Student Eligibility Requirements For Federal Student Aid
- Be a United States citizen or an eligible non-citizen.
- Be a high school graduate or have successfully completed the GED examination.
- Be enrolled as a regular degree (.AS .AA .AAS .AGS) or certificate-seeking* student in an eligible program of study.
- Meet Satisfactory Academic Progress (SAP) standards established by the college.
- Demonstrate a level of financial need through completion of the Free Application For Federal Student Aid (FAFSA).
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How Financial Need Is Determined
Financial Aid (the difference between the reasonable cost of attending college and the reasonable expectation from family resources) is the amount which the Financial Aid Office will endeavor to provide from one source or a combination of sources.
The full cost of attendance cannot be met by financial aid programs. All students are expected to contribute personal resources.
Financial need is determined on the basis of income and assets of both the parents and student. The Free Application for Federal Student Aid (FAFSA) must be completed. The college must receive a valid Institutional Student Information Record (ISIR).
Adjusted gross income, untaxed income and benefits, number of family members and number of college students are considered in determining the amount the family is expected to contribute to the student's education. Also considered are student and parent savings, investment real estate equity, bank accounts, certificates of deposit, trust funds, money market funds, other investments, and net worth of business and/or investment farms. Applicants may exclude the net value of a small business that has 100 or fewer full-time or FTE employees and the business (or any part of it) is owned and controlled by the family.
Financial aid is determined on the same basis as for dependent students, except parent income and assets are not considered.
How To Apply For Awards Based On Financial Need
Eligibility for all need-based awards is determined through submission of a valid Department of Education Free Application for Federal Student Aid (FAFSA). The process is as follows:
- Complete the FAFSA indicating Garden City Community College (Federal School Code 001919) in the school selection section. The FAFSA can be completed online at www.fafsa.gov in either English or Spanish. The Student Aid Report (SAR) is mailed or emailed from the processor to the student after submitting a FAFSA. Paper applications are available upon request from the Financial Aid Office at Garden City Community College or by calling 1-800-4-FED-AID.
- Have official high school transcript or GED scores on file with the Admissions Office.
- Provide all official transcripts from any previously-attended college, university, or technical schools.
- Meet all student eligibility requirements previously listed.
- Provide documentation requested by the Financial Aid Office.
- Complete a new FAFSA each year.
Awards Based On Financial Need
Federal Pell Grant
The Federal Pell Grant Program provides eligible undergraduate students with a base for financial aid. Student eligibility is based on financial need determined by the U.S. Department of Education and reviewed by the United States Congress annually.
The Pell award is a grant and does not normally have to be repaid. Grants range in size according to student eligibility and the student's level of enrollment. Students who drop out, or quit attending classes, may have to repay a portion or all of the Pell Grant received. Pell awards range from $0 to $6,195 for the 2019-20 academic year.
- Full-time Pell awards are based on 12 or more credit hours certified per semester.
- Three-quarter-time Pell awards are based on 9-11 credit hours certified per semester.
- Half-time Pell awards are based on 6-8 credit hours certified per semester.
- Less-than-half-time Pell awards are based on 1-5 credit hours per semester.
FSEOG provides financial assistance to undergraduate students with exceptional financial need. FSEOG awards at GCCC range from $0 to $500 per year. FSEOG funds are limited and priority is given to PELL recipients with lowest family contribution figures. Students must qualify for Federal Pell Grant to receive FSEOG.
Federal Work-Study Program (FWS)
This program provides part-time employment for many students with financial need. FWS gives students a chance to earn income to help pay educational expenses. Students work in college facilities and community service positions (i.e., library, student center, or as assistants of administrative, faculty or maintenance personnel). FWS hours normally range from 5 to 15 hours per week. Availability of FWS is determined year to year. Non-need based institutional work-study is also available.
Student Loan Code of Conduct
1. Preferred Lender Guidelines
Preferred or suggested lender lists used by Garden City Community College will be based solely on the best interests of students and parents who may use the lists and used without regard to the financial interests of the college.
2. Lender Disclosures
Any preferred or suggested lender lists maintained by Garden City Community College will clearly and fully disclose the criteria and process used to select the lenders included on such lists. Students and parents will also be told that they have the right to select a lender of their choice, regardless of whether such lender appears on the school's lender lists.
