Student Handbook

Financial Aid Handbook

The purpose of financial aid is to help students who, without such aid, would find it difficult or impossible to attend the College. The College adheres to a nationally established policy and philosophy of financial aid for education. The basis of this policy is that students and parents have the primary responsibility for financing an education.

Students with questions may contact the Tennessee College of Applied Technology's Financial Aid Office.

Financial aid programs are intended to supplement the efforts of the student and/or the student's family to self-finance the desired program of training/education. To demonstrate financial need, students must file the Free Application for Federal Student Aid (FAFSA). The information reported on the FAFSA is used in a formula, established by the federal government, to calculate a student's Expected Family Contribution (EFC). The EFC is an amount of money the student and student's family are expected to pay toward the student's education. The EFC is used by the Financial Aid Office to determine a student's financial need.

Financial Aid Awards are calculated on an academic year basis. An academic year is for a 12-month period beginning each July 1 and ending each June 30. Renewal of financial aid is not automatic; students must file a new FAFSA each year.

All interested students are encouraged to apply for financial aid. To qualify, the individual must meet the eligibility requirements specified by the training program in which the student is enrolled. In general, a student is eligible for Federal and/or State aid if you meet the following requirements:

  1. You are enrolled as a regular student in an eligible program.
  2. You are a U.S. citizen/national or an eligible non-citizen.
  3. You are making satisfactory academic progress in your course of study and meeting attendance standards.
  4. You are not in default on a Federal Perkins/ National Direct Student Loan, Federal Family Education Loan, Federal Plus Loan, Federal Direct Student Loan, Income Contingent Loan or a Consolidation Loan, and you do not owe a refund or repayment on a Pell Grant, Supplemental Educational Opportunity Grant, Tennessee Student Assistance Award, Wilder-Naifeh Technical Skills Grant and/or a Byrd Scholarship or have documented satisfactory repayment arrangements if in default or owe a refund/repayment.
  5. Have not been convicted of any offense involving possession or sale of illegal drugs for an offense that occurred while you were receiving federal student aid, unless successfully completed an approved drug rehab program or completed the time of ineligibility.
  6. Have a signed statement of educational purpose saying that the student will use the money only for expenses related to attending the College (usually collected on the FAFSA).
  7. Have a high school diploma or equivalent or be able to benefit from education according to guidelines established by the Department of Education.
  8. Complete a Free Application for Federal Student Aid (FAFSA) and the financial aid office must have received a valid record for the student from the U.S. Department of Education. Submit signed copies of all required documents to the financial aid office if selected for verification by the U.S. Department of Education and have a completed financial aid file, as verified by the financial aid office.

Applying for Assistance

General Procedures for applying

  • Complete and submit the FREE APPLICATION FOR FEDERAL STUDENT AID (FAFSA) to determine eligibility for financial assistance. Students should complete the FASFA via the internet at On the FAFSA, you will need to include our  Federal School Code: #012164. 
  • If you do not have access to the Internet, you can call the US Department of Education at 1-800-433-3243 and request that a paper application be mailed to you; or you may come to the Student Services Office for access and assistance in completing application online.

  • Be accepted for admission to the Tennessee College of Applied Technology Ripley.

Application Deadlines

Students are encouraged to complete the FAFSA application as soon as possible after October 1st each year.

Pell Grant- The FAFSA must be received by the processor no earlier than October 1st and no later than June 30th of the following year. All required forms must be received by the Financial Aid Office by June 30th or your last day of enrollment, whichever comes first.

Tennessee Promise- Before November 1 for new applicants (Fall before the graduating high school senior graduates) and before  February 1 of each year after.

Tennessee Reconnect- Same deadlines as Wilder Naifeh Technical Skills Grant listed below.

Wilder Naifeh Technical Skills Grant- Students must have a processed FAFSA on or before the following deadline dates to be eligible for the award. Students whose applications are processed after the deadline date may be eligible for the WNTSG for subsequent terms.

