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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 Satisfactory Academic Progress prior to awarding any federal financial aid funds to students. Satisfactory Academic Progress (SAP) was 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 Direct Subsidized and Unsubsidized Loans, 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 the academic year, following the spring semester, the Office of Student Financial Services reviews the academic progress of all students who received any type of Title IV federal student aid at any point during the academic year. 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 67% (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 in credit hours. 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. The student becomes ineligible at the moment they can no longer mathematically complete their degree within the maximum time frame for their program.
Incomplete Grades
- 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.
Grade Changes
We are not required to recheck SAP or recalculate due to grade changes. Any changes to grades that occur during the academic year will be accounted for in the regularly scheduled SAP evaluation point that occurs after the grade has been changed.
Students on financial aid probation Academic Plans have their quantitative and qualitative progress checked at the end of each semester while on a Plan, and any grade changes for these students will be factored into the evaluation of their progress while on the Plan.
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 enrolled in remedial course work does not maintain the minimum academic standards and requests an appeal, the appeals committee will consider the courses in which the student was enrolled.
Transfer Hours
Transfer hours 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’s Degrees
Students who enroll in a second bachelor’s degree program (non-ABSN) 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 Bachelor’s of Science in Nursing must 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 and Notification
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 programs are offered in credit hours with terms.
All periods of enrollment for the academic year will be evaluated for SAP, including semesters during which no financial aid was received. Students who received any type of Title IV federal student aid at any point during the academic year will have their academic progress reviewed at the end of spring semester after all grades have been reported. Students not meeting one or more of the SAP components will be notified by email to their Xavier email account following the year-end review. The email will explain the SAP regulation and alert the student that they are not meeting the requirements. The notification will also provide a link to the appeal form, instructions on how to appeal their SAP standing, and the appeal deadline.
Because Summer term is the start of a new financial aid year and begins immediately following the end of the previous aid year, prior to the annual SAP evaluation, 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 unless they appeal their SAP standing and are approved.
New financial aid recipients (i.e., those students who had never previously applied for aid, or those returning after an absence from Xavier) 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 unless they appeal their SAP standing and are approved.
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 placed on financial aid suspension are ineligible for federal financial aid for subsequent enrollment periods. Students are notified of their aid suspension by email to their Xavier student account. During financial aid suspension students may be permitted to attend Xavier at their own expense to demonstrate academic progress. Financial aid suspension is separate from University suspension, and only pertains to the student’s ability to receive federal financial aid funds.
Regaining Eligibility For Title IV Aid
A student not meeting the standards of SAP may re-establish eligibility by meeting the SAP requirements on his/her own, or through the appeal process.
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 program assistance. A student on financial aid suspension may appeal the loss of aid if extenuating circumstances prevented the student from making satisfactory progress.
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 and the appeal deadline. The appeal must include the signed appeal form and a written statement describing the extenuating circumstances that prevented the student from meeting SAP, and what has changed that will allow the student to meet SAP at the next evaluation.
SAP appeals are reviewed by the SAP program coordinator, who then communicates the decision and corrective action to the student.
Appeal circumstances can include but are not limited to the death of a relative; physical injury or illness of the student; struggles with anxiety, depression, or substance abuse; family difficulties such as divorce or illness; interpersonal problems with family, friends, roommates, significant others; difficulty balancing school and work, athletics, or family responsibilities; or financial difficulties.
A student may be required to provide supporting documentation, such as a statement from a physician, hospital, or therapist if necessary.
SAP Appeals may be reviewed on a case-by-case basis after the deadline has passed, but appeals are generally not considered after the second week of the semester for which the student is appealing reinstatement, unless there is an extenuating circumstance. SAP appeals are not retroactive. An appeal received and a determination made for a future or current semester is good for that semester moving forward, and cannot be applied to a previous, completed semester for which no appeal is on file.
A student may appeal SAP more than once, but they must either present a new set of circumstances, or a new explanation of what steps they are taking to achieve the desired academic result. Exceptions may be made on a case-by-case basis for students with chronic, documented health conditions that may recur.
Approved Appeals
Students who successfully appeal their SAP standing will be placed directly on an Academic Plan for the academic year for which they are appealing. The Academic Plan can be no more than 4 standard semesters in length and will inform the student which SAP metrics they are not meeting, and the corrective action required. Academic Plans are developed by the Financial Aid Office, and administered by Student Success Coaches (undergraduates), or the SAP program coordinator (graduate students). 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 SAP program coordinator at the end of each term for which a valid plan exists. Students must sign an Academic Plan contract and achieve specific academic benchmarks by the end of each semester on their Plan to continue receiving federal financial aid.
