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Duke School of Medicine Policy

POLICIES &PROCEDURES MANUAL: SECTION BY SECTION

TABLE OF CONTENTS

SECTION 1: MANUAL INTRODUCTION1.1 Introduction to the Financial Aid Office1.2 Purpose & Philosophy of the Financial Aid Office1.3 Policies & Procedures Development Responsibilities

1.3.1 Responsible Personnel1.3.2 Documents & Methods

SECTION 2: ADMINISTRATIVE ORGANIZATION & OFFICE MANAGEMENT2.1 Institutional & Divisional Structure 2.2 Financial Aid Office Structure & Position Responsibilities2.3 Frequent Contact Information2.4 General Financial Aid Office Administration

2.4.1 Accommodations for Disabilities2.4.2 Appointments with Staff2.4.3 Treatment of Correspondence/Forms2.4.4 Confidentiality of Student Records

2.5 Records Management & Retention2.5.1 Safeguarding Electronic Records

2.6 Information Sharing & the Family Educational Rights & Privacy Act2.6.1 Internal Disclosure2.6.2 External Disclosure2.6.3 Information Release via Telephone2.6.4 FERPA Related Recordkeeping Requirements

SECTION 3: FINANCIAL AID PROGRAMS3.1 Institutional Eligibility Requirements

3.1.1 Program Eligibility 3.1.1.1 Eligible Programs3.1.1.2 Evaluation of New Programs

3.1.2 Administrative Capability3.1.2.1 Provisions3.1.2.2 Administration

3.1.2.3 Responsibilities of Institutional Offices3.1.2.4 Separation of Duties3.1.2.5 Records3.1.2.6 Electronic Processes3.1.2.7 Information Discrepancies3.1.2.8 Reviews & Proceedings3.1.2.9 Cohort Default Rates

3.1.3 Reporting & Reconciliation 3.1.3.1 Fiscal Operations Report and Application to Participate

3.2 General Title IV Student Eligibility Requirements3.3 Federal Aid Programs in Which Institution Participates

3.3.1 Federal Subsidized Stafford Loan3.3.2 Federal Unsubsidized Stafford Loan 3.3.3 Federal Perkins Loan Program3.3.4 Federal GRAD PLUS Loan Program

3.4 State Aid Programs in Which Institution Participates3.4.1 North Carolina Program for Health, Science, and Math 3.4.2 NCSEAA FELS Program

3.5 Institutional Aid Programs for Medical Students3.5.1 Institutional Grant Program 3.5.2 Institutional Merit Program 3.5.3 Institutional Emergency Loan Program

3.6 Other Aid Programs3.6.1 Graduate Health Profession Program 3.6.2 Physician Assistant Loan Program3.6.3 Alternative Loan Program3.6.4 Veteran Benefits

3.6.4.1 New Benefit Application3.6.4.2 Continuing Student3.6.4.3 Yellow Ribbon3.6.4.4 VA Benefits and Need Based Aid3.6.4.5 VA Benefits and Federal Loans3.6.4.6 Awards3.6.4.7 Certification

SECTION 4: INSTITUTIONAL REQUIREMENTS RELATING TO EDUCATION LOANS4.1 Private Education Loan Disclosures4.2 Preferred Lender Arrangements

4.2.1 Preferred Lender List4.2.2 Preferred Lender Arrangement Disclosures4.2.3 Preferred Lender Arrangement annual Report4.2.4 Agreements Related to Marketing of Private Education Loans4.2.5 Preferred Lender Arrangement Code of Conduct

4.3 Direct Loan DisclosuresSECTION 5: STUDENT CONSUMER INFORMATION REQUIREMENTS

5.1 Federal Student Consumer Information Requirements5.1.1 Notice to Enrolled Students5.1.2 Financial Aid Information5.1.3 Institutional Information5.1.4 Completion or Graduation Rate5.1.5 Annual Security Report

5.1.5.1 Timely Warnings and Emergency Notifications5.1.5.2 Campus Crime Log

5.2 Student Consumer Information Required5.2.1 Financial Aid Information- Programs Available5.2.2 Procedures and Forms Required to Apply5.2.3 Methods of disseminating Consumer Information5.2.4 Student Eligibility Requirements5.2.5 Criteria Selecting Recipients & Determining Award Amounts5.2.6 Availability of Forms and Instruction5.2.7 Rights and Responsibilities of Students on Aid5.2.8 Cost of Attendance5.2.9 Refund Policy

5.3 Title IV Loan Counseling5.4.1 Entrance Counseling5.4.2 Exit Counseling

SECTION 6: APPLICATIONS & FORMS6.1 Application Process6.2 Forms6.3 Deadlines6.4 Document Assignment, Collection, & Tracking6.5 Pre-Award Appeals

SECTION 7: FILE REVIEW7.1 Verification

7.1.1 Selection of Applicants to be Verified71.2 Acceptable Documentation & Forms7.1.3 Data Elements to be Verified7.1.4 Conflicting & Inaccurate Information 7.1.5 Student Notification of Verification Changes

7.2 Database Matches, Reject Codes, & C-Codes Clearance7.2.1 Social Security Administration (SSA)7.2.2 Department of Homeland Security (DHS)7.2.3 National Student Loan Data System (NSLDS)7.2.4 Selective Service system7.2.5 Department of Health and Human Services (HHS)7.2.6 Department of Defense (DoD)7.2.7 Department of Justice (DOJ) via ED Hold File

7.3 Review of Subsequent ISIR Transactions – Post screeningSECTION 8: STUDENT BUDGETS

8.1 Various Student Populations8.2 How Budgets are Derived & Updated8.3 Additional Costs8.4 Budget Restrictions8.5 Budget Waivers8.6 Budget Appeals

SECTION 9: AWARDING & PACKAGING FINANCIAL AID9.1 Packaging Philosophies9.2 Available Funds & Number of Eligible Students9.3 Packaging Groups9.4 Determining Award Amounts9.5 Package Construction Policies9.6 Packaging Other Educational Resources

9.6.1 Program Specific Packaging Criteria9.6.2 Summer School

9.7 Award Package Notification9.7.1 Packaging Appeals9.7.2 Award Package Revisions

9.8 Over awards & Overpayments9.8.1 Resolving an Over award or Overpayment

SECTION 10: PROFESSIONAL JUDGMENT10.1 PJ Authority and Individuals Who May Exercise It10.2 Circumstances for Which PJ Adjustments are Allowed and Resulting Actions

Taken10.3 Requests for PJ Consideration10.4 PJ Documentation

SECTION 11: DISBURSEMENTS11.1 Definition of Disbursements and Disbursement Methods11.2 Disbursement Dates and Schedules11.3 Student and Parent Authorizations

11.3.1 Disbursing FWS Funds to Pay Current Award Year Institutional Charges for Tuition, Fees, Contracted Room and Board, and Other Educationally-Related Goods and Services

11.3.2 Disbursing Title IV Funds (Other Than FWS) to Pay Current Year Educationally-Related Institutional Charges Other Than Tuition, Fees, and Contracted Room and Board

11.3.3 Disbursing Title IV Funds (Other than FWS) to Pay Prior Award Year Educationally-Related Institutional Charges Other than Tuition, Fees, and Contracted Room and Board

11-3-4 Holding Excess Title IV Funds (Credit Balances)11.3 Student and Parent Notifications

11.4.1 Amounts of Expected Title IV Funds and Disbursement Information11.4.2 Crediting Title IV Loan Proceeds and the Borrower’s Cancellation Right

11.4 Undeliverable Title IV Funds

11.5 Recovery of Title IV Disbursements When Student Doesn’t MatriculateSECTION 12: SATISFACTORY ACADEMIC PROGRESS

12.1 Process Overview & Responsibilities12.2 Same As or Stricter Than12.3 Qualitative Measure12.4 Quantitative Measure12.5 Increments12.6 Probationary or Conditional Periods12.7 Completion of Degree Requirements12.8 Notices12.9 Appeals

12.9.1 Documentation12.10 Regaining Eligibility

SECTION 13: RETURN OF TITLE IV FUNDS13.1 Process Overview & Applicability13.2 Withdrawal Date13.3 Formula Calculation13.4 Post-Withdrawal Disbursements13.5 Returning Unearned Funds

13.5.1 Overpayment ResolutionSECTION 14: INSTITUTIONAL REFUNDS

14.1 Institutional Refund Components14.2 Institutional Refund Repayment Appeals

14.2.1 DocumentationSECTION 15: TITLE IV FRAUD

15.1 Student Fraud15.2 Institutional and Third-Party Fraud15.3 Referrals

SECTION 16: AUDITS16.1 Type of Audit 16.2 Audit Submission Schedule

1.1 Introduction to Financial Aid Office

The Duke School of Medicine Office serves the student’s enrolled in the Doctor of Medicine, Physician Assistant Program, Doctor of Physical Therapy Program, the Pathologist’s Assistant Program, Ophthalmic Technician Program, Master of Management in Clinical Informatics, Clinical Leadership Program, and the Clinical Research Program.

The Financial Aid Office is located on the Third Floor of the Seeley Mudd Building. Office hours are from 7:30 am to 4:30 pm Monday through Friday. The Office telephone number is (919)684-6649 and the office fax number is (919)684-0251. Our email is [email protected]. Information about our various programs can be found at: http://medschool.duke.edu/education/financial-aid-office.

Last reviewed: May 19, 2015

1.2 Purpose & Philosophy of the Financial Aid Office

The Duke University School of Medicine makes financial assistance available to accepted students who due to economic circumstances could not otherwise attend the university. The Duke School of Medicine recognizes, however, the responsibility of the individual and the family to provide funds to achieve the objective of a medical education. Thus, the school does not consider parents to have discharged the full financial obligation for the continuing education of their son or daughter upon the completion of the undergraduate degree. Financial assistance for medical students is available in the combined form of grants and loans, and all awards are made on the basis of demonstrated need to eligible U. S. citizens. Financial Assistance for allied health students is available through low interest educational loans. For federal loans the student must be a U. S. citizen.


1.3 Policies & Procedures Development Responsibilities

The Director of Financial Aid is responsible for establishing Institutional policy development surrounding the delivery of financial assistance. Policy development adheres to federal and state laws and regulations as well as the mission of Duke University. Financial Aid policy is reported and approved by the Vice Dean of Medical Education when appropriate.


1.3.1 Responsible Personnel

http://medschool.duke.edu/education/financial-aid-office

mailto:[email protected]

Lori Crooks, Director of Financial Aid and Registrar is responsible for ensuring others are aware of any changes to existing policies and procedures or the development of new policy and procedures. Staff is notified through email correspondence and verbally in staff meetings. Policy changes that effect system changes are discussed in a monthly SISS User Group meeting.


1.3.2 Documents & Methods

Publications used to keep abreast of regulations are: Federal Register, Student Financial Aid Handbook, Dear Colleague Letters, Electronic announcements, the Common Manuel, NASFAA Encyclopedia and NASFAA newsletters.


SECTION 2: Administrative Organization & Office Management

2.1 Institutional and Divisional Structure

Dr. Nancy Andrews, Dean of the Duke University School of MedicineDr. Edward Buckley, Vice Dean for Medical EducationMs. Stacey McCorison, Associate Dean of Medical EducationMs. Lori Crooks, Director of Financial Aid and RegistrarMs. Karen Woodlief, Associate Director of Financial AidMs. Mitsi Norton, Financial Aid CounselorMr. Steven Wilson, Student Services Officer


2.2 Financial Aid Office Structure & Position Responsibilities

Ms. Lori Crooks, Director of Financial Aid

Plan and schedule work for the Financial Aid staff ensuring proper distribution of assignments, working closely with the Associate Director. Supervise and Coordinate employee hiring, promotion, job performance assessment, and termination activities for the Financial Aid staff.

Assist in making application for Federal Funds for government loan programs; administer rules and regulations set forth by the Federal Government concerning government funds and conditions established by donors of funds.

Responsible for the overall financial oversight and processes, including the grant demand process as well as operational needs for both offices including budget preparation, monthly budget preparation, monthly budget reconciliation.

Develop and disseminate policies and procedures common to all Medical Education Offices.

Mediate problems of students and staff; negotiate with other offices to achieve performance goals and efficiencies.

Chair biweekly meetings with Financial Aid and follow-up on issues.

Serve as the SOM Representative as requested by the Associate Dean at various meetings and on various committees.

Ms. Karen Woodlief, Associate Director of Financial AidResponsible for Doctor of Medicine student needs analysis, awarding, loan certification, reporting, counseling, admissions liaison, and external scholarship support. Oversee the day to day operations of the Office of Financial Aid; Oversee administrative staff schedule/responsibilities; Recommend various personnel actions including, hiring, supervising, performance appraisals, promotions, transfers, and vacation schedules.Represents the office before a broad spectrum of internal and external groups to present information, discuss issues, and answer questions related to policies, procedures, and regulations. Prepares and submits reports required by various state and federal agencies. Provide Director with recommendations or conclusions on reports results.

Ms. Mitsi Norton, Financial Aid CounselorResponsible for letter generation, email and mail correspondence, financial aid information sessions, need access and ISIR data downloads, document imaging, supply ordering, and associate director support.

