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Terms & Conditions of Financial Aid Award

General Information and Conditions of Award

Keep this Financial Aid Notification for your records. You do not need to return it to the Office of Scholarships and Financial Aid.

The financial aid awards on this notice are subject to the availability of federal and state funds, your enrollment status at Pasadena City College (PCC) and your meeting all financial aid eligibility criteria. It is very important to report any changes in your status such as a name or address change. Also, you are required to notify the Office of Scholarships and Financial Aid if you have a change in your state residency status.

Board of Governors Fee Waiver (BOGW)

The Board of Governors Grant (BOGW) is a fee waiver program used to waive registration fees only. The BOGW is not disbursed to you.

Enrollment and Disbursement

This award assumes you enroll as a full-time student (12 units or more) in a degree, certificate or transfer educational goal at PCC. If you enroll or complete less than full-time, some of your awards will be adjusted (prorated) accordingly. Grades that will affect completed units are: F, NC, NP, W and I. The information below indicates how the payment is adjusted:

100%: enrollment in 12 or more units — 75%: 9 - 11.8 units — 50%: 6 - 8.8 units

Financial Aid Disbursement

Your financial aid funds, except for the Federal Perkins and Nursing loans, will be disbursed to you by mail. The Perkins and Nursing loan checks are disbursed at Student Business Services. Disbursement will occur more than once per semester. Awards are divided into equal payments per semester and generally, students receive a percentage at the beginning of the semester and the balance before the end of the semester.

Satisfactory Academic Progress

In order to maintain your eligibility for financial aid, you must maintain satisfactory academic progress. PCC's satisfactory academic progress requirements are explained in the enclosed Satisfactory Academic Progress brochure.

Financial Aid Authorization

Receipt of this Notification Letter authorizes PCC to deduct from your financial aid award, any amount owed for registration, tuition, or course fees. Cal Grant B and C students have the option to rescind this authorization at any time and must do so in writing. Other PCC obligations such as short-term loans are not automatically deducted from your financial aid proceeds. They require your written authorization.

Additional Financial Aid Resources

You are required to immediately report any other financial assistance in support of your education to the Office of Scholarships and Financial Aid. Other financial aid would include but is not limited to, scholarships, stipends, veteran's benefits, vocational rehabilitation, housing or tuition assistance paid directly to you.

Attendance at Other Schools

You can only receive financial aid from one school per term. If you are transferring to another college or university or are concurrently enrolled at another California Community College, please see a representative at the PCC Office of Scholarships and Financial Aid.

Return of Title IV (Federal) Funds

Students are responsible for adhering to PCC's withdrawal procedures listed in the Schedule of Classes. If you stop attending classes or completely withdraw from all classes within the first 9 weeks or 60% or fail to complete all classes at the end of Fall term, you may be required to repay any federal aid disbursed to you. Refer to "Return of Title IV Funds" on the first page of this notice. Students are also subject to Satisfactory Academic Progress disqualification.

Not Attending?

Please notify the Office of Scholarships and Financial Aid if you are not attending PCC or will change your planned enrollment.

Financial Aid Notification Letter

  1. The 2009 - 2010 Financial Aid Notification Letter describes the amount(s) and type(s) of financial aid offered by Pasadena City College (PCC) for the academic year.
  2. If you change your status from non-resident to California state resident, or receive other types of educational financial assistance such as Veteran's Benefits, Vocational Rehabilitation Program Assistance, or scholarships, you must notify the Office of Scholarships & Financial Aid immediately.
  3. If you received a Federal Work-Study offer, contact the Office of Scholarships & Financial Aid to request job placement. Funds are limited. Notify our office within two (2) weeks of receipt of this notification.
  4. To accept an offer of Federal Perkins/Nursing Loan, you must complete Perkins/Nursing Entrance Counseling and a promissory note.

