Budget Adjustments Policy
Federal regulations allow for a student's financial aid budget to be increased in certain situations. The University of Kansas Medical Center will adjust a student's budget for reasonable educational expenses that exceed a student's financial aid budget. Each budget appeal will be reviewed on individual basis by the Department of Student Financial Aid. If a student is not satisfied with the decision, she or he can appeal either by a letter or in person to the Student Financial Aid Advisory Committee. Decisions of the Student Financial Aid Advisory Committee are final. The Director of Student Financial Aid retains the discretion of professional judgment, where permitted, in individual cases.
In order to request a budget adjustment, please complete the appropriate form – either the Budget Adjustment Request Form or the Dependent Care Budget Adjustment Request Form. Only expenses incurred during this academic year will be considered. There is a May 1 deadline for submission of these forms. No adjustments will be considered after the loan period has expired for that academic year. An exception will be made for medical/dental expenses for which an insurance claim has not been paid. If you have questions about this policy, please contact the Office of Student Financial Aid , 3007 Student Center , (913) 588-5170, or financialaid@kumc.edu .
Budget Adjustment Categories
The cost of the Step 1 and Step 2 exams are already included in the financial aid budget. Medical students may be eligible for additional funds for preparation or remediation to take the Step 1 and Step 2 board exams.
In the case of preparation for the Step 1 exam, students must first meet with the appropriate representatives from the School of Medicine to develop a plan for study. Students are required to complete the plan of study outlined by the School of Medicine. Students who enroll in preparation or remediation courses as part of their required plan of study may receive a budget adjustment for: 1) the cost of the course and 2) living expenses for any portion of the course that extends beyond the standard academic year. Budget adjustments will not be made solely for the purchase of supplemental materials.
Financial aid for board prep is a reimbursement process. If students choose a plan that is reimbursable with financial aid, they will be asked to pay for the course up front. Once Student Financial Aid has a copy of the student's agreement and proof of payment for the course, the reimbursement process begins.
In order to apply for a budget adjustment for Step 1 exam preparation, students should first secure the appropriate forms from the School of Medicine – the forms are not available in the Office of Student Financial Aid. Then the student must meet with a designated SOM representative. The SOM will forward to the Office of Student Financial Aid the completed forms for budget adjustment consideration and processing.
Step 1 and 2 remediation will be considered on a case-by-case basis. Please contact the Office of Student Financial Aid for more information.
If the student or the student's family pays for dependent care, KUMC will increase the budget for the cost of the dependent care, not to exceed reasonable costs for dependent care in the community. Students must complete the Dependent Care Budget Adjustment Request form and provide the required documentation as specified on the form. For 2008-2009, costs cannot exceed $700/month for children birth – up to kindergarten, $500/month for children kindergarten-12 years old. Students that pay for care for other adult or disabled family members (i.e. elderly parent) should contact the Office of Student Financial Aid for more information.
Computer PurchaseA budget adjustment for up to $2500 may be made for the purchase of a computer. The computer must be purchased during the academic year. However, students are also permitted to purchase a computer May 1 for the start of a summer term, and July 1 for the start of a fall term. Students must submit receipts with the student's name as purchaser for the computer. A one-time purchase of a computer will be funded in the student's academic career at KUMC, and no adjustments will be accepted during the final term/semester of a student's academic career. The receipts must be submitted prior to the disbursement of any subsequent financial aid.
First year Medical Students have the cost of the required tablet computer already included in their first year cost of attendance budget. They are not eligible for budget adjustments for additional computer purchase(s) apart from the tablet.
Health Information Management Students are required to have a tablet computer and are charged accordingly with their tuition and fees. HIM students should use the Budget Adjustment Request form to request additional financial aid, but they do not have to provide documentation of purchase. They are not eligible for budget adjustments for additional computer purchase(s) apart from the tablet.
Students that are Stafford Loan borrowers and choose lenders that charge guarantee or origination fees may have their budgets adjusted to include those fees. On the Budget Adjustment form, this information should be included in the section called “other.”
Medical/Dental ExpenseThe student financial aid budget includes an allowance for medical/dental expenses and health insurance. It is University of Kansas Medical Center policy that ALL students provide proof of health insurance, and budget adjustments will be considered only for those students complying with that policy. Budget adjustments will not be made for the purchase of health insurance that costs more than is allowed in the budget.
A budget adjustment can be made for medically necessary procedures and medically necessary prescriptions for the amount which exceeds the budget allowances. Students must provide written permission to verify health insurance coverage (this is part of the Budget Adjustment Request Form). Receipts must be submitted prior to any disbursement of subsequent financial aid.
If a student purchases dental insurance, they must provide proof of their dental health insurance with effective dates covering the enrollment period. If the student does not have dental insurance, a budget adjustment will be made for the amount that exceeds the budget allowances for medical/dental expenses.
