All posts by Clint Young

Fall 2020 Federal Work-Study Program Information

Due to the current public health pandemic, all work-study positions for Fall 2020 will be hired, supervised, and performed 100% remotely.  Most work will likely consist of remote projects, virtual customer service, and tutoring/teaching assistant activities.

Available positions are posted at https://nvcc.studentemployment.ngwebsolutions.com/JobX_FindAJob.aspx.

In addition to working remotely, other work-study changes that are effective this fall include the requirement to submit detailed bi-weekly time logs at the end of each pay period that outline the work that was performed.  There is also a new cap on the maximum number of hours that students may work each week.  Schedules are now limited to a maximum of 15 hours per week.

Eligibility for Fall 2020 Federal Work-Study

In order to potentially qualify for a Fall 2020 federal work-study award, students must:

  • Be eligible for federal student aid,
  • Maintain enrollment in at least six eligible credits,
  • Meet the Satisfactory Academic Progress requirements, and
  • Have enough remaining unmet financial need based on the 2020-2021 FAFSA after taking into consideration other aid that is offered.

Work-study students will be paid $11 or $12 per hour depending on how many semesters they have participated in the work-study program.  After two full semesters of employment, students will be paid $12 per hour.

Requesting a Work-Study Award

If students were not offered a work-study award for Fall 2020 and they are interested in working remotely this fall, they may contact their Campus Work-Study Coordinator to determine if they are eligible for a work-study award.. Once an award is posted on myNOVA, students will have access to start applying for positions on the Job-X employment website the following day.

Process for Submitting Work-Study Employment Documents

Work-study employment documents posted in the NOVA Forms Library will need to be submitted as a PDF as outlined in the steps below.

1. The supervisor downloads the Work-Study Agreement, completes “Section B” by entering the requested information in the fillable fields and digitally signs it. The completed PDF is saved and then emailed to the student’s VCCS email account as a secure message by typing “securemessage:” in the subject line.

*A tutorial for sending and opening secure messages is available at http://blogs.nvcc.edu/financialaid/files/2020/07/Secure-Message-Tutorial.pptx.

 **Also note that the employment documents must be actually downloaded and not just opened in a web browser in order for the PDF to show fillable fields.

2.  Students will need to download the appropriate employment forms, complete the fillable fields on each form, digitally sign the forms using Adobe or a similar app, save the PDF and then email it to their Campus Work-Study Coordinator as a secure message from their VCCS student email account (ending in @email.vccs.edu). Alternatively, students may print the forms, fill them out, scan them, and then email them to their Campus Work-Study Coordinator as a secure message. Any additional supporting documentation such as a PDF or picture of the I-9 documentation or a voided check for the direct deposit form can be attached to the secure message as well.

A.  Students who received a Summer 2020 work-study stipend through the end of the summer term will just need to send a completed Work-Study Agreement to the Campus Work-Study Coordinator (unless they wish to update direct deposit or tax withholding information).

B.  New hires will need to submit the entire Work-Study Employment Packet.

C.  Rehires who were terminated in HRMS or who did not receive a work-study stipend during Summer 2020 will need to submit the Work-Study Rehire Documents.

3.  The Campus Work-Study Coordinator will download the employment documents that were received from the student via secure message and complete Section C of the Work-Study Agreement and Section 2 of the I-9 form (if applicable). The Campus Work-Study Coordinator will then electronically print the employment documents to the ImageNow Printer and route them forward to the CFAO WorkStudy Coord. Inbox.

*HR confirmed that USCIS has temporarily waived the requirement to examine physical copies of documents submitted for the I-9 form due to the COVID-19 pandemic.  Campus Work-Study Coordinators may review electronic copies of I-9 employment documents, enter the information in Section 2 and then digitally sign the I-9 form.  They will need to enter “COVID-19” as the reason for the physical inspection delay in the Section 2 “Additional Information” field on the I-9 form.

4.  The College Work-Study Coordinator will review the documents in Perceptive Content, post accepted FWS awards in PeopleSoft, update the budget, and forward documents to HR to be processed.  The student and supervisor will be emailed to confirm when the student is approved to work by the Financial Aid Office.

5.  HR will email the supervisor when the student’s employment is approved by HR. The student may begin working on or after the date referenced in the email from HR.

For more information, please visit www.nvcc.edu/workstudy.

Financial Aid Webinars May 11-15

Northern Virginia Community College (NOVA) will be hosting multiple financial aid and financial literacy webinars for “FAFSA Week” from May 11-15, 2020.  Current and prospective students, along with their parents, are invited to participate in these online sessions to learn more about financial aid and other resources at NOVA.

Click on the session titles listed below to register in advance for one or more of these zoom webinars.  After registering you will receive a confirmation email containing information about joining the webinar.

