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Unusual Enrollment History Policy & Procedure

Students whose ISIRs for a financial aid year are flagged with either a comment code 359 or 360 (Unusual Enrollment History) will be handled according to the procedure described below. These codes are typically assigned when a student stays at an institution long enough to have possibly received a Title IV credit balance, then leaves before the end of the enrollment period, enrolls at another institution, and repeats this pattern.

As described in the procedure, you may email financialaid [at] cityvision [dot] edu if you have been denied financial aid on the grounds of Unusual Enrollment History.

Note that students that have been flagged as having "Unusual Enrollment History" in their financial aid application are required to pay for their first term in advance before the term starts.

Exceptions may be made for students that either can provide documentation justifying their unusual enrollment history or if they are affiliated with a partner ministry that provides an advisor to the student.

Before being cleared to receive aid, you will have to submit the documentation that City Vision requests, following the procedure below.

For code 359 (#2 on UEH field):

1.       The financial aid staff will check NSLDS to see whether the student received a federal grant (such as a Pell grant) or loan at your institution in the four previous aid years.

2.       If so, they will indicate this on the Unusual Enrollment History form and mark as “no additional action required.” Attach the student’s unofficial City Vision transcript and NSLDS loan history as supporting documentation.

a) Note that if City Vision has reason to believe that the student only attended previously for long enough to get aid and then disappeared, the instructions for Code 360 must be followed.

3.       If not, the financial aid staff will follow the instructions for Code 360, below.

Code 360 (#3 on UEH field):

1.       The financial aid staff will look at NSLDS and identify all institutions at which the student received a federal grant (such as a Pell grant) or loans in the four previous aid years.

2.       The student will request transcripts from any institutions where aid was received.

3.       When financial aid was received at a previously attended school (including City Vision), and yet academic credit was not earned, the student will provide a written explanation as to why no credit was earned and what has changed that this reason will not prevent  credit from being earned in the future.  The student is expected to provide  documentation, to the extent possible, to support the written explanation.

4.       The financial aid staff will evaluate this documentation to determine whether the documentation provided supports the reasons described by the student and that the student did not enroll only to receive credit balance funds. Acceptable reasons may include personal illness, a family emergency, a change in where the student lives, and military obligations, or an academic complication, such as unexpected academic challenges, or the student having determined that the academic program in question did not meet their needs. Insofar as possible, the documentation should be from third parties, not only from the student him/herself.

5.       If the student fails to provide compelling reasons and documentation for a failure to receive academic credit for a period for which they received Title IV funds, their eligibility will be terminated. This determination is final and the student may not appeal it to the Department of Education. Decisions, and the reasons justifying them, will be fully documented in the student’s file for possible review.

6.       If the student’s eligibility is terminated, he/she will be notified regarding how he/she may subsequently regain eligibility.

a) The student will be given an opportunity to question and appeal the decision to your school, by emailing an appeal to financialaid [at] cityvision [dot] edu.

b) Since the basis for denial is lack of academic performance, successful completion of academic credit is a basis for renewing the student’s Title IV eligibility, assuming the student is in all other ways eligible for the aid in question. This may require compliance with an academic plan that was issued for the student, if one exists.

7.       When a student regains eligibility after losing it due to Unusual Enrollment History, the student’s eligibility is retroactive to the beginning of the current period of enrollment, for Direct Loans, and for all other types of Title IV aid, retroactive to the beginning of the current payment period.

8.       If a student’s continuing eligibility is approved, the student may be required to establish an academic plan similar to the type of plan used to resolve SAP appeals. The student will also be counselled about the Pell Lifetime Eligibility Used (LEU) limitation and the impact of the student’s attendance pattern on future Pell Grant eligibility.

Note: If a student receives a UEH flag that includes an award year(s) that was resolved by the reviewing school for a previous award year, that school must determine if there was a change in the schools the student attended for that award year(s). If there were no changes to the schools the student attended, no further action is necessary.

However, if the student attended another school(s) that was not previously reviewed and received Pell Grant and/or Direct Loans at that school(s), the reviewing school must determine if the student earned academic credit at the additional school(s) under review. If the student did not earn academic credit at the additional school(s) under review, the student must provide documentation explaining why academic credit was not earned, according to federal policy.