student services and financial aid

Career Services and Placement
Student Services • 882-JOBS (5627)

Career Services provides students and recent graduates with assistance in writing a cover letter and resume, job interview strategies, and ultimately with job search and placement. The office assists students in seeking employment before, or after graduation; Career Services does this by offering workshops, in-classroom presentations, career and employment fairs, individual appointments, on-campus interviews and other networking opportunities.

Cost of Attendance
The Cost of Attendance (COA) is an estimate of what it costs the typical student to attend UTB/TSC for a given period of time, and includes the following components: tuition and fees, books and supplies, room and board, transportation, and personal and miscellaneous expenses.

Standardized costs of attendance are established each year and are applied to applicants in similar situations. This means that students with similar circumstances will receive the same allowances for each component included in the cost of attendance. Students may request a cost of attendance evaluation by providing current documentation of expenses with a written explanation of unusual circumstances to the UTB/TSC Financial Aid Office.

For an academic year, the most common costs of attendance at UTB/TSC can be found at http://www.utb.edu/em/fa/Pages/CostofAttendance.aspx

Dean of Students’ Office
Student Services Building • 882-5141

A primary objective of the Dean of Students’ Office is to serve the needs of students and address their concerns.  The Dean of Students also oversees a number of departments that offer services and programs that are aimed at encouraging students to have the most enriching college experience possible.  These departments include, , Student Media, Multicultural Student Services, Career Services, Student Health Services, Disability Services, New Student Orientation, and Student Judicial Affairs. University Scorpions Scholars and Student Government Association

Disability Services
Lightner Student Center 101 • 882-7374/TTY users call 800-735-2989

Students with disabilities may request assistance through Disability Services.  To request services, students must register with the Coordinator of Disability Services.  Proof of disability is required.  (Documentation requirements vary depending on the disability.)  Students bear the responsibility of making their abilities and limitations known to Disability Services.  ,Coordinator in consultation with the student, will decide on the appropriate accommodations and the student will be provided a form for notifying each professor.  Student must request services each semester, as needed.

Disabled parking permits may be obtained at the Campus Police Department.  Proof of disability is required.

TYY users who wish to contact the University by phone may call through Relay Texas at 1-800-735-2989.  This catalog is available in alternate formats upon request.  For information, contact Disability Services.

Student Health Services
The Student Health Services welcomes the opportunity to serve students in achieving their career goals through the provision of services that address their medical, emotional and social needs. 

· Medical services and preventive health care is offered and provided to all registered students: physical examinations, medical visits, immunizations, testing for sexually transmitted diseases, gynecological examinations and pap smears, birth control, men’s health.

· Counseling and Psychiatric Services:  problems with adjustment to college life or personal concerns, such as, relationships/family problems; domestic violence; depression; anxiety, stress;  eating disorders;  alcohol and substance abuse;  post-traumatic stress disorders;  self-esteem;  suicidal ideations; other psychological or emotional discomforts; and, medication evaluations for psychiatric problems.

· Social Services: assistance with processing eligibility for Medicaid, Food Stamps and Temporary Aid to Needy Families.

Many of the services are included in the medical service fee that students pay upon registration.  Privacy is ensured.  All visits and sessions are confidential within the clinic and not added to the student’s college record.  Information is not shared with professors, family or any other persons unless the student provides a written informed consent.  Location:  Cortez Hall, Room 237 Telephone: (956) 882-8951 or (956) 882-3896 

Student Financial Assistance
Tandy Hall #206 • 882-8277

The Financial Aid Office must monitor the progress of the student toward the completion of a certificate or degree in order to meet federal and state guidelines governing the administration of student financial assistance. Students subject to selective service registration will be required to file a statement that the student has registered or is exempt from selective service registration in order to be eligible to apply for federal financial aid or aid funded by State revenue. A student who fails to achieve minimum standards for completion of classes or grade point average, or falls behind in degree progression, may lose eligibility for all types of federal, state, and institutional aid administered by the Financial Aid Office.

The Graduate Satisfactory Academic Progress (SAP) Standards for Financial Aid (FA) include quantitative and qualitative measures and are applied to financial aid recipients at the end of each Fall and Spring semester. Students applying for financial aid are also subject to the standards at point of financial aid application and/or prior to financial aid disbursement.