Financial Aid Disbursement Process

  1. Disbursement is the process used to make funds available to you.
  2. A disbursement schedule has been provided to help you determine when funds will be available. At PCC we use a disbursement dates for the approximate week a check will be sent. The Office of Scholarships & Financial Aid does not process or issue checks. All financial aid checks are handled by Student Business Services.
  3. Typically, students receive two (2) disbursements each term; one at the beginning of the term and the second at midpoint or later. If your award includes Cal Grant and/or Direct Loan, disbursement could occur 30 days after the start of the term.
  4. The amount you receive depends upon your enrollment (the number of units you are carrying) at the time of disbursement. If you add or drop units, your award/disbursement will be adjusted accordingly.
  5. If you stop attending or withdraw from all of your classes before you complete 9 months or 60% of a term, you may be required to repay all or a portion of your federal aid. To avoid repayment, return or decline all funds received to Fiscal Services, C203 immediately. Dropping units can affect your future aid eligibility. For information about Satisfactory Academic Progress see http://www.pasadena.edu/studentservices/financialAid/.
  6. Checks returned undeliverable will be cancelled. Cancelled checks will NOT be reissued automatically! To have your check reissued, submit a written request to the Office of Scholarships and Financial Aid. If you do not receive your check within three weeks of the anticipated disbursement date, notify the Office of Scholarships and Financial Aid. If you have an outstanding debt with PCC, your check may be held at Student Business Services.

2009-10 Disbursement Schedule

Anticipated disbursement dates will occur during the week of:
Fall Semester 2009 Spring Semester 2010
August 31 February 22
September 14 March 15
September 28 March 29
October 12 April 12
October 26 April 26
November 9 May 10
November 23 May 24
December 14 June 14
January 13 July 19
January 25  

Retroactive financial aid disbursements will be paid based on passing grades. At the time of disbursement, all retroactive payments are dependent upon the grades posted to the student's record.

Have You Moved or Changed Your Mail or Email Address?

2009-10 Estimated Cost of Attendance at Pasadena City College (Based on 9-Month Enrollment)

Living At Home with Parent or Other Arrangement Fall & Spring Semesters
Enrollment Fees 652
Books and Supplies 1,638
Room and Board 4,644
Transportation 1,260
Miscellaneous and Personal 3,780
Total $11,974
Living Away from Home Fall & Spring Semesters
Enrollment Fees 652
Books and Supplies 1,638
Room and Board 9,710
Transportation 1,584
Miscellaneous and Personal 3,564
Total $17,148
Non-Resident, Living with Parent, or Other Arrangement Fall & Spring Semesters
Enrollment Fees* 5,212
Books and Supplies 1,638
Room and Board 4,644
Transportation 1,260
Miscellaneous and Personal 3,780
Total $16,534
Non-Resident Living Away from Home Fall & Spring Semesters
Enrollment Fees* 5,212
Books and Supplies 1,638
Room and Board 9,710
Transportation 1,584
Miscellaneous and Personal 3,564
Total $21,708

Federal law requires Pasadena City College (PCC) to provide current and prospective students with the information about how much a student or family could pay to attend PCC for a 9-month enrollment period. The cost of attendance figures are obtained from several sources, primarily, the state's Consumer Price Index (CPI) and area prices surrounding the PCC campus. The costs are an average and with the exception of enrollment fees, is only an estimate and are not the amounts the student and/or parent are expected to pay to PCC.

Enrollment fees are subject to state legislative action and can change without prior notice.

Treatment of Federal Student Aid When a Student Withdraws

The law specifies how Pasadena City College (PCC) must determine the amount of Federal Student Aid (FSA) assistance you earn if you withdraw from school. The federal student aid programs that are covered by this law are: Federal Pell Grant, PLUS Loan, Federal Supplemental Educational Opportunity Grant (FSEOG) and, Federal Perkins Loan.

When you withdraw during your payment/enrollment period, PCC must determine the amount of federal student aid program assistance you earned up to that point. The amount of assistance is determined by a specific formula.

If you received (or PCC or your parent [PLUS loan] less assistance than the amount that you earned, you may be able to receive those additional funds. If you received more assistance than you earned, the excess funds must be returned by PCC and you.

The amount of assistance that you have earned is determined on a pro rata basis.

For example, if you completed 30% (third week) of your payment/enrollment period, you earn 30% of the assistance you were originally scheduled to receive. Once you have completed more than 60% of the payment period or period of enrollment, you earn all the assistance that you were scheduled to receive for that period.