FAFSA WEEK Schedule

Monday, May 11

10:00 a.m. Financial Aid Essentials – For New Students
12:00 noon Financial Aid Essentials – For Current Students
4:00 p.m. Financial Aid Essentials – For Parents
7:00 p.m. Financial Literacy 101

 

Tuesday, May 12

10:00 a.m. Satisfactory Academic Progress
12:00 noon Financial Aid Essentials – For New Students
4:00 p.m. Financial Aid Essentials – For Current Students
7:00 p.m. Financial Aid Essentials – For Parents

 

Wednesday, May 13

10:00 a.m. Financial Aid Essentials – For Parents
12:00 noon Financial Literacy 101
4:00 p.m. Financial Aid Essentials – For New Students
7:00 p.m. Financial Aid Essentials – For Current Students

 

Thursday, May 14

10:00 a.m. Financial Aid Essentials – For Current Students
12:00 noon Financial Aid Essentials – For Parents
4:00 p.m. Financial Aid Essentials – For New Students
7:00 p.m. Satisfactory Academic Progress

 

Friday, May 15

10:00 a.m. Financial Aid Essentials – For New Students
12:00 noon Financial Aid Essentials – For Current Students
4:00 p.m. Financial Aid Essentials – For Parents

For more information about financial aid at NOVA, please visit our website, www.nvcc.edu/financialaid or contact NOVA’s 24-Hour Student Support Center at 1-855-323-3199.  It’s still not too late to file the FAFSA for 2020-2021.

Financial Aid Awards, Adjustments, Disbursements & Refunds

Awards

Financial aid offered before the term census (which is the last day to drop with a tuition refund for the longest session of the fall, spring, or summer term) is based on anticipated full-time enrollment.  Awards may be reduced after the term census for students enrolled in less than 12 eligible credits.

Students are encouraged to register for all courses they wish to take during the entire semester by the term census because grant eligibility is calculated based on enrollment as of the term census.  Grant aid will not be increased for classes added after the term census.

Late financial aid applicants who are awarded for the first time after the term census will only be awarded once they are enrolled and their award will be based on their enrollment at that time.  Please contact the Financial Aid Office immediately after you register to have your aid eligibility determined if you complete your financial aid application after the term census and are unable to make other payment arrangements before the payment deadline.

Adjustments

The Financial Aid Office begins adjusting financial aid for students enrolled in less than 12 eligible credits on the day after the term census (i.e. the 15-week census for the fall and spring terms and the 12-week census for the summer term).  The adjustment process is typically completed about 2-3 weeks after the term census.  You will be notified if your aid is adjusted and you will be able to view the updated award in your myNOVA account.

Log into your myNOVA account and select “CLICK HERE to see Pending Financial Aid Based on Actual Enrollment” to review your actual pending aid and then pay any remaining balance by the payment deadline.  Information on NOVA’s Payment Plan and other payment options is provided on the payment methods website.

Please note that after the adjustment process, your aid may still be reduced or cancelled if you drop, audit, or do not attend registered courses past the course census date.  You may also have to repay financial aid in accordance with the Return of Title IV Financial Aid Funds Policy if you do not attend the entire period for which you were scheduled to attend or if you withdraw from all courses prior to completing at least 60% of the term.

Disbursements

Once the adjustment process is completed approximately 2-3 weeks after the term census (i.e. 2-3 weeks after the 15-week census for the fall and spring terms or 2-3 weeks after the 12-week census for the summer term) financial aid for the current term will be disbursed to your student account if you have attended at least 6 eligible credits past the session census date and assuming you do not have any holds or incomplete To Do List items on your myNOVA account that prevent disbursement.

If you have not attended at least 6 eligible credits past the session census date, your financial aid disbursement will be held until you do. Students enrolled in only 1-5 eligible credits will have any aid that they are eligible for disbursed after the census date for those courses has passed, and no earlier than the term census.

Loans accepted for the fall semester will not disburse until a few business days after October 1st.  At the time of loan disbursement, students must be currently attending at least 6 eligible credits past the session census date or they must have already successfully completed at least 6 eligible credits during the term.

Refunds

As indicated above, financial aid is typically disbursed to your student account about 2-3 weeks after the 15-week census for the fall and spring terms or 2-3 weeks after the 12-week census for the summer term.  However, it may take an additional 1-2 weeks after disbursement to receive any refund for excess financial aid depending on the refund preference selected.

How Dropping, Withdrawing, Auditing, or Not Attending a Course Impacts Financial Aid

Always contact the Financial Aid Office before dropping, withdrawing, auditing, or deciding not to attend a course to confirm how it will affect your financial aid.  You should also review both the Return of Title IV Financial Aid Funds (R2T4) policy and the Satisfactory Academic Progress (SAP) policy to make an informed decision.

