Things You Should Know
Rights & Responsibilities
Student Rights are as follows:
- You have the right to know how your
financial need was determined and how it will be distributed.
- You may request an explanation of the
funds in your financial aid package and refuse any portion of your award.
- You have the right to know what portion
of your financial aid package must be repaid, and what portion is grant
aid. If you hav
e a loan, you have the right to know the interest
rate, payback procedures, length of repayment period, and payment start
- You have the right to examine the contents
of your financial aid records with a written request. You may
not review confidential records submitted by your parents without their
- You may appeal any decision made by
the financial aid staff.
- You have the right to request an explanation
of State Univ. of West Georgia refund policy.
Your Student Responsibilities are as follows:
- You must provide correct information.
In most instances, misrepresenting information on any form in the financial
aid application process is a violation of the law and may be considered
a criminal offense, which could result in an indictment under the U.S.
Criminal Code. You must provide in a timely manner any additional documentation
or information requested by the Financial Aid Department.
- You must make satisfactory academic
progress to remain eligible for financial aid.
- You are responsible for keeping copies
of all forms which you sign or submit to the Financial Aid Department.
- You must accept responsibility for
all agreements that you sign and repay all loans in accordance with
- You must notify the Financial Aid Department
if you withdraw, change your address or name, or transfer to another
- You must be enrolled at least half time to receive most financial aid offered. Half time is:
||Undergraduate/Provisional or Certification Graduate
||6 hours All Semesters
||5 hours All Semesters
The following points are important facts to remember regarding your student
account and how financial aid will be credited:
- Incoming Freshmen - Federal grants and the Georgia HOPE
Scholarship will be credited to your account as quickly as possible after your
signed award letter has been received by the Financial Aid Office.
- Your student loan will be credited
toward your account once we have a completed Entrance Counseling Session and a signed Master Promissory Note on file. A Master Promissory Note is created for you after
your first loan has been processed. You must sign the prom note electronically with your Federal Pin Number before your loan
- If you advance register, you must have
your financial aid in place before any money will be credited to your
student account. You must pay any amount not covered by financial aid
by the fee payment deadline each semester. This date will appear on
your bill when you register for classes or in the registration bulletin (SCOOP)
each term. If your financial aid is more than is needed to cover your
account (tuition, fees, residence hall, and meal plan), the over award funds will be credited to your West Georgia HigherOne Card approximately one week after the last day of drop/add.
- Short-term loans for books may be available through the Bursar's Office, located in Aycock Hall, at the end of the preceding
term and the beginning of the current term. You can apply for the Short-term loan through your BanWeb account.
- For information regarding the fee schedule
If you have not completed the entire financial aid process
(completed necessary documents and
completed the loan entrance session), you must pay all of your fees
by check, cash, money order, webcheck, Discover, American Express, or Mastercard. Payments are made to the Bursar's Office in Aycock Hall. You can be reimbursed with your financial aid once your financial aid file is complete.
Will I receive any money back if I withdraw from my classes?
Refunds will be based on a pro rata percentage
determined by dividing the # of calendar days in the semester that
the student completed by the total # of calendar days in the semester.
Students who withdraw after 60% of the semester has been completed
are not entitled to a refund of charges.
Refund schedules and a copy of the Board of Regents policy may be obtained
from the Bursar's Office, the Registrar's Office or the Financial
For any question regarding this policy, contact the Bursar's Office
in Aycock Hall or call 678-839-4737.
Will I have
to repay any of the financial aid I received if I withdraw from my classes?
In accordance with federal
regulations, you may be required to repay a portion of federal or
state financial aid received or credited to your account if you withdraw
prior to the end of the semester. In all cases, refunds will be credited
back to the financial aid programs in the following order:
- Direct Stafford
- Federal Perkins
- Direct PLUS Loan
- Federal Pell Grant
- Federal SEOG
- Other Title IV
- State Programs
- Private / Institutional
there a limit to the total amount of aid that I can receive?
Your total awards may not
exceed your budget as determined by the Financial Aid Office. Your
total need-based aid (Ford Direct Subsidized Loan, Federal Perkins Loan, Pell
Grant, FSEOG, and Federal Work-Study) cannot exceed your financial need
(your budget less your Expected Family Contribution as determined
by the FAFSA). You are over awarded if your total aid exceeds your
budget or your need-based aid exceeds your financial need. The university
must revise awards or require repayment of financial aid where there
is an over award.
does dropping or adding classes during drop-add affect my financial aid?
If you add or drop hours during
drop-add, your fees and financial aid will adjust accordingly. If
there is an error and you receive aid for more hours than you are taking,
you could be responsible for a repayment.
What can I do if I want to work while attending UWG?
