st as possible and before April 15th, the closing date for the West Virginia Higher Education Grant (WV residents only). The closing date for West Virginia State University to guarantee your financial award in time for registration to be held is June 30th. To assure registration is held file at least one month prior to the closing date and respond promptly to all requests for information and documents from the Office of Student Financial Aid. Failure to respond may cause delays, reductions, and/or cancelations of your financial aid. Requests can be viewed from student MYSTATE account upon admission.

• We suggest you file electronically at www.studentaid.gov. You will receive a confirmation email and can view your Student Aid Report (SAR) online. Be sure to review your SAR for errors and make corrections as needed. This simple step can save weeks on your application for aid.
• Apply for a FSA ID to electronically sign your FAFSA application at https://studentaid.gov/
• You should always use your tax forms to complete this application. You may estimate your income, but be aware that estimating your income may mean your file will be selected by the U.S. Department of Education for verification. If you choose to estimate when filing please review your SAR and make changes as necessary.
• Federal School Code for West Virginia State University is 003826

If you need assistance completing the application, you can obtain information from the Federal Student Aid Programs (1-800-4FED-AID).

Applying for Summer Financial Aid: All awards are initially offered for Fall and Spring only. Student's will need to be registered in order for our office to award financial aid packages for the summer semester. The deadline to request summer aid is April 30th.

In order to access a MyState account, you must be admitted as a student to West Virginia State University. You will need your student ID number to login. Your student ID number begins with an "A". You must use a capital letter A. The username is case sensitive.

Students are advised to check their MyState account and West Virginia State University webmail regularly as additional documents may be needed once initial documents are submitted. Students will be contacted by their financial aid counselor regarding any documents or additional information needed to determine finanial aid eligibility.

Steps to Viewing Outstanding Requirements

When you enter the secure area:

1.) Click the "Financial Aid" tab

2.) Click "Eligilbility"

3.) Select the "Academic Year" from the drop down box

4.) Click on "Student Requirements"

*All outstanding documents will be listed on the "Student Requirements" tab.

*The review status of all submitted documents is also available on the "Student Requirements" tab.
 

The process of acquiring and securing proper payment of Federal Financial Aid may have multiple student requirements.

Students are encouraged to check their MYSTATE and WVSU email regularly to view any notifications of additional requirements from the Office of Student Financial Aid. No funds can pay until all paperwork is processed and all outstanding requirements are satisfied.

Listed below are some possible requirements students may encounter and information to resolve them:

Federal Verification Process- Verification is the process of confirming the information you and/or your parents reported on the FAFSA. Students who are selected for verification may have to submit the following:

• Verification Worksheet ( V1 Dependent, V1 Independent, V4, V5 Dependent, or V5 Independent)
• 2018 Tax Information (IRS Tax Return Transcript or signed 1040 forms and all applicable schedules)

Tax Return Transcripts may be requested at IRS.gov. Verification worksheets are available under the 2020-2021 Forms tab. 

Loan Aggregate - The Department of Education indicates that the student is near or has reached their aggregate maximum loan limits. Undergraduate students may borrow no more than $57,500 in student loans, only $23,000 can be in the form of subsidized loans. Graduate students may borrow up to $138,000, including undergraduate loan usage. We need confirmation from the Department of Education that your loan limits have not been exceeded. You must provide our office with a detailed listing of each loan borrowed as well as any interest that may have accrued on each loan. To access the required documentation, log into studentaid.gov with your FSA ID. Choose the option to manage loans. The Aid summary will then be available to print.

Pell Lifetime Eligibility Usage - The Department of Education indicates that the student is near or has reached their Pell Lifetime Eligibility. Please submit a copy of the Grant Aid Summary. To access the required documentation, log into studentaid.gov with your FSA ID. Choose the option to manage loans. The Grant Aid summary will then be available to print on the second tab.

Transcript Evaluation-  The Office of Student Financial Aid will request a transcript evaluation for all transfer students. A transcript evaluation is requested by a financial aid counselor from the Office of Registration and Records. A transcript evaluation cannot be completed until all final official college transcripts have been recieved by the Office of Undergraduate Admissions.