If you decide to drop, withdraw, audit, or stop attending a course, please be aware that it can reduce your financial aid eligibility depending on the type of aid you have, how many credits you are no longer attending, and the timing of when your enrollment changes.  You will be required to repay any financial aid that you are no longer eligible to receive and it can negatively impact your Satisfactory Academic Progress. 

In order to potentially receive financial aid in the future, you must meet the requirements outlined in the SAP policy which include the successful completion of at least 67% of the cumulative credits attempted, maintaining a minimum cumulative GPA, and completing your program before attempting 150% of the credits required for your program.

In respect to the timing of when you drop/withdraw, please refer to the Academic Calendar published at https://www.nvcc.edu/calendars/academic/index.html to determine the “last day to drop with a tuition refund” (course census date) and the “last day to withdraw without grade penalty” (receive a “W”) for the session(s) that you are attending.  Keep in mind that courses offered in different sessions (e.g. 15-week, 8-week, 5-week, etc.) typically have different deadlines to drop/withdraw.

If you do not plan to attend a course, it is your responsibility to drop the course on your myNOVA account by the last day to drop with a tuition refund or you may be charged for the course.

In order for a course to potentially count toward your financial aid eligibility it must be required for your degree or eligible certificate program and you must attend that course past the last day to drop with a tuition refund (course census date).  If you fail to begin attendance in a class, or you drop a class on or before the last day to drop with a tuition refund (course census date), or if you decide to audit a class, your financial aid eligibility will be recalculated based on the reduced enrollment level.  In some cases, this may result in you owing a balance to the college.

Enrollment levels are defined as:

Less Than Half-Time:  1-5 eligible credits

Half-Time:  6-8 eligible credits

Three-Quarter Time:  9-11 eligible credits

Full-Time:  12 or more eligible credits

If you never attend a registered course or if you drop a course before the course census date and it causes your enrollment level to change from one of the aforementioned enrollment levels down to another level, it will likely reduce your eligibility for grants and it could impact your eligibility for other types of aid as well.  If your enrollment level falls below half-time, you would also lose eligibility for federal student loans and work-study.

If your financial aid has already disbursed and your eligibility changes as the result of never attending a course, auditing a course, or dropping a course before the course census date, this is considered an “overpayment” and you will be required to repay all of the funds for which you are no longer eligible to receive.

If you stop attending all of your courses or if you withdraw from all of your courses (i.e. a complete withdraw), you will be subject to the Return of Title IV Financial Aid Funds (R2T4) policy and the Financial Aid Office will be required to calculate how much of your aid was earned before you stopped attending/participating in your courses.  Any unearned aid will need to be repaid by the student in accordance with the federal R2T4 policy.

Though not as likely, the R2T4 policy could also apply if you withdraw from some, but not all, courses after the published “last day to drop with a tuition refund.”  An R2T4 calculation must be performed in the case of a partial withdrawal if you do not attend through the entire period for which you were originally scheduled to attend. However, if you attend and complete at least one course that spans the entire term, all aid will be considered earned for that term (as adjusted for dropped classes and classes that were not attended).

To summarize:

Drops on or before the last day to drop with a tuition refund (course census date): Tuition will be refunded, the course will not appear on your transcript, and the course will not count toward your financial aid eligibility. Your aid may be reduced if your enrollment level changes as mentioned above.  If your financial aid was already disbursed, you will be required to repay any aid you are no longer eligible to receive (i.e. overpayment) based on your enrollment level.

Change to audit on or before the course census date: Tuition will not be refunded, an “X” will appear on your transcript for the course grade, and the course will not count toward your financial aid eligibility. Your aid may be reduced if your enrollment level changes as the result of auditing a class as mentioned above.  If your financial aid was already disbursed, you will be required to repay any aid you are no longer eligible to receive (i.e. overpayment) based on your enrollment level.

Never attending a registered course (NVRK):  If you enroll in a class and do not attend at least one class or submit at least one assignment in an online class prior to the course census date, you may be administratively deleted from the course in accordance with the Never Attending Student (NVRK) policy.  Tuition will not be refunded and no record of the course nor any letter grade for the course will appear on your transcript.  The course will not count toward your financial aid eligibility and your aid may be reduced if your enrollment level changes as mentioned above.  If your financial aid was already disbursed, you will be required to repay any aid you are no longer eligible to receive (i.e. overpayment) based on your enrollment level.

Partial Withdrawal:  If you withdraw from some, but not all, courses after the published “last day to drop with a tuition refund”, your aid will generally not be recalculated, and you will still be charged tuition and related fees for all of your courses. If you withdraw before the “last day to withdraw without grade penalty” you will receive a “W” for the course on your transcript.  If you have loans that were not disbursed prior to your partial withdrawal and your enrollment level drops below 6 eligible credits, your loans will be cancelled.  If your loans were already disbursed before a partial withdrawal, they will not be affected.  Note that an R2T4 calculation must be performed in the case of a partial withdrawal if you do not attend through the entire period for which you were originally scheduled to attend. However, if you attend and complete at least one course that spans the entire term, all aid will be considered earned for that term (as adjusted for dropped classes and classes that were not attended).