Fall term deadline-November 1st /Spring term deadline - March 1st/Summer term deadline- July 1st

Tennessee Student Assistant Award- Due to funding limitations, the TSAA is awarded on a first-come, first-serve basis and is based on the FAFSA completion date. Therefore, students are encouraged to complete the FAFSA as early as possible. Prior-year recipients (renewals) will receive the award if they meet all eligibility requirements and complete the FAFSA on or before January 17. After January 17, remaining funds will be awarded to the neediest applicants who apply by January 17 based on the availability of funds. Awards are made until funds are depleted.

Additional Rules and Requirements for the Wilder-Naifeh Technical Skills Grant

Eligibility: To be eligible to receive funds from the Wilder-Naifeh Technical Skills Grant (WNTSG) a student must meet the following eligibility requirements in addition to those listed above.

  • Must be a Tennessee resident. State residency is determined using TBR Rule 02402-2  
  • Must not be incarcerated
  • Must meet the enrollment requirements for both the school and the program (Do not have to have a high school diploma or GED if not required for enrollment in the school or program. Also, a student that possesses a bachelor’s degree or higher may be eligible for the WNTSG)
  • Must be enrolled in a program leading to a certificate or diploma. Continuing education and supplemental certificate programs are not eligible.
  • Must never have completed a previous certificate or diploma program with Wilder-Naifeh Technical Skills Grant funding or had a break in enrollment while receiving the Wilder-Naifeh Technical Skills Grant.

Note: Students may enroll as full-time or part-time. There is no income limit for eligibility. Students may receive the WNTSG for all coursework required for completion of the certificate or diploma.

Calculation of WNTSG Award: The maximum WNTSG award may vary from year to year. This amount is subject to availability of funds from the Tennessee Education Lottery Scholarship program. The WNTSG funds will be paid each term in the academic year. The amount of the award will be prorated based on the number of scheduled hours for each term. The amount of the award will be rounded to the nearest whole dollar.

Receipt of student financial aid from other sources will not reduce the WNTSG award if the student’s total aid does not exceed the total cost of attendance. If a student’s total aid exceeds the cost of attendance, the school shall, to the extent it does not violate applicable federal regulations, reduce the excess by reducing the student’s WNTSG.

Retention of WNTSG Award: To continue to be eligible for WNTSG funds a student must meet the following requirements:

  • Continue to meet all eligibility requirements as stated above
  • Reapply each year using the FAFSA by the application deadline date
  • Maintain continuous enrollment (unless a leave of absence or military mobilization leave is granted for the WNTSG)
  • Maintain enrollment status during the term (unless a change in status is granted)
  • Maintain satisfactory progress according to standards used for financial aid purposes. Students must meet grade and attendance requirements as well as the 150% timeframe requirement.

Note: Once the student becomes ineligible for WNTSG for any reason, the student shall not be eligible to regain the WNTSG.

Federal/State Financial Aid Programs

Federal Pell Grant

A Federal Pell Grant is an award to help undergraduates pay for their education after high school. For the Federal Pell Grant Program, an undergraduate is one who has not earned a bachelor’s or professional degree. The amount of Pell Grant received is calculated based on the student’s expected family contribution.

Federal Supplemental Educational Opportunity Grant (FSEOG)

A Federal Supplemental Opportunity Grant is for undergraduates with exceptional financial need, as determined by the College. Priority is given to Federal Pell Grant recipients with a zero EFC. The amount of the FSEOG award is $200.00 per payment period. Students with a 4-year degree are not eligible.

Federal Work-Study Program (FWS)

The FWS program provides part-time jobs for students who have financial needs. Students will generally work on-campus after class in staff support jobs. Funds and job availability are limited.

Tennessee College of Applied Technology Reconnect Scholarship

The Tennessee Reconnect Grant is a last-dollar grant that pays the remaining balance of tuition and mandatory fees after other state and federal financial aid have been applied.

Tennessee Promise Scholarship

Tennessee Promise is both a scholarship and mentoring program focused on increasing the number of students that attend college in Tennessee. It provides students a last-dollar scholarship, meaning the scholarship will cover the cost of tuition and mandatory fees not covered by other state and federal financial aid.

Tennessee Student Assistance Award (TSAA)

The Tennessee Student Assistance Award Program (TSAA) was established to provide non-repayable financial assistance to financially needy undergraduate students who are residents of Tennessee. Applicants must be enrolled or accepted for enrollment, at least half-time, at a public or an eligible non-public postsecondary institution in Tennessee.