Open and Submit Electronic Award- An electronic Award Package will become available to submit only after pending requirements are satisfied. If no award is available, ensure all other requirements have been satisfied. If award is present see Accepting Awards Instructions. 

Parent PLUS Request and Master Promissory Note-  If a Parent PLUS Loan is accepted by a student, the parent of that student must complete a PLUS Request Process at studentaid.gov. Instructions to complete this process can be found at the following link Direct PLUS Loan Request. If the PLUS Loan is approved the parent must sign the Master Promissory Note at studentaid.gov.
PLUS Denial Process: If the Parent Loan is denied, students may request additional unsubsidized loan funds by completing the Unsub Request Form and submitting it to the Office of Student Financial Aid.

Student Federal Direct Loan Entrance Counseling and Master Promissory Note- If a student accepts a Subsidized or Unsubsidized Loan is accepted by a student for the first time at WVSU, the student is required to Complete Loan Entrance Counseling and Sign a Master Promissory Note at studentaid.gov.


Any questions concerning the above listed or any other outstanding student requirements should be directed to the Office of Student Financial Aid in Ferrell Hall room 125 or (304) 204-4369.

Follow this link for more information on applying for private alternative student loans.

Refund policy for students who withdraw from school.

A student who officially withdraws from the University (i.e., drops all classes) through the Office of Registration or is administratively withdrawn from the University prior to completing 60% of a semester is entitled to a partial refund of that semester's tuition/fees. Refund amounts are calculated to the day based on the number of calendar days which have elapsed from the first day of class to the date of withdrawal. The date of withdrawal is the actual date the student notifies the Office of Registration of withdrawal or midpoint (50% point) of the semester for a student who leaves without notifying the institution.


Any student who withdraws at any point during the semester is advised to consult with the Cashier's Office to determine whether there is a refund due or a balance owed.

Note: Once classes begin, there is no refund for a reduced schedule. The refund policy applies only when a student officially withdraws from all classes.

For a student receiving federal financial aid who withdraws prior to completeing 60% of the semester, the amount of federal financial aid earned will be calculated to the day according to the same formula. Unearned financial aid must be returned. When aid is returned, the student may owe a balance to the University, to the US Department of Education, or to both. Any student receiving federal financial aid should contact the Office of Student Financial Aid before withdrawing from classes or reducing the number of hours enrolled to determine the impact of these actions on his or her financial aid status.

The law specifies how West Virginia State University must determine the amount of Title IV program assistance that students earns if they withdraw from school. The Title IV programs covered by this law are: Federal Pell Grants, Direct Loans, PLUS Loans, and Federal Supplemental Educational Opportunity Grants (FSEOG).
The funds will be returned to the programs based on a concept of earned versus unearned aid. The "Return of Title IV Funds" rule assumes that a student earns their aid based on the period of time they were enrolled. The Office of Financial Aid and Scholarships is required by federal statute to determine how much financial aid was earned by a student who withdraws or stops attending, is dismissed from the institution, or takes a leave of absence prior to completing 60% of a term. For a student who withdraws after the 60% timeframe, there are no unearned funds. However, a school must still complete the return calculation in order to determine if the student is eligible for a post-withdrawal disbursement.
Unearned Title IV funds, other than Federal Work Study, must be returned. Unearned aid is the amount of disbursed aid that exceeds the amount of Title IV aid earned. During the first 60% of the enrollment period, a student earns Title IV funds in direct proportion to the length of time he or she remains enrolled and attending. A student who remains enrolled and attending beyond the 60% point earns all aid for that period. The calculation is based on the percentage of earned aid using the following Federal Return of Title IV funds formula:
Percentage of payment period or term completed = the number of days completed up to the withdrawal date divided by the total days in the payment period or term. (Any break of five days or more is not counted as part of the days in the term.) This percentage is also the percentage of earned aid.
For a student who officially withdraws, the date of determination that the student withdrew is the later of: the withdrawal date or the date of the student's notification to the Office of the Registrar. For a student who did not provide notification of withdrawal, the date used will be the actual last date of attendance as provided by faculty. If West Virginia State University is unable to determine the last date of attendance, we will use the 50% point of the term as the withdrawal date.
Students may submit the Withdraw Form electronically at https://www.wvstateu.edu/academics/registrar/student-forms.aspx.
A student who earned more aid than was disbursed, prior to withdrawal, is owed a post-withdrawal disbursement, which must be paid within 120 days of the student's withdrawal. Post-withdrawal disbursements must be made from available grants before loans. West Virginia State University will credit post-withdrawal disbursements towards unpaid institutional charges. Any portion of a post-withdrawal disbursement not credited to the student's account will be offered to the student as a cash disbursement (or parent in case of a PLUS loan).
West Virginia State University must return the amount of Title IV funds for which it is responsible, no later than 45 days after the determined date of the withdrawal. Funds are returned to the appropriate federal program based on the percentage of unearned aid.  The student is responsible for repaying West Virginia State University any funds that exceed the institution’s portion of the total returned amount.
West Virginia State University will disburse any credit balance owed to the student no later than 14 days after the return of Title IV aid calculations have been completed.
The percentage of unearned aid is determined by subtracting the percentage of Title IV aid earned from 100%. The amount of aid to be returned is determined by multiplying the total amount of aid that could have been disbursed during the payment period or term by the percentage of unearned aid.  

