Managing Your Aid

Video Managing your Aid Play Video
Congratulations, you have been awarded financial aid! As you move forward, there are specific steps you need to take to use your funds and maintain eligibility. It may sound like a lot, but don’t worry. We make the process easy, and we’re always here to help!

 

Getting Your Aid

We disperse aid five times during the semester. Awarded aid is based on being a full-time student, which means taking 12 credit hours. If your enrollment changes, your refund will change as well. Here’s what happens once your financial aid is awarded!
  1. Get Notified

    We notify you via your San Jac email when your aid is awarded. Your award information is instantly available online in your financial aid account. Check the Scheduled 5 Disbursements and Account Summary by Term sections to see the status of your account at any time via the My San Jac Student Portal.

  2. Pay Your Tuition

    Any eligible grant, scholarship or requested loan will pay toward tuition. Make payment arrangements by the payment deadline if financial aid requirements are not complete.

  3. Buy Books and Supplies

    If you have money left over, you can use it to pay for books and supplies from the San Jac Bookstore. That money can be available for Bookstore purchases, but it does take a day to get there

  4. Get a Refund

    Any money left after paying for tuition, books, and supplies is your refund. This money will be sent to your San Jac Card or bank account.

Need More Help?

We’ll walk you through accessing your financial aid information!

Video Check Financial Aid Status in S.O.S. Play Video

Maintaining Your Aid

Certain factors impact your financial aid amount and your eligibility to receive financial aid. Here’s how you can stay on track and maintain eligibility.

Enrollment status is determined by the number of credit hours you are taking during the semester. They do not include audit courses, transfer work, credit by exam, and Continuing and Professional Development classes. You are considered:

  • Full-time: 12 or more credit hours
  • Three-quarter time: 9-11 credit hours
  • Half-time: 6-8 credit hours
  • Less than half-time: 1-5 credit hours

Each type of financial aid has enrollment status requirements.

Direct Loans: Require you to be enrolled and attend six credit hours or more. If you are registered for parts of a term, your loan will not disperse until you reach six credit hours. If you received the maximum loans during the fall and spring terms, additional loans are not available unless you advance a grade level.

Additionally, grants and direct loans may only pay for one repeat class if it was passed with a grade of D or better.

Part of Term Classes (POT)
If you are taking POT classes, financial aid funds can cover charges until the classes begin. Please note that refunds from POT classes may fall on different schedules. They may also be delayed until the start date of your enrollment.

Transient Students
Transient students are not eligible for financial aid with San Jac. You are considered a transient student if you are working toward a degree at a different school and only attend San Jac for one semester. 

 

Enrollment status is determined by the number of credit hours you are taking during the semester. They do not include audit courses, transfer work, credit by exam, and Continuing and Professional Development classes. You are considered:

  • Full-time: 12 or more credit hours
  • Three-quarter time: 9-11 credit hours
  • Half-time: 6-8 credit hours
  • Less than half-time: 1-5 credit hours

Each type of financial aid has enrollment status requirements.

Direct Loans: Require you to be enrolled and attend six credit hours or more. If you are registered for parts of a term, your loan will not disperse until you reach six credit hours. If you received the maximum loans during the fall and spring terms, additional loans are not available unless you advance a grade level.

Additionally, grants and direct loans may only pay for one repeat class if it was passed with a grade of D or better.

Part of Term Classes (POT)
If you are taking POT classes, financial aid funds can cover charges until the classes begin. Please note that refunds from POT classes may fall on different schedules. They may also be delayed until the start date of your enrollment.

Transient Students
Transient students are not eligible for financial aid with San Jac. You are considered a transient student if you are working toward a degree at a different school and only attend San Jac for one semester. 

 

Being enrolled in classes isn’t enough to maintain your financial aid eligibility. You must also attend class. We review attendance twice during the semester - after the census and in the middle of the semester. Please be aware of the following attendance policies to maintain your financial aid:

  • If you fail to attend any class meetings as of the census date, you will lose your financial aid eligibility for those classes.
  • If you stop attending class before the 60 percent point of the semester, you will lose part of all of your financial aid eligibility.
  • If you stop attending prior to the 60 percent point of the semester, you will lose part or all of your Financial Aid eligibility. If you manage to be successful for those classes, you can receive a retroactive disbursement at the end of the term for the classes in question. Otherwise, you will have to enroll in classes that start in later parts of term within the same semester to regain your Financial Aid eligibility.
  • You must also complete your assignments, including Blackboard assignments for online classes. If you fail to meet this requirement, your aid will be adjusted.