Wilder-Naifeh Technical Skills Grant (WNTSG)

The Wilder-Naifeh Technical Skills Grant is a part of the Tennessee Education Lottery Scholarship Program. The WNTSG is a grant that is available only to Tennessee residents that attend a Tennessee College of Applied Technology.

Appeals Process and Guidelines

Appeal and Exception Process for Wilder-Naifeh Technical Skills Grant: The Institutional Review Panel (IRP) is established for the purpose of hearing appeals from decisions denying or revoking an applicant’s WNTSG award. The following items can be appealed to the IRP:

  1. Denial of a Change in Status request
  2. Denial of a Leave of Absence request
  3. Denial of Reinstatement of eligibility after a change in grade
  4. Denial of Reinstatement of eligibility after the grade for an incomplete course is reported.

The IRP members will be designated by the school President and may be composed of, but not limited to, the following: two faculty members, one student, one administrator and one support staff. An alternate will be designated for an IRP member who is personally involved in a case or is otherwise unable to attend. No school official rendering a decision to deny or revoke a WNTSG award shall participate in the appeal process.

IRP Appeals Process and Timeline: Any student wishing to appeal to the IRP must provide a written appeal within five (5) calendar days of notification of denial. The IRP may review the student’s appeal with or without a hearing and shall decide no later than the end of the term after the student properly files an appeal. The IRP shall render a written decision no later than seven (7) calendar days after considering an appeal, except for exigent circumstances.

Appeals of IRP Decisions: A student seeking an appeal of a decision rendered by the IRP shall submit a request in writing outlining the basis for the appeal with the Tennessee Student Assistance Corporation TELS Award Appeals Panel within fourteen (14) calendar days from the date the decision was delivered to the student. The submission should be sent to:

Tennessee Student Assistance Corporation
TELS Award Panel
404 James Robertson Parkway
Suite 1510
Nashville, Tennessee 37243

Benefit Programs

The Tennessee College of Applied Technology is approved to provide training to students who have been determined eligible for the following benefit programs: Veterans Administration programs, Veteran Readiness and Employment Benefits, the Workforce Investment Act (WIA) WIOA program, and others. Eligibility determination must be established by agencies outside the College. Eligible students are normally referred to the College by the appropriate program agency.

Veterans Assistance

This program assists eligible veterans and dependents of veterans by providing educational benefits through the Veterans Administration. Appropriate forms to be completed should be obtained from the Financial Aid Office/VA Certifying Official prior to enrollment. Veterans must submit transcripts/certificates of previous education/training from Colleges, technical or vocational schools, military, etc., to apply for benefits. Upon enrollment, veterans should present their DD214 form and/or their Notice of Eligibility, to the Financial Aid Office where paperwork will be processed and forwarded to the Veterans Administration. Veterans will receive their benefit checks directly from the Veterans Administration approximately six to eight weeks from their enrollment date.

If you are receiving benefits based on your status as a service person, veteran, or reservist you must verify your enrollment at the end of each month to receive benefits. Benefits are paid after each month of school is completed. For Post 9/11 Chapter 33 benefits, verification can be done in one of two ways: text messaging or telephone.  Text Messaging –To streamline the verification process, VA is encouraging students to sign up for text messaging. To do so, students can contact the Education Call Center (ECC) at 1-888-GIBILL-1 (1-888-442-4551) to ensure VA has their mobile phone number. Students who choose VA’s “Opt-In” feature will receive a text message each month prompting them to verify their enrollment status. Telephone – Students who Do Not Opt-In for text may call the Education Call Center (ECC) at 888-442-4551 to verify their enrollment status.  For Chapter 30 or 1606 benefits, verification can be done beginning the last day of the month by using the Web Automated Verification of Enrollment (WAVE) at or by calling toll free at 1-877-823-2378 and using your touch-tone phone. Both systems are available 7 days a week, 24 hours a day. If you are receiving VEAP or Dependents Educational Assistance (Chapter 35) benefits are sent automatically each month, no need to verify enrollment. 