Mr. Steven Wilson, Student Services OfficerResponsible for allied health student needs analysis, awarding, loan certification, reporting, counseling, and financial aid information sessions, and registrar liaison. Responsible for administering the visiting student program.

Organizational chart is located on the P drive and available upon request.

Physical layout of office: Third Floor Seeley Mudd Building

Vault OCA ↑

Break room

Registrar Area

Registrar Area

Steven Wilson Mitsi Norton

Student Services Financial Aid Counselor

Officer 383386

Lori Crooks Karen Woodlief Director Assoc. Director

385 384


2.3 Frequent Contact Information

Lori Crooks Director of Financial Aid & Registrar 684-6058 [email protected]

Financial Aid Karen Woodlief Associate Director 684-6649 [email protected]

Mitsi Norton Financial Aid Counselor 684-6649 [email protected]

Penny Triplett Staff Assistant 681-6562 [email protected]

Crystal Appel Staff Assistant 668-3072 [email protected]

Steven Wilson Student Services Officer 684-8042 [email protected]

Allied Health Graduate Professions / Doctor of Physical Therapy – Contact Information

Biomedical Sciences Program ______________________________________________________________ Linda S. Lee, PhD/Program Director 684-6351 [email protected] McCray- Program Coordinator 684-6351 [email protected] 3648 DUMC0159 Duke Clinic-Orange ZoneDurham, NC 27710

Biostatistics Program Gregory P Samsa, PhD –Director of Graduate Studies 613-5212 [email protected] Megan Neely, PhD, Asst. Director of Graduate Studies 684-8783 [email protected] Evans, MBA, Assistant Director of Education 613-6137 [email protected] Hirtz – Program Coordinator 668-5876 [email protected] Box 2721 – DUMCRoom G030, Suite G06 – Hock Plaza2424 Erwin RoadDurham NC 27710

Clinical Leadership Program Anh N Tran, PhD, MPH – Program Director 681-6079 [email protected] Graham, MBA, MPH 681-5724 [email protected] Lugar- Administrative Assistant 681-5744 [email protected] 104425 – DUMCNC Mutual Bldg, 3rd Floor411 W Chapel Hill StreetDurham NC 27710 fax: 919-613-6899

Clinical Research Program Steven C Grambow, PhD – Program Director 286-0411 [email protected] Sharon Updike – Assistant Program Director 684-8038 [email protected] Gail Ladd – Program Coordinator (admissions) 681-4560 [email protected] 2734 – DUMCRoom 035, Suite G06 – Hock Plaza2424 Erwin RoadDurham NC 27710 fax: 919-681-4569

Management in Clinical Informatics Program Kevin Schulman, MD, MBA –Director 613-5212 [email protected] Randy Sears, Operations Director 681-8817 [email protected] Cindy Seymour, SR Program Coordinator (admissions) 613-0310 [email protected] Box 2734 – DUMCRoom G030, Suite G06 – Hock Plaza2424 Erwin RoadDurham NC 27710

Ophthalmic Medical Technician Program Deborah Smith – Program Director 681-9157 [email protected] Box 3802 – DUMCDurham NC 27710Pathologists’ Assistant Program Rex Bentley, MD – Program Director 681-6423/2533 [email protected]




Pamela B Vollmer, BHS, PTA-CAssistant Program Director 684-2159 [email protected] Davison BuildingBox 3712 – DUMCDurham NC 27710

Physician Assistant Program Karen J Hills, MS, PA-C – Program Director 668-6400 [email protected] – Assistant Program Director 681-2609 [email protected] Stouder, MHS, PA-C, Director of Clinical Education 681-3165 [email protected] Annamarie Streilein, MHS, PA-C, Dir. Preclinical Education 684-3872 [email protected] Wendy Elwell – Admissions Coordinator 684-4710 [email protected] 104780 – DUMC800 N Duke StreetDurham NC 27710 fax: 919-681-9666 / 681-3371

Doctor of Physical Therapy Program Michel D Landry, BScPT, PhD – Chief 613-4520 [email protected] Tiffany Hilton, PT, PhD – Director of Curriculum 684-8910 [email protected] Farley – Curriculum Coordinator 684-8072 [email protected] Shackleford – Admissions Coordinator 613-1827 [email protected] Box 104002 – DUMC2200 West Main Street, Suite A-220Durham NC 27708 fax: 668-3024

Last updated: May 19, 2015

2.4 General Aid Office Administration



The Office of Financial Aid is open from 7:30 am until 4:30 pm Monday through Friday. The office is responsible for determining loan and scholarship eligibility and the distribution and processing of loan and grant money for medical students, physician assistant students, physical therapy students, pathologists’ assistant students, clinical leadership and clinical research, biostatistics students as well as ophthalmic technician students.


2.4.1 Accommodations for Disabilities

Duke’s Disability Management System is responsible for ensuring all areas are ADA compliant. Detailed information can be found at: http://www.access.duke.edu/facilities/index.php.


2.4.2 Appointments with StaffStudents and parents who require information may see a counselor without an appointment. If a counselor is unavailable an appointment will be made by the Staff Assistant. Any person wishing to make an appointment with the Financial Aid Director is first asked to go through normal channels. Information will not be discussed with a parent or spouse without written permission from the student. This permission will be obtained prior to any discussions or exchange of information.


2.4.3 Treatment of correspondence/Forms

A financial aid counselor is responsible for routing all administrative correspondence and processing of all aid application materials. If an appropriate recipient is not identifiable, the correspondence should be given to the Director for evaluation and delegation.

FAFSA applications are received electronically through PeopleSoft. Electronic copies are available on-line.Tax documents are scanned and retained in the Image Now student file.Need Access documentation is available through Need Access.Award letter notifications are noted within People Soft.Mail or email correspondences are scanned in put in the Image Now student file.


2.4.4 Confidentiality of Student Records

http://www.access.duke.edu/facilities/index.php

A student may request his information from his own financial aid file. This information may be copied for the student’s individual use but no other student may have access to someone else’s file. If a student calls on the telephone to request information we request the student provide a written

request that states their Unique ID or EMPLID as verification. The request maybe made via the student duke email account which will serve as an electronic signature. All student information that is received but is not transferred to the file is destroyed. A copy of the request is kept on file.

The School of Medicine Financial Aid Office follows the university FERPA standards. The FERPA policy is located at the following link: http://registrar.duke.edu/registrar/studentpages/student/ferpa.html


2.5 Records Management & Retention

Information collected for a medical student’s financial aid application includes the FAFSA, Need Access, parental and student spouse if applicable, and student tax documents. Information for all Allied Health students includes the FAFSA and student tax documents only if the student is chosen for verification. The FAFSA application is electronically downloaded and stored in People Soft. All tax documents received are scanned, linked to the individual student and stored in Image Now. Both People Soft and Image Now require security access and individual login by staff and administration. Image Now will retain students that leave or graduate in an archived folder within Image Now. Records will be purged manually by FAO administration based on federal regulations. FAFSA and Need Access data are stored within People Soft and are able to be accessed through the archived data.

All institutional loan notes are available at the Student Loan Office which is located at 2127 Campus Drive Annex. All federal Perkins loan note signatures reside at the Student Loan Office outside servicer ECSI.


2.5.1 Safeguarding Electronic Records

All electronic documents (FAFSA) are housed in People Soft which is maintained by the SISS office. The SISS office follows university policy for maintaining and safeguarding electronic records. SISS sets up and monitors system security such as passwords, access, user point tracking, and random audit surveys. Additional information can be found at:

http://registrar.duke.edu/registrar/studentpages/student/ferpa.html

http://www.sissoffice.duke.edu/.


2.6 Information Sharing & the Family Educational Rights and Privacy Act (FERPA)

Duke University adheres to a policy permitting students access to their education records and certain financial information. Students may request review of any information which is contained in their education records and may, using appropriate procedures, challenge the content of these records.

No information, except directory information and notices about academic progress to parents and guardians contained in any student record is released to persons outside the university or to unauthorized persons on the campus, without written consent of the student. It is the responsibility of the student to provide the Office of Financial Aid with the necessary specific authorization and consent.

The School of Medicine Financial Aid Office does not have a limitation on inspection and review of education records by the student.

Students are allowed to inspect their educational records at any time. A student must provide proper identification prior to ANY release of information. Requests received through email must include the student Unique Id or EMPLID ID. Walk in requests must show picture ID (driver’s license or Duke employee/student badge)

The FAO will require the above for each request or review. No prior written requests will be valid for review or release of information.

Record of disclosures:The FAO will maintain with the student's records a record for each request and each disclosure, except:

disclosures to the student himself or herself; disclosures pursuant to the written consent of the student; disclosures to instructional or administrative officials of Duke University; disclosures of directory information

Records in the FAO will not be altered. A student who believes that information contained in his or her record is incorrect, misleading, or violation of privacy or other rights may submit a written request to the FAO, specifying the document(s) being challenged and the basis for the complaint. The request will be sent to the responsible person at the origin of the record in question. Within a reasonable period of time of receipt of the request, the University will decide whether to amend the records in accordance with the request. If

http://www.sissoffice.duke.edu/

the decision is to refuse to amend, the student will be so notified and will be advised of the right to a hearing.

No school officials have legitimate educational interest in reviewing a students’ financial information.

Prior consent not required:

Authorized representative of the Comptroller General of the U. S., the Secretary of H.E.W., the U. S. Commissioner of Education, the Director of the National Institute of Education, the Assistant Secretary of Education, and State educational authorities, but only in connection with the audit or evaluation of federally supported educational program, or in connection with the enforcement of or compliance with federal legal requirements relating to these programs. These officials will protect information received so as not to permit personal identification of students to outsiders, and the data shall be destroyed when no longer needed for the purposes.

State and local officials to which such information is specifically required to be reported by effective state law adopted prior to November 19, 1974;

Organizations conducting educational studies for the purpose of developing, validating, or administering predictive tests, administering student aid programs, and improving instruction. The studies shall be conducted so as not to permit personal identification of students to outsiders, and the information will be destroyed when no longer needed for these purposes;

Accrediting organizations for purposes necessary to carry out their functions; Parents of a student who is a dependent for income tax purposes ( Appropriate parties in connection with an emergency, where knowledge of the

information is necessary to protect the health or safety of the student or other individuals;

In response to a court order or subpoena (The University will make reasonable efforts to notify the student before complying with the court order)

For directory purposes: student name, phone number, email address, address, place of birth, photograph, field of study, dates of attendance, and participation in recognized activities and sports, degree and awards received, and most recent previous institution attended. Students may request blocking any or all of this information through their ACES account of the School of Medicine Registrar Office.

In all other cases, the University will not release personally-identifiable information in education records or allow access to those records without prior consent of the student. Unless disclosure is to the student himself or herself, the consent must be written, signed and dated, and must specify the records to be disclosed and the identity of the recipient. A copy of the record disclosed will be provided to the student upon request and at his or her expense.


2.6.1 Internal Disclosure

Security is granted to all financial aid office staff to review financial information in order to assist a student with questions they may have about awards and student account disbursement. Security to review biographical/demographical information, award information, and bursar information are accessible by all financial aid staff. The Student Services Officer, Financial Aid Counselor, Assistant Director, and Director of Financial Aid have security access to adjust financial data, and award funds within the PeopleSoft system. Data can be adjusted during the review of tax documentation during the needs analysis process.

Financial information (including tax filing status and tax details will not be shared with anyone within the university without the written consent of the student. Student award information will be shared with the Bursar Office. This information will be shared through automated disbursement of awards to the student account. Loan information that requires manual administration by the Student Loan Office will be shared. Student identifier (EMPLID or Unique ID), name, loan type, and loan amount will be provided.


2.6.2 External Disclosure

Financial aid information may be shared with a parent or any person (guest) the student requests. A student may submit this request to the FAO as long as proper verification is provided (stated in section 2.6). The FAO will recommend the student update access information through their ACES account in the guest access section.

Financial information may be disclosed to state, local, or educational authorities, accrediting agencies, law enforcement agencies, and courts of law. Information to be shared will be restricted to items necessary to be reviewed to ensure program compliance or audit review. Appropriate documentation must be collected by the FAO from the external agency (i.e. receipt of court orders, subpoenas, and other requests by law enforcement agencies). Any legal request for information will be handled by the Director of Financial Aid in conjunction with Duke Office of Legal Counsel.


2.6.3 Authorization Consent Form

The SoM Transcript Request form used to grant access to or re-disclosure of student records is available on the SoM Registrar Forms page. The information requested on the form includes: name, date, social security number, phone, email, and signature. This form is requested whenever any information is being requested for copies of information

in the student file. Students that visit the office and request verbal information, are required to show their picture badge/ID. Requests over the phone are asked to verify their student identification number, date of birth, and address. No information will be provided to anyone other than the student without written consent from the student. This information may be received via form, written, or email request. Copies of requests/consent are maintained in the student file.


2.6.4 Information Release via Telephone

Specific information will be released over the telephone if the caller is able to provide identifiable information that pertains only to that student. Examples of identifiable information may be the EMPLID or Unique ID, last four digits of the social security number, and date of birth. FAO staff will request two different identifiable identities. No information will be released to a parent over the telephone without prior written consent by the student. Again, the caller will be asked to provide proof of identity (i.e. last four digits of social, place of employment, address). If FAO question validity of information being provide, they have the right to deny verbal information.