Students may receive a budget adjustment for tuition charges in excess of what is allowed in the Cost of Attendance. On the Budget Adjustment form, this information should be included in the section called “other.”
Vehicle RepairsWhile a student's financial aid budget includes an allowance for maintenance of a vehicle, an adjustment can be made for car repairs that exceed the budgeted amount. Please note that financial aid budgets cannot be increased for the purchase of a vehicle. Expenses above the budgeted amount are covered on one primary vehicle per year. Once a student has submitted receipts for a vehicle, that vehicle becomes “primary” in terms of consideration for budget appeals.
The budget adjustment increase will represent the difference between the actual repairs and budget allowance. Receipts must be submitted for any repairs for which the budget adjustment is being requested. Receipts must be submitted prior to the release of any subsequent financial aid.
Since the budget includes an allowance for comprehensive and collision car insurance, a budget adjustment for an accident will cover a reasonable deductible of $500. If the student has not purchased comprehensive and collision car insurance, the Office of Student Financial Aid will not increase the budget to cover any expenses which would have been covered by insurance.
Students having other extenuating circumstances should complete the appropriate section of the Budget Adjustment Request Form and make an appointment to meet with a staff member in the Office of Student Financial Aid.
If your financial aid is not available when your tuition and fees payment is due, the tuition and fees may be deferred upon request. You must have completed the FAFSA and have a complete financial aid file. Health insurance fees cannot be deferred at enrollment. If you have not requested your tuition and fees be deferred, or you have not paid by the payment deadline, you may be assessed a late fee.
Satisfactory Academic Progress
To be eligible for student financial aid, you must make "satisfactory academic progress." The Office of Student Financial Aid standards for satisfactory academic progress are not exactly the same as academic standards of the University, or any academic department or school. The established guidelines (based on federal regulations) for evaluating a students progress take into consideration cumulative KUMC grade point average and the number of semester hours attempted and completed. The required grade point average varies by academic program (undergraduate, graduate and medical) as outlined below.
Specific Standards by Program of Study
The Student Financial Aid standards of satisfactory academic progress differ according to academic program.
A medical student is no longer eligible for financial aid after their first academic year of school if their KUMC cumulative grade point average falls below 1.50 on a 4.0 scale. If, after their second academic year of school, a students KUMC cumulative grade point average falls below 2.0 on a 4.0 scale, they will no longer be able to receive financial aid. If, after their third academic year of school, a students KUMC cumulative grade point average falls below 2.0 on a 4.0 scale, they will no longer be able to receive financial aid.
School of Medicine students will be allowed to take basic sciences courses for six semesters. If, within that time period, the student has yet to progress to the clinics, aid will be terminated until that progression is made. As with the basic sciences, students will be allowed six semesters to complete the clinical portion of the program. Any semesters required to complete the degree beyond the six must be self-financed. Students must complete at least 75% of course work attempted in one year.
A graduate student is no longer eligible for financial aid if their KUMC cumulative grade point average falls below a 3.0 on a 4.0 scale during anytime of their studies at KUMC.
Graduate students will be allowed to receive two semesters of financial aid beyond the number normally required to complete the program. All students are required to complete at least 75% of all course work attempted per year.
An undergraduate student is no longer eligible for financial aid if their KUMC cumulative grade point average falls below 2.0 on a 4.0 scale during anytime of their studies at KUMC.
Students will be allowed to receive two semesters of financial aid beyond the number normally required to complete the program. Enrollment of six hours will count as one-half semester. Students in undergraduate certificate programs will be required to receive a passing grade from the department. All students are required to complete at least 75% of all course work attempted per year.
Incompletes, Withdrawals, Failures and Repetitions
Classes graded as failure (“F”, “U”), “incomplete”, “no credit”, “drop” or “withdraw” will be evaluated as courses attempted, although not successfully completed. Attempted hours include all hours enrolled in or after the first day of classes. Repeated courses will count toward academic progress as indicated in the University catalog applicable to the student.
Probationary Semester
If a student does not meet the required GPA or standard for hours attempted and completed, he/she will be placed on a one year probationary status for financial aid. A student may continue to receive financial aid while on probation. If the student completes the following year and does not attain the required GPA or meet the standard for hours attempted and completed, financial aid will be terminated until such time as the standards are met.
Appeal Procedure
Any student denied financial aid due to the policy may appeal to the Financial Aid Advisory Committee. The appeal should initially be made in written form explaining the reason(s) for failing to meet the academic standards outlined in the policy. Students may want to include letters of support (from their academic department, etc.). This appeal should be submitted to the Director of Financial Aid, who will then present it to the committee. Appeals may take 2 – 4 weeks to process.
For More Information
For more information, contact the Department of Student Financial Aid , (913) 588-5170 or email financialaid@kumc.edu
If you withdraw totally from KUMC, you and the University may be expected to repay some or all of the federal financial aid you have received for the semester. If you withdraw within a KUMC Adjustment/Refund period, Student Financial Aid is required by federal law to determine whether your refund should repay some or all of the financial aid that you received. The date of withdrawal determines whether you receive a refund and the amount. It also determines how much aid you and the University are expected to repay to the aid programs.Click here to find out how a Return of Title IV calculation is determined.
