Financial Aid College Process

This process has been developed with the input of CVC-OEI staff, representatives of the California Community Colleges Chancellor's Office and select California Community Colleges Financial Aid Directors and Staff for the purpose of providing financial aid services to CVC Exchange students using cross enrollment. 

Financial Aid Office (FAO) Workflow for Combining Units

  • Each college identifies their assigned CVC Exchange Financial Aid Campus Admin and provides contact information via Exchange Admin Panel.
  • The student enters CVC Exchange and adds a course. If the student selects the ” I intend to use Financial Aid” option, an email notification will be sent to the identified Home College Financial Aid Campus Admin/Financial Aid Office.
  • The Home College FAO uses the notification information, local policies, federal and state financial aid guidelines to determine the student’s FA eligibility for combining units.
  • The Home College FAO accordingly follows up with the student, and will notify the student regarding their decision.
  • Throughout the term FAO Exchange Admin will receive drop and withdrawal notifications from CVC Exchange whenever an Exchange student (receiving Federal Financial Aid under the FA Consortium agreement) drops or withdraws from an Exchange course. 
  • The Home College FA Campus Admin will access the Exchange admin panel reports, and when necessary, work with the Teaching College FAO to monitor Satisfactory Academic Progress (SAP) for the following term. Any action regarding SAP will be in accordance with the Home College’s SAP policies. 

Home College Actions

  • The Home College Financial Aid Office (FAO) signs a Consortium Agreement to allow the combining of FA units through the Exchange.
  • The Home College FAO identifies personnel to both process Exchange students and serve as FA Exchange Campus Admin. This may be the same or different staff person, and will be configurable via the admin panel in the Exchange.
  • The  Home College FAO provides an online version of the FA Consortium Agreement for students to read and review on the college website.
  • After receiving a notification from CVC Exchange the Home College will consider the email received as the student’s request to combine their units under the CVC Financial Aid Consortium Agreement . The Home College FA Campus Admin may use information contained in the notification to help determine a student’s eligibility.
  • The  Home College FAO processes students using existing policies and guidelines to ascertain student’s eligibility. If eligible, the Home FA Office will update the student record in SIS. If applicable, and in line with local practice,  also include a notation that the student has been approved to combine units from a second college per the Consortium Agreement. Also, colleges will follow local freeze date policies to help determine eligibility for combining units. 
  • In keeping with local campus’s communication policies and practices, the  Home College  FAO will notify Exchange students regarding its decisions and follow ups.
  • The  Home College  FAO Exchange Admin may access the Exchange admin panel reports and when necessary work with the Teaching College FAO to monitor Satisfactory Academic Progress (SAP) throughout the semester/ quarter. Any action regarding SAP will be in accordance with the Home College’s SAP policies. 

Teaching College Actions

  • The Teaching College FAO will NOT process any federal or state aid during the above period of enrollment for any student with a CVC Exchange identifier.
  • When necessary the Teaching College FAO will liaise with the Home College Financial Aid Office if the student withdraws or drops below the required enrollment.  

Student Workflow for Combining Units via Online Cross Enrollment

  • After consenting to Exchange policies regarding electronic sharing of student data, and after adding the course, the student will eventually be presented with payment options one of those being “I intend to use Financial Aid.”
  • Upon selection of the Financial Aid option, the student will be able to view an in-site notice encouraging them to check their provided email for information on the financial aid  next steps.
  • While a decision is pending from the Home College regarding student financial aid status, the student is expected to pay all teaching college fees.

Student Actions

  • Prior to accessing the CVC Exchange, a student must have already qualified and be deemed eligible for FA at the Home College through the usual local process used to establish eligibility. The student must be enrolled in no less than six semester or equivalent quarter units at the Home College to benefit under the Exchange Federal Financial Aid Consortium Agreement.  Email notifications from the CVC Exchange will be sent to the identified FA Campus Admin regarding Exchange adds, drops and withdrawals. 
  • Prior to any action from the Home College Financial Aid Office, the student must have enrolled in all intended courses at both Home College and Teaching College.
  • After choosing the Financial Aid option on the Exchange payment page, the student will receive an email which includes information about next steps, a link to the CVC-OEI FA Consortium Agreement and the student’s responsibilities under such Agreement.
  • After registering for both Home and Teaching college courses, the student waits for response and action from the Home College FAO.  Additionally, while a response is pending, the student MUST pay all required fees and tuition at the Teaching College to avoid being dropped from courses. 

CVC Exchange Financial Aid Considerations

  • All colleges will participate in a Federal Financial Aid Consortium Agreement. Under such agreement, the Home College shall be responsible for including CVC Exchange course units in its determination of financial aid, and for any associated processing and financial aid distributions. The Home College reserves the right to exclude CVC Exchange course units from the determination of Financial Aid should there be a conflict with Title IV Federal requirements.
  • To be considered eligible, students requesting the combining of units under the Federal Financial Aid Consortium Agreement must be enrolled in at least six (6) semester units or the equivalent quarter units at the participating Home College.
  • To request a tuition waiver for courses taken at the Teaching College, a CVC Exchange student will be required to complete a separate California College Promise Grant Application at the Teaching College. The link for the CCPG application will be available as a payment option at the time of registration.  A loss of the CCPG at the Home College or within the Home College's District will have no impact on a Teaching College’s determination of eligibility for CCPG.
  • Teaching College agrees to a waiver or an opt-out option of duplicate non-tuition fees such as health fee and other campus-based fees as fits local policy. With regards to non-tuition fees, the teaching college agrees to abide by the rules of the CVC Exchange in accordance with Education Code.
  • Teaching College will electronically share post-registration data regarding census attendance, number of enrolled units, withdrawals, drops, and grades to Home College in order to ensure that financial aid requirements are up to date.
  • The Home College is responsible for reflecting students’ CVC Exchange progress in the Satisfactory Academic Progress report (SAP). The Teaching college will electronically transfer transcripts data at the end of the term within a reasonable timeframe to allow for successful processing of SAP at the Home College.

 Reconciliation

  • The CVC Exchange provides students with their Teaching College student ID number as well as their CCCID number in their Profile. 
  • The CVC shall provide assistance to the Participating College to determine how and in what timeframe its local data is synchronized with the CVC Exchange and/or other associated databases.
  • Collection of Teaching College CVC Exchange course enrollment fees is handled through the CVC Exchange’s integration with the Teaching College’s payment processor.  Refunds are the responsibility of the Teaching College.  
  • The Home College is responsible for any applicable student financial aid processing for the combined enrolled units.
  • The Home College shall be responsible for determining financial aid eligibility.
  • The Home College shall receive credit for degree completion and/or transfer attainment.
  • Teaching College shall receive apportionment for CVC Exchange course enrollment.
  • Third party (including student) claims shall be the responsibility of the District which employs the instructor, administrator, or other employee alleged to have caused the injury or loss.  
  • The initial implementation of the CVC Exchange may require some manual processes to perform reconciliations between colleges.

Resources

Federal Financial Aid Consortium Agreement

The Federal Financial Aid Consortium Agreement is a written agreement between two or more Title IV eligible institutions enabling students to take coursework at different institutions simultaneously for the purpose of completing a degree while recognizing registration at each location for financial aid purposes. Required for Home College Readiness status.

CVC Exchange Financial Aid Audit and Regulatory Report

This document outlines audit and regulatory considerations specifically related to financial aid and includes current and proposed mitigation strategies. Though college-based financial aid officers were the envisioned primary audience, it is a potential resource for any college-based stakeholder involved in Exchange implementation.

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