Regulations

SR 2740 Student Rights and Responsibilities

Section: 2000 Students
Sub Section: 2700 Financial Aid
Title: SR 2740 Student Rights and Responsibilities
Primary Policy: SP 2610 Student Code of Conduct
Associated Policies: SP 2710 Financial Aid Programs; IP 6102 Transfer Credit; GAP 1101 Debts to the College; GAP 1130 Request for College Documents; SP 2215 Student Residency; GAP 1200 Equal Opportunity
Associated Regulations: SR 2610 Student Conduct; ITR 8100 Acceptable Use; SR 2310 Drop/Withdrawal Procedures; HSR 5110 Communicable Diseases; IR 6310 Classroom Attendance; FR 3107 College Store Learning Materials; GAR 1206 Alcohol/Drug-free Work/Learning Place; SR 2415 Confidentiality of Student Records; SR 2750 Return of Title IV Information; FR 3109 Student Refunds; SR 2760 Financial Aid Satisfactory Academic Progress
References: Federal Title IV; Title IV Financial Aid Programs; MO HB 1606 (2018)
Supersedes: NA
Responsible Administrator: Chief Student Services Officer
Initial Approval: 02-15-2017	Last Revision: 04-16-2025

Three Rivers College offers a variety of services to help our students benefit from their college experiences. We believe that no student should be denied a college education due to lack of funds. The college makes available to students a variety of scholarships, grants, work opportunities, and loans. Awards vary depending on the cost of attendance and financial circumstances of students and their families.

As a recipient of federal student aid, students have certain rights and responsibilities they should exercise. Knowing them will put students in a better position to make decisions about their educational goals and how to achieve them.

As a Three Rivers College student, you have the right to know:

a right to have your information protected by the Family Educational Rights and Privacy Act (FERPA). For the student’s protection, FERPA limits release of student record information without the student’s consent.

what financial aid programs are available;
description of the various programs listed on the financial aid offer letter;
the deadlines for submitting applications for each available financial aid programs;
how financial aid will be distributed, how decisions on that distribution are made, and the basis for these decisions;
how your financial need was determined. This includes how costs for tuition and fees, room and board, transportation, books and supplies, etc., are considered in their estimated cost of attendance;
what resources (such as student and parental contribution, other financial aid, etc.) were considered in the calculation of their need;
how much of their financial need, as determined by the institution, has been met;
the Federal Return of Title IV funds and the school's refund policy;
what portion of the financial aid received must be repaid, and what portion is grant aid;
if the aid they are receiving is a loan, student has the right to know the interest rate on the loan, the total amount that must be repaid, the repayment procedures, the length of time for repayment of the loan, and when repayment begins;
how the institution determines whether students are making satisfactory progress, and what happens if they are not;
how to decline having Title IV aid credited to institutional or prior year charges.

Students have the responsibility to:

be courteous and considerate when communicating with Financial Aid.
complete all application forms accurately and submit them on time to the appropriate office;
provide correct information. In most instances, misreporting information on financial aid application forms is a violation of law and may be considered a criminal offense that could result in indictment under the U.S. Criminal Code;
submit all additional documentation, corrections, and/or new information requested by either the financial aid office or the agency to which their application was submitted;
read and understand all forms that they are asked to sign, and maintain copies for their records;
accept responsibility for all agreements that they sign;
perform the work that is agreed upon in accepting a Federal Work-Study offer;
be aware of and comply with the deadlines for application or reapplication for aid;
be aware of the Return of Title IV Funds policy and receive sample cases and be aware that upon withdrawing or dropping to below half-time status, it is possible that a portion of any aid received may have to be repaid.
be aware of the school's refund procedures;
complete an Entrance Interview, if you are first-time borrowers;
complete an Exit Interview if you are a loan borrower and are terminating enrollment or registering as less than a half-time student (at least six credit hours per semester);
maintain current and correct Permanent Home and Mailing addresses in SIS

For additional information regarding additional required Title IV Disclosure information, please visit the Three Rivers College Website on Consumer Information.

DOCUMENT HISTORY:

02-15-2017:		Initial approval of regulation SR 2740 Student Rights and Responsibilities.
08-19-2020:		Addition of Title IV compliance items, as well as associated regulations and references for clarification.
05-21-2025:		Updated to clarify current student rights and responsibilities.