Service-members, veterans, and dependents of veterans who are eligible beneficiaries of U.S. Department of Veterans Affairs education benefits or other governmentally funded educational assistance, subject to the conditions and guidelines set forth in the Tennessee Code Annotated 49-7-104 as amended, may elect, upon formal application, to defer payment of required tuition and fees until the final day of the term for which the deferment has been requested. Application for the deferment must be made no later than 7 days before the beginning of the term, and the amount of the deferment shall not exceed the total monetary benefits to be received for the term. Students who have been granted deferments are expected to make timely payments on their outstanding tuition and fees balance once education benefits are being delivered, and eligibility for such deferment shall terminate if the student fails to abide by any applicable rule or regulation or to act in good faith in making timely payments.

This notice is published pursuant to T.C.A. §49-7-104.

VA education benefits may be reduced for individuals who have a change of enrollment (drop from full-time to part-time/withdrawal) prior to the end of a trimester. In this situation, the institution must return aid to the Department of Veterans Affairs and a billing may be created on a student account. Students who withdraw in this type of scenario are responsible for payment to the institution.

Veterans Benefits and Transition Act of 2018
Public Law 115-407

The Tennessee College of Applied Technology adheres to Public Law 115-407 and does not have any active policies inconsistent with section 103 of the law. The college ensures efficient processing of benefits and successful transition for our veterans and family members in the following ways:

  1. Upon submission of a Certificate of Eligibility (COE) or VA Form 28-1905, VA Certifying Official processes a student’s certification. Any additional documentation required for processing must be submitted.
  2. Students receiving VA educational benefits or VA Veteran Readiness and Employment Benefits as well as financial aid are permitted to purchase necessary books and supplies prior to aid receipt.
  3. In the event a student is eligible and certified for payment, but DVA’s payment is significantly delayed, Accounts Receivable will remove a balance due hold to allow registration for subsequent semesters.
  4. No penalty is imposed on a student whose disbursement of benefits is delayed.
  5. This policy is in effect beginning on the date the student provides eligibility information to the SCO, and ends on the earlier of the following dates:
  • The date on which payment from VA is made to the institution
  • 90 days after the date the institution certified tuition and fees following the receipt of the certificate of eligibility.

Vocational Rehabilitation Department of Human Services

The Tennessee Department of Vocational Rehabilitation provides funds for students who are physically or mentally impaired and can demonstrate that they may benefit from training. Eligibility should be established prior to enrollment.

Workforce Investment Act (WIOA)

Eligible students may receive federal assistance for books and supplies, transportation, and daycare services. Students should be assessed and certified by the WIOA office prior to their enrollment.

Financial Aid Disbursement

In keeping with federal grant regulations, the Tennessee College of Applied Technology pays federal grant funds in increments called payment periods. Payment periods are defined by regulation and are determined by your program length and academic year. The Tennessee College of Applied Technology will apply a portion of each payment period’s grant funds to pay estimated direct school costs (tuition/fees/books) for the payment period. If there are funds remaining after those costs are paid, you will receive a residual check or direct deposit (if authorized by the student) for the unused portion, which can be used to pay indirect school costs. Since tuition/fee costs are assessed by academic term (trimester) and payment periods may span more than one academic term, tuition/fee costs are estimated on the front-end. Grant funds will be credited to a student’s account or disbursed by direct deposit or check to the student approximately one month after the beginning of the term for students who enroll at the beginning of the term. For students who enroll later in the term, residual checks or direct deposit will be disbursed no later than the end of the term. Checks are mailed directly to students, if not direct deposited.

All disbursements represent payment made in advance of training. Students must successfully complete the hours and weeks in the payment period before they can receive disbursement for subsequent payment periods. In addition, if you withdraw or graduate before completing the hours you have been paid for you are at risk for overpayment with the Department of Education and may owe money to the school.

Graduating early - students that complete all program requirements and graduate without completing the scheduled clock hours on which their Title IV financial aid disbursement is based, a recalculation of aid may be required that is based on the number of clock hours completed in the payment period. The recalculation may then result in a billing to the student's account. 

Satisfactory Progress for Financial Aid (SAP)

The SAP policy applies to students eligible for either Federal or State financial aid and to all students within various categories (full time, part-time, different programs of study, etc.).