3. Revenue Sharing
Garden City Community College will not accept anything of value from any lender in exchange for any advantage sought by the lender. Lenders will not be required or allowed to pay in order to be placed on the school's lender lists.
4. Gifts and Trips
Garden City Community College employees will not accept anything of more than a nominal value from any lender, including gifts or trips of any kind.
5. Advisory Board Membership
Garden City Community College employees will receive no compensation or be given anything of value for serving on the advisory board of any lender.
6. Lender Identification
No employee of any lender may work in or provide staffing in the Garden City Community College's financial aid office. In addition, Garden City Community College will direct employees of lenders to clearly identify themselves as employees of a lender and to never identify themselves as college employees when meeting or speaking with students or parents.
Additional Financial Aid Assistance
Veterans Administration Benefits
Veterans, spouses and children of disabled or deceased veterans may qualify for special education benefits. Students should contact their local Veterans Administration Office for forms and further information. Any and all VA benefits received must be reported to the Registrar's Office.
Students with physical or emotional disabilities may qualify for special assistance. Students should contact the division of Vocational Rehabilitation, Department of Social and Rehabilitation Services in their area.
When a student's need has been established, it is the goal of Garden City Community College to make funds available to help meet that need. Recipients are selected according to established need and on a first-come first-served basis, as funds are available. Students will receive award letters as soon as possible after the college receives its official notification of program funding from the federal government. Financial aid files are complete only when all requested information and documentation has been received. Financial aid files are then reviewed and awarded in chronological order of completion, and award letters are printed in this same order. Files complete and accurate by June 1st will be awarded prior to August 1st. Files complete and accurate by July 1st will be awarded prior to the start of the Fall semester.
A Financial Aid Award Letter, stating components of the Financial Aid Package will be mailed or given to the student. This letter shows awards offered to the student. Students can also view their awards via Busterweb.
Funds in the amount stated will be reserved for the student. Money cannot be released until the student's attendance has been certified by the Registrar.
Financial Aid Census Day
Financial Aid Census Dates are the days that GCCC will take a "snapshot" of student's enrollment for the semester.
- Fall 2019: September 16, 2019
- Spring 2020: February 7, 2020
Key Financial Aid Census Notes:
- Since the enrollment level (full time, 3/4 time, 1/2 time, or less than halftime) determines grant eligibility for the term, this enrollment snapshot will determine the total grant payment for the semester.
- To be counted toward the enrollment level for grant purposes students must be enrolled in the classes as of the census date even if the class(es) have a start date that is later in the semeseter.
- If students add classes after the Financial Aid Census Day they will not be counted for grant payment purposes.
- If students drop classes after the Financial Aid Census Day (as long as they don't
drop all classes) they ordinarily will not owe any of the financial aid already disbursed
back to GCCC.
(However, if students drop too many classes it could affect Satisfactory Academic Progress (SAP) status by lowering the pace/completion rate.)
Cost Of Education Components
For financial aid eligibility, Garden City Community College defines an academic year as 24 credit hours and 32 weeks in length beginning with the first day of class of the regularly scheduled Fall semester and ending with the last day of final examinations for the regularly scheduled Spring semester.
The following components are used in computing a full-time student's cost of attendance at Garden City Community College for the academic year. Adjustments are made for less than full time student status.2019-2020 Cost of Attendance Information
Adjustments To The Aid Package
In addition to aid available from the college, financial aid is available from a variety of sources. Such agencies have their own criteria for eligibility funding and limits.
Students should be aware that the various agencies and the college will determine awards at different times and independently of each other. Students must report all scholarships, grants, etc. to the Financial Aid Office.
In cases where students receive more than one award, the aid package may need to be adjusted in order to comply with federal regulations and individual program guidelines. With the variety of agencies controlling funds, the need to make adjustments is becoming more common.
Students and their parents should understand that the acceptance of any award is always subject to adjustment in order to comply with the federal regulations and the guidelines of any program from which funds are received. Awards may be prorated or eliminated based on the student's actual enrollment status and other awards.
The amount of each student's federal award is based upon established need. A student's financial aid package is awarded in the following order: (1) Federal Pell Grant (2) external sources of scholarships and grants, (3) institutional scholarships & grants, (4) FSEOG, (5) Federal Work-Study, and (6) Federal Stafford Loans.
If students or their families have unusual circumstances that merit consideration in regard to the financial aid application, they should contact the Financial Aid Office. These might include changes related to family size, reduction in earnings or loss of other income, one-time income, excessive out-of-pocket medical expenses, etc.
