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Sinclair College

Census Date Policy

Financial Aid Add/Drop Census Date Policy—Dropping, Adding, or Withdrawing from Courses

Typically, the initial calculation of federal Pell Grant awards are prepared based on anticipated fulltime enrollment each term. Sinclair recalculates federal Pell Grant awards based on attendance and/ or schedule adjustments up to the student census date. After the student census date, a student’s federal Pell Grant will not be adjusted for drops or adds even if the student has been attending class. However, if the student fails to complete all of his or her scheduled courses in the term, a Return of Title IV Funds calculation is required, and an adjustment may be made by Sinclair.

Pell Grant awards will be based on the number of credit hours for which a student is enrolled as of the student census date. If a student withdraws from or drops all of his or her courses on the same date, then the student census date will be the latest census date for the course(s) they dropped with record. Students are strongly encouraged to finalize their course schedule no later than the start of the term.

For information about federal student loans and work study, please review the Federal Loan Process and Student Employment websites.

DEFINITIONS

Add—A course added by the student to his or her schedule.

Drop—A course dropped by the student from his or her schedule on or before the course census date. No grade will be issued for the dropped course. The course will not be part of the student's academic record (a drop without record).

Withdrawal—A course dropped by the student from his or her schedule after the course census date. A grade of W (withdrawal) will be issued for the course. The course will be part of the student's academic record (a drop with record).

Purged—The process used by the school to remove courses from a student's schedule for nonpayment of tuition and fees.

Canceled—A course removed by the school due to cancellation (e.g.—due to low course enrollment)

Course Census Date—The last date to add a course or drop a course with the possibility of a refund and without record. See the Sinclair Community College Registration Calendar for specific dates for a given academic year.

Student Census Date—The latest course census date for all of the student's registered courses for a specific term. For example, in the Fall term a student has a full-term course (census date is Aug. 25), an A term course (census date is Aug. 22), and a B term course (census date is October 24 which is the latest starting course). The student census date is October 24. All adds or drops that occur on or before October 24, will be considered when determining the student's enrollment level and the amount of federal financial aid the student will receive.

Enrollment Levels—

  • Level = Credit Hours
  • Full Time = 12 or more
  • Three-Quarter Time = 9 – 11
  • Half-Time = 6 – 8
  • Less Than Half-Time = 1 – 5
  • Credit Hours Included or Not Included in Determining Enrollment Levels for Federal Financial Aid

    PELL GRANT

  • • Add included before course census date
  • • Add included after course census date but before student census
  • • Add not included after student census date
  • • Drop without record (Drop) not included before course census date
  • • Drop without record (Drop) after course census date but before student census (NA - cannot drop without record after the course census date)
  • • Drop without record (Drop) after student census date (NA - cannot drop without record after the course census date)
  • • Drop with record (Withdrawal) before course census date (NA - cannot drop with record before the course census date)
  • • Drop with record (Withdrawal) not included after course census date but before student census
  • • Drop with record (Withdrawal) included after student census date
  • • Purged not included before course census date
  • • Purged not included after course census date but before student census
  • • Purged included after student census date
  • FEDERAL LOANS

  • • Add before loan disbursed to student account (Disbursement allowed if at least 6 Title IV credit hours)
  • • Add after loan disbursed to student account (NA - if the activity occurred after the federal loan was disbursed, no adjustment is made)
  • • Drop without record (Drop) before loan disbursed to student account (Disbursement not allowed if at least 6 Title IV credit hours after excluding the dropped hours)
  • • Drop without record (Drop) after loan disbursed to student account (NA - if the activity occurred after the federal loan was disbursed, no adjustment is made)
  • • Drop with record (Withdrawal) before loan disbursed to student account (Disbursement not allowed if at least 6 Title IV credit hours after excluding the dropped hours)
  • • Drop with record (Withdrawal) after loan disbursed to student account (NA - if the activity occurred after the federal loan was disbursed, no adjustment is made)
  • • Purged before loan disbursed to student account (Disbursement not allowed if at least 6 Title IV credit hours after excluding the dropped hours)
  • • Purged after loan disbursed to student account (NA - if the activity occurred after the federal loan was disbursed, no adjustment is made)
  • Examples

    ________________________________________

    Student #1 – William Withdraws from a Course

    William is registered for the following classes for the Fall term:

    Course / Credit Hours / Course Type / Course Census Date

    REL 1112 / 3 / Full Term / 8-25

    PTA 1106 / 1 / B Term / 10-24

    BIO 1171 / 5 / Full Term / 8-25

    PSY 220 / 3 / Full Term / 8-25

    In this scenario, William's student census date is 10-24 because it is the latest course census date for all of the student's registered courses.

    William is registered for 12 credit hours on the full-term course census date and is paid a federal Pell Grant of $2,865 based on a full-time status. William withdraws from his 5 credit hour BIO 1171 course on 9-21 (before his student census date). Therefore, William's Pell Grant award is adjusted downward by $1,432.00 for the 5 credit hours that he withdrew from on 9-21.

    ________________________________________

    Student #2 – Lucy only had Loans and Withdraws from a Course

    Lucy is registered for the following classes for the Fall term and only receives federal loans for the term:

    Course / Credit Hours / Course Type / Course Census Date

    ALH 1101 / 2 / Full Term / 8-25

    PSY 220 / 3 / Full Term / 8-25

    US 101 / 1 / B Term / 10-24

    In this scenario, Lucy's student census date is 10-24 because it is the latest course census date for all of the student's registered courses.

    Lucy is registered for 6 credit hours on the full-term course census date and receives only federal student loans paid based on a half-time status (6 credit hours). A refund check for the loan proceeds was disbursed on September 17. Lucy withdraws from her 2 credit hour ALH 1101 course on 10-1 (before her student census date but after the loan disbursed). Lucy's enrollment will be adjusted downward to 5 credit hours because this action was a drop without record before her student census date. Lucy received no Pell Grant and only federal student loans. At the time the loan was disbursed, she was still enrolled in six credit hours. Lucy's federal student loan award is not adjusted downward because at the time of disbursement, Lucy was enrolled in 6 credit hours.

    ________________________________________

    Student #3 – David Drops all Courses before His B Course Begins

    David is registered for the following classes for the Fall term:

    Course / Credit Hours / Course Type / Course Census Date

    MAT 1570 / 3 / Full Term / 8-25

    COM 2211 / 3 / 12-Week Term / 9-23

    HIS 1111 / 3 / B Term / 10-24

    In this scenario, David's student census date is 10-24 because it is the latest course census date for all of the student's registered courses.

    David is registered for 9 credits hours on the full-term course census date and is a Pell Grant in the amount of $ 2,149 and subsidized direct loan of $1,715 based on a three-quarter time status. His student census date is 10-24. Then David withdraws from all 9 credit hours on 10-20 (before his 10-24 student census date).

    Since David withdrew from all of his courses on 10-20 (before the course census date (10-24) for the B-term course), this is considered a drop without record for the B term course and the B-Term course census date is no longer considered as a possible student census date. Therefore, David's new student census date becomes 9-23 (the census date for the 12-week course) because the full-term and 12-week courses were dropped with record.

    David was enrolled in 6 credit hours on his new student census date of 9-23 and his Pell Grant award will be adjusted downward by $716. David would owe Sinclair a balance for this amount. David's subsidized loan will not be adjusted downward because at the time it was disbursed, David was enrolled in 9 credit hours. David would be subject to a Return of Title IV calculation and a return would be made if necessary.

    • Last Revised: 06/20/2013