Requirements to Maintain Financial Aid

Students are required to meet Satisfactory Academic Progress (SAP) requirements while completing their degree or certificate program in compliance with federal and state financial aid policies. Financial aid includes grants, tuition and fee waivers, work study employment, need-based and non-need-based loans, private student loans (loans through private lenders), and some scholarship programs. Specific scholarship programs may have specialized SAP requirements that exceed the general policy requirements outlined below.

Questions about SAP requirements for individual scholarship programs should be directed to the Scholarship Center.

Students are monitored quarterly and may be placed in a warning or suspended status for students who have not maintained SAP for more than one consecutive quarter.  Students who have experienced unusual or extenuating circumstances may appeal for reinstatement. 

Students are allowed to repeat a course one additional time after receiving a passing grade and have the repeat credits count toward their enrollment status for financial aid eligibility. Any repeat after the second time (even if not passed in the second attempt but passed in the first), will not count toward enrollment status. The total number of required credits that a student is enrolled in determines their eligibility for financial aid.  

Undergraduate students are considered full-time if enrolled in 12 or more required credits. Information regarding enrollment status requirements is available on the Enrollment & Lock Date page.  Graduate students are considered full-time if enrolled in 8 or more required credits.

Example: Victor Viking received a C in a four-credit course. During the next quarter, Victor enrolled in the course again to attempt a higher grade and earned a B. When Victor repeated the course, the credits were included in determining the enrollment status and financial aid eligibility. However, Victor is attempting to earn an A in the course and repeats it again -- a second repeat. This time the credits for this course do not count in determining the student's fundable enrollment. In order to be eligible for financial aid at full-time status, the student would need to enroll for a minimum of 12 other credits in addition to the four-credit class that they are repeating for the second time.

Example: Victoria Viking enrolled in a course for the first time. She did not pass the course. Victoria can repeat the course and have it count for financial aid eligibility. If Victoria then successfully completes the course, she can repeat the course one more time and have the course count in the enrollment status for financial aid eligibility. See the Satisfactory Academic Progress policy for a listing of grades that do not indicate successful completion of academic credit.

Students receiving aid are allowed to attempt up to specified number of credits in order to complete their declared degree or certificate program which is called the Maximum Attempted Credits (MAC). As soon as the financial aid department determines that a student will not complete their program within this number of attempted credits, the student becomes ineligible for financial aid.  More information about this aspect of SAP is posted on the SAP policy.

Attempted credits are defined as all credits that appear on the academic history record which include repeat, incomplete or failed courses, withdrawals, and accepted transfer credits. 

Financial aid monitors students who are nearing Maximum Attempted Credits to determine remaining eligibility based on official university records.  Students should be familiar with the Information for Graduating Students regarding fundable enrollment, loan proration and second bachelor’s degree programs, etc. 

There are several financial aid maximums in time and amount that you need to consider while completing your degree.

You may need to repay federal, state, or institutional financial aid that you have already received in certain circumstances:

• You receive a financial aid disbursement, and then reduce your enrollment status on or before the enrollment lock date.
• You receive a financial aid disbursement, and then withdraw from some courses that reduces your enrollment status after the quarterly locked enrollment date. This applies specifically to students who are eligible for the Federal Pell Grant or WA College Grant and College Bound Scholarship program.
• You receive a financial aid disbursement, and then withdraw from all classes. The amount of financial aid repayment depends on the date you completely withdraw.
• You receive a financial aid disbursement of federal Pell Grant, Washington College Grant, or College Bound Scholarship and do not pass any given course. Repayment is based on whether or not our office is unable to confirm that you began attendance in the course.
• You receive a financial aid disbursement and do not pass any courses for the term. The amount of financial aid repayment depends on your last date of participation in your courses.
• Corrections to errors on the FAFSA or WASFA, which result in a loss of eligibility based on verification of information, or other less common eligibility circumstances. Contact the Washington Student Achievement Council with any questions about Washington College Grant or College Bound Scholarship. Also, see the Federal Student Aid site for information regarding federal financial aid. If your repayment has been referred the Washington Student Achievement Council (WSAC), you may contact WSAC’s contracted billing service, University Accounting Service (UAS), at 844-870-8701.
• Students with an overdue unpaid balance on their student account are subject to late fees, interest charges, and course enrollment holds. Contact Western's Student Business Office and the Registrar’s Office for more information.
• Learn more about Western's Repayment Policy and withdrawing from WWU.