Federal financial aid regulations allow financial aid administrators to adjust your cost of attendance if you have special circumstances/expenses which your current estimated cost of attendance does not cover. To determine if adjustments can be made to your set cost of attendance, please contact the Financial Aid Office. Requests are reviewed on a case-by-case basis.
Financial aid payments are disbursed a minimum of twice a year, normally in late September and again in late February for regular session classes. Disbursements will be made after the student's enrollment has been certified by the Records Office. Certification procedures begin subsequent to the 20th day of the regular semester and disbursement will be subsequent to the 30th day each term. Not all classes certify at the same time and students must plan accordingly. Financial aid credit balances are issued by check and can be picked up at the Business Office located in the Administration Building. Normal office hours are 8 a.m. to 4:30 p.m. (M-Th) and 8 a.m. to 4:00 p.m. (F) during the fall and spring semesters. (Exact dates of fall and spring initial disbursements are posted in the student handbook.) Students are notified via their Bustermail email account when a refund check is available. Refund checks not picked up within 21 days of notification will be mailed to the student.
When students do not begin attendance and/or withdraw from class(es), they may owe a federal financial aid refund.
Federal Stafford Loan proceeds are disbursed no sooner than other federal aid. Work-study checks are disbursed monthly. Students may also elect direct deposit for their work study earnings.
Satisfactory Academic Progress (SAP) Policy
Satisfactory Academic Progress (SAP) Appeal Process
The appeal process is available to any student being denied financial aid at GCCC. During the appeal process, a student is allowed to enroll at GCCC if he or she meets all requirements for admission or re-admission. However, the student is responsible for paying all direct costs (tuition, fees, books, residence hall charges). Appeals should be submitted as soon as possible to facilitate informed decisions regarding enrollment and associated financial obligations.
All appeals must be made in writing and submitted in compliance with the requirements shown below.
- PRIORITY DEADLINE: Appeals should be submitted as soon as possible to facilitate informed decisions regarding
enrollment and associated financial obligations. Students should submit a "Financial
Aid Denial Appeal Form" (available at the Financial Aid Office or the GCCC website www.gcccks.edu) by the first day of classes for the semester of enrollment for which they wish to
be considered. The appeal should explain specific mitigating circumstances including
supporting statements and documentation from appropriate sources (i.e. physician,
academic advisor, employer). The appeal should also include steps taken to insure
that the circumstances will not be repeated. The Director of Financial Aid will notify
the student of the outcome of the appeal.
If the appeal is granted the student's eligibility for federal financial aid will be reinstated and the student may be placed on financial aid Probation and/or required to develop an Academic Plan.
- UPWARD APPEAL: If the appeal is denied by the Director of Financial Aid, the student may continue
the appeal process by filing a written appeal with the Vice President of Student Services
within one week of notification of denial of appeal by the Director of Financial Aid.
The VP of Student Services will render a decision and notify the student within one
week. The Vice President of Student Services at Garden City Community College shall
have final jurisdiction on appeals for financial aid recipients.
- DENIED APPEALS: If the appeal is denied the student remains on Financial Aid Denial and must satisfactorily complete a minimum of twelve (12) credit hours without the benefit of federal financial aid with a minimum 2.0 GPA for those credits before they will be allowed to submit a subsequent SAP appeal or request reinstatement. If the student received a Satisfactory Academic Progress denial notification for a semester in which they were enrolled half-time or less, a minimum of six (6) credit hours with a minimum 2.0 GPA for those credit hours must be completed without the benefit of federal financial aid before the student may submit a subsequent appeal or request reinstatement. The required hours do not all need to be completed in the same enrollment period.
Denial Of Student Loan Eligibility Appeal Process
The appeal process is available to any student being denied a student loan at GCCC. During the appeal process, a student is allowed to enroll at GCCC if he or she meets all requirements for admission or re-admission. However, the student is responsible for paying all direct costs (tuition, fees, books, residence hall charges). All appeals must be made in writing and submitted in compliance with the requirements shown below.
To make an appeal the student must take the following steps:
- File a Financial Aid "Denial of Stafford Student Funds" Appeal form (available at
the Financial Aid Office) within two (2) weeks of written notification of being denied a student loan at GCCC. The appeal should explain extenuating
circumstances including supporting information and documentation from appropriate
sources (i.e. credit worthiness, character references, educational goals, academic
standing) along with any other pertinent information relevant to the appeal. The Director
of Financial Aid will make a decision regarding the appeal and notify the student.
