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How Do I Maintain My Financial Aid?

Once you receive Financial Aid, there are conditions that must be met to maintain your eligibility for future semesters. If you drop classes or do not earn good grades, you risk losing your aid.

Rights and Responsibilities

As a student financial aid consumer, you have the right to:
1. Be informed about financial aid application procedures, cost of attendance, aid available and renewal requirements.
2. Confidential protection of your financial aid records. The contents of your financial aid file are maintained in accordance with the Family Educational Rights and Privacy Act.
3. Appeal decisions made by the Passaic County Community College financial aid staff. Appeals should be submitted to the Director of Financial Aid in writing.
You have the responsibility to: 
1. Complete applications correctly and on time.
2. Read and understand all materials sent to you from Financial Aid and other financial aid agencies; keep copies of all forms and materials submitted.
3. Know and comply with the rules governing your aid programs.
4. Comply with the provisions of any promissory note and all other agreements you sign.
5. Register for the number of credits required and maintain satisfactory academic progress.
Request personal assistance if you have questions or don’t understand the information provided to you.

Satisfactory Academic Performance and Progress

Satisfactory Academic Performance is defined as maintaining a satisfactory cumulative Grade Point Average (GPA).

Satisfactory Academic Progress is defined as the ratio of credits completed compared to the number of credits attempted.

The chart below list the quantitative and qualitative requirements for academic performance and progress.

Satisfactory Academic Performance

1. First semester, a cumulative GPA of 1.4 or higher is required.
2. Second semester, a cumulative GPA of 1.6 or higher is required
3. Third semester, a cumulative GPA of 1.8 or higher is required
4. Fourth semester, or more, a cumulative GPA of 2.0 or higher is required.

Satisfactory Academic Progress

Credits attempted    Percentage completed
12-24                            50%
25-48                            60%
49-72                            70%
73-96                            80%
97+                               90%

“D” grades do not count as completed courses for ESL,
Developmental Studies and courses in the major.

REMEDIAL CREDITS:  Financial Aid will fund up to 30 credits of remedial courses. Remedial credits count towards grade point average (GPA) and attempted credits.

ATTEMPTED CREDITS:  Attempted credit hours are defined as the hours for which the student is enrolled and charged on the census date [the 10th day of enrollment] of the semester. Earned or completed hours are defined as the hours which the student has earned a grade of A, B, C, or D .  Withdrawals, incompletes, audits, failures are not considered earned credit hours. Remedial courses and repeated courses are included in the calculation of attempted and earned credit hours.

MAXIMUM TIME LIMIT REQUIREMENTS:  Students must complete their course work within the maximum time frame which is 150% of the published length of the education program measured by the attempted and transferred credits.

EVALUATION OF STANDARDS OF ACADEMIC PROGRESS:  A financial aid recipient’s academic progress is evaluated after the end of the spring semester.  At that time, a student will either be satisfactory or unsatisfactory.

A student who is satisfactory is in “good standing“and has met both the requirements of SAP (performance and progress).

Students who are unsatisfactory will be evaluated to determine if they will be placed on 1) a “warning” semester, (student does not have to appeal), 2) a term of probation (student must appeal) , or 3) an Academic Plan (student must appeal).

Students are notified of their unsatisfactory status via their student portal.  Instructions are given to the student advising them on what action need to be taken (i.e., submit an Appeal, see an advisor, etc.).

If order to appeal for a term of probation a student must be within 12 to 15 credits of meeting financial aid progress standards or within a few points of the required cumulative GPA.   An appeal of probation will be given for 1 semester only, and the student will be reevaluated after the probation semester.


Students who are within 12 to 15 credits of meeting standards may submit an appeal for a semester of “Probation”  to the Financial Aid Appeal Committee.

Students who need to make up more than 15 credits are required to submit an appeal for an “Academic Plan”.  The student will be directed to meet with their academic advisor who will review their deficiency and map a 3 semester plan for improved progress.  The Academic Plan requires the student to successfully complete all classes in which they register for in each semester.  The student must also attain a minimum GPA of 2.0.  If a student withdraws from a class, or fails to attain a 2.0 during the semester, they have failed to satisfy the terms of their Academic Plan, and are ineligible for financial aid indefinitely.

However, under extreme circumstances for which a student can provide documentation, may the student request a meeting with the Director of Financial Aid, for reconsideration to have their Academic Plan reinstated.

WARNING:  If a student fails to meet satisfactory academic progress requirements, they will be placed on a “warning” and will be eligible for financial aid for one payment period. No appeal required.

PROBATION:  If a student did not satisfactorily regain good academic standing after being on a warning semester, but could possibly regain good standing within the next semester, they will be placed on “Probation” after they have submitted an appeal to the Financial Aid Appeal Committee and the appeal has been approved.

The student successfully passes his probation semester if he meets the financial aid standards of satisfactory academic progress and performance.

If a student is placed on “probation”, financial aid will be paid for one (1) payment period only.  There are no consecutive payment periods of Probation.