Students not meeting Maximum Timeframe will be expected to provide a Graduation Plan developed by their advisor indicating the remaining coursework necessary for graduation, which semesters the courses will be taken, and their expected graduation date. The student’s SAP appeal may be approved pending receipt of the Graduation Plan, but no federal aid can disburse until the Graduation Plan is received by the Financial Aid Office. The Graduation Plan will then form the basis for the student’s Academic Plan, and the student will need to follow it completely.
Students who do not meet the terms of their Academic Plan and fail to achieve stated term goals by the end-of-term evaluation points, 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 objectives.
Denied Appeals/Unsubmitted Appeals
If an appeal is denied or not submitted, students not meeting the requirements of SAP may choose to attend Xavier while on financial aid suspension, at their own expense. If they achieve both the completion rate and CGPA requirements for SAP on their own prior to the official academic year-end review, they may appeal to have their eligibility for Title IV aid reinstated for any terms remaining in the academic year. Students who meet SAP requirements before the official evaluation point and appeal for eligibility reinstatement do not need to be placed on an Academic Plan.
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
- Multicultural and First Generation
- Departmental
- Performing & Visual Arts
- Alumni
- Special
- ROTC
For detailed information regarding each type of scholarship, visit https://www.xavier.edu/undergraduate-admission/tuition-and-aid/scholarships/index
Regulations Concerning Scholarships
All Xavier sponsored scholarships are applicable to tuition only (with the exception of the Fredin Memorial, Athletic, and ROTC scholarships). They may not be applied to the cost of room, board, fees, or summer school courses. Only full-time undergraduate students are eligible for scholarships. Full-time enrollment is defined as students enrolled 12 or more credit hours per semester.
Scholarships are listed in the acceptance letter from the Office of Admissions and on the award notification from the Office of Student Financial Services. They are forfeited if the recipient does not enroll.
It is understood that the scholarship will be divided evenly between the fall and spring semesters. Recipients who attend only one semester will receive 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.
Utilization 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 if the holder receives financial aid from another 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 tuition 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 the credit hours of the enrolled student 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.
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. Principal repayment starts six months after the borrower ceases to be at least half time.
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)
The Ohio College Opportunity Grant program provides grant money to Ohio residents who are pursuing an associate degree or a first bachelor’s degree and who demonstrate the highest levels of financial need as determined by the results of the Free Application for Federal Student Aid (FAFSA). Students must file the FAFSA by October 1 of the current academic year to receive consideration for the grant in that year.
Other State Grants
Students who qualify for state grants from their home states of Pennsylvania, Maryland, 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, must be returned. Federal aid includes the Federal Direct Subsidized and Unsubsidized Loans, Federal Pell Grant, Iraq and Afghanistan Service Grant, Federal Supplemental Educational 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” withdraws (stops attending all classes without notifying the University) is considered withdrawn as of the last date of attendance reported by the student’s instructors.
In 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 federal aid. Any grant overpayment that the student is required to return to the federal government must be repaid within 45 days after the student receives notification from the University. Students who owe an overpayment of Title IV funds are ineligible for further disbursements from federal financial aid programs at any institution until the overpayment is paid in full or payment arrangements are made with the U.S. Department of Education. Federal loan funds are repaid under the terms of the student’s promissory note.
Unearned federal financial aid is returned in the following order:
1. Unsubsidized Direct Loan
2. Subsidized Direct Loan
3. Federal PLUS Loan
4. Federal Pell Grant
5. Iraq and Afghanistan Service Grant
6. Federal Supplemental Opportunity Grant
7. 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.
Graduate students who will be enrolled in at least 5 credit hours in a term may apply for graduate study grants, available for most students pursuing MA, MEd, MS, HRDE, MBA, and licensure programs. To apply, students must complete the Free Application for Federal Student Aid (FAFSA); no additional application is required.
Graduate assistantship positions, offering tuition remission and an hourly wage, are available in many departments. Individual graduate assistantships may become available throughout the year, but the main posting date for the following academic year is March 1st of each year. Contact the Office of Graduate Services for specific information and applications.
Graduate students who are pursuing MBA, MHSA, and Psychology degrees should contact their respective admission offices for information on graduate assistantships and scholarships within those departments or programs.
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