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Financial Aid Policies

Satisfactory Academic Progress Policy


To be eligible for Federal Student Aid (FSA) funds, a student must make satisfactory academic progress (SAP) toward completion of a degree.  SAP includes qualitative (grade-based) as well as quantitative (time-related) components.

Academic progress at Chatfield College requires a student maintain a cumulative 2.0 GPA and complete the associate degree within 96 attempted hours (150% timeframe).  For FSA fund eligibility, a student must meet the above requirements, and, in addition, must complete 75% of attempted coursework satisfactorily.

FSA fund eligible students' academic records are reviewed for SAP at the completion of fall, spring, and summer semesters.


All Chatfield courses (credit and developmental) and transfer courses (accepted and listed on the transcript) are counted as courses attempted. 

Courses with final grades of A, B, C, D, P, R, and transfer courses listed on a student's transcript are considered to be completed satisfactorily.

Courses with grades of F (Failure), NP (Not Passing), WD (Withdrawal), or IP (In Progress) are not considered satisfactory and are not counted as completed successfully; the courses are, however, counted in attempted coursework.  If an unsatisfactory grade is changed to a satisfactory grade, SAP will be refigured during the next SAP review or at the student's request.


Cumulative grade point average must be 2.0 or above.


To determine a student's SAP for a term, the percentage of all completed versus all attempted courses for a term is determined and GPA is reviewed.  If a student's GPA is below 2.0 and/or the cumulative completion rate is below 75% for the term, the student is allowed one term of enrollment on probation. The student may appeal this decision in writing indicating mitigating circumstances and a plan of completion to the Director of Financial Aid.

Financial aid warning allows the student one term of enrollment to make significant progress toward meeting the financial aid SAP requirements. Additional requirements may be mandatory:  for example, requiring enrollment in a Study Skills Course, a reduced course load, or weekly meetings with an academic advisor to discuss progress.

At the end of the term of probation the student's progress is reviewed.  If SAP requirements are met, probation is removed for the next term of enrollment.  If the student makes significant progress toward meeting SAP requirements, the student may be allowed to remain on warning.  If SAP requirements are not met, the student is no longer eligible for financial aid at Chatfield.  The student may appeal this decision in writing indicating mitigating circumstances and a plan of completion to the Director of Financial Aid.

A student, who has been in non-attendance at Chatfield College for one calendar year, may request (in writing) permission to re-enter the college under probation status and receive financial aid.  If at the end of the term, SAP requirements are met, the probation status is removed.  If SAP requirements are not met, the student is no longer eligible for financial aid at Chatfield College. 


A student may appeal any decision of unsatisfactory progress by explaining in writing (documentation is required) why he/she believes mitigating circumstances exist.  Mitigating circumstances usually include events beyond the control of the student.  The request will be reviewed to determine if the computation for SAP may be adjusted.  The student will be notified in writing of the decision.  All decisions are final. 

One term of SFA eligibility, under probation status, will be allowed for approved appeals to SAP.  The student must complete 100% of attempted hours during the term and have at least a 2.0 GPA for the term to maintain financial aid eligibility at Chatfield College.  Additional requirements may be mandatory: for example, requiring enrollment in a Study Skills Course, a reduced course load, or weekly meetings with an academic advisor to discuss progress.

Additional Coursework

License or Credential

A student may, upon receiving an associate degree from Chatfield, wish to continue coursework toward a credential or license.  The student must have a signed completion plan from the Site Director or Academic Dean in order to qualify for financial aid for these additional courses.  Only courses required for the license or credential will be permitted for financial aid eligibility.  If the course work cannot be completed within the 126 total attempted hours, financial aid will not be available.

Third Year Courses

Chatfield is accredited for third year level coursework toward a four-year degree.  A student may wish to take third year of coursework after earning an associate degree at Chatfield College.  To receive SFA funds after earning an associates degree, a student must meet with the four-year transfer school and have a signed and accepted Chatfield course list from the transfer school in order to be SFA fund eligible.  A third-year student should be able to complete all needed Chatfield courses toward a four-year degree within 126 attempted credit hours.  Once a student has attempted 126 semester credit hours, their SFA fund eligibility at Chatfield College ends.  If a student cannot complete the approved hours within the 126 attempted hours, financial aid will not be available. At that time, a student should transfer to and receive financial aid from the four-year school. 