If you did not receive all of the funds that you earned, you may be due a post withdrawal disbursement. If the post withdrawal disbursement includes loan funds, you may choose to decline the loan funds so that you don't incur additional debt.

PCC may use all or a portion of your post withdrawal disbursement (including loan funds, if you accept them) for tuition and fees. For all other school charges, such as short-term loans, PCC has received your permission on the Short-Term Loan promissory note to use the post-withdrawal disbursement to repay all or a portion of the loan.

Some federal student aid funds that you were scheduled to receive that you cannot earn once you withdraw because of other eligibility requirements.

For example, if you are a first-time, first-year undergraduate student and you have not completed the first 30 days of your program before you withdraw, you will not earn any Direct loan funds that you would have received had you remained enrolled past the 30th day.

If you receive (or PCC or your parent [PLUS loan]) excess federal student aid program funds that must be returned, PCC must return a portion of the excess equal to the lesser of:

  1. your institutional (tuition and/or enrollment fees) charges multiplied by the unearned percentage of your funds, or
  2. the entire amount of excess funds.

PCC must return this amount even if it didn't keep this amount of your federal student aid program funds.

If PCC is not required to return all of the excess funds, you must return the remaining amount. Any loan funds that you must return, you (or your parent for a PLUS Loan) repay in accordance with the terms of the promissory note. That is, you make scheduled payments to the holder of the loan over a period of time.

Any amount of unearned grant funds that you must return is called an overpayment. The amount of a grant overpayment that you must repay is half of the unearned amount. You must make arrangements with the PCC, Office of Fiscal Services or the Department of Education to return the unearned grant funds.

The requirements for federal student aid program funds when you withdraw are separate from any refund policy that PCC may have. Therefore, you may still owe funds to the PCC to cover unpaid institutional charges. PCC will also charge you for any federal student aid program funds that PCC is required to return. If you don't already know what PCC's refund policy is, please inquire at the Cashier's Office, L-113. Please see the PCC, Schedule of Classes for requirements and procedures to officially withdraw.

Student Guide to Federal Work-Study

The information below is an answer guide for students who received a Federal Work-Study award from Pasadena City College.

What is Federal Work-Study?
The Federal Work-Study Program provides jobs for PCC students with financial need, allowing them to earn money while they are in school. The program encourages community service and work related to your course of study.
How much will I make?
Your Federal Work-Study wages will be at least the current federal minimum wage, but it may be higher, depending on the type of work you do and the skills required. At PCC, the minimum Federal Work-Study hourly wage is $9.00 per hour. The maximum hourly wage is $11.00 per hour. (off campus) Your total Federal Work-Study award depends on when you apply your level of need, and the funds available at PCC.
How will I be paid?
As a Federal Work-Study employee, you'll be paid by the hour. At PCC you are paid twice a month according to the Payroll Schedule. Students are paid directly by mail. Work-Study funds must be used to pay for your educational expenses; i.e., tuition, fees, room and board, transportation and other school-related expenses.
Are Federal Work-Study jobs on campus or off campus?
Yes, the work-study jobs may be on or off-campus. If you work on campus, you can choose to work for a variety of PCC offices, departments or organizations. On-campus employment includes but is not limited to the Shatford Library, Engineering and Technology Department or the Office of Admissions and Records. If you work off-campus, your employer will usually be a private nonprofit organization or a public agency, and the work performed must be in the public interest. Each employer has a job description that explains the duties and the work schedule.
Can I work as many hours as I want?
No. Federal law says student workers are limited to 20 hours per week. However, the amount you earn can't exceed your total Federal Work-Study award. When determining work hours, you and your supervisor should create a work schedule based on your class schedule, total Work-Study Award and hourly pay rate.
How do I qualify for Federal Work-Study at PCC?
It's simple! All you do to apply for Federal Work-Study is complete the Free Application for Federal Student Aid (FAFSA). If you apply by March 2nd you may be *considered for Federal Work-Study funds. *Additional qualifications include: financial need, US Citizenship or eligible non-citizen (permanent resident), half-time; enrollment (6 units) satisfactory academic progress and you may not be in default on a student loan or owe a grant repayment.
How do I obtain a Work-Study job?
You can view on and off campus Work-Study job opportunities at the website below. After you find a job you are interested in, speak to the Work-Study coordinator at the Office of Scholarships & Financial Aid (L-114). At this meeting, you will be given information to refer you to the employer. You cannot start work until you receive a signed referral from the work-study coordinator.