The standards used for measuring GR Satisfactory Academic Progress are:

--Quantitative: Completion Rate
--Quantitative: Maximum Attempted Credits
--Qualitative: Cumulative GPA

The evaluation includes all graduate credits attempted during any period of credit-hour enrollment offered at UTB/TSC, including mini sessions and summer terms, and all accepted transfer credits, even for courses taken during periods when the student was not receiving financial aid and periods of dual enrollment.

Courses with grades of A, B, C, D, P, S and CR are considered as attempted and earned credit hours. Courses with grades of F, U, W, WC, WF, WM, WP, NR, DF, DP, and DR are considered as credit hours attempted, but not earned. Incomplete courses (with grade of I) are considered as attempted hours until a final grade is posted. Students are required to request a re-evaluation by the Financial Aid Office, after successful completion of an incomplete course. Repeated course hours (designated as R) are included as attempted hours, but excluded from earned hours, regardless of course grade. Withdrawn courses are considered attempted credits, but are excluded from earned credits, regardless of reason for withdrawal.

Students failing either the quantitative or qualitative measures are placed on Financial Aid Probation or Suspension as appropriate. 

Quantitative Measure
Attempted and earned credit hours are used in the quantitative measure which includes two standards: completion rate and maximum attempted credits. Attempted hours are those credits for which a student is registered for on the official record date (according to the published Academic Calendar) for each semester, including mini sessions and summer terms. Earned hours are those credits for which a student receives a passing grade (according to Grade Standards published in the Graduate Catalog).

The completion rate standard for financial aid consideration is calculated by dividing the cumulative credit hours earned by the cumulative credit hours attempted. To remain in good standing, students are expected to successfully complete at least 75 % of the course work attempted. Students falling below the minimum completion rate of 75% are placed on Financial Aid Probation or Suspension as appropriate.

For example, a student earning 6 of 9 attempted graduate credit hours would enter Financial Aid Probation. ( 6 / 9 = 67% ).

The standard for maximum attempted credits for financial aid consideration is measured by dividing the cumulative credit hours attempted by the hours required to complete the program of study. To remain in good standing, students may not exceed 150% of the credit hours required for the educational program. Students exceeding the maximum attempted credits immediately enter Financial Aid Suspension status.

For example, if a student is pursuing a graduate degree requiring 36 credit hours, no financial aid consideration would be available after attempting 54 credit hours, even if the student has not yet earned the graduate degree and meets all other satisfactory academic progress standards. ( 36 X 150% = 54 )

Students are required to notify the Financial Aid Office of changes in majors, degrees, or if pursuing a doctoral degree. The notification must include an approved degree plan, an analysis by the academic advisor indicating the impact to maximum attempted credits, and may also require a financial aid suspension appeal. 

Qualitative Measure
For financial aid consideration, students remain in good standing when they maintain a cumulative grade point average (GPA) of 3.0 or higher. Students falling below the minimum cumulative grade point average of 3.0 and the minimum last term GPA of 3.0 are placed on Financial Aid Probation or Suspension as appropriate.

Status
Good Standing: The Good Standing status is awarded when a student is maintaining a cumulative GPA of 3.0 or higher, and a cumulative completion rate of 75 % or higher, and has not exceeded the maximum attempted credits for the declared program of study.

Probation: If at the end of the initial evaluation the student is not meeting the minimum completion rate (75 %) or cumulative grade point average (3.00), the student enters Financial Aid Probation status. During probation period(s), the student has the opportunity to continue to receive financial aid while attempting to regain financial aid satisfactory progress standards. The student may be referred to academic advisors for further guidance and evaluation.

Suspension: If at the end of the second evaluation the student is still not meeting the minimum completion rate (75%) or cumulative grade point average (3.00), the student enters Financial Aid Suspension status. Financial aid will be suspended until the student successfully meets the completion rate and cumulative grade point average standards without exceeding the maximum attempted credits. The student is responsible for paying his/her own expenses, such as tuition, fees, books, supplies, etc. and will not be reimbursed for period(s) of financial aid suspension. The student may be referred to academic advisors for further guidance and evaluation.

Students in probation or suspension status who improve their academic performance to the required completion rate and cumulative GPA without exceeding maximum attempted credits will return to good standing and are eligible for financial aid consideration.