After you withdraw, you will receive a letter from Student Financial Aid telling you which financial aid programs your KUMC refund repaid (if applicable). If your KUMC refund is not enough to repay the amount of aid the University must return to your aid programs, the Student Financial Accounting Office will bill you for the difference. In addition, you may be required to repay the aid programs directly using your own funds. If you fail to repay this aid or fail to make satisfactory arrangements to repay this aid within 45 days, you may lose your eligibility to receive future federal and state aid.
Withdrawing from Classes, Remaining in at least Six Hours
In most instances, you are not expected to repay financial aid awards you received for the semester as long as you remain enrolled in at least 6 hours. However, dropping hours may affect your future eligibility for aid. For more information, read the Satisfactory Academic Progress Policy above.
Withdrawing from Classes, Dropping Below Six Hours
Please contact Student Financial Aid if you are dropping classes and will have less than six hours.
According to University of Kansas Medical Center policy, email is an official communication mechanism. For applicants to KUMC academic programs, the Office of Student Financial Aid will send communications to the email address provided on the prospective student's application for admission. After admission, the Office of Student Financial Aid will use the "kumc.edu" email address assigned to the student, since this address is the account used for University business and official University communications to students. For more information, read the University of Kansas Medical Center Operational Protocol: Student Email.
In some cases, however, Student Financial Aid must correspond with a student in writing. It is a student's responsibility to keep mailing addresses up to date. Addresses may be updated through the Enroll & Pay system at https://sa.ku.edu > Home > Enroll & Pay > Personal Portfolio > Tasks > Addresses
Financial Aid for Summer Medical Elective Policy
If you are a medical student and you are enrolling in a summer medical elective, you may be eligible to receive financial assistance from Student Financial Aid. If you want to be considered for aid for a summer elective, the Office of Student Financial Aid will need a completed “Medical Student Summer Electives Request for Additional Loans Application” form. It is the student's responsibility to notify the Office of Student Financial Aid in advance of your enrollment in these electives if you need financial aid. Since summer electives are not required, the Office of Student Financial Aid does not assume that you will need financial aid for this time period.
It is the student's responsibility to:
The Office of Student Financial Aid will:
Remedial Coursework during the Summer
If you are being required to remediate a course over the summer semester at KUMC and you want financial aid for this course, you will need to complete the Summer application. Financial aid can be granted to a student that has failed or withdrawn from a course once, but cannot be given to a student that repeats a course for the purpose of improving their grade point average or their grade in a specific course.
Financial Aid for Classes other than at KUMC
There may be times when you need financial aid to pay for courses you are required to take at another institution. Financial aid can be used to pay for classes other than at KUMC in certain instances. If you are required to take courses at another institution while in pursuit of your degree at KUMC, and you want financial aid to cover these expenses, you will need to contact the Office of Student Financial Aid before your course work begins. After meeting with a financial aid counselor to discuss your enrollment, the Office of Student Financial Aid will require an Advisor Certification Form, which the student and the student's KUMC academic advisor complete. After you have submitted this form, the KUMC Office of Student Financial Aid will enter into a Consortium Agreement with the other institution at which you're enrolling. This Consortium Agreement is a written document between the two institutions confirming that KUMC, as the Home Institution, agrees to award financial aid for the course work at the Host Institution, and that the Host Institution will not be providing aid to you for this time period.
These are the instances in which aid can be awarded to you while you are attending another institution:
As the student, you are responsible for:
KUMC Office of Student Financial Aid is responsible for:
The Host Institution is responsible for:
If you are enrolling in Continuing Education courses that have been approved by your advisor and are necessary for your degree at KUMC, you and your KUMC academic advisor are required to complete the Advisor Certification Form. Continuing Education courses are not part of your enrollment on SAKU initially. These courses are only credited once you have completed the course. Therefore, you must contact our office before your scheduled aid delivery date in order to ensure timely disbursement of your funds.
It is the student's responsibility to keep the Office of Student Financial Aid informed if you plan to take courses at another institution or through Continuing Education.
To be considered "independent" for financial aid purposes you must be able to answer "yes" to at least one of the following questions found in Step 3 of the FAFSA:
If you cannot answer, "yes" to one of these questions then you are considered "dependent" and must provide parental information.
In some extreme cases, financial aid administrators may approve a "dependency override" for a student who is not independent for financial aid purposes. However, guidance from the U.S. Department of Education specifies that certain circumstances do NOT qualify a student for a dependency override including:
If you think you may qualify for a dependency override (outside of the conditions listed above), contact the Office of Student Financial Aid to schedule an appointment to discuss your situation.
©
The University of Kansas Medical Center