Link: http://www.pasadena.edu/studentservices/careercenter/online_career.cfm

Financial Aid Satisfactory Academic Progress Standards

How do I maintain Satisfactory Academic Progress?
To maintain Satisfactory Academic Progress you must:
  1. Maintain a 2.0 Grade Point Average (this is a "C" average).
  2. Complete all the units you attempt (or the units you begin at the start of the term) by the last day of each semester. For example, a full-time student who registers for 12 units on the first day of classes must complete no less 12 units by the last day of classes. Students completing their first academic year at PCC must complete 51% of units attempted with acceptable grades. Students in their second academic year must complete 75% of units attempted with acceptable grades.
  3. Not have attempted more than 75 units or no more than a cumulative total of 90 units attempted (which is equal to 3 years of full-time enrollment in an undergraduate program). A total of 30 units (attempted or completed) of ESL and/or basic skills courses may be excluded from the 75 unit limitation. Units attempted include all transfer and previously earned units with or without receipt of financial aid. Unit limitation is not excluded if you are pursuing multiple educational objectives; e.g., students who change their major.
How many semesters can I receive financial aid?
The number of semesters you can receive financial aid is determined by your overall enrollment status and the number of units you attempt each semester; for example, if you are a:
  • HALF-TIME student, attempting at least 6 to 8.5 units overall, you are limited to 12 semesters.
  • THREE-QUARTER TIME student, attempting 9 to 11.5 units overall, you are limited to 9 semesters.
  • FULL-TIME, student attempting 12 units or more (overall), you are limited to 6 semesters.
What are acceptable and unacceptable grades?
These are the grades we use to calculate how you are progressing in your educational objective.

Acceptable grades are: A, B, C, D, CR, P, RD
Unacceptable grades are: F, I, W*, NP, NC

*Includes no record drops

What is financial aid probation?
A student is on financial aid probation if:
  1. He/she did not maintain Satisfactory Academic Progress for prior term(s) of enrollment.
  2. While on probation, your academic performance is being monitored by a financial aid advisor. If during the probationary period you fail to maintain progress, your financial aid will be suspended.
  3. While on probation your request for a student loan certification is postponed.
What I can do to improve my academic performance?
To structure your course load, we recommend that all students seek tutorial assistance, establish a Student Educational Plan developed by an academic counselor and participate in time management and study skills guidance programs.
What is financial aid disqualification?
You are disqualified when you receive:
  • A notice about Satisfactory Academic Progress Disqualification at PCC
  • You did not earn acceptable grades while on probation
  • You have reached the second academic year at PCC and your GPA is less than a 2.0
  • You did not meet conditions of a previous Satisfactory Academic Progress petition
  • You have an A.A., A.S., B.A. or higher degree
How can I regain my financial aid eligibility?
Submit a petition to the Office of Scholarships & Financial Aid. There are two (2) levels of petition. The first level is a committee of student services personnel. The second level is an appeal to the Assistant Dean of Scholarships & Financial Aid. The petition must include a statement, your most recent Student Educational Plan and documentation to support exceptional circumstances beyond your control (i.e. illness, family emergency, etc.). If you have attempted more than 75 units, explain why you need more time to complete your educational goal, what circumstances prevented you from reaching your educational goal and how long it will take you to complete that goal. Only an appeal denied at the first level is submitted to the second level.
Why is it important to know about Satisfactory Academic Progress?
Satisfactory Academic Progress is an eligibility requirement for federal or state financial aid. It will apply even if you never received financial aid. To achieve satisfactory academic progress, students are expected to complete their objective (degree, certificate, or transfer) in a timely manner. Since academic progress rules can occur at any point during your education, failing to meet these requirements could lead to termination of your financial aid at PCC.

Link: /studentservices/financialaid/