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Policies and Procedures


In order to receive most types of financial aid, students must be enrolled at least half time in an aid-eligible degree, certificate or certification program. Enrollment status is based upon the following credit load per term:

Undergraduate and Certification Programs

  1. Full time 12 or more credits
  2. Half time 6-8 credits

Graduate Programs

  1. Full time 6 or more credits
  2. Half time 3-5 credits

Consortia Coursework and Financial Aid

In general, financial aid is only available for Holy Family College courses. However, on a case-by-case basis, some pre-approved transfer courses may be considered for financial aid eligibility through a consortium agreement. Students must be in good financial standing, as well as good academic standing.

To guarantee acceptance and application of the transfer course to the student's Holy Family College program, the student must complete a Credit Transfer Approval form prior to enrolling at the other school. These forms are available from the student's academic advisor.

Following pre-approval, undergraduate courses must be completed with a grade of "C" or better, and graduate courses must be completed with a course grade of "B" or better to guarantee acceptance of the transfer course.

Questions about this policy may be directed to the academic dean or Office of Financial Aid.

Student Status: Independent or Dependent

A student's dependency status for financial aid purposes is determined by their answers to particular questions on the FAFSA. If a student answers "Yes" to at least one of these questions they are considered "independent" and must provide information for themselves and their spouse (if applicable).

In general, a student is considered independent if they are 24 years of age or older, a graduate or professional program student, married, have dependents other than a spouse whom they support, are an orphan or ward of the court, and/or are currently on active military duty or a veteran.

If a student answers "No" to all of these questions they are considered "dependent" and must provide information for themselves and their parent(s). Dependent students may be considered independent through the professional judgment of the Office of Financial Aid based on family circumstances.

Questions about dependency status and dependency overrides may be directed to the Office of Financial Aid.


Each year, the Federal Department of Education selects a percentage of financial aid applications for review in a process called, "verification." If your record is selected, you must provide the Holy Family College Office of Financial Aid with certain financial records for review prior to the awarding and/or disbursement of your financial aid.

These records include IRS tax return transcript with W-2s from the previous calendar year for students and their parents and/or spouse, along with a completed and signed verification worksheet.

All materials will be held confidential and retained in a student's financial aid file for the required record retention period.

Student Loan Entrance and Exit Counseling 

Federal Student Loan Entrance Counseling

All first-time, undergraduate student loan borrowers are required to complete loan entrance counseling prior to receiving their Federal Stafford Loan funds.

To complete Loan Entrance Counseling click hereIf you are unable to complete counseling online, contact the Office of Financial Aid at financialaid@holyfamilycollege.edu to schedule an individual session.

Federal Student Loan Exit Counseling

All students who have borrowed education loans while at Holy Family College are required to complete Loan Exit Counseling.

To complete Loan Exit Counseling click here. Follow all steps to ensure that your electronic confirmation of completion is submitted to Holy Family College. If you are unable to complete counseling online, contact the Office of Financial Aid at financialaid@holyfamilycollege.edu to schedule an individual session.

Financial Aid Release Dates

If your financial aid exceeds your direct charges (tuition, room and board, etc.) for the term, a check for the credit balance will be given to you on or after the published aid release date. Consult the Award Letter Guide or contact the Office of Financial Aid for release dates for the current academic year.

Standards of Academic Progress for Financial Aid

By federal regulation, Holy Family College is required to apply both qualitative and quantitative standards in measuring academic progress for all students who are accepted to a degree, certificate or teaching licensure/certification program.

Click here for the detailed policy for undergraduate/traditional/certification students.

Click here for the detailed policy for graduate students.

Refund Policies

An adjustment to tuition and other charges may occur when students change their credit load or withdraw from the college. A student must submit official written or verbal notification of intent to withdraw to the advisor or registrar to initiate the tuition adjustment process. Delay in submitting a Change in Registration Form may reduce or cancel any possible refund of tuition and fees.

Tuition Refund Policy

Amount of refund depends upon when the registrar is notified of credit changes:

  1. Within 7 days after start of course*100 percent refund
  2. Up to 25 percent of course completed** 75 percent refund
  3. Over 25 percent of course completed** 0 percent refund

*Does not apply to short courses (weekend, one-week, etc.)
**Based on start and end date

return of title iv Policy

A student recipient of Federal Title IV funds (i.e., Federal Pell, SEOG, Direct or PLUS loans) who withdraws from the school before completing 60 percent of the term is subject to the Return of Title IV Calculation to determine the percentage of Title IV funds required to be returned to the federal government. The Return to Title IV calculation is a federally mandated formula to determine how much federal funding was "earned" up to the time of withdrawal.