Refunds/returns are allocated in the following order:

• Unsubsidized Direct Loans
• Subsidized Direct Loans
• Direct PLUS Loans
• Federal Pell Grants
• Federal Supplemental Educational Opportunity Grants (FSEOG)
• Iraq and Afghanistan Service Grants

Statutory Guidance
Federal regulations, HEA Sec 484(c), 34 CFR 668.16(e), 34 CFR 668.32(f), and 34 CFR 668.34, require schools offering Federal Student Aid to establish policies to monitor the academic progress of students who apply for and receive federal financial aid. The Satisfactory Academic Progress Policy, which is administered by the Office of Financial Aid and Scholarships, may differ from West Virginia State University’s Academic Standing Policy, which is administered by Academic Affairs.
Satisfactory Academic Progress Policy (SAP)
Students must be making satisfactory academic progress (SAP) toward completion of an eligible degree in order to receive financial aid administered by West Virginia State University. SAP for financial aid is calculated upon full acceptance to the University and at the end of each semester, including summer, to verify that students meet all Federal SAP standards. Federal regulations require academic progress be evaluated both quantitatively (Pace) and qualitatively (GPA). West Virginia State University’s SAP policy is applied consistently to both full time and part time students and to all eligible degree programs offered at West Virginia State University.  Students receiving assistance from any of the following aid programs must meet standards of Satisfactory Academic Progress:
Federal Programs

• Pell Grants
• Supplemental Educational Opportunity Grants (SEOG)
• Federal Work-Study Programs (FWS)

• William D. Ford Federal Direct Loan (DL) Program including:  
  • Subsidized Loans 
  • Unsubsidized Loans 
  • Parent PLUS
  • Graduate PLUS

State Programs

• West Virginia Higher Education Grant
• West Virginia Higher Education Adult Part-Time Students Grant (HEAPS)
• West Virginia Promise Scholarship
• West Virginia Underwood Smith Scholarship
• West Virginia Nursing Scholarship
• West Virginia Engineering, Science and Technology Scholarship (STEM)

Standards of Satisfactory Academic Progress include a Quantitative Standard-Cumulative GPA, a Qualitative Standard-Pace, Evaluation Increment, and Maximum Time Frame.
 