2.6.5 FERPA Related Recordkeeping Requirements

The FAO maintains copies of all written requests for information in the student file. Records are also kept in the FAO identifying by name any state or local educational authorities or federal officials and agencies that have accessed identifiable student information. In addition, the names of state and local educational authorities and federal officials and agencies that may re-disclose personally identifiable student information without consent will be kept on file in the FAO. For each request, the parties who have requested or received personally identifiable information from the education records, as well as the legitimate educational interest those parties had in making such requests or obtaining such information will be noted in the student record and in a separate file kept in the FAO.


Section 3: Financial Aid Programs

The Financial Aid Office participates in a variety of financial aid programs. Assistance may include scholarships, grants, and loans. Scholarships and grants are gift awards which do not have to be repaid. Loans and work opportunities are considered self-help awards since repayment or

performance of duties are required. The type of aid awarded depends upon the student’s financial need and is generally a combination of gift and self-help assistance for medical students and self-help for graduate health professions students.


3.1 Institutional Eligibility Requirements

As a private nonprofit institution, Duke University has been authorized by the United States Secretary of Education to participate in the financial aid programs authorized by Title IV or the Higher Education Act of 1965 as amended.

A copy of the Program Participation Agreement (PPA) is kept by the Director of Financial Aid at the Duke Undergraduate Financial Aid Office. The Director tracks the expiration and coordinates the recertification process. The Director of School of Medicine Financial Aid notifies the Director of UGFA of changes to location and any new programs.

A copy of the Institutional Methodology policy is located on the P drive and can be provided upon request.


3.1.1 Program Eligibility

The Program Participation Agreement between Duke University and the Department of Education entitles the Duke University School of Medicine Financial Aid Office to participate in the following federal programs:

1. Federal Family Education Loan Program (including Stafford Loan Program, the Unsubsidized Stafford Loan Program, the Grad PLUS loan program and the Parent Loan of Undergraduate Students (Ophthalmic Technician Program).

2. Federal Perkins Loan Program.3. Federal Work-Study program4. Alternative Loan Program.

Student enrollment is monitored by the School of Medicine Registrars’ Office in conjunction with faculty and student advisory deans. This office serves the student’s enrolled in the Doctor of Medicine, Physician Assistant Program, Doctor of Physical Therapy Program, the Pathologists’ Assistant Program, Ophthalmic Technician Program, Clinical Leadership Program, Clinical Research Program and the Biostatistics Program, Master of Management in Clinical Informatics, and Masters in Medical Science. Doctor of Medicine enrollment is measured by credits. The academic year spans 12 months and

is broken into two semesters in the first and fourth years, and 3 semesters in the second and third years. The first and second years begin in August and end in July of the following year. Year three is September to August of the following year and the fourth year is September through May of the following year. Additional information about the program can be found at: http://medschool.duke.edu/education/office-curriculum/about-duke-curriculum. After completing the four year program the student earns a Doctor of Medicine degree. Accrediting agency is LCME for Medicine - Licensing Commission for Medical Education.Physician Assistant Program enrollment is measured by credits. The academic year spans 12 months, is a two year program, and broken into three semesters. The academic year runs August through July of the following year. Additional information about this program can be found at: http://paprogram.mc.duke.edu/. After completing the two year program the student earns a professional degree as a Physician Assistant. Physician Assistant: ARCPA / Accreditation Review Commission on Education for the Physician Assistant, http://www.arc-pa.org/ .

Doctor of Physical Therapy enrollment is measured by credits. The academic year spans 12 months, is a three year program, and broken into three semesters for the first two years and two semesters in the final year. The academic year runs August through July of the following year. Additional information about this program can be found at: http://dpt.duhs.duke.edu/modules/cfmdpt_home/index.php?id=1. After completing the two year program the student earns a Doctor of Physical Therapy degree. Physical Therapy: CAPTE / Commission on Accreditation in Physical Therapy Education, http://www.capteonline.org/Home.aspx .

Pathologists’ Assistant Program enrollment is measured by credits. The academic year spans 12 months, is a two year program, and broken into three semesters. The academic year runs August through July of the following year. Additional information about this program can be found at: http://pathology.mc.duke.edu/website/WebForm.aspx?id=AP_PathAssistMain. After completing the two year program the student earns a professional degree as a Pathologist Assistant. Pathologists’ Assistant: NAACLS / National Accrediting Agency for Clinical Laboratory Sciences, http://www.naacls.org/ .

Ophthalmic Technician Program (Certificate Program) enrollment is measured by credits. The academic year spans 12 months, is a one year program, and broken into two semesters. The academic year runs July through June of the following year. Additional information about this program can be found at: http://dukeeyecenter.duke.edu/modules/eyectr_tech/index.php?id=1. After completing the two year program the student earns a Ophthalmic Technician Certificate. Ophthalmic Medical Technician: JCAHPO / Joint Commission on Allied Health Personnel in Ophthalmology, http://www.jcahpo.org/.

Clinical Leadership Program enrollment is measured by credits. The academic year spans 12

http://www.jcahpo.org/

http://dukeeyecenter.duke.edu/modules/eyectr_tech/index.php?id=1

http://www.naacls.org/

http://pathology.mc.duke.edu/website/WebForm.aspx?id=AP_PathAssistMain

http://www.capteonline.org/Home.aspx

http://dpt.duhs.duke.edu/modules/cfmdpt_home/index.php?id=1

http://www.arc-pa.org/

http://paprogram.mc.duke.edu/

http://medschool.duke.edu/education/office-curriculum/about-duke-curriculum

months, is a two year program, and broken into three semesters. The academic year runs August through July of the following year. Additional information about this program can be found at: http://clinical-leadership.mc.duke.edu/program/index.htm. The degree option leads to a Master of Health Sciences in Clinical Leadership, a professional degree awarded by the School of Medicine at Duke University.

Clinical Research Program requires completion of 24 credits. This is a one year program broken into semesters. A candidate can take up to six years to complete requirements. Additional information can be found at: http://crtp.mc.duke.edu/modules/flash_articles/. The degree option leads to a Master of Health Sciences in Clinical Research, a professional degree awarded by the School of Medicine at Duke University.

Biostatistics Program enrollment is measured by credits. The academic year spans 12 months, is a two year program, and broken into four semesters. The academic year runs August through May of the following year. Additional information about this program can be found at: http://biostat.duke.edu/master-biostatistics-program/program-overview . The degree option leads to a Master of Biostatistics, a professional degree awarded by the School of Medicine at Duke University.

Master of Management in Clinical Informatics enrollment is measured by credits. The academic year spans 12 months and is a one year program. The program runs July through June. Additional information about this program can be found at: https://www.dchi.duke.edu/education/health-informatics-programs-available-at-duke/mmci-folder. The degree option leads to a Master of Management in Clinical Informatics.

Masters in Bio-Medical Science enrollment is measured by credits. The academic year spans 10 months and is a one year program. The program runs June through May. Additional information about this program can be found at: http://medschool.duke.edu/education/degree-programs/mbs . The degree option leads to a Master of Biomedical Science.


3.1.1.1 Eligible Programs Federal programs the Duke University School of Medicine participates in are:

1. Federal Perkins Loan Program2. Direct Subsidized Loan Program3. Direct Unsubsidized Stafford Loan4. Direct Grad PLUS Loan Program


http://medschool.duke.edu/education/degree-programs/mbs

https://www.dchi.duke.edu/education/health-informatics-programs-available-at-duke/mmci-folder

https://www.dchi.duke.edu/education/health-informatics-programs-available-at-duke/mmci-folder

http://biostat.duke.edu/master-biostatistics-program/program-overview

http://crtp.mc.duke.edu/modules/flash_articles/

http://clinical-leadership.mc.duke.edu/program/index.htm

3.1.1.2 Evaluation of New Programs

The evaluation of new programs is handled through the Office of the Registrar, Office of Curriculum, and Dr. Buckley. For additional information regarding the evaluation of new programs, please refer to Office of Curriculum.


3.1.2 Administrative Capability

The School of Medicine Financial Aid office has the capability to administer the programs adequately. Funds are reviewed annually. Set up and changes for all loan programs are handled by the Duke University Student Loan Office. Audits are run by the Student Loan Office that audit awarding and disbursement. FAO Staff have query enrollment and academic progress on their students. Failure for a student to meet the criteria for the program results in an adjustment. Security to award and adjust eligible funds to our students is set up and monitored by the Duke SISS Office.

3.1.2.1 Provisions

Duke School of Medicine administers the Title IV programs in accordance with all applicable statutory and regulatory provisions. There are no special arrangements, agreements, or limitations into which it has entered.

Last Reviewed: May 19, 2015

3.1.2.2 Administration

The Director of Undergraduate Financial Aid is responsible for administering and coordinating the institution’s financial aid programs.

Each School has a representative to administer the Title IV program. The Assistant Director is responsible for administering Title IV funds for School of Medicine students. The Student Servicers Officer is responsible for Physician Assistant Program, Doctor of Physical Therapy Program, the Pathologist’s Assistant Program, Ophthalmic Technician Program, Clinical Leadership Program and the Clinical Research

Program.

Monthly Graduate and Professional meetings are held with the Director of Undergraduate Financial Aid and the Graduate Professional Schools. Information that impacts a student’s Title IV eligibility received is communicated during this meeting.


3.1.2.3 Responsibilities of Institutional Offices

The Student Loan Office is responsible for the set-up of Title IV loan funds. The Undergraduate Financial Aid Office is responsible for set up of all other Title IV funds in the People Soft system. Approval, eligibility, and awarding of Title IV funds for the School of Medicine are described in 3.1.2.2 above. The SISS Office is responsible for disbursing funds to the student account. Submission of reports for all Title IV funds is done by the Director of Undergraduate Financial Aid.


3.1.2.4 Separation of Duties

Individuals that have security access to award Title IV funds do not have access to disburse Title IV funds. The School of Medicine is responsible for the awarding Title IV funds to its students. The Student Loan office is responsible for administering the draw-down of Title IV funds. The SISS office disburses the funds to the student account. The Bursar refunds over-payments to the students.


3.1.2.5 Records

Records are kept in the School of Medicine Financial Aid Office for all active students. Record information for students that graduated prior to 2013 is on microfiche and stored in a secure fire proof cabinet. Beginning in 2013, all graduating student records will be maintained through Image Now. These records are stored at the School of Medicine for 10 years. Electronic information is available at the discretion of SISS

but not less than 10 years.


3.1.2.6 Electronic Processes

Information on electronic signatures for our Title IV loan programs are housed with the Student Loan Office.


3.1.2.7 Information Discrepancies

School of Medicine reviews FAFSA data for all students. Tax information is collected and if discrepancies are made, the financial aid office will make corrections to tax data, changes to family size, number in college, degree seeking, require the student to be notified and asked to correct the error. Once the corrected FAFSA is received, Title IV funds will be awarded.


3.1.2.8 Reviews & Processes

Copies of all program reviews conducted by DOE, audits conducted by ED, internal audits, and any findings made in any criminal, civil, or administrative proceeding are kept in the Undergraduate Financial Aid Office. Duke is currently in good standing.


3.1.2.9 Cohort Default Rates

Duke’s Federal Family Education Loan (FFEL), Federal Direct Loan (Direct Loan), and/or Federal Perkins Loan cohort default rates do not exceed the thresholds defined by ED. Cohort Default Rates are available through the Student Loan Office.


3.1.3 Financial Responsibility

Duke School of Medicine meets all institutional, state, and financial standards to continue our participation in the Title IV programs.

For detailed information, please refer to the policy and procedures manual maintained by Duke University Undergraduate Financial Aid Office who is responsible for compliance with the financial standards.


3.1.4 Reporting & Reconciliation

The Undergraduate Financial Aid office is responsible for Reconciliation of all Title IV funds.

3.1.4.1 Fiscal Operation Report & Application to Participate The Fiscal Operations Report & Application to Participate (FISAP) is completed by the Director of Undergraduate Financial Aid.


3.1.4.2 National Student Loan Data System The University Registrar is responsible for submitting, updating, and maintaining all NSLDS data. Please refer to policies and procedures manual for the University Registrar.


3.1.4.3 Program-Specific Reporting

Enrollment reporting is the responsibility of the Office of the University Registrar. All Direct Loan and Private Loan reporting is the responsibility of the Student Loan Office. FISAP completion and submission is the responsibility of the Director of Undergraduate Financial Aid. Common Origination and Disbursement (COD) System reporting responsibilities fall within the Undergraduate Financial Aid Office. Additional information can be obtained from each Department

as needed.