SR 2750 Return of Title IV Information

Section: 2000 Students
Sub Section: 2700 Financial Aid
Title: SR 2750 Return of Title IV Information
Primary Policy: SP 2710 Financial Aid Programs
Associated Policies: IP 6310 Classroom Attendance; GAP 1101 Debts to College; GAP 1200 Equal Opportunity; SP 2740 Student Rights and Responsibilities
Associated Regulations: IR 6310 Classroom Attendance; FR 3109 Student Refunds; SR 2740 Student Rights and Responsibilities
References: Higher Education Act of 1965; Federal Student Aid Handbook; 34 CFR 668
Supersedes: NA
Responsible Administrator: Chief Student Services Officer
Initial Approval: 02-15-2017	Last Revision: 06-18-2025

Three Rivers College adheres to strict guidelines in keeping with Federal Regulations governing Title IV Federal Financial Aid Programs. In accordance with the Federal Department of Education’s regulations, Three Rivers College is responsible for determining earned and unearned aid for each semester when a student completely withdraws, drops, or otherwise fails to complete the period of enrollment.

Three Rivers College students are expected to earn Federal Financial Aid by attending classes and completing scheduled coursework. Students who stop attending or withdraw from all courses prior to 60 percent of the semester but have already received their federal financial aid disbursement for the semester, will owe money back. The college will return funding on the student’s behalf to the appropriate federal financial aid program. For students who are determined to never have attended courses during the 100 percent refund period, no calculation should be required if no charges exist. Students who have all tuition and fee charges removed throughout the semester for extenuating circumstances will be reviewed on a case-by-case basis to determine if funding should be returned. Early implementation effective July 1, 2025.

For students enrolled in modular courses, students are no longer considered withdrawn if any of the following apply:

Student completes all requirements for graduation before completing the days scheduled to complete in the period.
Student successfully completes one or more modules that includes 49 percent or more of the number of days excluding scheduled breaks of five or more consecutive days and all days between modules.
Coursework equal to or greater than half-time attendance (6 hours).
Early implementation effective June 1, 2021.

Note: According to U.S. Department of Education, a program is “offered in modules” if the program uses a standard-term, nonstandard-term, or semester length and is not a subscription-based program, and a course or courses in the program that do not span the entire length of the payment period or period of enrollment. (This would include, but not be limited to, A and B session courses that do not expand the full semester that earn college credit and should not be confused with weekly units of instruction).This process, established by the Federal Department of Education through the Higher Education Act of 1965, affects students who have received assistance through the following federal financial aid programs at Three Rivers College:

Pell Grants
Federal Supplemental Educational Opportunity Grants (FSEOG)
Federal Direct Subsidized and Unsubsidized Loans
Parent PLUS Loans
Iraq & Afghanistan Service Grant

The calculation of what is owed is based upon the number of days in the semester the student has completed. The more days the student attended, results in less owed. A federally mandated formula is used to calculate the amount of overpayment.

Example: Student withdraws on the 37th day of the semester. Formula: enrolled days/days in enrollment period (excluding breaks of 5 days or more) equals the percentage of aid earned (37/111 = 33.3 percent earned, and 66.7 percent of funds received by the college must be returned to the appropriate federal aid program.)

When determining the last date of attendance and calculating the portion of funds earned by the student, the student’s last date of attendance as indicated in official attendance records within Colleague reported by the faculty will be used. The college reviews student attendance and withdrawal information throughout each semester. Students who have documented attendance and did not receive all the earned financial aid shall be offered a post-withdrawal disbursement. Federal Pell Grants will automatically be disbursed to the student’s account unless written notification is received from the student no later than 14 days of the date of notification that the student chooses to decline the disbursement. For loan funds, a letter will be sent within 30 days of the date of determination and the student should follow the instructions in the letter carefully to accept the disbursement. The student will have 14 days to accept or decline funding. Students may choose to decline some or all the loan funds to avoid additional debt. There may be some Title IV Funds that cannot be disbursed once a student withdraws because of other eligibility requirements. If required, the student should turn in all items needed for verification at the time of withdrawal.

