State Grant Repayment Policy
GENERAL
State Grant recipients, who withdraw from the institution, are expelled, or otherwise complete zero credits in any given term must repay state grants on a prorated basis.
For the purposes of this policy, "Award" is the amount of state grant for which the student was eligible during the enrollment period, after the school made any required adjustments for need and enrollment level. All monies, whether disbursed to the student account or directly to the student, shall be included in the repayment calculation.
AUTHORITY
State Need Grant (WAC 250.20.051(4))
KNOWN LAST DATE OF ATTENDANCE
- If a student’s last date of attendance can be verified and is prior to or on 50% of the term, the state grant repayment will be based on the percent of the term not completed (or the percent of the scheduled hours remaining in the payment period for clock hour schools).
- If the last date of attendance occurs after 50% of the term, the state grant award is considered 100% earned and no state grant repayment is due.
State grant repayment formula: Known last date of attendance, prior to or on 50% of the term
1. The percent of state grant earned is calculated by dividing days in attendance by calendar days in term. Scheduled breaks of five or more days should be excluded from the calculation.
2. Subtract the percent of state grant earned from 100%; this equals the percent of unearned state grant.
3. Multiply the percent of unearned state grant by the grant amount.
4. Multiply the amount from step 3 by 50% to determine the state grant repayment due.
Example: Known last date of attendance, prior to or on 50% of the term:
A student is awarded $400 for a state grant and completed 20% of the term prior to withdrawal. The state grant repayment is calculated as follows:
1. The unearned percentage equals 80% (100% less 20% completed).
2. Unearned aid equals $320 (80% of $400 state grant award).
3. The repayment equals $160 ($320 X 50% reduction).
UNKNOWN LAST DATE OF ATTENDANCE
If a student attends a portion of a term and withdraws with no verified last date of attendance, the state grant repayment will be 50% of the grant amount with no additional adjustments.
NO-SHOW REPAYMENTS
If a state grant recipient never attends courses in the term for which they received a state grant award, the state grant repayment is 100% of the award. If a school is unable to distinguish between a no-show and an unofficial withdrawal, the no-show policy shall apply.
General repayment policies:
1. Repayments are based on the state grant award amount, including enrollment and packaging adjustments.
2. Verified withdrawal dates after 50% of the term equate to 100% earned state grant.
3. Unofficial withdrawals/no known last date of attendance equate to repayment of 50% of the state grant award.
4. No shows are 0% earned and equate to repayment of 100% of the state grant.
5. Official withdrawals or verified last date of attendance repayment calculation:
State grant award amount multiplied by the percent of unearned state grant multiplied by the 50% reduction equals the state grant repayment due.
6. The 50% reduction applied at the end of the repayment computation addresses un-reimbursable start up education costs and reduces the barrier for students intending to return to school.
7. Repayments of less than $50 should not be returned to the HECB.
8. Institution repayment refund policy:
Public institutions may choose from the following options:
1. Return the repayment amount directly to the Higher Education Coordinating Board (HECB) and collect from the students.
2. Return the repayments to their institutional State Grant fund (if the repayment is from within the current year) and collect from the students.
3. Refer students directly to HECB.
Private institutions that participate in the warrant payment process should refer students directly to HECB.
Private institutions that participate in the Electronic Fund Transfer process should return state grant repayments directly to the HECB and collect from the students.