3.2 General Title IV Student Eligibility Requirements

There are several eligibility requirements which students must meet in order to be considered for federal funds. Students must:

1. Be enrolled as a regular student in an eligible program.2. Not be enrolled simultaneously in elementary or secondary school.3. Demonstrate financial need according to Federal Methodology.4. Have a high school diploma or its recognized equivalent or have the ability to benefit from

education or training offered.5. Be a U. S. citizen or eligible non-citizen.6. Be making satisfactory academic progress.7. Have a valid social security number.8. Be registered with Selective Service.9. Sign a Statement of Educational Purpose, which certifies he or she will use federal student

financial aid only to pay educational costs.10. Not be in default on a Title IV loan or, if in default, have made satisfactory repayment

arrangements with the loan holder.11. Not be liable for an overpayment of a Title IV grant or Federal Perkins Loan or, if liable,

have made satisfactory repayment arrangements with the holder of the debt.12. Be making satisfactory academic progress (SAP). See section 12.13. Not have property which is subject to a judgment lien for a debt owed to the U.S. or, if

subject to a judgment lien, have made satisfactory repayment arrangements with the debt holder.

14. Not have been convicted of an offense involving the possession or sale of illegal drugs that occurred while the student was enrolled and receiving Title IV aid.

15. Have completed repayment of funds to either ED or the holder of a loan, as applicable, if the student has been convicted of, or pled nolo contendere or guilty to, a crime involving fraud in obtaining Title IV aid


3.3 Federal Aid Programs in Which Institution Participates

The federal programs in which the School of Medicine Financial Aid Office participates are listed

in Section 3.1.1 above


3.3.1 Federal Subsidized Stafford Loan Program

Federal Subsidized Stafford Loan Program provides low interest deferred payment loans to undergraduate students and students enrolled in a certificate program who demonstrate financial need. These funds assist students with educational expenses.

Purpose of the Program: The Federal Stafford Loan Program federally guarantees repayment through a Guarantee Agency to the lending institution should the student borrower default. This guarantee creates an incentive for lending institutions to loan funds to students without a credit history.

Determining Eligibility: In order to determine eligibility for any federal financial aid program, students must file a Free Application for Federal Student Aid (FAFSA) and have the results sent to the Duke University School of Medicine. The Financial Aid Office will accept results through electronic transmission with the Central Processing Center (CPS). Student eligibility is determined only through the CPS of the Department of Education using the Federal Methodology need analysis formula. The Financial Aid Office must have an official EFC before eligibility for any fund may be determined. A Subsidized Stafford Loan is awarded to a student, upon request, if he/she has remaining eligibility after the Perkins loan has been awarded [GEN-88-34; FSFA Handbook, Ch. 10].

Students are notified of the amount of their Stafford loan eligibility through an award letter. With the award letter, the student receives documentation stating how funds are to be disbursed and when the student may receive a cash disbursement. Stafford Loan recipients must sign and return to the lender a Master Promissory Note before the loans funds can credit their school account.

Certification of Loan Application

The majority of loan certifications occur electronically through the Duke University Loan Office. Loan certification will not be completed until:

1. Verification is complete [668.58(a)(2)(iii),(iv)]2. The student completes Loan Entrance Counseling through Mapping Your Future3. All other financial assistance is reported [682.200].

Recordkeeping

Financial aid records are maintained in PeopleSoft and Image Now. Student records include the

demonstration of need and Federal subsidized loan eligibility.

Returning Funds to Lenders

The Student Loan Office is responsible for returning funds to lenders if the student is not registered [682.604(d)(3)], if the institution cannot document student’s attendance in any class [682.604(d)(4)], if a certification was processed without verification and it is not complete within 45 days of funds 668.58(c), or if the disbursement is received after student has ceased to maintain eligibility 682.604(e)(3).

Student Eligibility

Students must meet general eligibility for Federal Title IV funds as described in Section 3.1.1.

Minimum and Maximum Awards

There are no minimum amounts regulated for the Federal Subsidized Stafford Loan; however, lending institutions will typically not loan amounts less than $500. Maximum amount for the Undergraduate student awards is $5500. Ophthalmic Technician is awarded Stafford Subsidized based upon number of years completed post-secondary. These are Freshman, $3500; Sophomore, $4500; Junior and above, $5500.

Processing Loans

The Student Loan Office must certify Federal Direct loans before a student may borrow from lending institution. Students are instructed to accept/reduce/decline the loans offered to them through their ACES account. This notification comes from the Financial Aid Office along with the Award Letter. Once a student accepts any portion of their loan, they are instructed, through step by step process in PS, to do entrance counseling (if first-time borrower), read and sign electronic promissory. If the student chooses a lender who does not participate in electronic transfer, he/she must submit a paper application from the lender. The Student Loan Office submits loan to the Department of Education.


Duke Student Lending Principles

Duke University has established a set of publicly available principles and policies to govern educational lending practices for undergraduate, graduate and professional students. These principles emphasize that lending practices proceed from a commitment to the best interests of our students, that we support students' right to choose their lenders and that neither Duke nor its employees accept financial payments, goods or services of material value from lenders. All employees involved in financial aid and student lending are subject to a rigorous conflict of

interest policy. Administrators may serve as unpaid members of lender advisory boards in order to help shape the products and services that will best meet the needs of our students; in such cases, Duke pays all costs associated with that service.

Last updated: September 12, 2007 by the University Provost OfficeAdditional information is available on the Duke University Website.

Responsibility of Disbursement of Funds

The Bursar’s Office has the responsibility for disbursement of loan, grant, and scholarship checks. The Payroll Office has the responsibility for disbursement of Federal Work-Study paychecks.Separation of Functions

There is a clear and distinct separation of functions between the Financial Aid Office and the Bursar’s Office. The Financial Aid Office assures and maintains the accurate and appropriate awarding of aid funds. This information is electronically transmitted to the Student Loan Office. In turn the SISS Office disburses these funds to students. If students do not have all required documentation on file they will have their accounts placed on “hold” until the situation can be rectified.

Funds are awarded through the financial aid office. Students accept the amount of aid they need on their ACES account. The loan amount is certified through the student loan office and electronically transmitted to the lender. Funds are electronically received by the Student Loan Office and disbursed to the student account in the Bursar’s Office. If a credit is showing on the students account a refund is issued by the Bursar’s Office by either direct deposit to the student’s checking account or by mailing to the student’s school address.

Verification of Identity of Student

Students who pickup monies from the University Casher Office (Bursar) must present valid identification (i.e. student I. D. card, or a driver’s license.)

Verification of Status

The student’s eligibility status is checked by the financial aid office. If the status changes and the student become ineligible, an aid officer will cancel the disbursement and the Bursar will return the funds to the lender. The student will be responsible for clearing a balance on their student account.

Student Endorsement

Students are required to endorse co-payable checks before funds can be released (i.e. loan

checks, scholarship checks). The student is the only person who may endorse the check. There are no substitutions and no exceptions to this policy. If the student is not available for signature the student must request that the check be mailed to the student. The student may endorse the check and return the check to the Bursar. The aid funds may be credited to the student’s account and released to the student.

Loan Entrance and Exit Counseling

Each class must complete online entrance counseling before loans are transmitted to the lender. On-line access is provided to the student once they accept their loan on their ACES account.

Each class receives loan exit counseling during the spring of their graduating year. Students are given their right and responsibilities for repayment of their loans. They are also given information concerning deferment, economic hardship, forgiveness and consolidation of their educational loans.

Students must complete exit counseling and this information is tracked by the Student Loan Office. Record of the completion of this is maintained on the students checklist items on ACES.


3.3.2 Federal Unsubsidized Loan Program

The Federal Unsubsidized Stafford Loan Program provides low interest deferred payments to undergraduate and graduate students regardless of financial need. These funds assist students with educational expenses.

Purpose of the Program

The Federal Unsubsidized Stafford Loan program federally guarantees loan repayment to the lending institution should the student borrower default. This guarantee creates an incentive for lending institutions to loan funds to students without a credit history. This ability to borrow helps the needy students meet the cost of post-secondary education. This program is administered by the institution and the lending community.

Student Eligibility



There are no minimum amounts regulated for the Federal Unsubsidized Stafford Loan, however,

lending institutions will typically not loan amounts less than $500. The maximum award for unsubsidized Stafford loan for allied health students medical students is $47,166.

Processing Procedures

See Section 3.3.1 for processing information.

Pre-loan and exit Loan Counseling

See Section 3.3.1 for counseling information.

Reports to Lenders

If a student withdraws or leaves school, the University Registrar’s Office submits information to the National Student Clearinghouse.


3.3.4. Federal Perkins Loan

The Federal Perkins Loan Program provides low interest deferred payment loans to undergraduate and graduate students who demonstrate financial need. These funds assist students with educational expenses and may be forgiven if the graduate works in a health related field (physical therapy, physician assistant) for five years.


The Federal Perkins Loan program is federally funded for the purpose of helping financially needy students meet the cost of postsecondary education. This program is administered by the institution and repayment is made to the institution.

Determining Eligibility

The Undergraduate Financial Aid Director notifies the Medical School Financial Aid Office of the federal allocation for Perkins each year. Once the allocation is known, analysis is done on our current students in the PA program to see how much we will be able to distribute to students and who we will be able to receive the awards. The Medical School Financial Aid Office awards Perkins loans to our first year PA students who have a lower earning potential when they graduate. Students must have completed the FAFSA application by the time Perkins funding is awarded in order to qualify for the loan.

Over-awards

In the event of an over-award, the student’s account is placed on hold until such time that the overpayment is rectified [674.14©].

Student Eligibility

Students must meet the general eligibility for Federal Title IV funds as described in Section 3.1.1.


The regulated maximum amount of the Perkins Loan is $5,500 for undergraduate students and $8,000 for graduate students.

Disbursement Procedures

Perkins Loan funds are disbursed to students only after an official EFC from the Department of Education has been received. Offered aid must be accepted by the student via the financial aid award letter and a promissory note must be signed.

Loan Entrance/Exit Counseling

Students are required to complete the entrance and exit counseling for Perkins loans on the website Mapping Your Future. This information is maintained by the Duke University Student Loan Office.

Billing and Collection

Billing and collection of Perkins loans is the responsibility of the Duke University Student Loan Office. The University has contracted with Affiliated Computer Services for all billing of the Perkins loan.


3.3.5 Grad PLUS Loan Program

The Grad PLUS loan program provides low interest deferred payments to graduate students regardless of financial need. These funds assist students with educational expenses.


The Grad PLUS loan program federally guarantees loan repayment to the lending institution should a student borrower default. This guarantee creates an incentive for lending institutions to loan funds to students. The Grad PLUS loan is an extension of the Parent Loan for

Undergraduate Students. This loan allows graduate students to borrow up to the cost of education after Stafford loan funds have been awarded. Just like the Stafford loan the Grad PLUS loan payment is deferred until the student leaves or completes school. There is a credit check for the Grad PLUS loan. This program is administered by the institution and the lending community.

Student Eligibility



There are no minimum amounts regulated for the Graduate PLUS Loan; however, lending institutions will typically not loan amounts less than $500. The maximum award for graduate students is up to their cost of education less any other assistance the student is receiving through scholarship and loans.


See Section 3.3.1 for processing information

Pre-loan and Exit Loan Counseling

Counseling is required for the Grad PLUS loan.

Reports to Lenders

If a student withdraws or leaves school, the Office of the University Registrar Office submits information to the National Student Clearinghouse.


3.4 State Aid Programs in Which Institution Participates

3.4.1 North Carolina Student Loan Program for Health, Science and Math

The NCHSM loan program provides subsidized loans to 3rd, 4th and 5th year undergraduates and graduate students. These loans may be forgiven if the graduate works in a health care shortage area of the state. These loans are based on financial need. This program will not be available to new students as it was discontinued in the 2012-2013 academic year but grandfathered for those students that were already in the program.

Student Eligibility

Students must meet general eligibility for Federal Title IV funds as described in Section 3.1.1. They must also be a resident of the state of North Carolina for one year.Maximum Awards

The maximum awards for the NCHSM loan is $3000 per year for associate degree and certificate programs; $5000 for baccalaureate degree programs; $6,500 for master degree programs and $8,500 for doctoral programs.


The NCHSM loan proceeds are disbursed electronically to the school.

Report of Lender

If a student withdraws, the Financial Aid Office is required to notify the lending institution within sixty days.


3.4.2 NCSEAA Forgivable Education Loan

The NCSEAA FELS Program was first awarded in academic year 2012-2013. This program replaces the North Carolina Student Loan Program for Health, Science and Math. This program is available to legal North Carolina Residents.

Eligibility

Be a legal North Carolina resident and NC resident for tuition purposes At the time of application, present a minimum grade point average (GPA) of:

3.00 for graduating high school students (weighted GPA)

2.80 for undergraduate students pursuing an associate or bachelor’s degree

3.20 for students pursuing a graduate or professional degree

Register with the Selective Service System, if required; Recipients must not be in default, or does not owe a refund, under any federal or State loan

or grant program Maintain Satisfactory Academic Progress according to the enrolling policy of the

institution. Be willing to work in NC in a designated critical employment area.

Maximum Awards

Certificate or associate degree programs: $3,000 Bachelor’s degree program: freshmen and sophomores $3,000 Bachelor’s degree program: junior and senior: $7,000 Master’s degree program: $10,000 Doctoral degree program: $14,000

Maximum Aggregate Loan Limits:

Certificate and/or associate degree programs: $6,000 Bachelor’s degree program: $20,000 Master’s degree program: $20,000 Doctoral degree program: $56,000

Loan Procedures

FELS loan recipients must sign a promissory note that will require them to seek loan forgiveness through employment in an approved position or repay the loan in cash. Loan forgiveness is described in the FELS Rules. Generally, a loan for one academic year will be forgiven for one year of full-time employment. Loans will accrue interest at the rate of 8% per year from the date of the loan disbursement.


