Mar 25, 2019  
Xavier University Undergraduate and Graduate Catalog 2018-2019 
Xavier University Undergraduate and Graduate Catalog 2018-2019

Financial Aid

Return to Financial Information  

The purpose of the Office for Student Financial Assiatnce is to provide the best possible service and information to students financing a Xavier education.

The office is located in Schott Hall, 1st floor. Office hours are Monday-Friday, 8:30 a.m.-5:00 p.m., and Saturdays by appointment, 513 745-3142. Email address is:

Standards of Academic Progress

The Higher Education Act of 1965, as amended, requires Xavier University to develop and enforce standards of satisfactory academic progress prior to awarding any federal financial aid funds to students. Standards of satisfactory academic progress were established to encourage students to successfully complete courses for which federal financial aid is received, and to progress satisfactorily toward degree completion. Successful completion of a course for undergraduates is defined as receiving one of the following grades: A, A-, B+, B, B-, C+, C, C-, D+, D, or S.  Successful completion of a course for graduate students is defined as receiving one of the following grades: A, A-, B+, B, B- or C.

The standards apply to Federal financial aid programs, including Federal Pell Grant, Federal Supplemental Educational Opportunity Grant, Federal Work Study, Federal Perkins Loan, Federal Direct Stafford Loan, Federal Direct Parent Loan for Undergraduate Students (PLUS), Graduate Plus Loans, and Federal Teach Grant. These financial aid standards of academic progress are separate from, and in addition to, academic standards required by the University for continued enrollment. The criteria used to determine academic progress are cumulative grade point average, cumulative completion rate (or pace), and maximum time frame for completion of educational objective. At the end of spring semester, the Office of Student Financial Assistance reviews students’ academic progress. All periods of enrollment are reviewed, including semesters during which no financial aid was received.

Qualitative Requirement - Cumulative Grade Point Average (CGPA)

  • Undergraduates at the freshman level must achieve a minimum cumulative grade point average of 1.750.
  • Undergraduates at the sophomore level and above must achieve a minimum cumulative grade point average of 2.000.
  • Graduate students must achieve a minimum cumulative grade point average of 2.800.

Quantitative Requirement - Completion Rate (Pace)

Students must successfully complete a minimum of 67% (two-thirds) of cumulative credit hours attempted (attempted hours are hours for which a charge was incurred, excluding audited hours).  This is measured annually and on a cumulative basis. Transfer hours are included.

Maximum Time Frame for Completion of Educational Objective

Students must complete their degree program within 150% of the published length of their degree program. For example, if a major requires 120 credit hours to graduate, a student could not receive financial aid beyond 180 credits attempted (including transfer hours) whether or not financial aid was received for those credits.

Incomplete Grades

Incomplete grades are calculated as an “F” until the incomplete grade is changed to a complete grade.

Multiple Retakes - Repeated courses affect academic progress as follows:

  • Cumulative Grade Point Average - Only the most recent grade counts in the student’s CGPA.
  • Cumulative Completion Rate - When a course is repeated it will be counted as attempted hours.
  • Maximum Time Frame - A course that is repeated is only counted once as attempted hours.

Remedial Coursework

Remedial courses and English as a Second Language (ESL) courses are treated the same as other courses for satisfactory academic progress purposes. If a student who was enrolled in remedial course work does not maintain the minimum academic standards and he or she requests an appeal, the financial aid appeal committee will take into consideration the courses in which the student was enrolled.

Transfer Hours

Transfer hours that are accepted toward the student’s academic program count in the overall maximum time frame calculation and in the cumulative completion (pace) calculation. Transfer hours have no effect upon the cumulative grade point average.

Changes of Major/Degree Program

Students who change majors or change programs are still held to the 150% maximum time frame rule. All credits attempted from the first major/program will count as attempted hours for the new major/program. The 150% maximum limit will be measured based on the number of credits required for the new major/program.

Second Bachelor Degrees

Students who enroll in a second bachelor degree program are still held to the 150% maximum time frame rule. However, only the credit hours from the first degree which apply to the second degree will be counted as attempted hours.

Timing of Reviews

Current financial aid recipients will have their academic progress reviewed at the end of the academic year. New financial aid recipients (i.e., those students who had never previously applied for aid) will have their academic progress reviewed when the Office of Student Financial Assistance receives the results of the Free Application for Federal Student Aid (FAFSA).

At the time of the review students who are not meeting the minimum requirements will be placed on financial aid suspension.

Financial Aid Suspension

Students who are placed on financial aid suspension are ineligible for financial aid for subsequent enrollment periods. During suspension students may be permitted to attend Xavier at their own expense to demonstrate academic progress.


Appeal is a process by which a student who is not meeting the institution’s satisfactory academic progress standards petitions the institution for reconsideration of the student’s eligibility for Title IV, HEA program assistance. Students on financial aid suspension may appeal the loss of aid if extenuating circumstances prevented the students from making satisfactory progress. Circumstances which are considered extenuating are those which are unusual and/or unforeseen at the beginning of the enrollment period, such as: injury or illness of the student, death of a close relative, or other situations which were unexpected and beyond the student’s control. Allowances may also be made for students who have a documented disability. The appeal must include description of the circumstances and what has changed that will allow the student to make SAP at the next evaluation.  Appeals must be made in writing to the Financial Aid Standards of Academic Progress Appeals Committee using the SAP Appeal Form available on the Xavier website.  Students are notified in writing of the results of their appeal. The possible appeal results are listed below.