Complete Withdrawal:  When a recipient of the Title IV funds (Federal Direct loans, Pell, FSEOG, etc.) withdraws from school or stops attending class before more than 60% of the course has been completed, the school is required to determine the amount of Title IV funds the student earned before the last day of attendance/participation in the course(s).  Any unearned aid will need to be repaid by the student in accordance with the federal R2T4 policy.  If the student attends through 60% of the term, all Title IV aid is considered earned.

DECEMBER 2019 GREENBACK – FINANCIAL AID NEWSLETTER

Check out the December 2019 Greenback, the latest issue of NOVA’s financial aid newsletter. This issue features information on:

  • Spring 2020 Reminders
  • Financial Aid Credit Balance Authorization Form
  • How to Meet Unseen College Costs
  • 2020-2021 NOVA Scholarships
  • 1098-T Form, Tax Credits, & Free Tax Filing
  • Financial Aid Awards, Adjustments, Disbursements, & Refunds
  • Spring 2020 Bookstore Purchase Period
  • Free Online Tutoring
  • 24-Hour Student Support Center
  • 2019-2020 Financial Aid Handbook
  • NOVA’s CashContest – Students Can Win Up to $1,000

The Greenback newsletter is designed to provide students and staff members with a concise summary of current financial aid topics.

August 2019 Greenback – Financial Aid Newsletter

Check out the August 2019 Greenback, the latest issue of NOVA’s financial aid newsletter. This issue features information on:

  • NOVA’s CashContest – Students Can Win Up to $1,000
  • How Dropping  or Withdrawing from Courses Affects Financial Aid
  • Financial Aid Awards, Adjustments, Disbursements, & Refunds
  • What To Do if Courses are Ineligible for Financial Aid
  • Reasons Why Courses May be Ineligible for Aid
  • Preparing for Fall 2019
  • Free Online Tutoring
  • 24 Hour Student Support Center
  • 2019-2020 Financial Aid Handbook
  • Fall 2019 Bookstore Purchase Period
  • Ace Chatbot

The Greenback newsletter is designed to provide students and staff members with a concise summary of current financial aid topics.

Financial Aid Course Audit: Be Proactive!

The goal of financial aid is to assist students in achieving degree, certificate or CSC comple­tion. Students who receive financial aid must be working toward completion by taking courses required for their chosen programs of study at NOVA. Only required courses will be covered by financial aid for otherwise eligible students.

As fall term approaches, NOVA Financial Aid encourages every student to complete the following steps (Click here for tutorials that can assist you through these steps):

  • Review your program plan to make sure it aligns with your career goals.
  • Run your advisement report from your Student Center on MyNOVA to determine which classes are still needed for degree completion.
  • Check the transfer guide for the receiving school if you are planning to transfer to make sure you are taking the correct courses for transfer.
  • Use required electives wisely and, if possible, fill them with courses required by your transfer school. Courses must be required in your NOVA program or fill open electives in your NOVA program in order to be covered by financial aid at NOVA.
  • Talk with your academic advisor to confirm your progress within your degree plan and to choose the correct courses.
  • Take any additional courses needed for the receiving school on top of terms of at least 12 required credits, when possible, so aid is not reduced.
  • If you register for a course that is ineligible for aid and wish to take it anyway, you must pay for it.
  • Repeat courses needed for grade improvement BEFORE you complete all courses required for your program of study, or they cannot be covered.
  • Stay abreast of your financial aid status and the eligibility and enrollment-level requirements for each type of aid awarded.

 

Taking classes outside the program of study, withdrawing from or failing to successfully com­plete classes and/or changing programs of study can exhaust the limited Pell Grant and loans avail­able to you before you are able to complete, especially if you are planning to complete a four-year degree. Contact the Financial Aid Support Center at (855) 323-3199, or visit your Campus Finan­cial Aid Office, if you have questions about your aid eligibility.

NOVA’s April 2019 Financial Aid Newsletter

Check out the April 2019 Greenback, the latest issue of NOVA’s financial aid newsletter. This issue features information on:

  • Summer Pell Grants
  • NOVA’s Work-Study Program
  • Managing Student Loans
  • National Student Loan Data System
  • Scholarship Information
  • $500 Cash Contest
  • Upcoming Deadlines
  • Submitting the FAFSA
  • 24 Hour Student Support Center
  • Ace Chatbot
  • 2018-2019 Financial Aid Handbook
  • Summer 2019 Bookstore Purchase Periods

The Greenback newsletter is designed to provide students and staff members with a concise summary of current financial aid topics.