A. To make satisfactory progress a student must meet both qualitative and quantitative standards as defined below:

  1. Successfully complete 67% of cumulative scheduled hours (pace of completion). All periods of enrollment for a student’s program will be included in determining the cumulative scheduled hours used for SAP, regardless of receipt of Title IV aid for the prior enrollments.
  2. Must maintain a minimum cumulative passing grade of “C”, 2.0 GPA, or higher if specified by the program and as published by the institution. (34 CFR §668.34.)

B. Satisfactory progress will be evaluated at the expected end of a student’s payment period. If the student fails to make satisfactory progress, the student will be placed on financial aid warning for the next payment period. If the student fails to make satisfactory progress for the next payment period, financial aid will be suspended. There is no appeal process for financial aid satisfactory progress. To reestablish financial aid eligibility, a student must make satisfactory academic progress at the next evaluation date.

C. Remedial Courses - Any courses considered ‘remedial’ are included in the student’s normal program of study and are included in the students SAP calculation.

D. Program Changes - Changes in program will not affect SAP because a student will then have a new program length and new payment periods.

E. Transfer Credit - Students who receive credit for hours completed for previous education (other institutions, life experience, work credit, dual enrollment, etc.) will have their program length reduced. A student that receives transfer credit will have a maximum timeframe calculated based on the reduced program length. Transfer credits are not included in the GPA calculation nor the cumulative hours of completion.

F. Repeats

Program Repeats - Any student who completes an entire clock hour program and later re-enrolls to take that same program again or to take another program may be paid for repeating coursework regardless of the amount of time between completion of the first program and beginning the same program or another program.

Course Repeats - The repeated course grade will be counted along with the previously assigned grade. Repeated course hours will count toward total cumulative hours (pace of progression).

G. Withdrawals will not impact a student’s satisfactory academic progress unless they return within 180 days.

Reentry within 180 days - A student who withdraws from a clock hour or credit hour non-term program and reenters within 180 days is considered to remain in the same payment period when he/she returns and, subject to conditions imposed by ED, is eligible to receive FSA funds for which he/she was eligible prior to withdrawal, including funds that were returned under R2T4 rules. The repeated course grade will be counted along with the previously assigned grade. Repeated course hours will count toward total cumulative hours (pace of progression).

Reentry after 180 days and transfer students - Generally, you must calculate new payment periods for a clock hour or credit hour non-term program for:

  1. A student who withdraws and then reenters the same program at the same institution after 180 days: the repeated course grade will be counted along with the previously assigned grade. Repeated course hours will count toward total cumulative hours (pace of progression), or
  2. A student who withdraws from a program and then enrolls in a new program at the same institution, or at another institution within any time period. The student establishes a new maximum timeframe based on the new program length. Hours and grades from the previous program are not included when evaluating SAP for the new program.

* Note: SAP Must be evaluated at the point of reentry regardless of the length of time between enrollments. If the student’s previous hours + the number of hours required to complete the program is greater than the maximum number of hours, then the student is not eligible for Title IV aid.

For example – A student enrolls in Welding (1296-hour program) and completes 700 hours.  Student returns 2 years later.  Instructor requires student to retake entire program.  Student could not complete the program in 150% (1944 hours) as 1296 +700 = 1996 hours.  Therefore, this student would not be eligible for Title IV aid upon re-entry.

H. Incompletes An incomplete “I” grade is not utilized at the TCAT. The TCAT issues a grade of CONT. CONT is awarded when a student completes clock hours within a term for a course but is not able to complete all clock hours for a specific course. This grade simply denotes that the student is continuing the course into the next trimester, and the remaining clock hours for the course will be included in the overall clock hours for the next trimester. The CONT does not mean the student did not complete the scheduled hours in the trimester, only that all hours were not completed for a course. The CONT grade is not included in the GPA calculation. Once a course is completed and a grade entered, that grade is factored into a student’s GPA. The attended hours associated with a CONT grade are factored into a student’s PACE of completion.

I. Maximum Time Frame (this is for maximum timeframe only, cannot pay more than 100% of student’s program length). Students may continue to receive State Aid at the pace of 67% or greater until they have been enrolled 150% of their scheduled hours.