Approved Appeals - Probationary Status

Students who appeal may be granted a probationary period.  At the end of a probationary period, students must be meeting the satisfactory academic progress requirements or must be successfully meeting requirements of an academic plan in order to continue to receive financial assistance..

Denied Appeals - Reinstatement of Eligibility

If an appeal is denied, students may choose to attend Xavier at their own expense while on financial aid suspension.  They will not be automatically eligible for financial aid upon seeking reinstatement. Students must be meeting the academic progress standards in order to regain federal student aid eligibility for subsequent enrollment periods.  A minimum of six credit hours earned at Xavier must be completed in order to be considered for reinstatement.

Information Sources

Information concerning university-sponsored scholarships and grants is available from the following sources:

  1. Undergraduate degree programs: the Office of Student Financial Assistance.
  2. Reserve Officers’ Training Corps (ROTC) Scholarships: the Professor of Military Science.
  3. Athletic Grants-in-Aid: the Director of Athletics.

Xavier Scholarships

Scholarships are funds awarded to students based on academic, athletic, artistic or other talents. Scholarships do not have to be repaid. All Xavier students are automatically considered for scholarships when they apply for admission.

Xavier offers scholarships in the following areas:

  • Academic
  • Service
  • Performing & Visual Arts
  • Alumni
  • Multicultural
  • Special
  • Athletic
  • ROTC 
  • Returning Students

For detailed information regarding each type of scholarship, visit

Regulations Concerning Scholarships

  1. With the exception of the Fredin Memorial Scholarships, all Xavier-sponsored scholarships are applicable to tuition only. They may not be applied to the cost of room, board, fees, or summer school courses, nor are they applicable to courses taken during the senior year in the programs of Medical Technology, Applied Biology, Applied Chemistry and Applied Physics.
  2. Only full-time students are eligible for scholarships. Full-time enrollment is defined as students enrolled 12 or more credit hours per semester.
  3. Scholarships must be accepted for the period of time indicated in the award notification from the Office of Student Financial Assistance, and they are forfeited in the event that the recipient does not enroll.
  4. It is understood that the scholarship stipend will be divided evenly between the fall and spring semesters. Hence, recipients who attend only one semester will receive only one-half of their award.
  5. Scholarships may be pro-rated in the final year if the recipient does not need to take a full course load to graduate.
  6. Use of scholarships during the summer term will be considered on an individual basis.
  7. All scholarships are awarded at the discretion of the Financial Aid and Scholarship Committee of Xavier University. The committee reserves the right to adjust the scholarship stipend if the holder receives financial aid from some other source.

Xavier Financial Aid

Xavier Grants

Xavier University awards grants to students who demonstrate financial need. Students must complete the Free Application for Federal Student Aid (FAFSA). Students whose FAFSA is received at the federal processor by February 15 will receive priority consideration.

Family Grants

Xavier University provides partial grants when there are two or more siblings enrolled full-time as undergraduates at Xavier during the same semester. Contact the Office of Student Financial Assistance for additional information.

Athletic Grants-in-Aid

These grants are available through the Office of Athletics. Contact the Office of Athletics for information and assistance 513 745-3413.

Grants - Adult, Evening, and Weekend Students

The Office of Student Financial Assistance awards grant funds for Adult and Part-time Students students including the Weekend Degree Program.  Students are required to file the Free Application for Federal Student Aid (FAFSA) to be considered.  The grants are based on GPA and financial need. For further information contact the Office of Student Financial Assistance 513 745-3142.

Tuition Payment Plans

A payment plan is available through the Office of the Bursar.  For further information, contact the Office of the Bursar at (513) 745-3435 or visit

Federal Grants 

Students must complete the Free Application for Federal Student Aid (FAFSA) each year. In addition, students must meet the following requirements to apply for federal financial aid:

  1. Be a U.S. citizen or an eligible non-citizen.
  2. Maintain satisfactory academic progress.
  3. Be enrolled as a student in a degree program.
  4. Not be in default on any federal loan or owe a refund on a federal grant.
  5. Have demonstrated financial need.
  6. Not have been convicted of an offense involving either the possession or sale of illegal drugs.

Federal Pell Grant

The Pell Grant Program provides grants to students with exceptional financial need.  In order to be eligible for the Pell Grant the student must file the FAFSA.  The amount of the Pell grant varies based on the level of financial need and the number of credit hours in which the student enrolls.

Federal Supplemental Educational Opportunity Grant (SEOG)

The Supplemental Educational Opportunity Grant is also for students with exceptional financial need (with priority given to Pell Grant recipients). The amount of the award varies and is limited by federal funding.