Qualitative Standard-Cumulative GPA  
Undergraduate Students
 
Academic Standing   Hours Attempted      Overall GPA 
Freshman                    0-29                             1.75 
Sophomore                  30-59                           1.75
Junior                          60-89                           2.00
Senior                          90+                              2.00
 
Graduate Students
 
Academic Standing                                       Overall GPA
First Time and Continuing                              3.0


Note:  The attempted hours and GPA used in calculating Satisfactory Academic Progress must include credits that may not be calculated in an academic GPA, examples including but not limited to, incomplete grades, remedial courses, academic forgiveness (including D/F repeats) transfer credits, etc. The Office of Financial Aid and Scholarships is not permitted to use Academic Amnesty in evaluating GPA. We must include all classes in the calculation of GPA.
All students must maintain a cumulative 2.0 GPA on 4.0 scale. Some programs require that the cumulative GPA be higher than 2.0. When GPA is evaluated for a program requiring a higher standard, West Virginia State University must use the higher GPA requirement to determine SAP.  
Incomplete grades will not be used in the calculation of the GPA during the semester in which they are received.  Incomplete grades will be calculated in the GPA in the semester in which a letter grade replaces the incomplete grade. Upon completion of the incomplete course, the instructor will submit a Grade Change Form to the Office of the Registrar to update the student’s grade.  Students who do not complete the incomplete course work by the published date in academic calendar will be assigned a failing grade.
 Quantitative Standard-Pace
All students must maintain a 67% percent completion percentage throughout their program of study.  The calculation of pace is cumulative. To calculate your completion percentage, you divide the total number of credit hours you have passed by the total number of credit hours you have attempted.  Attempted hours include all college classes you began, including classes from which you withdrew, failed, took at another college, remains incomplete.
Please Note: Withdrawal, academic forgiveness, incomplete, repeated and non-credit remedial hours are included in the calculation of hours attempted and GPA (if hours are graded). In cases of repeated courses, a student may continue to repeat a failed course and receive Financial Aid until it is passed. Students may only attempt 30 semester hours of developmental (remedial) courses. Once a student has reached the 30 semester hour limit, Financial Aid may not be used to pay for further developmental (remedial coursework), new or repeated. Attempted hours includes all credit hours, even if they do not count towards the degree at West Virginia State University.
A student is eligible to receive Financial Aid for one repeat when repeating a previously passed course to obtain a higher grade.

• Allowable: Repeated coursework may be included when determining enrollment status in a term-based program if a student needs to meet an academic standard for a particular previously passed course, such as a minimum grade.
• Not permissible: A student enrolls in four classes in the fall semester and passes only three of them; the institution requires the student to retake the failed class and also the other three classes because of failing the one class. When the student repeats all four classes in the spring semester, the failed class would be included in the student's enrollment status, but the three classes passed would not be.

 Evaluation Increment
West Virginia State University evaluates satisfactory academic progress for both the qualitative and quantitative standards at the end of each semester for all full time and part time eligible degree-seeking students.
 Maximum Time Frame
Federal regulations require a maximum time frame for completion of a degree or certificate. A student will not be eligible for Title IV federal aid if the degree is not completed within 150% of the normal credit hours required to complete the degree or certificate program. Financial Aid will be suspended for students who have attempted 180 or more credit hours for a four-year degree.  The number of attempted credits used in determining maximum time frame will include transfer, remedial, failed and withdrawn credits. All credit hours are included as attempted hours, even if they do not count towards the degree at West Virginia State University.
If a student changes their course of study, the hours attempted under all courses of study are included in the calculation of the maximum time frame. The Office of Financial Aid and Scholarships will review a student’s eligibility upon full acceptance into the University and at the end of each semester and will notify students if he/she will no longer be eligible for federal aid programs (grants and loans) for any future semester. Students will be notified of financial aid suspension and appeal status via MyState and campus email. Additional communication may also be made via US Postal Mail to the mailing address on file with the Office of the Registrar.
If a student has previously completed a bachelor degree, all financial aid will be suspended, but the student has the right to request an appeal.
If a student has met all requirements to receive a degree in his or her stated major, the student must apply for graduation. Change of major is not an option. Refusal to graduate in the intended major will result in financial aid suspension with no possibility to appeal.
Students who have exceeded maximum hours are limited to 2 major changes. Students are permitted to change majors prior to the start of each semester; however, this may result in financial aid suspension.
A student, who has exceeded the maximum hours for his or her major, may not receive Financial Aid to repeat courses on the academic evaluation that are failed, withdrawn or considered incomplete.
Admission Status Based Evaluations
Transfer and Readmission  
Students who transfer into West Virginia State University, or are seeking readmission to the University, who do not meet the satisfactory academic progress requirements, will be automatically placed on financial aid suspension, but may have the option to request an appeal.
Transient
Transient students should seek financial assistance from their home school.
First Time Freshman Students
First time freshman students will be packaged with financial aid, providing they are in good academic standing and meet all eligibility requirements to receive federal and state funds.
Provisional Admissions
Students who have a provisional admission status, or have an incomplete admission file, will not be granted financial aid until fully admitted to the college.
 Definitions of SAP Ineligible Status