The Title IV funds that were disbursed in excess of the earned amount must be returned to the federal government by the school and/or the student. If the student received a refund from financial aid, which was to be used for education-related personal expenses or housing expenses, the student may be required to return a portion of those funds to the school. This portion represents funds that were intended to pay the student's education-related expenses through the end of the semester. The amount to be returned to the school will be determined by the student's institutional costs, refunds the student might have received for non-school expenses and the funds that must be returned to the government.

The amount to be returned to the federal government will be calculated from the date the student officially withdrew from classes or, in the case of an unofficial withdrawal, the last date the student was involved in an academically related activity. An official withdrawal occurs when a student completes the withdrawal process with the Office of the Registrar prior to the end of the term.

To determine the amount of aid a student earned up to the time of withdrawal, Holy Family College's Office of Financial Aid will determine the percentage of the semester the student attended. The percentage used to determine the return of federal student aid funds is equal to the number of calendar days remaining in the semester divided by the number of calendar days in the semester. Scheduled breaks of more than five consecutive days are excluded. The resulting percentage is then used along with the school costs and total federal funds that the student received (funds that were disbursed directly to the school student account and possibly refunded to the student) or that the student was eligible to receive, to determine the amount of aid that the student is allowed to keep.

Any unearned Title IV aid must be returned to the federal government within 45 days of the date of the determination of the student's withdrawal. Holy Family College's Office of Financial Aid will notify the student with instructions on how to proceed if the student is required to return funds to the government. Any funds returned after the Return of Title IV Aid calculation is completed and processed are then used to repay Holy Family College's funds, state funds, other private sources, and the student, in proportion to the amount received from each non-federal source, as long as there was no unpaid balance at the time of withdrawal. All aid sources are repaid before any funds are returned to the student.

Funds that are returned to the federal government are used to reduce the outstanding balances in individual federal programs. These funds must be returned to the federal government within 45 days and must be allocated in the following order:

  1. Federal Unsubsidized Stafford Loan
  2. Federal Subsidized Stafford Loan
  3. Federal Parent Loan for Undergraduate Students (PLUS)
  4. Federal Grad PLUS Loan
  5. Federal PELL Grant
  6. Federal Supplemental Educational Opportunity Grant (FSEOG)
  7. Iraq & Afghanistan Service Grant

A student may be eligible for a post-withdrawal disbursement if, prior to withdrawing, the student earned more federal financial aid than was disbursed. If a student is eligible for a post-withdrawal disbursement for Title IV funds, it will be processed for the student and a refund will be issued within 14 days of the credit balance.

If the post-withdrawal disbursement includes loan funds, Holy Family College must get the student's permission before it can disburse the loan. Students may choose to decline some or all of the loan funds so that he/she does not incur additional debt. A notice will be sent out to the student, and a signed, original document must be returned to the Office of Financial Aid within 14 days.

Holy Family College may automatically use all or a portion of the post-withdrawal disbursement of grant funds for tuition and fees. However, the school needs the student's permission to use the post-withdrawal grant disbursement for all other school charges. If the student does not give his/her permission, the student will be offered the funds. However, it may be in the student's best interest to allow the school to keep the funds to reduce the student's debt at the school.

It also is important to understand that accepting a post-withdrawal disbursement of student loan funds will increase a student's overall student loan debt that must be repaid under the terms of the Master Promissory Note. Additionally, accepting the disbursement of grant funds will reduce the remaining amount of grant funds available to the student should the student continue his/her education at a later time.

Official Withdrawal

A student must contact the Registrar to withdraw or take a leave of absence. A withdrawal form must be completed in its entirety.

For tuition refunds and financial aid refunds, the date of withdrawal is the date the student returns the completed Withdrawal Form to the Office of the Registrar.

Room and board refunds are prorated based on the date the student moves out of the residence hall.

Unofficial Withdrawal

An unofficial withdrawal occurs when a student leaves the school without notice OR when all courses in which the student is enrolled are given an F grade due to non-completion of the course. The student's last date of attendance or participation in any academic activity will be the date used to calculate the Return of Title IV Funds.