Students exceeding the maximum attempted credits immediately enter Financial Aid Suspension status and may no longer receive financial aid for the declared program of study. If a change in program of study is being considered, the student must submit a financial aid suspension appeal that includes an analysis by the academic advisor indicating the impact to maximum attempted credits.

Financial Aid Suspension Appeals
To appeal suspension from financial aid, students must submit a written appeal with supporting documentation to the Financial Aid Office (where instructions and cover sheet are available).

The appeal must explain and documentation must support the unusual circumstances that prevented the student from meeting required academic standards. Unusual circumstances may include: death of a close family member, extended illness, personal injury, or other extraordinary circumstances. Supporting documentation may include: death certificate, physician’s statement, police report, etc. During the appeal process the student must be prepared to pay his/her own expenses, such as tuition, fees, books, supplies, etc. without expectation of financial aid reimbursement. A decision by the Financial Aid Appeal Committee will be rendered within two weeks; the decision of the committee is final. 

How Your Enrollment Status Affects Your Student Financial Aid
The Financial Assistance Office recalculates financial aid eligibility for students changing enrollment status on or before the official census date (12th class day for Fall/Spring semesters, 4th class day for Summer sessions). Recalculations are processed for schedule changes initiated by the student (in the form of adds/drops) or by the university (in the form of cancelled courses and/or other administrative changes).

If you add and drop or withdraw from courses (after financial aid is disbursed) and these results in a decrease in total credit hours enrolled, you may owe financial aid funds back to the program or you may owe other charges to the institution. Check with an advisor in the Financial Assistance Office before making schedule changes!

Some awards, including Pell grants, are adjusted based on the number of hours enrolled at the end of the official census period. Other awards, including Federal student loans, may no longer be disbursed after a student drops below half-time status within the loan period. Students should also be aware that changes to enrollment status for a specific semester may also impact program participation and/or eligibility for future semesters.

If financial aid eligibility is increased and a credit remains after the revised tuition and fees are determined, the available balance will be promptly mailed to the student by the Business Office. If the financial aid package is reduced and an account balance remains after the Business Office recalculates tuition and fees, the student is responsible for promptly paying this amount in full. (Review the refund policy and the tuition and fees information published in this booklet).

In general, students dropping below half-time status, on or before the official census date, are ineligible for most forms of financial aid, and similar to students completely withdrawing from UTB/TSC, may be required to repay awards and/or tuition balances, as per the Title IV Returns policy.

Note: Students reducing enrollment status after the official census date should refer to the Federal Financial Aid Satisfactory Academic Progress Standards and students completely withdrawing from the institution, before or after the official census date, should also refer to the Procedures for Return of Title IV Funds.

Return of Title IV Student Financial Aid Funds When a Student Withdraws
When federal Title IV grant or loan assistance is disbursed, but the recipient does not complete the enrollment period,  withdraws, drops out, fails all classes or takes a leave of absence, the law requires that UTB/TSC calculate the amount that must be returned by the school and/or student to Title IV program accounts.

The Title IV programs that are covered by this law are: Federal Pell Grants, Stafford Loans, Plus Loans, Federal Supplemental Educational Opportunity Grants (FSEOG), Academic Competitiveness Grant (ACG), and the National Smart grant.   

Official Withdrawals
The date the student initiates the withdrawal is used for calculating the percentage used in the formula for Return of Title IV funds. The number of days from the 1st class day to the withdrawal date divided by the number of days in the payment period (semester) equals the percentage of Title IV funds earned.   If the withdrawal date is after the 60% point of the semester, the student has earned 100% of the Title IV funds.

Unofficial Withdrawals
If the student fails to earn a passing grade in at least one class during the semester, the institution will assume the student withdrew unofficially and will calculate Return of Title IV Funds accordingly. If it is determined that the unofficial withdrawal date is earlier than the 60% point of the semester, the student may owe funds to the Title IV financial aid programs and/or the institution. For a student who withdraws without notifying the institution (unofficially withdraws or drops out), the withdrawal date is:

–   the midpoint of the payment period or period of enrollment, as applicable
–   at the institution’s option, the student’s last date of attendance at an academically-related activity; or
–   if the institution determines that the student left without notification because of illness, accident, grievous personal loss, or other such circumstances beyond the student’s control, the date that the institution determines is related to that circumstance.

