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Policy
Purpose: 

Students earn their Title IV aid by being in attendance at school. If a student withdraws from school, the student and KU may be required to repay some or all of the Title IV aid received for the term. If a Title IV aid recipient receives F’s in all of their courses, KU must determine whether or not the student “earned” those F’s or simply ceased attendance, and thereby unofficially withdrew.

The FAS works with faculty and students to determine students’ Last Date of Attendance used in the return calculations. 

Applies to: 
  • All students who are receiving federal financial aid and who receive All F’s during a semester.
  • The instructors of classes in which these students enrolled.
Campus: 
Lawrence
Edwards
Parsons
Juniper Gardens
Yoder
Policy Statement: 
  1. When assigning a student a failing grade in a course (F, U, W, or NC), professors and instructors will have the option of entering attendance information. “C” indicates complete attendance for a course. “N” indicated that the student never attended the course, and “P” indicates partial attendance. For students assigned a “P,” professors and instructors can include LDA information if available.
  2. When a case cannot be resolved by the information provided by professors and instructors at the time the failing grade was assigned, FAS contacts those students to gather LDA information. Students are notified by regular mail and by email of their All F’s status and instructed on how they may provide LDA information.
  3. A disbursement hold is placed on the student’s account which prevents the student’s current semester financial aid from being disbursed until the matter has been resolved. 
  4. To resolve the All Fs issue, the student may provide documentation to the FAS demonstrating attendance in all or part of the semester.
  5. The student may document attendance by having an Instructor/ Professor from at least one of the student's classes submit an LDA form to the FAS, documenting the student’s last date of attendance or attendance for the entire semester. 
  6. The student may document attendance by having the Instructor/ Professor submit a list of dates of exams the student took or assignments the student completed by email from the Instructor/Professor’s work email, by fax from the departmental fax machine, by campus mail in a sealed departmental envelope, or hand delivered in a sealed departmental envelope. 
  7. Additionally, the student can submit originals or copies of graded and dated tests, exams, quizzes, papers, homework assignments, or in-class assignments.  The documentation must clearly identify the course name and number, the student’s name, the date and the grade received.  Any documentation provided will be kept in the student’s permanent file.
  8. Once the last date of attendance has been determined, the student will be notified as to whether or not repayment of federal financial aid is required and the process for repayment.

For students who (1) received a Pell Grant award, (2) pass at least one course, but (3) receive failing grades in one or more courses, FAS must determine if the student attended those failed courses and what portion, if any, of their Pell Grant they must repay.

  1. When assigning a student a failing grade in a course (F, U, W, or NC), professors and instructors will have the option of entering attendance information. “C” indicates complete attendance for a course. “N” indicated that the student never attended the course, and “P” indicates partial attendance.
  2. Students who are assigned a failing grade and an “N” indicating that the student never attended that course, will be contacted by FAS to gather attendance information. Students are notified by email of the need to provide documentation of attendance and instructed on how that may be done.
  1. To resolve the Pell DA issue, the student may provide documentation to the FAS demonstrating attendance in the courses at any point in the semester.
  2. The student may document attendance by having an Instructor/ Professor from each course from which they withdrew submit a DA form to the FAS, documenting that the student began attendance.
  3. The student may document attendance by having the Instructor/ Professor submit a list of dates of exams the student took or assignments the student completed by email from the Instructor/Professor’s work email, by fax from the departmental fax machine, by campus mail in a sealed departmental envelope, or hand delivered in a sealed departmental envelope.
  4. Additionally, the student can submit originals or copies of graded and dated tests, exams, quizzes, papers, homework assignments, or in-class assignments. The documentation must clearly identify the course name and number, the student’s name, the date and the grade received. Any documentation provided will be kept in the student’s permanent file.
  5. Once attendance has been determined, the student will receive written notification if repayment is required and the process for repayment.
Contact: 

Rhyannon Pioleti
KU Visitor Center
1502 Iowa St.
785-864-5492
rmp@ku.edu

 

Approved by: 
Janet Roecker
Approved on: 
Friday, February 1, 2008
Effective on: 
Friday, February 1, 2008
Review Cycle: 
Annual (As Needed)
Keywords: 
All Fs, Last Date of Attendance, Repayment of Financial Aid, Return of Title IV funds.
Review, Approval & Change History: 
12/20/2016: Updated contact information and cleaned up approval dates
07/01/2016: Updated to remove gendered pronouns.
10/27/2015: Process modified to include grade roster changes; Included Any F information
08/11/2014: Contact information updated
07/19/2013: Reviewed and updated
8/23/2011: Reviewed and updated 
10/2010: Reviewed and updated 
06/2009: Reviewed and updated
 
 
 

 

Academic Categories: 
Academic Work & Evaluations
Financial Categories: 
Student Financial Aid
Student Life Categories: 
Financial Assistance

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