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Office of Financial Aid

Student Information/Policies

Policies for Satisfactory Academic Progress (SAP)

Federal regulations require the University of Louisiana at Monroe to establish a satisfactory academic progress (SAP) policy to ensure that students receiving financial aid are making reasonable progress towards completing their degree. Students who fail to make progress toward the completion of their education will be suspended from receiving financial aid.

Satisfactory Academic Progress Policy 

Repeated Coursework Policy

The Department of Education has recently published new regulations which impact students who repeat courses. These repeat courses may impact your financial aid eligibility and awards for Federal Title IV financial aid. 

Repeated Coursework Policy [pdf] 


Return of Title IV Funds Policy

The University of Louisiana Monroe’s Return of Title IV Funds Policy outlines the Federal Rules that must be followed in regards to the Federal Student Aid a student has earned and the amount of Federal Student Aid that must be returned when a student withdrawals from or fails to complete classes.

Federal regulations require Title IV aid, to be awarded under the assumption that a student will attend the University for the entire period in which federal financial assistance is awarded. However, in the event a student withdraws or stops attending class, the University is required to determine if the student has fully earned the awarded Title IV aid. As required by federal regulations, the University uses a pro-rated schedule to determine the amount of federal financial aid that the student "earned" and return the “unearned” disbursed funds to the appropriate federal program. Once 60.005% or more of the semester or summer term is completed, the student is considered to have earned all the federal financial aid and will not be required to return any funds.

This policy is applicable to all ULM students who receive Title IV aid and who resign (either "officially" through the Registrar's Office - OR - "unofficially" by no longer attending classes) from ULM before completing 60.005% of the semester. 

Title IV Aid - All Federal aid including Unsubsidized Federal Direct Loans, Subsidized Federal Direct Loans, Federal Direct Plus Loans, Federal Pell Grants, Iraq and Afghanistan Service Grant, Federal SEOG, any other Title IV Assistance.

R2T4 – Return of Title IV

Semester – The payment period for which the student is enrolled. This includes but is not limited to full term semesters, parts of terms, and modules.  Students may be enrolled in one or a combination of these periods.

Unofficial Withdrawal – This occurs when a student stops attending classes but does not officially drop all of his or her classes.

Official Withdrawal – The student officially drops all his or her classes and stops attending the University for that semester.

Federal Student Aid – All Title IV Aid provided by the Federal Government.


Before Return of Title IV can be calculated it must first be determined if the student is considered to have withdrawn.  If a student has completed at least one class in a standard-term program, they are not a withdrawal.  A student will qualify for the exemption if they meet one of the following upon withdrawal:  earns at least enough hours to be considered half time in a module (6 UG, 5 GR, 3 GA,6 PR), has completed all classes required for graduation, or has successfully completed a module containing 49% or more of the days in the payment period.


Upon determination that a student has withdrawn, whether officially or unofficially, the Financial Aid Office will process the R2T4 calculation. The following steps are used to calculate the amount of aid a student has earned and how much must be returned (if any) to the federal programs:

  1. Determination of the withdrawal date:  For official withdrawals, this is the date the course withdrawal form or resignation is received by the Office of the Registrar. For unofficial withdrawals this is the last documented date of attendance in an academically-related activity (e.g., documented attendance in a class or lab) or submission of an assignment in an on-line course, whichever is later. 

For unofficial withdrawals where there is not a clear last documented date of attendance, the midpoint of the calculation term will be used students as the unofficial withdrawal date.


  1. Determination of the amount of aid the student earned:  The percentage of aid the student has earned is equal to the percentage of the semester, summer term, or accelerated part of term (payment period) the student has completed.
    1. The percentage of the payment period completed is calculated by dividing the total number of calendar days completed by the total number of calendar days in the term. Scheduled breaks of five or more days are excluded.
    2. The amount of aid the student has earned is calculated by multiplying this percentage by the total amount of Title IV aid disbursed (and that which could have been disbursed) to the student.
    3. For example, if a student completes 35 days of a 118-day term, the percentage completed is 29.7% (35 completed days / 118 total days). If $2000 has been disbursed, the student is entitled to only $594, or 29.7% of that aid.
    4. A student who did not receive all of the funds earned may be due a post-withdrawal disbursement.
    5. Once 60.005% of the payment period is completed, the student is considered to have earned all federal aid and the return of federal funds is not necessary.


  1. Determination of the amount of aid the student did not earn:  The amount of Title IV aid which must be returned is based on the percentage of unearned aid. That percentage is computed by subtracting the earned aid percentage from 100%. For example, if the earned aid percentage is 29.7%, the unearned aid percentage is 70.3% (100% - 29.7% earned = 70.3% unearned).


  1. Determination of the amount of aid the University must return:  The University will remit the percentage of the unearned Title IV funds that were disbursed or that could have been disbursed to the federal programs. The funds will be returned no more than 45 days from the date the school determines the official withdrawal or the last date of attendance. The University will return the lesser of the total of unearned aid or an amount equal to institutional charges multiplied by the percentage of unearned aid. Unearned aid will be returned to the federal programs in the following order:

For Pell Grants the institutional required return and the institutional optional return is considered unearned along with any other applicable unearned aid and will be returned on the student’s behalf by the institution.

The student is responsible for any account balance created when Title IV aid is returned.


