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Financial Aid Add|Drop Census Date Policy

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

Typically, the initial calculation of Federal Pell Grants are prepared based on anticipated full-time 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.

Federal Pell Grant awards will be based on the number of credit hours in 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. 

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 non-payment of tuition and  fees.

Cancelled

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. 31), an A term course (census date is Aug. 28), and a B term course (census date is October 23 which is the latest starting course). The student census date is October 23. All adds or drops that occur on or before October 23, 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

 

 

Federal Loans

 

 

Student Enrollment Activity

 

Before Course Census Date

After Course Census Date but Before Student Census

 

After Student Census Date

 

Before Loan Disbursed to Student Account

 

After Loan Disbursed to Student Account

 

 

Add

 

 

Included

 

 

Included

 

 

Not included

Disbursement allowed if at least 6 Title IV credit hours

NA - if the activity occurred after the federal  loan was disbursed, no adjustment is made.

 

Drop without record (Drop)

 

 

Not included

NA - cannot drop without record after the course census date

NA - cannot drop without record after the course census date

Disbursement not allowed if at least 6 Title IV credit hours after excluding the dropped hours.

NA - if the activity occurred after the federal  loan was disbursed, no adjustment is made.

 

Drop with record (Withdrawal)

NA - cannot drop with record before the course census date

 

 

Not included

 

 

Included

Disbursement not allowed if at least 6 Title IV credit hours after excluding the dropped hours.

NA - if the activity occurred after the federal  loan was disbursed, no adjustment is made.

 

 

Purged

 

 

Not included

 

 

Not included

 

 

Included

Disbursement not allowed if at least 6 Title IV credit hours after excluding the dropped hours.

NA - if the activity occurred after the federal  loan was disbursed, no adjustment is made.

 

  • Last Revised: 05/02/2022