Once the student has successfully meet the requirements of the loan program and signed all required paperwork, NCSEAA will electronically wire funds to the university and credit the student account.

Reporting

Administration within the FAO report enrollment on a semester basis through the NCSEAA database. Students that leave the program during the semester will have the enrollment change notification sent to NCSEAA within 60 days of the change.


3.5 Institutional Aid Programs for Medical Students

3.5.1 Institutional Grant Programs

Duke University School of Medicine places a high priority on need-based financial assistance for students, with a particular emphasis on grants and low-interest loans. Financial assistance is available in a combined form of grants and loans based on demonstrated need.

Student Eligibility

Students must meet general eligibility for Federal IV funds as described in Section 3.1.1.

Financial Aid Package

The financial aid package is based on the expected family contribution, which includes parent and student income and resources. This amount is determined by a financial needs assessment, which looks at assets, income, family size, and number is college. The student’s financial need is the difference between the costs of education minus the expected contribution. The student’s financial need is met with Duke grant funds, Federal Stafford Loans, Grad PLUS loans or any alternative student loan. Unsubsidized Stafford Loan or Grad PLUS loan may be used to replace parent and student contributions.

Procedures

To apply for financial aid, medical students must complete the Free Application for Federal Student Aid (FAFSA) and the Need Access application which includes both parent and student information. Students must also submit signed copies of both their 1040 federal tax return and their parent’s 1020 federal tax return and their w-2 forms. Forms should be completed for incoming students by the end of February. Financial need is typically met with 60% grant funds and 40% loan funds.

For Graduate Health Profession students the FAFSA and 1040 federal tax return (only if chosen for verification) with no parent information is required. Forms should be completed by end of March. Financial need is met with 100% loan.


3.5.2 Institutional Merit Scholarships

Dean’s Merit Scholarships are merit scholarships awarded to the first year of medical school. These scholarships are for full tuition and are renewable for all four years of study. An admissions committee selects the recipients from the incoming class.

Dean’s Tuition Scholarships are merit scholarships awarded to first year under-represented minority students. These scholarships are for full tuition and renewable for four years of study. An admissions committee selects the recipients from the incoming class.

Senior Scholarships are awarded to 4th year students based on their performance in the first 2 years of study. These scholarships are for $15,000 and are awarded by a faculty committee from the School of Medicine.

Rauch Merit Scholarship is awarded to an incoming first year medical student. The selection of the candidate is selected by the Admissions office. The scholarship covers the full costs of attendance. Students retain the scholarship for four years as long as they are meeting satisfactory academic progress..

A listing of Need-Based Scholarships are available on the financial aid website or in the Bulletin of Duke University School of Medicine.


3.5.3 Institutional Emergency Loan

The FAO offers a temporary loan to assist students who have a need for assistance on a short-term basis or have an emergency. These loans have a repayment within 60 days after borrowing and are not intended to be used as a long-term financial option.

Student Eligibility

Students must be recipients of financial aid through the School of Medicine or one of the Graduate Health Professional Programs.

Repayment Dates

Repayment is made to the FAO 30 or 60 days after the loan is made.

Maximum Loan Amount

The maximum loan amount for the emergency loan is $1,500.


3.6 Other Aid Programs

3.6.1 Graduate Health Professional Programs

The Financial Aid Office offers loan monies for students enrolled in the Graduate Health Professions Programs of Duke University School of Medicine. The programs are: Physician Assistant Program, Pathologist’s Assistant Program and the Physical Therapy Doctoral Program. Funds are also available for the Ophthalmic Technician Program which is a certificate program located in the Eye Center.

Students are required to complete the FAFSA. Students chosen for verification are also required to submit copies of their 1040 federal income tax returns. Aid eligibility is

determined based on the FAFSA. If students in the Ophthalmic Technician Program are classified as dependent they will need to have their parents complete their section of the FAFSA. Award Letters are issued to students approximately 2 weeks after completion of their file. Please see Sections 3.3.1, 3.3.2, 3.3.3, 3.3.4 and 3.3.5 for federal loan programs.


3.6.2 Physician Assistant Loan Program

The Physician Assistant loan is an institutional loan to assist students with funding for their financial need. This loan is a need based student loan administered by the Duke University Student Loan Office.

Student Eligibility

Physician Assistant students must meet general eligibility for Federal Title IV funds as described in Section 3.1.1.

Maximum Awards

Maximum amounts awarded are determined annually by a budget committee from the Physician Assistant Program.


Physician Assistant Loan funds are disbursed to students only after an official EFC from the Department of Educations has been received. Offered aid must be accepted by the student via the financial aid award letter and a promissory note must be signed.

Entrance/Exit Loan CounselingLoan counseling for institutional loans is the responsibility of the Duke University Student Loan Office.

Billing and Collection

Billing and collection of institutional loans is the responsibility of the Duke University Student Loan Office. The University has contracted with Affiliated Computer Services to handle all billing and collection of the PA Loan.


3.6.3 Alternative Loan Program

Alternative loans are private loans that supplement federal borrowing. This loan is not guaranteed by the federal government. Approval is based upon your credit history. The student must submit a FAFSA and have Stafford Loan eligibility determined prior to certification of an alternative loan.

Student Eligibility


Maximum Awards

Maximum loan amounts are determined by the individual lenders.


Students apply for alternative loan funds through a chosen lender. The institution certifies the loan amount requested and submits to the lender. The lender determines the loan amount eligibility. There is a credit check for most alternative loans.


Alternative loan proceeds are disbursed through a check made payable to the student and the University or funds are sent electronically to the student’s account in the Bursar’s Office.

Report to Lenders

If a student withdraws from school, the lending institution is notified via the Student Loan Office.


3.6.4 Veteran Benefits

3.6.4.1 New Benefit ApplicantsAll veterans or dependents of veterans seeking educational benefits must first apply for those benefits through the Department of Veterans Affairs (VA). Questions regarding eligibility and specifics about the program can be addressed at http://www.gbill.va.gov/contact/.

Once the student is approved for educational benefits, the Department of Veteran Affairs will send a Certificate of eligibility (COE) to the student outlining the student’s benefits and eligibility period. Once this form has been received, the student should forward this form to Steven Wilson in the Medical School Registrar’s Office. This form can be received

http://www.gbill.va.gov/contact/

by mail, email, fax, or in person. Once the student is admitted, the COE will be date stamped.

Upon completion of registration for the upcoming semester, students must also complete the on-line Student Data Form and return it to the Medical School Registrar’s Office.

In order to receive veteran benefits, the following documents must be on file with the University Medical School Registrar’s Office:

Copy of application to Duke Medicine Copy of Duke acceptance letter Copies of official transcripts listed on Duke application Veteran’s Benefits Certificate of Eligibility (COE) Change of Program or Place of Training form (required if you have previously

received VA Educational benefits). Student Data Form

3.6.4.2 Current Students: Continuation of Benefits

Enrollment Certifications

Once a student has been accepted to Duke, it is important to understand the certification process. Each term the VA representative in the University Registrar and School of Medicine Registrar Offices must submit an enrollment certification to the VA. Depending on the benefit chapter, the enrollment certification consists of reporting credit hours, tuition, fees and Yellow Ribbon awards (if applicable). Reporting this information to the VA is critical as it is used in calculations that determine payments.

Student Reporting Responsibilities

Before an enrollment certification can be submitted to the VA, the student must ensure that the following items are completed in their entirety:

1. Register for courses during the appropriate registration window.

2. Submit a signed Student Data Form to Dawn Schaefer or Steven Wilson. The form can be submitted in person or by fax, mail, or as an email attachment. This form must be completed after registration every term in order to begin the certification process.

Submitting the form late will result in a delay in processing/receiving funds.

Once the Student Data Form is received the information will be sent to the Regional VA Office. The standard timeframe for processing payment of funds is 6-8 weeks.

http://registrar.duke.edu/sites/default/files/unmanaged/registrar/studentpages/student/student_data_form.pdf

http://www.vba.va.gov/pubs/forms/VBA-22-1995-ARE.pdf

http://registrar.duke.edu/sites/default/files/unmanaged/registrar/studentpages/student/student_data_form.pdf

3.6.4.3 Yellow Ribbon

Effective August 2009, as part of the new GI Bill Chapter 33 program, the VA introduced the Yellow Ribbon program. The Yellow Ribbon GI Education Enhancement Program (Yellow Ribbon Program) is a provision of the Post-9/11 Veterans Educational Assistance Act of 2008. This program allows institutions of higher learning (degree granting institutions) in the United States to voluntarily enter into an agreement with the VA to fund tuition expenses that exceed the highest public in-state undergraduate tuition rate. The institution can waive up to 50% of those expenses and the VA will match the same amount as the institution.

All of the schools at Duke will again participate in this program during the 2013-14 academic year. School of Medicine currently has a total of 7 students receiving Yellow ribbon funding.

Notification of AwardAccording to VA regulations, students must be awarded this grant on a first-come, first-served basis within each category. First-come, first-served will be determined solely by the date/time when University and School of Medicine staff receives the COE of a matriculated student.

The respective Financial Aid Office will notify you if you've been selected to receive the Yellow Ribbon grant.

Other Stipulations of the Yellow Ribbon Program:

1. Per VA regulations, Duke may not expand its Yellow Ribbon offering during the academic year. Each institution must enroll in the program each academic year, but once enrolled cannot change its commitment for that year.

2. A student who receives the Yellow Ribbon grant from Duke will continue to receive it as long as the following conditions exist:

Duke remains in the program.

The student remains continuously enrolled in the program for which he/she initially received the benefit.

The student complies with all VA and Duke required deadlines and procedures.

3.6.4.4 VA Benefits and Need-Based Aid

Students that are eligible for need-based grant funding and qualify for VA Benefits/Yellow Ribbon can only receive a combination of awards up to the cost of attendance. Awards will be placed on the student award panel and will include all eligible VA Benefits and need-based awards. VA benefits will be listed but will not disburse through the student account. VA Benefits are received through electronic file transmission (EFT) directly to the

students account. The Bursar Office is responsible for crediting the funds to the student account.

3.6.4.5 VA Benefits and Federal Loans

Students that are eligible for VA Benefits/Yellow Ribbon and Federal Loans may receive a combination of all awards that exceed the cost of attendance. We cautiously advise students to only borrow funds that are needed.

3.6.4.6 Awards

Steven Wilson adds all VA Benefits and Yellow Ribbon awards to the student awards page. The following item types are used on the awards panel:

700500002620 Ch33 Veteran Tuition Benefit740210000290 Yellow Ribbon Program Doctorate700500014605 Yellow Ribbon VA Match740230000650 Yellow Ribbon Program Masters

3.6.4.7 Certification

Beginning with the 2014-2015 academic year, programs that start after August 1 of that calendar year will not be eligible for disbursement of the tuition and fees portion of the VA benefit until the following spring term.


SECTION 4: INSTITUTIONAL REQUIREMENTS RELATING TO EDUCATIONAL LOANS

4.1 Private Education Loan Disclosures

The Student Loan Office is responsible for the administration of Private Loans. Medical Students do not participate in the private loan program. Additional information for university policy can be found at : http://dukefinancialaid.duke.edu/loans/options/private/apply.html.


4.2 Preferred Lender Arrangements

http://dukefinancialaid.duke.edu/loans/options/private/apply.html

4.2.1 Preferred Lender ListsThe Preferred Lender list is maintained on the Student Loan Office website. http://dukefinancialaid.duke.edu/loans/ Preferred lenders/index.html.

Last reviewed: October 14, 2014

4.2.2 Preferred Lender Arrangement Disclosures

Duke's recommended lenders are chosen annually by a committee of financial aid professionals. Each year, Duke University sends a Request for Information (RFI) to a number of lenders. The responses from the lenders are then analyzed based on the following criteria:

Promotes responsible borrowing Demonstrates default rate that is comparative to national average. Has a responsive customer service center Provides the same competitive benefits to all Financially stable

Duke does not receive, and will not accept, inducements from lenders in exchange for inclusion in our recommended lender list.

Last Updated: June 20, 2014

4.2.3 Preferred Lender Arrangement Annual report

The Annual report is prepared by and submitted by the Office of Student loans. Additional information on procedure can be obtained through their office.

Last Updated: January 25, 2012

4.2.4 Agreements Related to Marketing of Private Education Loans

All contracts and agreements between Duke and Private Lenders are maintained through the Duke University Student Loan Office. Additional information can be obtained through their office.

Last updated: November 17, 2014

4.2.5 Preferred Lender Arrangement Code of conduct

The Preferred Lender Code of conduct is maintained by the Duke University Student Loan Office. Additional information can be obtained through their

http://dukefinancialaid.duke.edu/loans/

office.