Online and Distance Learning


Students enrolled in online and distance learning classes follow similar attendance requirements. The U.S. Department of Education defines attendance for these classes as:

  • Participating in a class or
  • Being engaged in an academically related activity (like an online discussion board)

Documenting that you have logged into an online class is not sufficient to demonstrate attendance. Failing to meet these requirements could result in your financial aid being adjusted.

We know that sometimes plans change. You might receive financial aid, register for a term and then decide not to attend. That’s why we have a withdrawal process in place, so you don’t incur any unnecessary expense.

If possible, formally withdraw yourself from your courses before classes begin. That way you won’t receive any unintended grades that could impact your GPA. More importantly, you won’t get hit with any financial aid charges.

Unofficial Withdrawals

Unofficial withdrawals happen if you stop attending class. When this happens, your instructor will submit your grade as FX at the end of the term. You will likely be required to pay back at least a portion of your financial aid. Keep reading to find out how.

Withdrawing Mid-Term & Paying Back Financial Aid

According to the law, if you withdraw before you complete 60 percent of the term, you must pay back at least a portion of your federal financial aid (Title IV funds). This includes if you stop attending class, or unofficially withdraw. We make this process easy for you. After you have officially withdrawn, we will recalculate your aid. We will notify you if you owe anything. This law applies to:

  • Pell Grants
  • Federal Supplemental Education Opportunity Grant (SEOG)
  • Subsidized and unsubsidized Stafford Loans and Parent Loans for Undergraduate Studies (PLUS)

After grades are posted at the end of the term, we will complete a return calculation for you. If we can not determine an official withdrawal date (for example if you stopped attending classes and unofficially withdrew) we will use the midpoint of your enrollment period.

We will notify you of any debts. Notifications are sent to you at the address on file with the College.

Debts Owed to San Jac


Any debts you owe to San Jac for the current term will be deducted from your financial aid before refunds are processed.

Prior-year debts are debts occurring outside of the current school year. These, along with debts you owe from previous terms are usually paid from personal resources. This payment is usually required before you can register for additional classes. There are some exceptions:

  • Debts from previous terms but within the current school year may be paid from your current financial aid award. This includes returning of Title IV funds.
  • Prior-year debts and non-institutional charges may be paid from the current award year funds with written permission. However, the College can not use your current award to pay more than $200 of prior-year debts and/or non-institutional charges.

Funds owed to San Jacinto College are subject to collection procedures and will incur a 30 percent collection fee. Please check with a financial aid advisor or coordinator for more details on your situation.

Debts Owed to the Department of Education


If you owe the Department of Education, your eligibility to receive federal aid at any school will be lost until either:

Satisfactory Academic Progress (SAP) Requirements

The government sets standards for satisfactory academic progress (SAP) that must be met in order to receive financial aid. These standards are reviewed at the end of each semester. As long as you are attending classes and making your grades, you will be just fine. But here is a breakdown of how your progress is measured.
Student

Grade Point Average

San Jac uses the 4.0 GPA system. It is broken down as:
4.0 = A, 3.0 = B, 2.0 = C, 1.0 = D, 0.0 = F

The minimum GPA required to maintain financial aid is 2.0. This is based on your total credit hours at San Jac. It includes any hours taken before changing majors, and all classes if you are pursuing multiple degrees or certificates. However, it does not include transfer hours. Additionally, only the highest grade is included for repeated, developmental, and ESOL courses.