The requirements for Federal Title IV Program Funds when a student withdraws are separate from any refund information (FR 3109). Therefore, students may still owe a balance to cover unpaid institutional charges and will be billed for any remaining charges or any Federal Title IV Program Funds that the college was required to return.

All non-passing grades will be reviewed to determine if the student completed the course or ceased attendance prior to the end of the course. If the course was not completed, the student will be considered “unofficially withdrawn” and the last date of attendance in the class will be used to determine “earned” financial aid.

The college will return the overpayment on the student’s behalf resulting in a balance due to the College. Any unpaid balance may be subject to collection action. Students who owe a balance after “unearned” financial aid is returned will have a hold placed on their account which will prevent the student from registering for classes. For additional information regarding Federal Title IV Funds, contact the Office of Financial Aid at Three Rivers College.

DOCUMENT HISTORY:

02-15-2017:		Initial approval of SR 2750 Return of Title IV Information.
10-16-2019:		Revisions based on the updated Federal Student Aid Handbook for 2019-20 and the addition of the recommended return to title IV calculation example.
06-01-2021:		Update to language from the Federal Department of Education for students enrolled in modular courses that may no longer be considered “withdrawn” if certain circumstances apply.
07-12-2023:		Minor edits to clarify procedures described herein regarding College operations.
06-19-2024:		Update to process regarding outstanding balances to align with revised 34 CFR 668.
06-18-2025:		Minor edits to clarify procedures and updates to allow for new Federal regulation regarding refunding of tuition and fees and Return of Title IV calculations.

SR 2760 Financial Aid Satisfactory Academic Progress

Section: 2000 Students
Sub Section: 2700 Financial Aid
Title: SR 2760 Financial Aid Satisfactory Academic Progress
Primary Policy: SP 2710 Financial Aid Programs
Associated Policies: GAP 1200 Equal Opportunity
Associated Regulations: SR 2740 Students Rights and Responsibilities; SR 2750 Return of Title IV Information; SR 2610 Student Code of Conduct; SR 2140 Student Appeals
References: Federal Student Financial Aid Handbook; Student Appeals Intake Form; Suspension Override Request Form
Supersedes: NA
Responsible Administrator: Chief Student Services Officer
Initial Approval: 08-23-2017	Last Revision: 07-20-2023

Three Rivers College has established both quantitative and qualitative measures for evaluating the progress of Federal Student Aid recipients to meet specific Financial Aid Satisfactory Academic Progress (FASAP) in accordance with Federal Student Aid Regulations. The Three Rivers College Office of Financial Aid monitors Financial Aid Satisfactory Academic Progress (FASAP) at the end of each semester. Each student who receives financial aid is required to maintain satisfactory academic progress. The purpose of this regulation is to establish policy guidelines for Three Rivers College to ensure compliance with the minimum statutory and regulatory requirements for continuation of Federal Title IV eligibility.

The following information describes the Three Rivers College standards for maintaining Financial Aid Satisfactory Academic Progress (FASAP) requirements for financial aid eligibility:

Maximum Timeframe (Time Frame Extension): Federal Student Aid (FSA) regulations allow students to receive federal financial aid up to 150% of the published length of the program. Evaluation will occur at the end of the semester. Once a student has reached the maximum timeframe, the student will no longer be eligible to receive financial aid without an approved Timeframe Extension Request form. (Effective Summer 2016.) Students who graduate with a one-year certificate or an Associate Degree will be considered to have met the pace maximum (2019).
Credit Hour Completion (Quantitative): Complete (67%) of all cumulative credit hours (completed credit hours divided by cumulative credit hours attempted).
Grade Point Average (Qualitative): Maintain the required cumulative grade point average/GPA listed below in Table A:

Table A

Cumulative Credits Attempted	Cumulative GPA Required
0-15	1.50
16-30	1.70
31-44	1.90
45+	2.00

A student must meet Financial Aid Satisfactory Academic Progress (FASAP) by completing their degree program within the specified timeframe and demonstrate they are making progress towards their degree by completing the required cumulative hours and GPA.

Note: Grades of A, B, C, D, and F are counted when determining a student's cumulative GPA for financial aid. Grades of I, P, NP, CR, W and X are not counted when determining a student's cumulative GPA for financial aid.