Last Updated: November 17, 2014

4.4 Direct Loan Disclosures

The Student Loan Office is responsible for the administration of the Direct Loan Program. Please refer to the Student Loan Office Policy and Procedures at:http://dukefinancialaid.duke.edu/loans/options/stafford/index.html.


SEC. 5: STUDENT CONSUMER INFORMATION REQUIREMENTS

5.1 Federal Student Consumer Information Requirements

The staff in the Financial Aid Office recognizes that in order to understand the complicated field of financial aid, accurate and timely dissemination of information to consumers is vitally important. Several policies have been implemented to ensure appropriate dissemination is achieved. The Undergraduate Financial Aid Office is responsible for regularly monitoring and coordinating the content and dissemination of consumer information to all enrolled students regarding consumer information.


5.1.1 Notice to Enrolled Students

The Undergraduate Financial Aid Office is responsible for regularly monitoring and coordinating the content and dissemination of consumer information to all enrolled students regarding consumer information. For additional information: http://dukefinancialaid.duke.edu/documents/policies/2012 PoliciesandProcedures.pdf.


5.1.2 Financial Aid Information

Financial aid programs which are available to students attending Duke University School of Medicine are distributed through the following published documents.

1. The Duke University School of Medicine Bulletin.

http://dukefinancialaid.duke.edu/documents/policies/2012

http://dukefinancialaid.duke.edu/loans/options/stafford/index.html

2. An aid information sheet distributed to students with their award letters. 3. The School of Medicine Financial Aid Website:www.medschool.duke.edu 4. The Duke Financial Aid Website.

Additional resources are published outside of, but are distributed through the FAO. These resources include;

1. The Student Guide published by the US Department of Education. 2. Financial Aid Sources for North Carolina Students published by the

State of North Carolina.

Financial Aid funds may be categorized into four basic sources: federal, state, institutional, and private. Because there are so many outside private sources, only Federal, State, and Institutional sources for Duke University School of Medicine are listed below.

1. FEDERALa.Federal Subsidized Stafford Loan Program (Direct Loan)b.Federal Unsubsidized Stafford Loan Program (Direct Loan)c. Federal Perkins Loan Programd.Federal Direct Grad Plus Program

2. STATEa.North Carolina Remission Tuition Scholarshipb.Board of Governors Scholarshipc. North Carolina State Education Assistance Authorityd.NC Loan Forgiveness Program

3. INSTITUTIONAL a. Emergency Loan b. Grant Funding c. Duke University School of Medicine Merit Scholarships

Additional information about these programs is listed in Section 3 and on the Student Loan Office Website: http://dukefinancialaid.duke.edu/loans/index.html


5.1.3 Institutional Information

The School of Medicine Website, http://medschool.duke.edu/education /financial-aid- office provides sections on how to apply for financial aid, deadlines, cost of attendance for each program, Title IV Refund policy, scholarships available, a loan section, international student section, and a section on gainful employment. There are links to the student on-line information (ACES), Student Loan Office, and Bursar Office. In

http://medschool.duke.edu/education/financial-aid-office

http://dukefinancialaid.duke.edu/loans/index.html

addition an applicant or student can access information on each department orprogram. The information is reviewed and update no less than annually.The FAO sections are reviewed and updated by the Assistant Director, StaffAssistant, Student Service Officer, and the Director. Each Department or Program head is responsible for reviewing and updating their sections.

The Office of the Registrar is responsible for notifying students annually of FERPA policy. Students are given access to update information through ACES or to manually complete a form and submit it to the Office of the Registrar. For policy and procedure of this form, please see the Office of the Registrar.

The Office of the Registrar reviews required text books on an annualBasis. This information reflects required text books as well as recommended text books, and pricing. The list is available to students at the bookstore.


5.1.4 Completion or Graduation Rate

The Office of the Registrar annually prepares its completion rate, graduation rate, and its transfer-out rate. All information is available to perspective and current enrolled students. For information on who is responsible for preparing the rates and who disseminates them, please see the Office of the Registrar.


5.2 Student Consumer Information Requirements

The staff in the Financial Aid Office recognizes that in order to understand the complicated field of financial aid, accurate and timely dissemination of information to consumers is vitally important. Policies are in place to ensure appropriate dissemination is achieved.


5.2.1Financial Aid Information ---Program Availability

Financial aid programs which are available to students attending Duke University School of Medicine are distributed through the following published documents.

1. The Duke University School of Medicine Bulletin.2. An aid information sheet distributed to students with their award letters.3. The School of Medicine Financial Aid Website: www.medschool.duke.edu

Additional resources are published outside of, but are distributed through the FAO. These resources include;

1. The Student Guide published by the US Department of Education.2. Financial Aid Sources for North Carolina Students published by the State of North Carolina.

Financial Aid funds may be categorized into four basic sources: federal, state, institutional, and private. Because there are so many outside private sources, only Federal, State, and Institutional sources for Duke University School of Medicine are listed below.

4. FEDERALa. Federal Subsidized Stafford Loan Programb. Federal Unsubsidized Stafford Loan Programc. Federal Grad Plus Programd. Federal Perkins Loan Program

5. STATEa. North Carolina Remission Tuition Scholarshipb. Board of Governors Scholarshipc. North Carolina State Education Assistance Authorityd. NC Loan Forgiveness

6. INSTITUTIONAL a. Emergency Loan b. Grant Funding c. Duke University School of Medicine Merit Scholarships

Additional information about these programs is listed in Section 3.


5.2.2 Procedures and Forms Required to Apply

The procedures and forms required to apply for financial aid are published in the Duke University School of Medicine Bulletin and the Duke University School of Medicine Financial Aid website. In addition, notices announcing deadlines and

application availability are distributed by flyer and e-mail to the individual classes.

Medical students need to complete the Free Application for Federal Student Aid, the Need Access, and send a copy of their parent’s most recently filed 1040 federal tax return and their w-2s and a copy of their own most recently filed 1040 federal tax return to begin the first step in applying for grant-in-aid. Graduate Health Professions students are required to complete the FAFSA, and submit copies of their most recently filed 1040 federal tax return to begin the aid process.

Additional documents may be requested to complete processing of the aid request. Notification of these additional required documents are sent to a student through a missing information letter. Additional information may include, but is not limited to, the following:

1. Proof of citizenship.2. Proof of selective service registration.3. Marriage certificate.4. Verification form (independent and dependent status).5. Statement of non-tax filer (parent and student or spouse).6. Student Aid Report7. Verification of marital status.

5.2.3 Methods of Disseminating Consumer Information

The primary method of disseminating consumer information to students is through the university e-mail system. In addition, information is distributed through:

1. 2nd page of the student award letter (viewable on-line).2. Duke University School of Medicine Bulletin.3. Duke University School of Medicine Website.


5.2.4 Student Eligibility Requirements

Student eligibility requirements are listed in the following documents:

1. Bulletin of Duke University School of Medicine.2. Duke School of Medicine Website.3. The Federal Student Guide4. On Specific aid applications [i.e., loan applications for Stafford, Perkins,

Institutional loans and scholarship applications describe eligibility requirements.

To be eligible to receive Federal assistance, a student must:

1. Be enrolled in an eligible program of study.2. Be a U. S. citizen, U. S. national, or a U. S. permanent resident or reside in the United States for other than a temporary purpose (supportive documentation may be required to verify residency or citizenship status).3. Maintain satisfactory academic progress in their course of study.4. Not be in default of any loan or owe a repayment of a Federal Pell Grant, FSEOG, or State Grant.5. Demonstrate financial need.

Additional information is listed in Section Three.


5.2.5 Criteria for Selecting Recipients and Determining AwardAmounts

Students may obtain criteria for selecting recipients and determining award amounts by making an appointment with a Financial Aid Administrator. The Institutional Methodology policy is listed on the School of Medicine Financial Aid website. Additional information concerning criteria selection is listed in Section Eight.


5.2.6 Availability of Forms and Instructions

Availability of forms and instructions are listed in the following documents:

1. Bulletin of Duke University School of Medicine2. The Duke School of Medicine Financial Aid Website3. Mass e-mail flyers4. On Specific aid applications [i.e., loan applications for Stafford, Perkins, Grad PLUS loans and scholarship applications describe eligibility requirements.


3.2.7 Rights and Responsibilities of Students on Financial Aid

As a recipient of financial aid, there are certain rights and responsibilities of which students should be aware. These rights and responsibilities of students on financial

aid are listed in the following documents:

1. The Bulletin of Duke University School of Medicine

Students have the right to know:

1. What financial programs are available at Duke University School of Medicine.2. The process and procedures that must be followed in order to be considered for financial aid.3. The criteria used in selection of recipients, and the method used for calculating need.4. The various programs on the financial aid award and how the need was determined.5. The refund and repayment policy of the University.6. How the Financial Aid Office makes its determination on such questions as student progress, the appeal process, and other decisions.7. The terms, including repayment of any loan allocated by the University.8. What special facilities and services are available to the handicapped.

Students are responsible for:1. The timely and proper completion of all necessary forms by the established deadlines, and the accuracy of any information provided to the University in the financial aid application.2. Promptly providing any additional information requested by the FAO.3. Keeping the FAO informed of any changes in address, name, marital status, financial situation, or any change in student status.4. Reading and understanding all financial aid forms sent and/or signed and keeping copies of forms.5. Notifying the FAO of any scholarship, grant, or other resources made available from non-University sources while receiving financial aid.6. Notifying the FAO if the student withdraws from the University or changes enrollment status. Because some repayment may be expected on a prorated basis, future aid may be suspended. If arrangements for payment are not made with the Financial aid Office.7. Maintaining satisfactory progress in order to be considered for financial aid.8. Informing the Student Loan Office and the FAO for an exit interview if a recipient of Perkins or Stafford Loan and do not plan to return to school the following semester.9. Re-applying for aid each year.


3.2.8 Cost of Attendance

The complete cost of attendance budget is published in The Bulletin of Duke University School of Medicine and is posted on the Duke University School of Medicine Financial Aid website. The information is made available once the Board of Trustees approves the proposed budgets at the February board meeting..


3.2.9 Refund Policy

A brief description of the refund policy for both Medicine and Graduate Profession students is described in the Duke School of Medicine Bulletin. Duke uses the Department of Education’s Title IV refund form for any Title IV funds based on the percentage of the semester attended.


5.3 Title IV Loan Counseling

5.3.1 Entrance CounselingEntrance loan counseling is a one-time requirement for all first-time federal loan borrowers. When a student accepts a federal loan they have been awarded, they are prompted to complete an interactive counseling session which provides the borrower with information about their loan rights and responsibilities, and tips for developing a budget to manage their educational expenses. Additional information and procedures can be found on the duke Student Loan webpage at:http://dukefinancialaid.duke.edu/loans/counseling/entrance.html.


5.3.2 Exit CounselingFederal Regulations require all federal student loan borrowers to complete and exit loan counseling session and personal reference form prior to graduation, or when the student’s enrollment status drops below half-time. The purpose of the counseling session is to inform students of their rights and responsibilities. During the counseling session a student will receive detailed listings of their loans, information regarding payment options, and helpful tips for managing their loan debt.

Duke offers four types of exit loan counseling: large group, small group, individual, or on-line. Additional information on exit counseling sessions can be found on the Duke Student Loan webpage:http://dukefinancialaid.duke.edu/loans/counseling/entrance.html.

http://dukefinancialaid.duke.edu/loans/counseling/entrance.html

http://dukefinancialaid.duke.edu/loans/counseling/entrance.html

The Student Loan Office is responsible for tracking completion of counseling sessions and following up with students that fail to complete the requirement.


Section 6: Application & Forms 6.1 Application Process

The application process for all incoming (medicine, allied health and ophthalmic technician) begins with the admission interview. At the admission interview the Office of Financial Aid has a 30 minute period of time on the agenda that is used to explain the types of loan and grant programs that are available for the individual schools. Information is disbursed and questions are answered. The due date for first year student’s financial aid information is presented at the interview session and listed on the School of Medicine Financial Aid website..

Upper class students are sent e-mail information reminding them of the financial aid process for the upcoming year. The due date are published on the School of Medicine Financial Aid website.

Medicine

Financial assistance is available in a combined form of grants and loans, and all awards are made on the basis of demonstrated need to eligible U. S. citizens.

The admitted students need is determined before an award is made. The Office of Financial Aid therefore requires the Need Access and the Free Application for Federal Student Aid (FAFSA) to be completed. Copies of the federal income tax return with supplemental schedules and W-2s of both student and parent are also required as part of the verification process for need based aid.

Allied Health Programs

Financial assistance is available in a combined form of loans. Federal loans are based on demonstrated and awarded to U. S. citizens. The applicant’s need is determined before an award is made. The Financial Aid Office requires the FAFSA. Copies of the student’s federal tax return will be requested if the student is chosen for verification.

Ophthalmic Technician

Financial assistance is available in a combined form of loans, both federal and alternative. Federal loans are based on demonstrated need and awarded to U. S. citizens based on eligibility (i.e., dependent, independent, years of postsecondary education). Alternative loans or PLUS are awarded based on lender eligibility requirements. The applicant’s need is determined before an award is made. The Financial Aid Office requires the FAFSA. Copies of the student’s federal tax return, if the student is eligible for independent status will be requested if chosen for verification review. If the student is dependent the FAFSA must include the parent’s information. Copies of the parent’s 1040 federal tax return will be required if the student is chosen for verification.