If the appeal is approved the student's eligibility to borrow student loans at GCCC will be granted. The student needs to follow the process of accepting the student loan, complete Entrance Counseling and have a valid Master Promissory Note on file with the Department of Education.
- UPWARD APPEAL: If the appeal is denied by the Director of Financial Aid, the student may continue the appeal process by filing a written appeal with the Vice President of Student Services within one week of notification of denial of appeal by the Director of Financial Aid. The VP of Student Services will render a decision and notify the student within one week. The Vice President of Student Services at Garden City Community College shall have final jurisdiction on appeals for financial aid recipients.
- DENIED APPEALS: If the appeal is denied to borrow a student loan, the student remains eligible for any other federal aid that they qualify to receive and any institutional scholarships that they may have been awarded as well as outside scholarships that have been sent to GCCC on their behalf.
Tuition & Fee Refunds
- Students may be eligible for refunds upon filing a "Change of Schedule" form in the Registrar's Office within the refund periods outlined below.
- Students who enroll during the early enrollment period and fail to make the required (fee) payment by the publicized date will be dropped from their class(es).
- Refunds are calculated based on the day the official withdrawal is filed in the Registrar's Office (in person, by fax or by postmark date), not when the student stopped attending class. (Failure to attend or ceasing to attend a class does not constitute an official withdrawal.)
- If the college cancels a class, enrolled students will receive a full refund of tuition and fees for that class regardless of date.
- If a student withdraws from a class after the refund period and simultaneously adds a class, including section and/or level changes, no refund will be given for the withdrawn (dropped) class. Full tuition and fees will be charged for the added class.
- If an enrolled student is called to active military duty, full tuition will be refunded. Fees are not refundable if the activated date is beyond the published refund date.
- Students receiving Federal Financial Aid who completely withdraw from Garden City Community College are also subject to a Pro-rata or Federal refund calculation as applicable. Examples of each refund are available upon request form the Financial Aid Office.
100% Refund Periods (also applies to Evening and Outreach classes):
- 12-16 Week Classes
Students who officially withdraw are entitled to a full refund of tuition and fees through the second Friday after the start of class. No refund on tuition and/or fees is given after this date and the student is responsible for the total tuition and fees incurred.
- 8 -11 Week Classes
The 100% refund period for 8-week classes is the second Friday after the start of class.
- 6 - 7 Week Classes
The 100% refund period for a 6-7 week class is prior to the fifth calendar day after the start of the class.
- 2 - 5 Week Classes
The 100% refund period for a 2-5 week class is prior to the third calendar day after the start of the class.
- 1 Week Classes
The 100% refund period for a 1 week class is prior to the start of the class.
- EduKan Classes
For 100% refund period for EduKan classes, please refer towww.edukan.org for exact dates.
- Workshops and Seminar Refunds
For Business and Industry Institute (B&I), Continuing Education and Community services (CECS) classes and American Management Association Extension Institute (AMA) classes, refer to brochures for refund policy and time periods.
Refund Appeal Procedure
- Students wishing to appeal their refund must complete a "Refund Appeal Request" form and return it with appropriate documentation to the Business Office within one week of the official withdrawal being filed in the Registrar's Office (in person, by fax or by postmark date).
- Ruling on the appeal will be determined by a committee consisting of representatives from the Business Office, Student Services and Learning Services.
- The Business Office will notify the student, in writing, of the committee's decision.
In addition to GCCC's refund policy, all students receiving Federal (Title IV) Financial Aid are subject to a "Return of Title IV Funds" calculation. This calculation is required for students who completely withdraw on or before the 60% point of the semester. The "Return of Title IV Funds" calculation involves only the Federal Financial Aid portion of funds received by the student. It determines the amount of federal funds the student and GCCC are entitled to keep, based on how long the student was enrolled during the semester. It is possible that GCCC and/or the student will owe federal funds back to the Department of Education regardless of the outcome of the GCCC institutional refund policy.
If the student and/or GCCC are required to repay Title IV Funds received, the repayment must be made in the following order:
- Unsubsidized Federal Stafford Loan
- Subsidized Federal Stafford Loan
- Federal PLUS Loan
- Federal Pell Grant
- Federal SEOG
- A copy of the calculation worksheet is available to all students upon request in the Financial Aid Office.
