University of Charleston

UC uses the Free Application for Federal Student Aid (FAFSA) as its financial aid application. Every student is encouraged to complete the FAFSA for determination of his or her eligibility for federal aid.

The Office of Financial Aid, located in Riggleman Hall, coordinates all federal, state and institutional aid awarded to students, including academic scholarships, grants, loans, student employment, vocational rehabilitation, and external scholarships.

Students interested in being considered for federal financial aid must complete the FAFSA application every year. All application materials must be received by March 1 for full consideration for the following academic year. Any applications received after the March 1 deadline will be given consideration only if funds are available.

The most current information regarding financial aid may be found on the University’s website at: https://www.ucwv.edu/Admissions/Financial-Aid/

The difference between the Expected Family Contribution (EFC) and the Cost of Attendance (COA) for an academic year represents a student’s “financial need.”

A student’s budget is often referred to as Cost of Attendance (COA). It represents a reasonable estimate of the cost of attending the University for a full academic year, including:

  • Tuition and Fees – are fixed costs each academic year
  • Room and Board
    • on campus – based on residence hall and standard meal plan
    • off-campus – not living at home or with parent or have your own apartment/house
    • commuter – living with a parent(s)
  • Books and Supplies – are variable costs, they will depend upon your academic program
  • Allowance for transportation/personal/miscellaneous expenses – are variable costs based on living arrangements.

 

Financial assistance may be in the form of Federal, State, University or private aid. There are three types of aid: grants (“gift aid,” including scholarships), loans (low interest need based/non need based loans requiring repayment) and work opportunities.

All financial aid is disbursed directly to the student’s account for charges relating to tuition, fees, room and board. Aid exceeding student account charges may be issued as a refund to the student for other educational expenses (books, supplies, etc.).

In order to receive Federal financial aid, students must be degree seeking, enrolled in at least six (6) credit hours per semester, must not be in default on a loan or owe a repayment to any aid program at any postsecondary institution, must maintain the Standards of Academic Progress and, if male, be appropriately registered with the Selective Service.

Students are responsible for keeping the Financial Aid Office informed of any changes in their enrollment status, such as dropping of classes, transferring/withdrawing from the university or taking a leave of absence. The Financial Aid Office cannot withdraw students from classes. In order to withdraw from classes, students must complete the University Withdraw form with our VP and Dean of Students and Title IX Compliance Coordinator.

Definition of an Academic Year for Financial Aid Purposes

The definition of a financial aid academic year is one in which a student completes a minimum of 30 weeks of instruction and 24 semester credit hours.

Consequently, the following apply to all federal financial aid programs for students in undergraduate programs:

Freshmen: credits 0-25 hours earned

Sophomores: credits 26-60 hours earned

Juniors: credits 61-90 hours earned

Seniors: Credits 91 or more hours earned

The Academic Year consists of a Fall semester and a Spring semester. During an Academic Year the Fall semester runs from August through December. The Spring semester runs from January through May, with one week of Spring break. Students enrolled during the Summer session

The Academic Year is part of a larger Fiscal Year that runs from July 1, through June. This includes the Summer term, the Fall Semester, and the Spring Semester.

Special Circumstance

If your family income has declined during the current calendar year due to unexpected circumstances, please contact the Financial Aid Office. Our office will evaluate each Special Circumstance request on a case by case basis. Please remember that it is your responsibility to submit all the documentation required to for the Financial Aid Office to complete the special circumstance request.

Dependency Overrides

The Financial Aid Office will review dependency overrides on a case by case basis. The student must submit in writing and provide supporting documentation along with the institution’s dependency override form. A dependency override will not be approved due to parent’s refusal or unwillingness to contribute to the student’s education. Please contact the Financial Aid Office for more details.

 

Changes of Courses and Class Schedule Change

15-16-week courses

A student may not add a class after 5 p.m. on the 5th school day of a fall, spring, or summer semester. A student may drop a class prior to the 11th day of the semester without receiving a “W” grade. A student may drop a class and receive a “W” grade until the last day of 15-week classes prior to the Final Exam Week. Students should be advised that dropping or adding a course may affect the student’s financial aid. The form for gaining such approval may be obtained from the Student Solutions Center.

 

7-week courses

A student may not add a class after the 3rd school day of a fall, spring, or summer session. A student may drop a class prior to the 6th day of the session without receiving a “W” grade. A student may drop a class and receive a “W” grade until the last day of 7-week classes. Students should be advised that dropping or adding a course may affect the student’s financial aid. The form for gaining such approval may be obtained from the Student Solutions Center.

 

5-week courses

A student may not add a class after 5 p.m. on the 2nd school day of a 5-week session. A student may drop a class prior to the 7th day of the session without receiving a “W” grade. A student may drop a class and receive a “W” grade until the last day of 5-week classes. Students should be advised that dropping or adding a course may affect the student’s financial aid. The form for gaining such approval may be obtained from the Student Solutions Center.