Procedures

Medicine

Students are asked to submit the FAFSA or renewal via the web (www.fafsa.ed.gov). Need Access (parent information) is also submitted by the web (www.needaccess.org). The ISIR and the Need Access are both downloaded into the PeopleSoft system. It is the student’s responsibility to mail, email, or fax a copy of their most recently filed 1040 federal tax return and mail, email, or fax a copy of their parent’s most recently filed 1040 federal tax return and their W-2s. Once the FAFSA, Need Access, tax returns and w-2s are complete the file is ready for financial aid analysis.

Allied Health Programs

Students are asked to submit the FAFSA or renewal via the web. They are also required to submit to the office a copy of their 1040 federal income tax return if chosen for verification. Incoming students are also required to complete the Duke University School of Medicine Financial Aid Application. Once the FAFSA and tax returns (if required) have been received the student’s file is ready for financial aid analysis.

Ophthalmic Technician

In the event the Ophthalmic Technician student is determined to be a dependent student (information on FAFSA based on age.) Parent’s information must be completed on the FAFSA. Copies of the parent’s most recently filed 1040 federal tax return must be submitted (if chosen for verification) to the Office of Financial Aid.

An official aid award notice is sent to the applicant within a few days after receipt of the required forms.

Lori Crooks is responsible for all incoming Medical student analysis, Mitsi Norton is responsible for all Second Year Medical student analysis, and Karen Woodlief is responsible for the financial analysis of all third and fourth year Medical students. Steven Wilson is responsible for the analysis of all the Allied Health Programs. Mitsi Norton is responsible for financial analysis of MMCi and MBS students.


6.2 Forms

Policies

The forms used by the Office of Financial Aid for analysis and the aid process are as follows: Estimated Income Statement, Emergency Loan Forms, Financial Verification Worksheet and the Sibling Verification Form.

The Estimated Income Statement is used for any student who requests an increase in their budget for an academic year. The form list estimated income and estimated costs for an academic year.Emergency Loan Forms are completed by a student who is granted emergency funds throughout the academic year. The form is a promissory note that states the regulations for borrowing from the emergency loan fund.Financial Verification Worksheet is used for students who have been selected for verification by the federal government. This sheet verifies income, total taxes paid, family size.The Sibling Verification Form must be completed by the undergraduate student who has a sibling at Duke School of Medicine. The Registrar of the undergraduate sibling verifies that the student is enrolled for the academic year.


6.3 Deadlines

Policies

The deadline for submitting financial aid materials for first year students is April 15th. Upper class students are requested to have their financial aid application completed by May 1. Deadline submission of applications for federal loans is 30 days prior to the school end date.


Procedures

Applicants are informed of deadlines during the admission interviews throughout the fall and spring term. Announcements for the next years financial aid process for upper class students is sent to the individual class via e-mail with information on what forms are needed and when they should be submitted to the Financial Aid Office. Students can also check their To Do List on their ACES account to track receipt of their documents and what is needed.


6.4 Document Assignment, Collection & Tracking

Policies

All documents for determining a student’s financial aid package are received and entered into the PeopleSoft system under Check List Management. These check lists are collected each year of the student’s enrollment.


Procedures

All documents are received and entered on the PeopleSoft system. Documents are then scanned into Image Now. The PeopleSoft system allows our office to determine students with “missing information”. Once the file is complete it is given to the appropriate financial aid officer for needs analysis.


6.5 Pre-Award Appeals

Policies

Independent Status for Medical StudentsRequest for independent status for medical student need based financial aid may be made prior to the awarding process. A letter from the student stating the reason for requesting independent status must be submitted to the financial aid office. Age of student, loss of parent, or other unusual circumstances may change the student’s status from dependent to independent in determining grant funds awarded for an

academic year. Professional judgment is made by the Director of Financial Aid.

Budget increases for Medical and Graduate Health Professions StudentsRequest for an increase in budget requires documentation for the request. Professional judgment is made by the Appeal Committee.


ProceduresInformation on the appeals process is given during student admission interviews. Students are requested to send a letter indicating the request with added documentation for their file. They may be required to submit an Estimated Cost of Living budget in the case of a budget increase request. The Appeal Committee reviews the student requests and may ask for additional information based on the individual student. The student is informed by e-mail as to the financial decision of the appeal process


SECTION: 7: FILE REVIEW

7.1. Verification The U.S. Department of Education requires all institutions disbursing federal financial aid funds to verify the accuracy of the information students and their families submit as a basis for awarding aid. We will review information for students chosen for verification. We will verify information such as household size, number of family members, and number of siblings in college. Students will be required to use IRS data retrieval when completing their FAFSA or provide an official IRS tax transcript. Verification completed after the initial award has been determined may result in the change of the financial aid award, and in some cases, the repayment of funds already received. Failure to comply with the request for this information will result in cancellation of your financial aid funds.

Students are responsible for notifying the Financial Aid Office of any changes in their family’s circumstances that might affect eligibility for financial aid (when there is a decrease in the number of family members in the household or a change in college enrollment status of family member, for example). Students must also notify the Aid Office in writing if any resources, including outside scholarships, grants, and student loans, become available.


7.1.1 Selection of Applicants to be Verified

Duke University School of Medicine verifies 100% of those students who are selected for verification by the Department of Education. If there is a resultant recalculation, it will affect both the Federal financial aid as well as the institutional aid. Students are notified if an adjustment is required to their aid award via email notification from the Financial Aid Office.


Procedures

All medical students applying for federal financial aid are required to complete the FAFSA and submit a copy of their most recently filed 1040 federal tax return including all schedules. If the student is selected for verification a verification worksheet is completed on the student and included with their Image Now file.


7.1.2Acceptable Documentation & Forms

Policies

Students are required to submit signed copies of their most recently filed 1040 federal income tax return as documentation for verification or, when completing their FAFSA, checked the IRS data retrieval to pull in the tax information. Duke University School of Medicine uses a verification worksheet for each student who has been selected for verification by the federal government. Federal loans are not processed until verification has been completed.

Students chosen for verification will be required to provide an official federal tax transcript or to perform data retrieval on their FAFSA application. Verification will not be completed until one of these documents has been received and verified.


Procedures

First year student’s are notified of the documents required for applying for financial aid during the interview process. Upper class students are reminded of the due dates and documents required during January and February via e-mail as to filing for financial aid for the next academic year.

Federal taxes are collected and assigned to a PeopleSoft check list. They are then scanned into Image Now and linked to the specified academic year. The Need Access file is downloaded from the internet, assigned on PeopleSoft, and printed for the individual student. When all documents have been received the file is complete and ready for analysis.

Students are able to check their “To Do List” on their ACES account to track receipt of documents as well as to see what is missing.

Incomplete documents (unsigned 1040 tax returns) are not considered complete and not scanned into Image Now. The student is notified that we require the signatures. Additional information is requested by individual case and is usually sent as a letter by mail or e-mail to the student.


7.1.3 Data Elements to be Verified

Policies

Data to be verified by the school includes adjusted gross income, U. S. taxes paid, household size, number of family members enrolled in a postsecondary educational institution and certain untaxed income and benefits (social security benefits, child support, IRA/Keogh deductions, foreign income exclusion, earned income credit and interest on tax free bonds, and food stamps.)

Exclusion of verification data occurs:

1. Household size or number in college in output document is received within 90 days of the applicant signing it.2. Number of family members in household is the same as that verified by the institution the previous year.3. Applicant or applicant’s spouse or parents received untaxed income or benefits from a federal, state or local government agency.4. Verification process shows that discrepancies in verified items exceed tolerance levels. However, since the recalculated EFC is lower than the EFC originally used by the school, aid was awarded on the original EFC.5. Errors in dollar items used to calculate the EFC total less than $400 and there are no errors in non-dollar items. No adjustment in Title IV aid is necessary.6. The EFC was calculated by using expected year income.7. The EFC was determined by using professional judgment.


ProceduresChanges made to verification data are made by the financial aid officer through the student or parent most recently filed 1040 federal income tax return and schedules. A paper verification checklist is scanned into Image Now. The changes are entered electronically by the financial aid officer. Child support and social security benefits are verified by having the student complete the Federal Student Aid Programs Verification Worksheet and sending any documentation.


7.1.4 Conflicting & Inaccurate Information

PoliciesAny conflicting or inaccurate information such as adjusted gross income or total taxes paid are corrected by using the student or parent’s most recently filed 1040 federal income tax return. Dependent information, child support, social security benefits or family information is verified through the Federal Student Aid Verification Worksheet. Other conflicting information may require specific documentation i.e., statements for the sale of stocks, rollover on a retirement account.


Procedures

A letter requesting specific documentation of conflicting information is requested by the financial aid office. Once the documentation has been received and scanned into Image Now, the student information is routed through workflow to the financial aid officer to review. Correspondence may take place between the student, the parent and the financial aid officer before the analysis for financial aid is complete.


7.1.5 Student Notification of Verification Changes

Policies

Changes in verification result in changes to the student award letter. The student is notified via automated email of any changes by receiving a notification that a change has occurred and to review the changes on ACES.


Procedure

Comments are made within People Soft of any changes made and why changes were made. The changes are then entered into the PeopleSoft system.


7.2 Database Matches, Reject Codes, & “C” Codes Clearance

Policies

Reject reason codes, database matches and “C” codes may be alpha or numeric. Alpha codes indicate reject reasons that are verifiable—that is, the student can verify the questionable data by re-entering the same value, or can correct if to a different value. Numeric codes are non-verifiable—the questioned data must be changed or provided. The resolution for a rejected SAR is always the responsibility of the student, not the institution, and the SAR comment generated by the reject explains what action the student must take. A flag of “C” is an indicator that institutional resolution is required. Audit queries are set up to identify potential issues.


Procedures

The information on resolution of database matches, reject codes and “C” codes is provided for the university in the booklet A Guide to 2013-14 SARS and ISIRs for quick reference. The SFA Handbook: Student Eligibility contains more detailed information about student eligibility and the action needed to resolve discrepancies found in the data matches.

An automated process adds a checklist to the students if they have any reject or C flags when the FAFSA loads into PS. Students are able to see the checklist items and can submit the information required to the financial aid office.


7.2.1 Social Security Number

Policies

A student may not receive financial aid if his social security number does not match with the information on the FAFSA or the student receives a comment on their SAR that request correction of his Social Security number. Once the match has been corrected aid may be disbursed.


Procedures

Student is informed that the social security match was not made. Any corrections for a social security number must go through the Central Processing Center. Upon receipt of the corrected ISIR aid will be processed. Aid will not disburse to the student account until the issue has been resolved.


7.2.2 Department of Homeland Security (DHS)

Policies

A student must be a U. S. citizen or eligible noncitizen to receive financial aid. If an EFC has been calculated, corrections for citizenship may be made through the financial aid office. Documentation for citizenship may include a copy of the student’s passport, a certificate of naturalization, certificate of citizenship or an alien resident card.


Procedures

The student is informed through the financial aid office that they must submit documentation of citizenship before financial aid may be awarded. Once documentation is received it is included in the file. If an EFC was not given on the ISIR a student must make his corrections through the Central Processing Center. The student should notify our office once they have submitted the required proof of citizenship and a corrected ISIR has been submitted.


7.2.3 NSLDS Match

Policies

If a student is in default of a Federal student loan they are not eligible to receive

financial aid until the account is resolved. A written letter from the lender stating that the account has resolved must be included before any aid will be awarded.


Procedures

The student is contacted that their ISIR has indicated a loan that is in default. The student must contact the institution or lender where the funds were awarded to reconcile the account. Our financial aid office will request a copy of the letter from the lender stating that the student has cleared up the default. The student must also contact Central Processing Center so that a corrected ISIR may be received by the financial aid office. Aid will not be awarded until our office has received a letter from the lender stating that the account has been reconciled and the ISIR has been corrected.


7.2.4 Selective Service Match

A male student may not receive federal financial aid if they are not registered with the Selective Service


The student is sent a letter requesting proof of registration of Selective Service. He may send us a copy of his Selective Service Registration Acknowledgement or letter of registration or if a student states they have registered, financial aid staff can verify selective service registration at: http://www.sss.gov/records.htm.


7.3 Review of Subsequent ISIR Transactions- Post-screeningSchools are required to review subsequent ISIR transactions prior to completing a review and providing a student with a financial aid award.

All ISIR’s are loaded into the PeopleSoft system on a weekly basis. Once financial aid staff review the information and verify all the information is accurate and correct, no

http://www.sss.gov/records.htm

further ISIRs are loaded on the student. The Undergraduate Financial Aid Office will query to identify new ISIRs received that have a different EFC, a new verification status, or a new “C” code. The Medical School Financial Aid Office will be notified and will review the new information. Any discrepancies, corrections, or updates made to an ISIR are stated above in Section 6.