Working while attending college can help
you finance your education, and most students find that they can
be successful in their studies while working 10 to 15 hours per week.
As a student worker, you receive a bi-weekly payroll check.
The basic types of student employment on campus are work-study, student assistantships,
and graduate assistantships.
Work-Study Program offers employment for students
with financial need as determined by the Financial Aid Office. You
can work in clerical, technical, and manual positions in a variety of
departments and offices on campus. In addition, some positions are
available in community services areas. To improve your chances of
receiving FWS, you should complete your financial aid file by April
Student Assistantships are
on-campus jobs available regardless of your financial need. The jobs
are similar to those available in the work-study program except there are
no community service positions.
Student Research Assistantships
are also available regardless of your financial need. In this program,
you work closely with a faculty or staff member on a project related
to your major or career.
If you are a graduate student, you might be interested in a
Graduate Assistantship. For more information
on this program, you can contact the Graduate Office at 678-839-6419.
If you are awarded a Graduate Assistantship, you must notify the Financial
Aid Office. It may have an effect on your financial aid eligibility.
On-campus and off-campus employment openings are posted in the Department
of Career Services. Career Services also administers the University's
Cooperative Education and Internship Program.
The Immigration Reform Act of 1986
requires all employers to verify all prospective employees' U.S.
citizenship status. If you are seeking employment, you must bring a picture
I.D. (driver's license) and original social security card or certified
copy of your birth certificate to campus with you in order to complete
the employment requirements.
What are the academic requirements to receive financial aid?
You must meet several academic
criteria to receive financial aid. They are as follows:
- You must complete all
required developmental studies and CPC (College Preparator Curriculum)
courses in no more than thirty hours. After you attempt thirty hours
of developmental studies and/or CPC courses, you will lose your financial
aid eligibility until you have completed these course requirements.
- You must have a 2.0
UWG Institutional Grade Point Average (GPA) after four or more semesters
of enrollment at UWG. A semester that you withdraw from your classes
does count as a semester of enrollment. Your financial aid eligibility
can be reinstated when your UWG Institutional GPA reaches a 2.0.
- You must earn passing
grades in at least 67% of all hours for which you enroll during Summer through
Spring in order to remain eligible for aid during
the next award year. Please be aware that the calculation for the 67%
course completion is NOT rounded up. You must complete at least
67.00% each academic year. Anything below 67.00% is not considered to
be making satisfactory academic progress. Grades of A, B, C, D, and
S are considered passing; grades of F, W, WF, IP, I and U are considered
unsatisfactory and are not passing for the purposes of this review.
If you lose eligibility for aid under this provision, you may re-establish
your eligibility for future awards by completing 12 hours of class
work at UWG with a 2.0 GPA and receive no unsatisfactory grades of: F,
W, WF, I, IP and U. Any unsatisfactory
grade or less than a 2.0 term gpa will exclude all classes that term from being used toward the 12
- You must complete your
program within a certain number of attempted hours, including all transfer
hours. Once you meet or exceed the maximum hours set for your program,
you will be notified that your financial aid has been canceled for the
following semester. The limits are as follows:
120 Hour Bachelor's Degree - 180 attempted hours allowed
36 Hour Master's Degree - 54 attempted hours allowed
27 Hour Specialist Degree - 41 attempted hours allowed
Can I appeal
if I fail to meet one of the requirements listed above?
If there were
extenuating circumstances, such as a death in the immediate family, a personal
illness or injury, or other circumstances beyond your control that affected
your ability to meet the academic progress requirements, you can submit
a written appeal. You will need to request an appeal form from the Financial
Aid Office and provide supporting documentation such as a doctor's excuse,
medical bills, etc. The deadline to submit a complete appeal for any term is 12:00pm
on the second day of drop-add. If your appeal or supporting documentation is submitted after the deadline you will be responsible for paying your own fees before the fee payment deadline until a decision can be made.
UWG's Letter of Appeal for can be found at
You must meet all
of the requirements listed above to remain eligible for any form federal
and state aid, including HOPE and loans. Eligibility for short-term loans
and scholarships is not affected by these requirements.
- It is your
responsibility to notify the Financial Aid Office when you have met
the requirements to have eligibility reinstated. Get the Request to
Clear Satisfactory Academic Progress form from On-Line Forms.
- We cannot
release any academic progress holds on your file until your grades have
been checked. This may mean that you will have to pay advance registration
fees initially and be reimbursed once we can verify that you completed
the requirement(s) to have your aid reinstated.
- The Director
of Financial Aid may, at any time, cancel the remainder of your award
if he/she becomes aware that you are not actively pursuing your coursework.
You may also make a written appeal to the Financial Aid Office regarding
a decision, which affects awards or the ability to receive aid.