  1. A student may receive aid while enrolled in this program, up to the point you determine the student cannot complete the program within 150% (our maximum timeframe for SAP). The student fails SAP for maximum timeframe at the evaluation point where they can no longer graduate within the maximum timeframe - not at the point where they actually hit the number of hours or weeks that make up the maximum timeframe (this point is actually earlier than the actual maximum timeframe).
  2. If the student’s previous hours + the number of hours required to complete the program is greater than the maximum number of hours, then the student is not eligible for Title IV aid. For example - A student enrolls in Welding (a 1296-hour program) and completes 700 hours. The student returns two (2) years later, and the instructor requires the student to retake the entire program. The student could not complete the program in 150% (1944 hours) as 1296 +700 = 1996 hours. Therefore, this student would not be eligible for Title IV aid upon re-entry.

J. Notification

Students will be notified via campus email of any evaluations (warnings or suspensions) that impact eligibility of Title IV or State aid. Institutions may also use additional forms of communication, such as direct mailing or text messaging (for those who voluntarily authorize use of texting) to help ensure students are aware of their SAP statuses. 


Leave of Absence (LOA)

A student may request a leave of absence (LOA) to continue eligibility for Wilder-Naifeh Technical Skills Grant. An LOA may be approved for documented medical or personal reasons, such as serious extended illness of the student, serious or extended illness or death of an immediate family member, extreme financial hardship of the student or the student’s immediate family, or other extraordinary circumstances that are beyond the student’s control where continued enrollment creates a substantial hardship. A student must submit a written request in advance for a leave of absence unless an unforeseen circumstance prevents the student from doing so. The student’s signed and dated request must include the reason for the request, beginning and ending dates for the leave and supporting documentation. The student will be readmitted as space is available upon completion of the LOA.

An approved LOA will be treated as a withdrawal for all financial aid programs other than the WNTSG/TNPromise/TNReconnect. This may cause other awards to be recalculated and a Return of Title IV funds calculation must be done. A leave of absence will normally not be granted for less than 9.7% of the student’s scheduled hours or longer than the scheduled hours remaining in the term at the time of the leave. If the student’s request for a leave of absence is denied, the student may appeal the decision to the Institutional Review Panel (IRP).

Post Withdrawal Disbursements

When the total amount of the Title IV grant assistance earned as of the withdrawal date exceeds the amount disbursed to the student, the difference is treated as a post-withdrawal disbursement. Following a R2T4 calculation, an institution follows the process outlined below if a post-withdrawal disbursement is required.


If a post-withdrawal disbursement is required, the institution credits a student’s account with the post-withdrawal disbursement of Title IV grant funds. The Accounts Receivable office obtains a student’s authorization to credit for any charges other than tuition and mandatory fees. If the student does not provide this authorization, the funds are offered, and the student is notified he or she may have a remaining balance with the institution. Up to $200 in Title IV aid can be applied for charges incurred during the prior award year. Authorization is not required in this scenario unless a portion of the charges are educationally related but not tuition and mandatory fees.

The institution credits the student’s account with the post-withdrawal disbursement for current charges within 30 days of the date of determination. Disbursement of any amount of a post-withdrawal disbursement of grant funds is made as soon as possible but no later than 45 days after the date of the school’s determination that the student withdrew and no later than 14 days after the account is credited. Since the institution does not process federal loan funds, the school is not required to obtain student permission prior to disbursement.

The institution provides disbursements to individuals via check or direct deposit. Disbursements are handled according to the institution’s disbursement policy. In accordance with guidance provided in Volume 5 of the Federal Student Aid Handbook, the institution does not require individuals to pick up post-withdrawal disbursements in person. Disbursement checks are mailed in the event requests are made.

Timeframe for Returning Title IV Program Funds by the Institution

Any unearned Title IV funds for which the school is responsible must be returned within 45 days after the date the school determined that the student withdrew.

Military Mobilization of Eligible Students

Members of the United States Armed Services, National Guard, or Armed Forces Reserves receiving a Wilder-Naifeh Technical Skills Grant/TN Reconnect who are mobilized for active duty during a term that is already in progress shall be granted a personal leave of absence and shall not have their eligibility negatively impacted. A student whose spouse, child, or parent is mobilized for active duty may also request a personal leave of absence. The student must provide the Student Services Office a copy of their military orders and complete a Leave of Absence request form.