If you have questions about your Title IV program funds, you can contact the Financial Aid Office at

finaid@ulm.edu or (318)342-5320. You may also call the Federal Student Aid

Information Center at (800)4-FEDAID [(800)433-3243]. TTY users may call (800)730-8913.

Information is also available on Student Aid on the Web at www.studentaid.ed.gov.


XII.       Revision History      

Summer Policy and Procedures

Year-Round Pell Grant Policy

Resignation/Withdrawal Policy

Financial Aid Withdrawal Policy


The Report on Athletic Program Participation Rates and Financial Support Data

         The Equity in Athletics Disclosure Act (EADA) requires a school that has an intercollegiate athletic program to          make prospective students aware of its commitment to providing equitable athletic opportunities for its male and female students. 


Equal Employment Opportunity Policy Statement/ Disclaimer Information

The University of Louisiana at Monroe adheres to the principal of equal educational and employment opportunity without regard to race, sex, color, creed, national origin, or handicap.  This policy extends to all programs and activities supported by The University.

The University of Louisiana at Monroe, an institution of higher learning, maintains compliance with the requirements and regulations set forth by the Federal Family Educational Rights and Privacy Act, as amended June 17, 1976.  The Family Educational Rights and Privacy Act Compliance Guidelines are available to parents and students in the Office of Student Affairs, Dean of Students, Division of Information Services, Registrar and Student Government Association.

The Financial Aid Office reserves the right on behalf of ULM to review and cancel an award at any time because of changes in the student's financial or academic status, changes of curriculum, or the student's involvement in student unrest as defined by Public Laws 91-204, 91-557, 90-575, Sections 407, 411, 504(a).

For More Information see the Office of Human Resources.

 Books and Supplies Disbursement Policy & Procedure for Pell Eligible Students

      In order to academically succeed in a program, a student must be able to purchase books and supplies at the
      beginning of the academic period.  Therefore, ULM provides a way via Warhawk Express, 
      for a student who is eligible for a Federal Pell Grant, and has a credit on their account, to obtain or purchase the        books and supplies required for the payment period.

Debt Management Policy     

In an effort to educate borrowers in making informed financial decisions while in school and to help students realize their educational goals with the minimum necessary amount of educational debt, the ULM Financial Aid Office has adopted a Student Loan Debt Management Policy.


Drug Free Schools and Communities Act (DSFCA)

The Drug-Free Schools and Communities Act (DFSCA) of 1989 - also known as the Drug-Free Schools and Campuses Act - requires institutions of higher education to establish policies that address unlawful possession, use, or distribution of alcohol and illicit drug.  The DFSCA also requires the establishment of a drug and alcohol prevention program.


Crime Prevention

Through programs of education, information, and active police and security presence the ULM police department endeavors to ensure that students, faculty, and staff are free from safely distractions so that they may learn, teach, and conduct research.

Warhawk Alert

Warhawk Alert is an emergency notification system that provides instant notification capabilities during a crisis on campus.


Gainful Employment Disclosures


Accounting Technology

Computed Tomography

Computer Information Systems

Elementary Education 

Secondary Education



Consumer Information


Rights and Responsibilities

Education after high school involves your time, money, and effort.  It is a big investment that carries with it many rights and responsibilities.  As a student, you have the right to know:

  • names of ULM's accrediting or licensing organizations
  • about ULM's programs, physical facilities, and faculty
  • the cost of attendance (see Schedule of Classes)
  • the policy on refunds to students who drop out
  • what types of aid are available
  • the procedures and deadlines for submitting financial aid applications
  • the criteria used to select financial aid recipients
  • how your financial need is determined
  • how much of your financial need has been met, as determined by the institution
  • the methods and date of aid disbursement
  • where to find further information regarding the type of aid you receive
  • the interest rate, total amount to be repaid, length of repayment, starting date of repayment, and cancellation and deferment provisions for each loan you receive 
  • the type of job, hours, duties and rate of pay if you are offered a College Work-Study job.
  • the current standards of satisfactory academic progress and the consequences if you don't meet these standards
  • what special facilities and services are available to the handicapped

If you believe a mistake has been made or if your enrollment or financial situation changes, you may ask to have your financial aid package reviewed.

As a student, it is your responsibility to:

  • complete the application for financial aid accurately
  • submit it on time to the correct place
  • meet deadline for applying and reapplying for aid
  • provide documentation, verification, corrections, or new information if requested
  • read, understand, and keep copies of all forms you are asked to sign
  • comply with the provisions of all agreements you sign
  • notify the Financial Aid Office of any change in your name, address, or enrollment status.
  • perform job duties as required if you are awarded a College Work-Study job
  • understand your school's policy


ULM accreditation documents may be viewed at http://ulm.edu/upa/

Constitution Day & Citizenship Day Resources

On Sept. 17, the nation observes Constitution Day and Citizenship Day as part of Constitution Week (Sept. 17 to 23). The commemoration honors both the signing of the U.S. Constitution on Sept. 17, 1787, and an observance that began in 1940 as “I Am an American Day”.

Constitution Day and Citizenship Day is an American federal observance recognizing the adoption of the United States Constitution and those who have become U.S. Citizens by birth or naturalization.

September- National Archives Student Webinar

Constitution Day Resources


Constitution Day & Citizenship Day Videos