Federal Work-Study Program (FWS)

The Federal Work-Study Program provides students who have financial need the opportunity to earn income from jobs. Earnings for this program are funded by both the federal government and the university. The student’s total FWS award depends on the student’s financial need, the amount of money the university has for the program and the aid the student has from other programs. Students who accept employment are paid bi-weekly by direct deposit.

Federal Perkins Loan

The Perkins Loan is a low-interest loan that may be offered to students with financial need. Recipients are selected by the University. The federal government pays the interest while the student is enrolled in college as at least a half-time student.  Repayment begins on a monthly basis nine months after the borrower ceases to be enrolled at least half-time.

Federal Direct Stafford Loan (subsidized)

A subsidized Stafford Loan is a low-interest loan made to college students by the federal government. The student pays an origination fee and insurance premium, but the federal government pays the interest while the student is enrolled in college as at least a half-time student. Interest and principal repayment start six months after the borrower ceases to be at least half-time.

Federal Direct Stafford Loan (unsubsidized)

An unsubsidized Stafford Loan is similar to the subsidized Stafford, except the student is responsible for interest payments while enrolled. Eligibility is not based on financial need.

Federal Direct Parent Loan for Undergraduate Students (PLUS)

Parents may borrow up to the total cost of attendance (tuition, room, board, books, etc.), minus financial aid, for each of their dependents attending college. There is no limit on family earnings. The interest rate is variable. Interest begins accruing at disbursement of the funds. Parents start making interest repayments approximately 60 days after disbursement. The loan must be completely repaid within 10 years from the most recent loan.

State Scholarships and Grants

Ohio College Opportunity Grant (OCOG)

OCOG is a need based grant from the state of Ohio to assist resident undergraduate students from low and moderate income families. Awards are based on family income with consideration given to the number of dependents in the family. Application is made when residents complete the federal FAFSA form.

Other State Grants

Students who qualify for state grants from their home states of Connecticut, Massachusetts, New Jersey, Pennsylvania, Rhode Island, and Vermont may use those funds at Xavier. For information on grant programs available to residents of these states, contact the Board of Education in each state.

How Withdrawing from School Affects Financial Aid

Federal Aid

When a student completely withdraws (both officially and unofficially) from Xavier before completing the term, federal regulations require that the University determine whether any of the student’s federal aid, other than Federal Work Study, has to be returned. Federal aid includes the Federal Direct Subsidized and Unsubsidized Stafford Loan, Federal Pell Grant, Federal Supplemental Opportunity Grant (FSEOG), Federal Perkins Loan, and the Federal Direct PLUS Loan. A student “earns” federal aid based upon the length of time he or she remained enrolled for the semester. The amount of federal aid earned is in direct proportion to the percentage of time the student completed. The percentage of time completed is calculated by dividing the number of days in the semester by the number of days completed. If a student completed more than 60% of the semester, all federal aid is considered earned.

To determine the number of days completed, Xavier identifies the date the student withdrew from the University. The date of withdrawal for students who officially withdraw is the date that the student begins the withdrawal process. To begin the withdrawal process, the student must notify the appropriate college dean in person or in writing. A student who “unofficially” withdrawals (stops attending all classes without notifying the University) is considered to be withdrawn as of the midpoint of the semester.

In those cases where federal aid must be returned, the University and the student share the responsibility. Xavier will notify the student in writing of his or her responsibility to return any federal aid. Federal grant funds must be returned immediately after the student is notified by the University. Until the student returns the federal grant money, he or she is ineligible for further federal assistance should he or she return to Xavier or transfer to another school. Federal loan funds are returned under the terms of the student’s promissory note.

Federal aid that is considered “unearned” is returned in the following order:

  1. Unsubsidized Stafford Loan
  2. Subsidized Stafford Loan
  3. Federal Perkins Loan
  4. Federal PLUS Loan
  5. Federal Pell Grant
  6. Federal Supplemental Opportunity Grant

In some cases, the return of federal aid may cause a balance due on the student’s account. The student must contact Xavier University’s Bursar’s Office to arrange for payment of the amount due.

Xavier University Aid and State Aid

Students who withdraw prior to the end of Xavier University’s published refund schedule, may receive a reduction in charges. If a reduction of charges occurs, the student’s Xavier University funds and state funds may also be reduced. Xavier and state aid are reduced by the percentage at which the student’s charges were reduced.

In some cases, the reduction of Xavier University funds and state funds may cause a balance due on the student’s account. The student must contact Xavier University’s Office of the Bursar to arrange payment of the amount due.

Graduate Study Grants and Assistantships

Xavier University offers a limited number of departmental scholarships, graduate study grants and graduate assistantships. Part-time or full-time graduate students may apply for graduate study grants, available for MA in Community and School Counseling, MEd, MS, and licensure programs. To apply, students should complete the Free Application for Federal Student Aid (FAFSA). Receipt of the FAFSA indicates your interest in being considered for grants. In some cases a separate application will need to be completed. Graduate assistantship positions, offering tuition remission and an hourly wage, are available in many departments. Graduate assistantship positions are posted each February and October. Other positions are posted as they become available. Contact the Office of Graduate Services for specific information and applications.

MBA, MHSA, and Psychology graduate students should contact their respective admission offices for information on graduate assistantships and scholarships within those departments or programs.