ACADEMIC PLANS:  A student will be placed on an Academic Plan if he cannot meet the financial aid standards of progress and performance within 1 semester.

The student must submit an appeal and meet with their Advisor who will work within the student to help them successfully complete their program within a specified period of time.  A plan is typically mapped out for the student for a maximum of 3 semesters.

The terms of the Academic Plan are designed to monitor the student and ensure he/she is making progress toward completing their program of study.  While on the plan, the student must meet the following terms:  1) must complete all classes for which they register, 2) must pass all classes, and 3) must earn a semester GPA of 2.0 or better.

If the student fails to meet any of the above criteria, they are denied financial aid indefinitely or until they have met the financial aid standards of satisfactory academic progress and performance.

Appeals  Students who failed to meet the terms of their Academic Plan, and are no longer eligible for financial assistance which includes Federal grants, State grants, FWS, and student loans.  They may however, apply for an alternative loan through outside sources.

SUSPENSION: If a student fails to meet the conditions of the Probation semester, or the terms of their Academic Plan, their financial aid will be suspended and the student cannot regain financial aid eligibility until such time they are meeting Satisfactory Academic Progress and Performance.

MAXIMUM TIMEFRAME: Students who have attempted more than 150% of their degree program are ineligible for financial aid.

Please Note: Failure to meet the standards of Satisfactory Academic Progress does not preclude a student from enrolling in subsequent semesters provided the student meets the academic requirements of the College.

State of New Jersey Regulations

Academic progress regulations are the same as the federal regulations. Progress is monitored at the end of each spring semester.

Note: State funds are adjusted according to the College’s Refund Policy when the student completely withdraws from all courses, or drops below 12 credits.

EOF Program

Normally, EOF students must complete 12 credits within a semester. With written approval from the EOF campus director, students may, for academic reasons, complete no fewer than six credits within a semester. EOF students are required to complete all remedial courses within the first four semesters.rnrnUpon formal request and approval by the Director of EOF, students attending PCCC are eligible to receive up to six semesters of EOF funding with additional awards up to a maximum of eight semesters.rnrnIf state financial aid is denied, students and institutions have the right to appeal. Contact the Financial Aid Office or the EOF Office for procedures.


All withdrawals are monitored by the Financial Aid Office. Students who withdraw from courses and reduce their course loads after registration will have their financial aid reduced accordingly. Charges and credits are adjusted according to the College Refund Policy. Federal aid is adjusted according to the Return of Title IV regulations.

Return of Title IV Funds Policy

The Return of Title IV Funds policy applies to students who are awarded Title IV funds who withdraw from all classes before completing more than 60% of the term (in days).

If a student has received a refund, this policy also applies. The amount of Title IV funds earned is determined according to the following:

The term “Title IV Funds” refers to the Federal Financial Aid programs authorized under the Higher Education Act of 1965 (as amended) and includes the following programs:
1. unsubsidized Federal Stafford Loans,
2. subsidized Federal Stafford Loans,
3. Federal Perkins Loans,
4. Federal PLUS Loans,
5. Federal Pell Grants, and
6. Federal SEOG.

A student’s withdrawal date is:
1. the date the student began the institution’s withdrawal process at the Registrar’s Office;
2. the student’s last date of attendance at a documented academically-related activity; or,
3. the midpoint of the semester for a student who leaves without notifying the institution.

Title IV aid is earned in a prorated manner on days attended up to greater than the 60% point in the semester. Title IV aid is viewed as 100% earned after that point in time. A copy of the worksheet used for this calculation can be requested from the Financial Aid Office.

Students withdrawing before the last day to add/drop for a given term will receive a 100% refund. Notices of possible refunds and adjusted bills will be sent to the student’s home address following withdrawal.

In accordance with federal regulations, when financial aid is involved, refunds are allocated in the following order:unsubsidized Federal Stafford Loans, subsidized Federal Stafford Loans, Federal Perkins Loans, Federal PLUS Loans, Federal Pell Grants, Federal SEOG, other Title IV assistance, other federal sources of aid.

Institutional responsibilities in regard to the return of Title IV Funds are:

1. Providing each student with the information given in this policy.
2. Identifying students who are affected by this policy and completing the Return of Title IV Funds calculation for those students.
3. Returning any Title IV Funds that are due the Title IV programs.

The student’s responsibilities in regard to the return of Title IV Funds include:
Returning to the Title IV programs any funds that were disbursed directly to the student and which the student was determined to be ineligible for via the Return of Title IV Funds calculation.

1. The fees, procedures, and policies listed above supersede those published previously and are subject to change at any time. Any notification of a withdrawal or cancellation should be in writing and addressed to the Registrar.

Check Your Status

If you submitted your FAFSA and completed your placement, you should have received your MY PCCC login. Check your financial aid status, find verification forms, and pay your bill by logging into MY PCCC.

* Note: if you’ve completed your FAFSA, it can take 5-7 days before your status is updated.

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Have questions or need more info?

Schedule an appointment for help with your FAFSA Application, or chat with the Virtual Information Center to help figure out the best aid options for you.

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Closed Fridays during summer.