Students must clear all indebtedness to the college before diplomas or academic transcripts can be issued.
Students who owe a repayment on grants or are in default on any student loan will have a hold placed on their records at the college. No student will be eligible for Financial Aid until any excess payment or default has been settled.
Students have the right to know: the financial aid programs that are available; the deadline for submitting applications for each financial aid program; how financial aid will be distributed; how financial need was determined; what resources were considered in the calculation of the need; how most of the financial need as determined has been met; Garden City Community College's refund policy; what portion is grant aid; how the school determines whether students are making satisfactory progress and what happens if they are not making satisfactory progress.
Students have the responsibility: to complete forms accurately and submit them on time; to provide correct and complete information; to return all additional documentation, correction or new information requested by the Financial Aid Office or the agency to which the applications were submitted; to read and understand all forms they are asked to sign and to keep copies; to perform the work that is agreed upon in accepting a work study award; to be aware of the school's refund procedure; to repay all loans in accordance with the repayment schedule; and to inform the Financial Aid Office of any changes in enrollment, name, address, and marital status.
Academic Programs & Faculty
Descriptions of the academic and technical programs offered at Garden City Community College, the list of the administration and faculty and the college accrediting agencies may be found in the current issue of the college catalog.
The Garden City Community College campus, buildings, classrooms, east residence hall and apartments are designed to be accessible to disabled students. Some special programs or classes are provided for the disabled student. Special classes are available for the disadvantaged student.
According to the requirements of Titles VI and VII of the Civil Rights Act of 1964, Title IX of the Education Amendments of 1972, Section 504 of the Rehabilitation Act of 1973, the Age Discrimination Act of 1975, the Vietnam Era Veterans Readjustment Assistance Act of 1974, the Elliot-Larsen Civil Rights Act, and Executive Order 11246, Garden City Community College does not discriminate against applicants, employees or students on the basis of race, religion, color, national origin, sex, age, height, weight, marital status or handicap, nor will sexual harassment be tolerated in its employment practices and/or educational programs or activities. Those concerned about the above should contact the Equal Opportunity Compliance Officer, Garden City Community College, 801 Campus Drive, Garden City, Kansas 67846.
Student's Right-To-Know/Campus Security Act
GCCC adheres to the Student's Right-To-Know and Campus Security Act (Public Law 101-542). Current statistics are available upon request through the Admissions Office and Athletic Director's office.
Scholarship Distribution Policies
Scholarships are awarded on a first-come-first-served basis and are available for fall and spring semesters only. Grade point averages or GED scores*, financial need, and majors are taken into consideration. Scholarship criteria vary, so students are matched as closely as possible with the scholarship standards. Activity scholarships and Grant-In-Aid scholarships are awarded by respective departments. Tuition and books scholarships are awarded only once each semester. A student athlete may receive additional scholarships and/or Grant in Aid scholarship funding as long as it doesnâ€™t exceed the maximum amount as defined in the NJCAA Eligibility Pamphlet (paragraph B.1.a.i) if such are awarded either on the basis of need, as verified by the colleges office of financial aid or outstanding academic achievement, with criteria including maintaining a cumulative 3.0 GPA (paragraph B.2). As a member of the Athletic Conference, GCCC adheres to these regulations.
Activity scholarships and Grant-In-Aid scholarships are awarded by respective departments. Tuition and books scholarships are awarded only once each semester. Students receiving tuition scholarships/grant-in-aid awards are limited to a maximum of 16 hours per semester. The tuition awards will pay only the number of hours that the student is enrolled in on the 20th day of classes (certification date). The Kansas Jayhawk Community College Conference By-Laws control the amount of aid a student can receive if he/she participates in athletics. As a member of the Athletic Conference, GCCC adheres to these regulations.
Many scholarships are renewable, provided the student meets the requirements (grade point average and credit hour requirements). Students must re-apply by March 1 of each year for scholarships (including renewals). The goal for distributing scholarships is that awards should be made to as many students as possible, versus over-awarding any particular student.* Any scholarship that has a grade point average as part of the eligibility, the GED score will convert to the following grade point average.
GED score of: Grade Point Average
450 - 549.99...................................2.00 - 2.99
550 - 649.99...................................3.00 - 3.49
650 - 749.99...................................3.50 - 3.99