Return of Title IV Funds

Return of Title IV Funds Policy

  1. Students who receive federal financial aid funds (Title IV) and who withdraw or do not complete all of the classes for which they are scheduled may be required to return Title IV federal aid funds.
  2. The Financial Aid Director uses the online Return of Title IV Funds Form and calculations to determine the amount of refund owed to Title IV Federal Aid.
  3. During the first 60% of the payment period (semester), a student "earns" Title IV funds in direct proportion to the length of time during the period he or she remains enrolled.  To determine how much aid was "earned," a "snapshot" approach is taken when the institution is aware that the student withdrew or is no longer attending.  A student who remains enrolled beyond the 60% point earns all aid for the period.
  4. Unearned Title IV funds, other than Federal College Work-Study, must be returned back to the Federal Student Aid Programs.  Unearned aid is the amount of disbursed Title IV aid that exceeds the amount of Title IV aid earned.
  5. If earned aid exceeds disbursed aid, additional funds may be disbursed (late disbursement). Additional disbursements are precluded if the amount of earnedaid is LESS than the total Title IV aid that was disbursed prior to the date of the institution's determination that the student withdrew.
  6. Enrollment percentage will be determined by the number of days in the semester (including weekends) divided by the number of days enrolled (including weekends).  However, scheduled breaks 5 days long would be excluded in the calculation.
  7. The withdrawal date is:
  8. First, the date the student began the institution's withdrawal process or officially notified the College Registrar's Office of their intent to withdraw; or
  9. Second, the last known attendance at a documented academically-related activity (i.e. exam, a tutorial, computer-assisted instruction, academic counseling, academic advisement, turning in a class assignment, or attending a study group that is assigned by the institution); or
  10. Third, the midpoint of the period for a student who leaves without notifying the institution.
  11. The formula assumes that Title IV funds are directly disbursed to a student only after all institutional charges have been covered and that Title IV funds are the first resource applied to institutional charges.  "Institutional charges" comprise the amounts that had been assessed prior to the student's withdrawal, not a reduced amount that might result from an institution's refund policy.
  12. The responsibility to repay unearned aid is shared by the institution and the student in proportion to the aid each is assumed to possess.  The institution's share is the lesser of:
  13. The total amount of unearned aid; or
  14. Institutional charges multiplied bythe percentage of aid that was unearned.
  15. The student's share is the difference between the total unearned amount and the institution's share.
  16. The institution's share is allocated among the Title IV programs, in an order specified by statute before the student's share:
  17. Unsubsidized Stafford or Direct Loan
  18. Subsidized Stafford or Direct Loan
  19. Federal Pell Grant
  20. Federal Supplemental Educational Opportunity Grant
  21. After the student's share is fully allocated among the Title IV programs, the amount owed to a grant programs is reduced by 50%.
  22. The institution must return its share of unearned Title IV funds no later than 30 days after it determines that the student withdrew.
  23. Students return their share of unearned aid attributable to a loan under the terms and conditions of the promissory note.
  24. The student will have 45 days after notification of the Return of Title IV funds, to set up a satisfactory repayment option with the institution for the student's share of unearned aid attributable to a grant (after the 40% reduction).
  25. After 45 days have lapsed, the account will be turned over to the Department of Education for an overpayment of Title IV funds.  Students who owe an overpayment of Title IV funs are ineligible for further disbursements through the Title IV federal financial aid programs.
  26. The student may rescind his or her withdrawal, if the student declares in writing his or her intent to complete the period of enrollment and continues attendance.  However, if the student does then withdraw before completing the period, the withdrawal date is the later of:
  27. The date the student first (originally) notified the institution; or
  28. The last date of attendance at a documented "academically related activity."

Questions? Who to Contact

Dawn Hundley
Director of Financial Aid
(513) 875-3344, ext. 146
20918 St. Rt. 251
St. Martin, OH 45118

Becki Brown
Financial Aid Counselor
(513) 875-3344, ext. 144
20918 St. Rt. 251
St. Martin, OH 45118

Diana Irving
Financial Aid Counselor
(513) 921-9856, ext. 204
1800 Logan Street
Cincinnati, OH 45202

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