The hours attempted during the term will not be taken into consideration for purposes of satisfactory progress for determining future eligibility. The student’s Wilder-Naifeh Technical Skills Grant/TN Reconnect eligibility will resume as if no break in enrollment has occurred if the student re-enrolls within one year following their return from the mobilization.

For all other financial aid programs, including Title IV and Veteran’s Education Benefits, the LOA will be treated as a withdrawal. Accordingly, awards will be recalculated and in some cases a Return of Title IV funds calculation may be necessary.

Refunds and Financial Aid

Financial aid is used first for direct education costs, tuition, and fees. Therefore, if a student withdraws and is scheduled to receive a refund of fees, all or part of this refund will be used to reimburse the financial aid programs from which the student received funds. Any student receiving financial aid will not receive a cash refund until all financial aid funds disbursed have been applied back to the respective accounts from which they were issued.

Return of Title IV (R2T4) Funds

Return of Title IV Funds calculations apply for any student who:

  • Withdraws before the point when 60% of the hours for the payment period are scheduled to be completed. A pro-rata schedule is used to determine the amount of Title IV funds the student has earned at the time of withdrawal.
  • Received or could have received a disbursement of Title IV Funds (Pell Grants or SEOG)

If both above conditions apply to the student, the institution will perform a Return of Title IV funds calculation in addition to the TBR Refund of Maintenance Fee and Technology Fee calculation.

A Return of Title IV calculation is not required if the student received or was eligible to receive only FWS or State Grants. FWS funds are not included in a Return of Title IV calculation. For Return of Title IV and Maintenance Fee, the scheduled hours must be based on students' last day of attendance.

If a student completes all program requirements and graduates without completing the scheduled clock hours on which their Title IV financial aid disbursement is based, an R2T4 calculation is not required. This is the case even when a student completes less than 60% of the payment period. However, a recalculation of aid may be required that is based on the number of clock hours completed in the payment period. The recalculation may then result in a billing to the student’s account.

As an attendance-taking school, faculty members regularly enter attendance data. The withdrawal date for a student is determined according to the last day a student is marked as attending. For official withdrawals, the last date of attendance is used and instructors complete an Exit process that notifies the Student Service Office of the student’s change in enrollment. In regards to unofficial withdrawals, when a student is absent from class for three days consecutively without notification to the program instructor, that person is administratively withdrawn from class per TBR policy 2:03:01:05. On the day following the third no call no show absence, the instructor completes the student exit process, and the information is forwarded to the Student Services Office

Return of Title IV Funds Calculation

  1. Determine Amount of Title IV Aid Disbursed or that Could Have Been Disbursed for the Payment
  2. Determine the Percentage of Title IV Aid Earned by the Student

a. Note: Round to three decimal places when calculating percentages. Example: .4486 would be .449 or 44.9%

b. Divide the clock hours scheduled to have been completed as of the last day of attendance (withdrawal date) in the payment period by the total clock hours in the payment period

i. If this percentage is greater than 60%, the student has earned 100% of the Title IV aid, proceed to Step 3. (.6001 would be considered as greater than 60% even though when rounding the percent would be 60.0%, however, .5999 would be less than 60%).

ii. If this percentage is less than or equal to 60%, proceed to Step 3.

     3. Determine the Amount of Title IV Aid Earned

a.  Multiply the Percentage of Title IV Aid Earned from Step 2 times the total Title IV aid disbursed plus the Title IV aid that could have been disbursed for the payment period from Step 1.

    4.  Determine the Amount of Title IV Aid to be Disbursed or Returned

a. Compare the amount of Title IV aid earned to the amount of Title IV aid that was disbursed for the payment period.

i. If the amount of Title IV aid earned is less than the amount of Title IV aid disbursed, the difference must be returned to the Title IV programs.

ii. If the amount of Title IV Aid earned is greater than the amount of Title IV aid disbursed, the difference must be offered to the student as a post-withdrawal disbursement.

     5. Determine the Amount of Title IV Aid to be Returned by the School

a. Multiply the institutional charges for the payment period times the percentage of aid unearned (100% - % from Step 3). The school is responsible to return the lesser of the amount determined in Step 4 or Step 5.

 i. Note: Tuition and Fees are always considered Institutional charges no matter how they were paid.