All classes with a grade of A, B, C, D, F, P, NP, CR, W and I are counted in the pace calculation. For FASAP, all Transitional (Developmental) courses are computed in the GPA and cumulative credit hours attempted and completed.

No additional time will be allowed for program of study completion if a student changes majors or programs. All courses taken at TRC or accepted by the college are included in the cumulative GPA and pace.

Transfer Students

All credits accepted by the college will be included in the FASAP calculation for student aid eligibility when FASAP is completed at the end of each semester.

Procedures for FASAP Statuses

Financial Aid Warning

Students who do not meet either the pace or GPA requirement will be placed on a warning status in the subsequent academic term of enrollment. During the warning status, a student may continue to receive federal financial aid. While on warning, you will be recommended to meet with an advisor to alter your educational plan and may be required to reduce the number of courses you are taking. Student may be placed on a warning status for only one semester. Students will be notified of the warning status via their college student email account.

Financial Aid Suspension: Unsatisfactory “U”

Unsatisfactory (U) is a status assigned to a student who fails to make financial aid satisfactory academic progress for any subsequent semesters following the warning status. Students who have an unsatisfactory status are not eligible for federal funding. The student will be notified of the unsatisfactory status via their college student email account and provided access to the Suspension Override Request form via the TRC website to request an override to receive federal financial aid.

A student may submit a Suspension Override Request for review to determine if federal financial aid eligibility may be reinstated. Requests for an override of financial aid suspension may only be considered for extenuating circumstances.

Extenuating circumstances may include but are not limited to personal illness, injury or accident, serious illness or death of close family member, unforeseen or undue hardship, or demonstrated academic improvement. Circumstances under which a request may not be granted include but are not limited to poor choice of classes, lack of motivation or interest.

Financial Aid Probation

Financial Aid Probation is a status assigned to a student when the Suspension Override Request has been approved. Students on probation may continue to receive aid; however, if they fail to meet financial aid satisfactory progress in subsequent terms, federal aid will be suspended, and the student may submit another Suspension Override Request. If you are granted an override, you will be expected to attend two meetings with your general advisor throughout the semester to review your educational plan and monitor your progress. You may be requested to reduce your course load, eliminate online coursework, or repeat failed coursework.

Financial Aid Extension

Financial Aid Extension is a status assigned to students who have graduated with a 1-year certificate, Associate degree, or have exceeded the maximum number of hours required for their program of study. The student will no longer be eligible to receive financial aid without an approved Timeframe FA Extension Request (Effective Summer 2016).

Suspension Override Request and Timeframe for Financial Aid Extension Request Process

The process to request a waiver or extension request for the loss of Federal Student Aid benefits will be maintained by the Office of Financial Aid and communicated to the appropriate students at the end of each semester.

Denial of Request

If a student's request is reviewed and Federal Student Aid is not reinstated the student may appeal the decision in accordance with the SR 2140 Student Appeals.

Reestablishing Eligibility

The student may reestablish eligibility by regaining the cumulative GPA/pace as indicated in Table A and with an approved suspension override request or student appeal.

Once the student has obtained the required pace and GPA requirement a Suspension Override Request must be submitted for review. The student will not be eligible for Title IV funding until an approved suspension override request or appeal is granted.

Repeating Coursework

Students may receive federal funding for one repetition of a previously passed course. For example, if a student passes a course once and then is repaid for retaking the course, the student cannot be paid to take the course a third time. A course is considered passed if the student receives a grade of D or better. A student who does not receive a passing grade is not limited on the number of attempts and may repeat a failed or withdrawn course until it is passed.

Dropping Classes

Dropping classes can affect the student's financial aid eligibility for specific programs, prevent student's from meeting the financial aid satisfactory academic progress requirements or student's being responsible to repay financial aid funding. Before dropping courses, it is strongly recommended to contact the Office of Financial Aid.

Withdrawn Courses

Withdrawn courses will not be included in the student's GPA; however, will be calculated in total number of cumulative hours attempted.

Transitional/Remedial Courses

Transitional and remedial courses will be included in the GPA calculation and hours attempted for financial aid purposes.

Incomplete Courses

Incomplete grades will not be included in the GPA calculation for financial aid until a final grade is assigned but will be included in the hours attempted.

