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Documentation of Attendance Policy for Direct Loan and Perkins Loan Recipients

Policy
Purpose: 

The amount of Direct Loans and Perkins Loans that a student is eligible to receive is based on the number of credits in which they enroll and attend. If a student withdraws from all courses, the student and KU may be required to repay some or all of the Direct Loans and Perkins Loans received for the term. The Documentation of Attendance (DA) is used to determine if a student attended a class.

Financial Aid and Scholarships (FAS) works with faculty and students to confirm whether or not a student began attendance to determine eligibility for Direct Loans and Perkins Loans funds.

Applies to: 

1. All students who are receiving Direct Loans and Perkins Loans and who withdraw from all courses after aid has disbursed.

2. The instructors of classes in which these students enrolled.

Campus: 
Lawrence
Edwards
Policy Statement: 

When FAS receives notification that a student receiving a Direct Loan and/or a Perkins Loan has withdrawn from all courses after financial aid funds have been disbursed, FAS must determine if the student participated in an academically related activity in the course. This Documentation of Attendance (DA) is used to determine what portion, if any, of their Direct Loan and/or Perkins Loan a student must repay.

1. FAS contacts both students and faculty to gather DA information. Students are notified by email that they will need to provide documentation of attendance or participation in any academically related activity in at least one credit hour. Faculty are also contacted by email and asked to document the student’s attendance or participation in any academically related activity.

2. To resolve the Direct Loan and Perkins Loan issue, the student may provide documentation to the FAS demonstrating attendance in at least one credit hour at any point in the semester.

3. The student may document attendance by having an Instructor/ Professor from one of the courses from which they withdrew submit a DA form to FAS, documenting that the student began attendance.

4. 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.

5. 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.

6. Once attendance has been determined, the student will receive written notification if repayment is required and the process for repayment.

Contact: 

Blake Cauble-Johnson

KU Visitor Center, 1502 Iowa St.

785-864-4700

tblakecj@ku.edu

Approved by: 
Janet Roecker, Joan Weaver
Approved on: 
Thursday, August 15, 2013
Effective on: 
Tuesday, January 21, 2014
Review Cycle: 
Annual (As Needed)
Keywords: 
Direct Loans, Documentation of Attendance, Repayment of Financial Aid, Return of Title IV funds
Review, Approval & Change History: 

Added to Policy Library on August 15, 2013.

Reviewed and Updated by Janet Roecker on January 16, 2014

August 1, 2014

 

Financial Categories: 
Student Financial Aid
Student Life Categories: 
Financial Assistance

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