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Return to Financial Information
The purpose of the Office for Student Financial Services is to provide the best possible service and information to students desiring 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.; Walk-In Hours are Monday 9:30 am - 4:00 pm, Tuesday 10:30am - 4:00 pm, Wednesday 1:00 pm - 5:00 pm, Thursday 9:30 am - 4:00 pm, Friday 9:30 am -4:00 pm; phone is 513 745-3142. Email address is: xufinaid@xavier.edu.
Satisfactory Academic Progress Policy
The Higher Education Act of 1965, as amended, requires Xavier University to develop and enforce Standards of Academic Progress prior to awarding any federal financial aid funds to students. Standards of Academic Progress (SAP) were established to encourage students to successfully complete courses for which federal financial aid is received, and to progress satisfactorily toward degree completion. 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 SAP 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 Services 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 GPA of 1.750.
Undergraduates at the sophomore level and above must achieve a minimum cumulative GPA of 2.000.
Graduate students must maintain a minimum cumulative GPA of 2.800.
Quantitative Requirement - Completion Rate (Pace)
Students must successfully complete a minimum of 66.7% (two-thirds) of cumulative credit hours attempted. Attempted hours are hours for which a charge was incurred, excluding audited hours. Transfer hours are included as both attempted and earned hours.
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 cannot 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.
A grade of “IP” (In Progress) will indicate the student is continuing a long-term project related to the course, and should only be used when such continuation is the expectation of the program. The grade of “IP” does not count toward the GPA.
Grades of “I” (Incomplete) may be granted only rarely and only for serious reasons. The grade “I” does not count toward the GPA. If the Incomplete is not resolved by the last day of the subsequent semester, the student will fail the course and “I” will be permanently changed to an “F.”
Grades of ‘W’ for courses dropped after the add/drop period will count as hours attempted.
Pass/Fail
Pass/Fail grades at Xavier are recorded as S for Pass and U for Fail. Grades of S/Pass do not impact the student’s CGPA and therefore are not factored into the SAP calculation. Grades of U/Fail do impact the student’s CGPA as a failing grade and are therefore factored into the SAP calculation.
Grades of S and U both impact the student’s Completion Rate and Maximum Timeframe as hours attempted, and hours earned (S) and unearned (U), and are therefore factored into the SAP calculation.
Repeated Coursework
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 will be counted 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.
Students in the Accelerated Bachelors of Science in Nursing degree are required to have a prior Bachelor’s Degree for admittance to the program. These students will be expected to complete their second Bachelor’s degree within 150% of the length of the Xavier ABSN program.
Timing of Reviews
Current financial aid recipients will have their academic progress reviewed at the end of the academic year in May. All programs are offered in credit hours with terms. The standard academic year consists of two terms: fall and spring. Summer term is a header, so if a student is attending year-round, their academic year will be considered summer/fall/spring. All periods of enrollment for the academic year will be evaluated for SAP.
Because Summer term is the start of a new academic year and often overlaps with the end of the previous academic year, students who enroll and receive federal aid for summer term, and then later are determined not to be meeting SAP, will no longer be eligible for their summer federal aid disbursements and will forfeit that aid, pending a SAP appeal.
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 Financial Aid receives the results of the Free Application for Federal Student Aid (FAFSA). Students not meeting SAP standards will be ineligible for federal student aid for future periods of enrollment.
Financial Aid Suspension
At the time of the review, students who are not meeting the minimum requirements for SAP will be placed on financial aid suspension. Students who are placed on financial aid suspension are ineligible for federal financial aid for subsequent enrollment periods. Students are notified of their SAP status by email to their Xavier student account in June. During financial aid suspension students may be permitted to attend Xavier at their own expense to demonstrate academic progress. Financial aid suspension is different from University suspension, and only pertains to the student’s ability to receive federal financial aid funds.
SAP Appeals
Appeal is a process by which a student, who is not meeting the institution’s SAP standards for the receipt of federal student aid, petitions the institution for reconsideration of the student’s eligibility for Title IV, HEA program assistance. A student on financial aid suspension may appeal the loss of aid if extenuating circumstances prevented the student from making satisfactory progress. Acceptable extenuating circumstances include the death of a relative, illness or injury of the student, financial difficulties, or interpersonal conflicts. When the student is notified of failure to meet SAP requirements, they are offered the opportunity to appeal and are provided with the link to the appeal form. The appeal must include a description of the extenuating circumstances, and what has changed that will allow the student to make SAP at the next evaluation. In order to be considered, appeals must be received no later than the second week of the semester for which the student is appealing. Appeals received after the second week will not be considered until the next semester. A student may appeal no more than three times during their college career at Xavier.
Approved Appeals
Students who successfully appeal may be granted one semester of Probation, during which they are eligible to receive federal student aid. At the end of the probationary semester, students must be meeting the Satisfactory Academic Progress requirements or financial aid will again be suspended. If the student is not making SAP by the end of their probationary period, they may appeal again for aid reinstatement if they have a new set of mitigating circumstances. If approved then the student must be placed on an Academic Plan. Another consecutive semester of probation is not permitted.