      6. Return of Funds by the School

a. The school must return the unearned aid for which it is responsible by repaying funds to the following sources, in order, up to the total net amount disbursed from each source.

               1. Pell Grant

               2. Federal Supplemental Education Opportunity Grant

               3. Iraq Afghanistan Service Grant

b. The college does not participate in the FFEL GRAD/PLUS Loan or the Federal Direct Stafford Loan programs; therefore, they have been omitted from the above list.

      7. Determine the Initial Amount of Title IV Aid to be Returned by the Student

a. Subtract the amount of Title IV aid due from the school from the amount of Title IV aid to be returned. (Amount from Step 5 minus amount from Step 4).

      8. Determine the Amount of Title IV Grant Funds to be Returned by the Student

a. Amount of Title IV Grant protection: Multiply the total Title IV grant aid that was disbursed or could have been disbursed for the period of enrollment by 50%.

b. Title IV Grant funds for student to return: Subtract the protected amount of Title IV grants from the initial amount of Title IV grants for the student to return.

  • The grant funds returned by the student are applied to the following sources, in order, up to the total amount disbursed from that grant program, after subtracting the amount the school will return.

1. Pell Grant

2. Federal Supplemental Education Opportunity Grant

3. Iraq Afghanistan Service Grant

Student Repayment of Title IV Funds to the Department of Education

Within 45 days of notice, the student must make full payment of the amount owed back to the federal government because of over payment or returns due to withdrawal or dismissal from the College. During this initial 45 days, the student must make payment to the school. If the student does not make payment in the full during the 45-day period, the student will lose eligibility for additional Title IV funds at any school.

After the 45-day period, the Tennessee College of Applied Technology will report the amount owed to the Department of Education and the student will be required to make payment arrangements with the Department of Education before being eligible to receive future Title IV assistance at any school.

Note that the student is not responsible for returning funds to any grant program to which the student owes $50.00 or less.

Applying the Return of Title IV Funds Policy & TBR Refund of Maintenance Fee Policy

In most instances when a student has charged their maintenance and technology access fees to their Pell grant and withdraws prior to completing 60% of their scheduled hours for the payment period, the student will owe payment to the school. This will occur when the TBR policy determines that the student owes more than what he or she is eligible to keep in Title IV funds, as a result of the Return of Title IV calculation.

In these instances, the school will require payment of the difference from the student. A “HOLD” will be placed on the student’s account until full payment is made to the school. The student will not be allowed to apply for re-admission, register for class, or receive official copies of transcripts until the outstanding balance on their account is paid. 


Student Rights and Responsibilities

Student Rights. Students have the right to find out from the College the following:

  1. What financial assistance is available, including information on all federal, state, local, private, and institutional financial aid programs. Students also have the right to know how the College selects financial aid recipients.
  2. What the procedures and deadlines are for submitting applications for each available financial aid program.
  3. How the College determined financial need. This process includes how costs for tuition and fees, room and board, travel, books and supplies, and personal and miscellaneous expenses are considered in the cost of education. It also includes the resources considered in calculating need (such as parental contribution, other financial aid, and assets). Students also have the right to know how much financial need has been met and how and when aid will be received.
  4. How the College determines each type and amount of assistance in the financial aid package.
  5. How the College determines whether students are making satisfactory academic progress, and what happens if not. Whether students continue to receive federal financial aid depends, in part, on whether satisfactory progress is being made.
  6. If a federal work-study job is offered, what kind of job it is, what hours must be worked, what the duties will be, what the rate of pay will be, and how and when payment will be made.
  7. Who the College’s financial aid personnel are, where the office is located, how to contact the office for information.
  8. Students have the right to know the College’s refund policy.

Students Responsibilities:

  1. Review and consider all information about the College’s programs before enrolling.
  2. Pay special attention to the application for student financial aid (FAFSA) and complete it accurately.
  3. Know and comply with any deadlines for applying or reapplying for aid.
  4. Provide all additional documentation, verification, corrections, and/or new information requested.
  5. Notify the College of changes including name, address, telephone number, or e-mail address.
  6. Read, understand, and keep copies of all forms requiring a signature.
  7. Repay any overpayment.