• Suspension Status - Students are placed on financial aid suspension status at the end of the semester which resulted in failure to meet satisfactory academic progress standards. Students on suspension cannot receive financial aid. Students will be removed from financial aid suspension when they are in compliance with the GPA and Completion Ratio standards and have not yet exceeded maximum hours allowed.
• Probation Status - Probation status is granted to students who have successfully appealed their suspension.  Students can receive aid during their probationary period after signing and submitting a financial aid appeal contract to the Office of Financial Aid and Scholarships.
• Warning Status - Warning status may be granted to students with extenuating circumstances (i.e.: A student who was forced to withdraw due to an accident or illness). Appropriate documentation must be provided.
• Maximum Time Frame Evaluation Status - Maximum Time Frame Evaluation is a probation status granted to students who have successfully appealed a maximum time frame suspension. Students can receive aid during this period after signing and submitting a financial aid appeal contract to the Office of Financial Aid and Scholarships.

 Regaining Eligibility for Title IV Aid
Students who have lost eligibility for aid may regain eligibility in one of two ways.
Self-Pay: Students may pay for classes, at their own expense or via private/alternative loans, and regain eligibility by increasing their completion ratio and/or cumulative GPA. Eligibility will be reinstated when the policy minimum standards have been met.
Appeals: An approved appeal allows students to receive financial aid while working to meet the completion ratio and GPA standards.
 Appeal Process
Students may submit documented reasons for failure to maintain satisfactory academic progress to the Office of Financial Aid and Scholarships. Students may appeal pace, GPA and/or maximum time frame.  Any appeals granted must be well documented as they would otherwise be violations of federal standards.  Due to the condensed timeframe, appeals are not processed for summer terms.  Students on financial aid suspension will need to pay for any summer expenses on their own.
Request to Appeal Satisfactory Academic Progress Suspension
Appeals decisions will be made by the Office of Financial Aid and Scholarships.  The following documentation must be submitted:

• Appeal Form and Academic Plan for Improvement
• Letter of Extenuating Circumstances and Resolution
• Supporting Documentation

Deadlines for Appeals
Students planning to appeal should do so as soon as they are notified of their financial aid suspension.  Tuition and fees are due by the specified date on the Academic Calendar, set by the Cashier’s Office, for each term.  In order to avoid difficulties and/or delays, students should submit the appeal promptly and observe the deadline dates.
Appeal approvals must be granted in time to allow the student’s award to be processed before grades are released for that semester.  Federal regulations require that once the standing of a student is known, then the award must reflect that information.  Thus, a student granted an appeal before the end of the semester, and awarded after the end of the semester, may become ineligible for the award by the time the award is granted.  Financial aid appeals cannot be retroactive.
Appeal Procedures
The student must submit a Financial Aid Suspension Appeal Form to the Office of Financial Aid and Scholarships, using the University’s appeal form, and include documentation to support the reason for requesting an appeal.
Appeals cannot be processed if the student is placed on Academic Suspension with the Academic Affairs’ Office.
The Satisfactory Academic Progress standing can be appealed when one of the following conditions exists:

• Illness or injury of the student
• Illness, injury, or death of a family member
• Natural Disasters-i.e.: floods, fires, tornadoes, hurricanes, or earthquakes
• Criminal acts inflicted on the student or student’s family. For example: terrorism, kidnapping, or theft.
• Military involvement-i.e.: draft or US service duty
• Emotional problems supported by documentation from a counseling agency, counselor or psychiatrist.
• Documented errors of an official designated representative of the Vice President of Academic Affairs resulting in unacceptable academic progress.
• Legal entanglements-i.e.: divorce, child custody, extended jury duty or bankruptcy

Students will be informed of the appeal decision within fifteen (15) business days after receipt of all required and/or requested documentation.
Appeal Supporting Documentation
Required documentation to be submitted with an appeal may include but is not limited to:

• A signed statement from the student explaining his/her reasons for not meeting SAP and the resolution.
• Statement from third party familiar with the student’s circumstances and/or
• Documentation from the student’s physician in cases of illness or injury and/or
• Documentation from the student’s academic advisor or course professors and/or
• Insurance claim and/or.
• Police reports and/or.
• Death certificate.

Approved Appeals:
Students will be placed on financial aid probation, with an academic plan, if the appeal is approved. Students may remain eligible to receive aid while on probation status as long as they meet the conditions of the plan which are detailed in the SAP Contract. Students may file a second appeal, if not meeting requirements of the academic plan, but they cannot appeal for the same reason twice.  Students must demonstrate that the circumstances that caused the initial SAP issues have changed significantly and are not the reason for the second failure.
 Communication
Students will be notified of financial aid suspension and appeal status via MyState and campus email. Additional communication may also be made via US Postal Mail to the mailing address on file with the Office of the Registrar.
 Glossary of Terms

• Academic Plan- A plan developed by the institution and the student to ensure that the student is able to meet the institution’s satisfactory academic progress (SAP) standards by a specific point in time.
• Academic Year - An academic year consists of the fall and spring semesters and may include a following summer session.
• Direct Loan – Federal loan funds borrowed from the U.S. Department of Education which must be repaid with interest once the student graduates or falls below half-time status.
• Federal Work-study - A federal, need-based work program available to students if they are in compliance with this policy.
• GPA - The cumulative Grade Point Average is reported in the Banner Student System. The GPA used in calculating Satisfactory Academic Progress must include credits that may not be calculated in an academic GPA, examples including but not limited to, developmental/remedial courses, academic forgiveness, transfer credits etc. Students must have a GPA consistent with graduation requirements.
• Hours Attempted – The cumulative amount of credit hours in which the student has enrolled in throughout his/her academic history. The hours attempted only include hours from colleges and universities in which WVSU accepts credit.
• Hours Passed - These are credit hours for courses where a grade of D or better has been earned or passed/credit received for courses that are pass/fail or credit/no credit.
• Maximum Time Frame - The maximum hours allowed for a degree to be earned. 
• Pace/Completion Ratio- A measure of a student’s progress toward completion of his or her program of study which compares hours earned to hours attempted, expressed as a fraction.
• Pell - A federal, need-based grant available to eligible students if they are in compliance with this policy.
• Probation Status- The status granted after a successful appeal.
• Qualitative component: The specified cumulative GPA, or other comparable assessment measured against a norm, that a student must have at each SAP evaluation.
• Quantitative component: The pace/completion ratio a student must progress through his or her program of study to ensure that he/she will graduate within the maximum time frame.
• SAP Contract - the SAP contract lists the detailed terms and conditions based on the academic plan that must be met each semester by the student in order to remain eligible for financial aid.
• Satisfactory Academic Progress - Satisfactory progress is compliance with the academic progress policy as stated in this document.  The policy has three major components: GPA, pace/completion ratio, and maximum time frame.
• Semester - A semester is one academic term which may be defined as fall, spring or summer terms or combined parts of term.
• Warning- A status a school assigns to a student who is failing to make satisfactory academic progress. The school reinstates eligibility for aid for one payment period and may do so without a student appeal.