Students have 10 days from the date the institution notifies them to clarify their enrollment status. Unless the student can provide acceptable documentation that shows the student was enrolled more than 60% of the semester, the student will be responsible for returning the unearned funds. Students have 45 days from the date the institution notifies them in writing to make payment arrangements. The student is responsible for payment of any institutional charges and/or Title IV funds resulting from delayed notification of the last date of instructional activity. Failure to make satisfactory payment arrangements on or before the 45th day may result in the following consequences:

•   Notification to the federal government of your overpayment
•   Notification to lenders, servicers and guarantors of the last date of attendance on at least a half-time basis
•   Cancellation of future scheduled loan proceeds
•   Cancellation of future scheduled restricted grant, scholarship or work program funds
•   Cancellation of future scheduled Pell Grant awards, Academic Competitive Grant and National SMART Grant awards.
•   Ineligibility for future aid until overpayment is settled.

Students should meet with a Financial Aid advisor for a Withdrawal Evaluation before making a decision to withdraw or stop attending classes. 

Post-withdrawal Disbursement Process
If you did not receive all of the funds that you earned, you may be due a post-withdrawal disbursement. Post-withdrawal eligibility can be used to credit outstanding charges on a student’s account. UTB/TSC has 30 days from the date that the University determined the student withdrew to offer any amount of post-withdrawal disbursement to the student. The student must respond within 14 days from the date that University sends the notification to be eligible to receive the post-withdrawal disbursement. If the student does not respond to the University’s notice, no portion of the withdrawal disbursement that is not credited to the students account may be disbursed. If the post-withdrawal disbursement includes loan funds, UTB/TSC must get your permission before it can disburse them. You may choose to decline some or all of the loan funds so that you don’t incur additional debt. UTB/TSC may automatically use all or a portion of your post-withdrawal disbursement (including loan funds, if you accept them) for tuition, fees, and room and board charges (as contracted with UTB/TSC). For all other school charges, the UTB/TSC needs your permission to use the post-withdrawal disbursement. If you do not give your permission, you will be offered the funds. However, it may be in your best interest to allow UTB/TSC to keep the funds to reduce your debt at the school.

Procedures for Return of Title IV Funds
If the total amount of Title IV grant and/or loan assistance that the student earned is less than the amount disbursed to or on behalf of the student, the difference between these amounts must be returned to the Title IV programs in the following order of priority (not to exceed the amount originally disbursed):

1.    Unsubsidized FFEL Stafford Loans
2.    Subsidized FFEL Stafford Loans
3.    PLUS FFEL Loans
4.    Federal Pell Grant
5.    Academic Competitive Grant
6.    National SMART Grant
7.    Federal SEOG Grant
8.    Other Title IV assistance (excluding FWS) 

The school and the student share the responsibility for returning Title IV aid. The school returns “unearned” Title IV funds that have been paid to the school to cover the student’s institutional charges received from Title IV grant and/or loan programs. The student is responsible to repay UTB/TSC for any unpaid institutional charges resulting from the Return of Title IV Funds calculation. The school must return Title IV funds due to the federal programs no later than 45 days after the date the school determines the student withdrew.

If the student owes funds back to the Title IV programs, the institution will advise the student within 30 days of determining that the student withdrew. The student has 45 days from the date of notification from the institution to take action on the overpayment. If the student’s portion of unearned Title IV funds included a federal grant, the student has to pay no more than 50% of the initial amount that the student is responsible for returning. Immediate repayment of the unearned loan amount is not required because the student repays the loan to the lender according to the terms or conditions in the promissory note. The institution will advise the lender of the student’s withdrawal within 45 days of determining the student withdrew. 

No additional disbursements may be made to the student for the enrollment period. If the student does not repay the amount owed to the Title IV programs or does not make satisfactory payment arrangements with the U.S. Department of Education, UTB/TSC will report to the National Student Loan Data System (NSLDS) that the student received an overpayment. The student loses eligibility for further Title IV aid until resolved.

The requirements for Title IV program funds when you withdraw are separate from any refund policy that UTB/TSC may have. Therefore, you may still owe funds to the school to cover unpaid institutional charges. UTB/TSC may also charge you for any Title IV program funds that the school was required to return. If you do not already know what UTB/TSC’s refund policy is, you can ask for a copy. UTB/TSC can also provide you with the requirements and procedures for officially withdrawing from school. 