If it is not mathematically possible for a student to return to good SAP standing in one probationary semester, an approved student may be placed directly on an Academic Plan for the academic year for which they are appealing. Academic Plans are developed and administered by Student Success Coaches. Approved students can continue to receive federal student aid while making progress on an Academic Plan. Students on Academic Plans will be evaluated by the Financial Aid Office at the end of each term for which a valid plan exists. Students must sign an Academic Plan Contract, meet regularly with their Student Success Coach, and achieve specific academic benchmarks at the end of each semester on their Plan in order to continue receiving financial aid. Students who do not meet the terms of their Plan and fail to achieve stated goals, will be considered in violation of their Academic Plan and financial aid will be suspended for subsequent enrollment periods. A student may appeal their Academic Plan if new circumstances arose that impacted their ability to meet the Plan requirements. A student who requires more than one academic year to meet SAP requirements may have their Plan renewed for an additional period of time, to be determined by the Financial Aid Office. Renewal requires the student to be making satisfactory progress on their Plan, and to reaffirm their understanding of the Plan requirements.
Denied Appeals
If an appeal is denied, students may choose to attend Xavier while on financial aid suspension, at their own expense. They will not be automatically eligible for federal or institutional financial aid upon seeking reinstatement. Students must be meeting the academic progress standards in order to regain eligibility for subsequent enrollment periods. A minimum of six credit hours earned at Xavier must be successfully completed in order to be considered for reinstatement.
Graduate Students
Graduate students who are failing to meet the SAP standards, and have an approved appeal, may also be placed on an Academic Plan Contract with the Financial Aid Office if they require more than one semester of probation to achieve the required academic standards. Grad students attending under the terms of an Academic Plan Contract will be evaluated by the Financial Aid Office each semester while on their Plan to determine if they are meeting the Plan requirements. As with undergraduate students, any deviation from the Academic Plan will be considered a violation of the contract, and financial aid will be suspended for subsequent enrollment periods. A student may appeal their Academic Plan if new circumstances arose that impacted their ability to meet the Plan requirements. A student who requires more than one academic year to meet SAP requirements may have their Plan renewed for an additional period of time, to be determined by the Financial Aid Office. Renewal requires the student to be making satisfactory progress on their Plan, and to reaffirm their understanding of the Plan requirements.
Xavier Scholarships
Scholarships are funds awarded to students based on academic, athletic, artistic or other talents. Scholarships do not have to be repaid. All 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 https://www.xavier.edu/undergraduate-admission/tuition-and-aid/scholarships/index
Regulations Concerning Scholarships
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.
Only full-time students are eligible for scholarships. Full-time enrollment is defined as students enrolled 12 or more credit hours per semester.
Scholarships must be accepted for the period of time indicated in the award notification from the Office of Student Financial Services, and they are forfeited in the event that the recipient does not enroll.
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.
Scholarships may be pro-rated in the final year if the recipient does not need to take a full course load to graduate. Students must contact their financial aid counselor in the Office of Student Financial Services to request pro-ration.
Use of scholarships during the summer term will be considered on an individual basis.
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 Services 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
Students in the Accelerated Degree Completion Program will be awarded the Xavier ADC grant upon admission for the first semester based on enrolled credit hours. This grant is awarded annually and will be adjusted if enrolled hours change. This award may be renewed each year based on funds available, student academic status and financial need. Students must be in good academic standing by achieving a 2.0 or better cumulative GPA each semester to be eligible for renewal.
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 www.xavier.edu/payment-plans.
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:
- Be a U.S. citizen or an eligible non-citizen.
- Maintain satisfactory academic progress.
- Be enrolled as a student in a degree program.
- Not be in default on any federal loan or owe a refund on a federal grant.
- Have demonstrated financial need.
- 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 or can have the earnings applied to their Bursar account.
Federal Direct Loan (subsidized)
A subsidized Direct Loan is a low-interest loan made to college students by the federal government. The student pays an origination fee and the federal government pays the interest while the student is enrolled in college as at least a half-time student. The student is responsible for interest upon graduation; principal repayment starts six months after the borrower ceases to be at least half-time.
Federal Direct Loan (unsubsidized)
An unsubsidized Direct Loan is similar to the subsidized Direct loan, except the student is responsible for interest that accumulates 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 fixed. Interest begins accruing when funds disburse. Standard repayment is for parents to start making interest repayments approximately 60 days after the final disbursement; deferment is an option that may be selected. 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 Pennsylvania or 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 Loan, Federal Pell Grant, Federal Supplemental Opportunity Grant (FSEOG), Federal TEACH Grant, 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:
- Unsubsidized Direct Loan
- Subsidized Direct Loan
- Federal PLUS Loan
- Federal Pell Grant
- Federal Supplemental Opportunity Grant
- Federal TEACH 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 most students pursuing MA, MEd, MS, HRDE, MBA, and licensure programs/degrees.
To apply, students must complete the Free Application for Federal Student Aid (FAFSA). Receipt of the FAFSA indicates your interest in being considered for grants.
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.
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