Students

Pass Rate


To maintain your financial aid, you are expected to to pass a minimum of 75 percent of all hours attempted. This includes courses at San Jac as well as coursework transferred from other institutions. If you have repeated a course, only the course with the highest grade is used to calculate the pass rate. However, the other courses are still included in your total attempted hours. Grades that are considered successfully completed include: A, B, C, and D.
Graduate

Time Frame

You are expected to complete your educational objective within the first 90 credit hours attempted. This includes if you have changed majors or are pursuing multiple degrees or certificates. It also includes credit hours from coursework transferring into San Jac from other institutions, repeated, developmental, and ESOL courses, as well as the following grades:

  • F (Failure, unsatisfactory achievement)
  • I (Incomplete)
  • W (Withdrawal)
  • NG (No grade reported)

What if I Don’t Meet SAP Requirements?

We understand that things happen that cause your GPA to fluctuate. If you don’t meet SAP requirements, there’s a process in place to help get you back on track.

Your SAP status is based on which requirement you fail to meet. SAP statuses are:
Warning
If you haven’t met the GPA or pass rate standards, you will be placed on a financial aid warning. Think of this as a heads-up, a way for us to let you know what you need to do. Even under warning status, you can continue to receive your financial aid. This status lasts one term.

Suspension
If you are not in compliance by the end of your warning term, or we receive transfer work while you are on a warning that does not improve your status, you will be placed on suspension. While in a suspension status, you are no longer eligible to receive financial aid. But that doesn’t close doors on your educational journey; there are still options for you to regain eligibility.

Maximum Time Frame
If you have attempted more than 90 hours (including transfer hours), you are no longer eligible to receive financial aid. However, there are still options to regain eligibility through the appeals process.

Probation
If you fail to make satisfactory progress, and you have appealed to have your financial aid reinstated, you will be placed on probation for one term. While on probation, you must meet all the conditions stated on your appeal approval contract to get off probation. If you do not meet the conditions, you will be placed on financial aid suspension.

Academic Plan
If you completed the conditions of the appeal during the probation term, but you still are not making satisfactory academic progress, you will be placed on academic plan status. While on this status, you must continue to meet the conditions of your appeal within a specified time, as stated in your appeal packet.

Regaining Eligibility
You have the option to submit a written appeal to the Financial Aid Office. Learn more about the appeal process below.

Appeals are considered for extenuating circumstances including injury, illness, a death in the immediate family, or undue hardship. Written appeals should be submitted to the Financial Aid Office. Please check with them for term-specific deadlines.

Making an Appointment
To start the financial aid appeal process, please set up a meeting to visit our office in person or to meet virtually. Please allow plenty of time to complete the process, as it requires you to:

  • Gather information that supports your circumstances
  • Meet with an advisor in the Advising, Career, and Transfer office 

Appeals appointments can be made Monday through Thursday from 9 a.m. to 6 p.m. and Friday from 9 a.m. to 4 p.m. If you need an appointment outside of these times, please contact the Financial Aid Office. 

To cancel or reschedule, please contact 281-998-6150. Please give us 24 hours notice, and note that canceling or rescheduling may cause a delay in your appeal processing. If you arrive more than 15 minutes late to your appointment, it must be rescheduled. Appointments are based on a first come first serve basis.

First Time Appeals
If this is your first financial aid appeal, your appeal will be reviewed on campus. The advisor will let you know the outcome of your appeal at the end of your meeting (virtual or in person). 

Multiple Appeals
If it is not your first time to submit a financial aid appeal, your packet will be collected and forwarded to the appeal committee for further review. Written appeals must be submitted no later than one week prior to the appeal committee meeting date. Appeal decisions will be emailed to your San Jac email before the next scheduled meeting.

If your written appeal is denied by an advisor, or by the committee, you have the option to request a personal appearance with the appeal committee. If you need to request a personal appearance, please note the following:

  • Only you are allowed to represent yourself
  • You must submit a written request for the appearance with the Financial Aid Office
  • You must go before the committee no later than four weeks before the end of the current term
  • Personal appearances are held only during the first meeting of each month

The next Committee meeting dates are: 

  • January 10
  • January 24
  • February 7
  • February 21
  • March 6
  • March 20
  • April 3

Questions?

You can contact the Financial Aid Office at 281-998-6150 and email us at Finaid@sjcd.edu. Or visit one of our campus offices. 
Central Campus

Building 27
Room C-27.1307
Fax: 281-478-2710

North Campus
Building 6
Room N-6.150
Fax: 281-669-4385
South Campus
Building 6
Room S-6.181
Fax: 281-669-4336