If you have questions about your Title IV program funds, you can call the Federal Student Aid Information Center at 1-800-4-FEDAID (1-800-433-3243). TTY users may call 1-800-730-8913. Information is also available on Student Aid on the Web at www.studentaid.ed.gov. 

Withdrawing from School
Students who wish to withdraw from UTB/TSC may do so by logging into Scorpion Online, visiting the Office of the Registrar and completing a form. Students completely withdrawing after the Official Record Date (ORD) should also refer to the Federal Financial Aid Satisfactory Academic Progress Standards.

Note: For additional information on withdrawals, Return of Title IV, and sample calculations, students should see a Financial Aid Advisor. 

Other Types of Financial Aid Available
Tuition Exemptions: The Texas Legislature has provided a tuition and fee exemption, excluding the general deposit and student services fees, provided under §54.201, et seq. of the Texas Education Code. To obtain an exemption, an approved application must be on file with the Office of Student Financial Assistance six weeks prior to registration. Tuition and fee exemptions may be granted for the following categories of students:

• Children and spouse of Texas veterans (Hazelwood) killed or disabled while in service
• Children and spouse of police, security, or emergency personnel killed in the line of public duty
• Blind and deaf students
•Adopted children or students under conservatorship of the Department of Family and Protective Services
• Prisoners of war or their children, or children of persons missing in action
• Texas ex-servicemen
• Educational aides
• Senior citizens
• Early high school graduates
• Those demonstrating economic hardship
• Dependent children of a member of the Armed Forces deployed on active duty to engage in a combative military operation outside the United States

This information is provided in summary form. For more information or additional exemptions, contact the Office of Student Financial Assistance at Tandy Hall #206 and/or refer to the Texas Education Code, §54.201, et seq. 

Tuition Assistance Programs:
The Texas Higher Education Coordinating Board administers various tuition assistance programs, including programs for teachers and vocational nursing students. Further information about these programs may be obtained by contacting the Office of Financial Aid.

Work-study: Students may access a list of work-study employment opportunities sorted by department at http://www.utb.edu/em/fa/Pages/WorkStudyProgram.aspx 

Graduate Records Examinations Fee Reduction Program
Candidates receiving a GRE Fee Reduction voucher will be required to pay 50 percent of the test fee, rather than the total test fee. This fee is likely to be high enough to ensure that candidates will be seriously planning to test when the appointment is made, and it covers the expense associated with seat time and processing of the Fee Reduction request. Fee Waiver vouchers for ScoreItNow! Online Writing Practice will continue to be provided to all Fee Reduction candidates, free of charge.

In addition to implementing a Fee Reduction Program, we will also begin a more careful process to monitor the number of vouchers available for this program.

Veterans Benefits
Tandy Hall #206 • 882-8980

The Office of Veterans Affairs is available to help all eligible Veterans/Dependants attending or planning on attending UTB/TSC to obtain financial assistance and information on veteran benefits.  Applications may be turned in to the Office of Veterans Affairs, or you apply online at any time.

Chapter 30 - Montgomery GI Bill-Active Duty
Chapter 31 - Vocational Rehabilitation
Chapter 32 - Veterans Educational Assistance Program (VEAP)
Chapter 33 - Post 9/11 GI Bill
Chapter 35 - Survivor’s and Dependents’ Educational Assistance Program
Chapter 1606 - Montgomery GI Bill - Selected Reserve
Chapter 1607 - Reserve Educational Assistance Program (REAP)

Graduate students receiving VA educational benefits must maintain a cumulative 3.0 Grade Point Average to be making satisfactory progress. 

Hazlewood Act
Texas veterans who have no remaining Veterans educational benefits may be exempted from payment of tuition and fees, except for student service fees. To obtain the exemption of tuition under this act, an approved application must be on file with the Veterans Affairs Department of the Office of Student Financial Assistance three weeks prior to payment deadline.  Also, the children of members of the armed forces who are or were killed in action, who die or died while in service, who are missing in action or whose death is documented to be directly caused by illness or injury connected with service in the armed forces of the United States, children of members who became totally disabled for purposes of employability may be entitled to an exemption, if they are residents of Texas.