Financial Aid Suspension Override Request Process

Students have the right to request an override of Financial Aid Suspension by completing the Suspension Override Request form.
Financial Aid Satisfactory Academic Progress will be evaluated at the end of each semester once all grades are received, and students will receive notification by email of unsatisfactory progress.
Students should submit their Financial Aid Suspension Override Request for fall and spring to the Office of Financial Aid at least 2 weeks before the start of the term to allow sufficient time for review prior to classes beginning. Requests for summer should be submitted within 48 hours of student being notified of ineligibility to ensure review prior to classes beginning.

All requests will be reviewed on a case-by-case basis. Late requests must be submitted by the last day of class. The request and documentation should be attached for the override to be considered. Failure to provide all requested documentation could result in the request not being reviewed or denied. Students will be notified if additional information is requested by the Standing and/or assigned Committee.

Documentation:

Completed Suspension Override Request Form
Typed or neatly written summary of the following:

Extenuating circumstances that may have prohibited the student from meeting Financial Satisfactory Academic Progress.
Any changes that have occurred to enable Financial Aid Satisfactory Academic Progress.
Supporting documentation that verifies the circumstances referenced in the written summary should be provided.

The Standing and/or assigned Committee reviews requests regarding financial aid suspension.
Exceptions to the college’s Financial Aid Satisfactory Academic Progress (FASAP) policies are not made lightly and will generally be considered only for extenuating circumstances. Decisions will be based on an individual’s extenuating circumstances, supporting documentation, and academic history.
Extenuating circumstances may include, but are not limited to: personal illness, injury or accident, serious illness or death of close family member, unforeseen or undue hardship, or demonstrated academic improvement. Circumstances under which a request may possibly not be granted include but are not limited to: poor choice of classes, and lack of motivation or interest.
If the committee approves the request, the student will be granted a probation status under conditions as outlined by the committee.
If the request is denied, the student will not be eligible for Title IV funding until the student reestablishes eligibility, either by meeting satisfactory progress or with an approved request. Once eligibility is reestablished, a Suspension Override Request should be submitted for additional review.
The Office of Financial Aid will notify the student via email of the committee's decision.
If you are granted an override, you will be expected to attend two meetings with your general advisor throughout the semester to review your educational plan and monitor your progress. Suggestions may be made to reduce course load, eliminate online course work, or repeat failed course work.

The decisions regarding Financial Aid Suspension and Academic Suspension are separate processes. Therefore, a student can be approved for one but denied for the other. If a financial aid suspension is overridden but the academic request is denied, the student will not be able to register for classes. The decision of the review committee may be appealed by completing a Student Appeals Intake Form and submitting it to the Chief Student Services Office. For more information, refer to College Regulation SR 2140 Student Appeals.

Financial Aid Timeframe for Financial Aid Extension Request Process

Students may submit a Timeframe FA Extension Request when they are beyond 150% of hours required for his/her degree program or have graduated with a 1-year certificate or associate degree.
Progress will be evaluated at the end of each semester once all grades are received, and students will receive notification by email.
Students should submit the request for fall and spring to the Office of Financial Aid at least (2) weeks before the start of the term to allow sufficient time for the committee to review prior to classes beginning. Requests for summer should be submitted within 48 hours of student being notified of ineligibility to ensure review prior to classes beginning. All requests will be reviewed on a case-by-case basis. Late requests must be submitted by the last day of class.
The Office of Financial Aid will notify the student the decision via email account.
The decision may be appealed by completing a Student Appeal Intake Form and submitting it to the Chief Student Services Office. Refer to College Regulation SR 2140 Student Appeals.

DOCUMENT HISTORY:

08-23-2017:		Initial approval of regulation SR 2760 Satisfactory Academic Progress for Financial Aid.
05-15-2019:		Revision of process for clarification.
09-21-2022:		Edits made to clarify process for the recommendation of students to meet with an advisor to alter their educational plan which may require such things as reducing their current course-load if they are placed on warning status for not meeting the pace or GPA requirement. Also, a Financial Aid Suspension Override Request may only be considered for extenuating circumstances and those extenuating circumstances may now include, but are not limited to, a student’s employment obligations, financial difficulties, loss of transportation, relocation, childcare difficulties, or loss of internet services.
07-20-2023:		Minor edits to clarify procedures described herein regarding College operations.