Section 8: Student Cost of Attendance

8.1 Various Student PopulationsEach individual school and each class in the School of Medicine has a separate cost of attendance. First and third year students receive a 12 month budget, and second year student have a 13 month budget. Fourth year students are on an 8 month budget. For all Allied Health programs, there is a separate cost of attendance for each program. Physician Assistant students have a separate budget for both years of study, but both classes are on a 12 month budget. Physical Therapy students are on a 12 month budget for 1st and 2nd year and 3rd year is on an 8th month budget. There are also separate budgets for all Masters and Allied Health Programs including Pathology Assistant 1 and 2 students and Ophthalmic Technician students.

The total cost of attendance includes tuition, fees, books and equipment, rent, food, transportation, and miscellaneous expenses. The tuition and fees are different based on the program. Food, rent, miscellaneous, and transportation amounts are set at the same amount. The total budget for these expenses may vary depending on the length of the program. The cost of living budgets are agreed on and used by all graduate and professional programs on a bi-annual basis.

A student’s program is entered at the time of admission. A separate budget group is set up in PeopleSoft for each program. A query identifies the students in each program and a budget build process runs over night to assign the student to the corresponding budget group.


8.2 How budgets are derived and updated

Vickie Whitten contacts Directors for each program to submit their tuition and fees for the upcoming academic year. Final information is forwarded to the director of financial Aid for review. This information is presented to the University Board of

Trustees in February for approval. Once the tuition is approved for each individual school any other increases in fees are considered and added to the budget. The committee finalizes the budget for each individual school and class. Student budgets are updated on an annual basis.

The non-direct cost of attendance expenses are set by the Director of Undergraduate Financial Aid. All Graduate and Professional Schools at Duke University meet in February of each year to set the expenses for rent, food, transportation, and miscellaneous expenses. Average amounts are used. These amounts are based on surveys and various rates within the community as well as the cost of living allowances used in the federal calculations.


8.3 Additional CostsAdditional costs may be included in a student’s budget in some circumstances. The additional cost may be for child care, extra living expense based on two households, additional medical or dental costs or emergency automobile costs. Documentation is determined by the financial aid officer and may include copies of bills for the extra cost and having a student complete a projected income statement. A budget adjustment may be made at any time during the academic year depending on the circumstances of the review. If a student takes out a loan, loan fees will be added to the cost of attendance. The Financial Aid Director is responsible for determining additional costs.

Additional expenses are added to the budget manually. They are identified in the budget as a separate line item.


Students request additional costs by written letter or e-mail. The letter should state the nature of the additional cost and the amount of additional aid that is requested. Documentation of the additional cost may be the bill for a required service. Documentation is copied and placed in the student’s file. Students are informed by e-mail of the budget increase. They are also sent an updated award letter showing the increase in grant or loan funds.


8.4 Budget Restrictions

The cost of attendance is adjusted for students that are enrolled half-time or less. The tuition for these students will be reduced according to enrollment status. Living allowance amounts remain the same. Students that are enrolled less than half-time do not qualify for federal or institutional funding.

A query identifies students that are enrolled less than full-time. This query runs each term after drop/add ends. The budget and the awards are manually adjusted by financial aid staff. The student is notified via email that an award has been adjusted.


8.5 Budget Waivers

A students cost of attendance is not waived. If an outside organization pays the students cost of attendance, it is reflected on the student award screen.


8.6 Budget Appeals

Budget appeals must be in written format. Appeals may be for additional medical or dental cost, automobile repair or child care. Requests for budget increases do not cover the purchase of a car or travel for interviewing for residency or employment.


The student is requested to put in writing the request for additional funding. Documentation may include the bills for auto repair, written documentation of child care charges, or additional medical or dental charges over and above insurance. All requests and documentation are placed in the student’s file and any changes in the budget are determined by the Director. Students are notified by e-mail and an updated award letter.


SECTION 9: AWARDING & PACKAGING FINANCIAL AID

9.1 Packaging Philosophies

The Duke University School of Medicine makes financial assistance available to accepted students who due to economic circumstances could not otherwise attend the university. The school recognizes, however, the responsibility of the individual and the family to provide funds to achieve the objective of a medical education. Thus, the school does not consider parents to have discharged the full financial obligation for the continuing education of their sons or daughters upon the student’s completion of the undergraduate degree. Financial grants and loans, and all awards are made on the basis of demonstrated need to eligible U. S. citizens and eligible noncitizens. The Physician Assistant Program, Doctor of Physical Therapy, Pathologist’s assistant Program and the Ophthalmic Technician Program are awarded loan funds based on need.

Packaging policies are reviewed each year as part of the strategic plan along with the Director of Financial Aid. Changes made to any policy must be approved and aligned with the mission and strategic plan.


9.2 Available Funds & Number of Eligible Students

All medical students who qualify for need based financial aid receive the amount of aid determined by the financial needs analysis. The amounts and types of aid provided depend almost entirely on financial need. Financial need is determined by subtracting the Expected Family Contribution (EFC) from the Cost of Attendance. The Expected Family Contribution is determined by the completion of the FAFSA and the Need Access (for Medical students). When the EFC is subtracted from the Cost of Attendance the resulting financial need is awarded to the student through medical school grants and federal loans.

Because federal loans are the primary source of financial aid for graduate health professions students, those who apply must be U. S. citizens or eligible noncitizen. A limited amount of funding is available for international students. All applications for need-based aid received by the deadline will determine the percentage of institutional grant funding a student will receive. The remainder of the need is met with institutional loan.

See Section 3 for determining eligibility and awarding.

The financial aid package is determined on an annual basis in consultation with the financial aid staff based on several factors:

Medicine is based on the amount of grant available (168 and 398) and an analysis of what previous classes need has been. Master data is used to determine student need factors. Since the 168 (general funds) is always 20% of tuition and fee revenue, this can be determined quite accurately. The endowment funds are somewhat volatile to outside forces but we determine a conservative approach and use the combination of these funds to set need-based grant percentages of the package.

All other programs –federal loans funds are used exclusively. The occasion when Perkins Loan is made available to us, we examine prior use and determine what the best use is for the funding.

The goal is to have packaging plans set in February prior to the beginning of the award season.


9.3 Packaging GroupsLimited Perkins funds are available to our Physician Assistant students. The funds are awarded based on need during the summer prior to matriculation. If the allocation has not been fully exhausted, additional Perkins will be awarded to our neediest students first.


9.4 Determining Award Amounts

The percentage of medical school grant to be awarded in a financial aid package is determined by the Duke University Board of Trustees. Currently, the medical school grant awarded is 60% of the student’s financial need and the remaining 40% is awarded in federal loan. The parent contribution, which is determined by the Need

Access may be taken out in either unsubsidized or Grad PLUS loan. Financial Aid can only be awarded up to the Cost of Education.

Award limits on institutional funding are set in PeopleSoft so the funds cannot be over spent. The funds are monitored on a monthly basis to ensure proper spending.


9.5 Package Construction Policies—Medical StudentsStep 1: Parental and student data will be used in determining eligibility

for Duke need-based grant.

Step 2: 100% of demonstrated financial need will be met.

Step 3: For need-based medical student, the aid package is determinedby Cost of Attendance-Expected Family Contribution equals financial need. Need will be met with approximately 60% in Dukegrant and the remaining 40% in federal Stafford and Grad PLUSloan.

Step 4: Duke will adjust the parent contribution for a student’s sibling

enrolled in their first undergraduate baccalaureate program (not including service academies and community colleges). The sibling must be enrolled full-time. A sibling verification form will be sent to the family. In the instance that a sibling is found not to be enrolled, an adjustment will be made to the aid package that will affect both grant and loan.

Step 5: A student can’t receive financial aid funds in excess of the University approved cost of education. While we will use outside scholarship to replace “packaged need-based loan” in the aid award first, sometimes it is necessary to reduce grant funds as well.

Step 6: Only family members listed as dependents on the parent’s most recent tax return will be included in the number in household.

Step 7: Only catastrophic, non-elective events can be considered as basis for an appeal. These would include death of an immediate family member, unemployment of parent, natural disaster causing extensive physical and financial distress, or emergency medical/dental expenses not covered by insurance. To be considered for an appeal the student must write a statement

detailing the event and include any financial documentation. This correspondence can be sent via email or other delivery methods. Students will be informed of a decision in a timely manner.


Package Construction Policies—Graduate Health Profession Students Step 1: Graduate Student data is used to determine eligibility for federal

loans for graduate health professions.

Step 2: Financial need is met through Stafford and Graduate PLUS loans.

Step 3: Perkins funds may be disbursed to students if funds are available.

Step 4: No student can receive financial aid funds in excess of the University approved cost of attendance. Any outside scholarship or program scholarship is taken off of the highest interest rated loan that the student receives.


9.6 Packaging Other Educational Resources

Students are asked to report any outside resources they will receive during an academic year. The Bursar’s Office notifies the FAO if sources are received by the Bursar. Outside resources replace the packaged need based loan in the medical school student’s financial aid award.Outside resources replace the higher interest rate loan in the graduate and health professions student’s financial aid award.

9.6.1 Program Specific Packaging Criteria

Medical students who demonstrate financial need receive 60% of their need-based aid in grant funds and the remaining 40% in federal loan funds.Graduate Health Professional students receive 100% of their financial aid package in federal loan funds.

9.6.2 Summer Awards

Duke University School of Medicine is on a 12 month enrollment program for the majority of our students. Summer is awarded as a part of the academic year. The only students who do not have summer awards are graduating

Physical Therapy and Medical students. These students are enrolled for 8 months in their last year and graduate in spring.


9.7 Award Package Notification

Award packages are sent out for first year students in April and May, before classes begin in August. Upper class students receive their award letters in June before classes begin in August. Students are sent an email to check their ACES account once their award has been completed. First year students receive an email and returning students are directed to review their award on ACES.

The award letter includes: students name, address, and EMPLID, date the award letter was sent, instructions on notifying the office of external resources, COA, expected family contribution, determined need, various awards they received, amount of the awards (broken down by term), instructions on how to accept the awards, contact information for the office, student rights and responsibilities.


9.7.1 Packaging AppealsOnly catastrophic, non-elective events can be considered as basis for an appeal. These would include death of an immediate family member, unemployment of parent, natural disaster causing extensive physical and financial distress, or emergency medical/dental expenses not covered by insurance. All appeals must be made in writing with documentation to support the appeal.

9.7.2 Award Package Notification Revisions All revisions are sent by a revised award notification. Any loan decreases will be made at this time.

9.8 Over-awards and OverpaymentsAn over-award is created when the student’s aid package exceeds the student’s need. This is usually due to circumstances that change after the aid has been awarded and results in an over-award. When this occurs an adjustment of the federal loan and medical school grant will occur.

9.8.1 Resolving an Over-award

An over-award of grant funds is corrected by decreasing the grant funds on the award panel of the PeopleSoft system. By correcting the grant funds on the award panel the item type is decreased on the student’s customer account in the Bursar’s Office. If funds have been received that are taking the place of the institutional grant, those funds are added to the award letter and are applied to the amount owed at the Bursar’s Office.

Financial aid runs a weekly query to identify students that are over-awarded. Results of the query are reviewed and adjustments made accordingly. Student is notified to review changes made to their ACES through email communication.

If loan funds are decreased the item type on the award panel is changed to the correct loan amount. This correction shows overnight on the student’s Bursar account. The student loan office sends the over awarded loan funds back to the lender creating a bill for the student in the Bursar’s Office.


SECTION 10: PROFESSIONAL JUDGMENT

10.1 PJ Authority and Individuals Who May Exercise It

The Higher Education Act of 1992 allows financial aid administrators to make professional judgment decisions to make adjustment for special or unusual family or student circumstances. These circumstances must be documented. Circumstances requiring professional judgment decisions must be analyzed on a case-by-case basis. Financial aid administrators may treat a student with special circumstances differently than the strict application of the methodology would otherwise permit. Adjustments can either increase or decrease a student’s EFC or cost of attendance. In the case of an adjustment to a student’s EFC or cost of attendance, specified adjustments may be made to data elements. The reason for the adjustment must relate to that student’s special circumstances and must be documented in the student’s file.


10.2 Circumstances for Which PJ Adjustments are Allowed and Resulting Actions Can Be Taken

Student circumstances which may warrant a professional judgment decision include, but are not limited to:

1. Cancellation of parental contribution due to an abusive relationship with a family member. A signed letter (on business stationary) from a Priest, Rabbi, therapist, adult non-family member who be an example of appropriate documentation. 2. Cancellation due to parental abandonment of the student. A notarized letter from an adult explaining the circumstances of the abandonment would be appropriate documentation. The documentation could come from another adult who is assisting the student (grandparent etc.)3. COA adjustments. For specific policy, please refer to Section 8.4. Data elements that may be considered when reviewing the expected family contribution may include: sibling enrollment requiring a parental contribution and excessive medical or dental expenses.

5. A SAP appeal may be based on undue hardship when the failure to make satisfactory academic program is caused by the death of a relative of the student, severe personal injury or illness of the student, or other special circumstances as determined by the Advisory Dean or the Financial Aid Director. If there is a special circumstance that may reasonably be linked to the deterioration in the student's academic performance, The Financial Aid Director generally has wide latitude to waive the SAP requirements. If the student is one semester away from graduation, the director may waive SAP requirements if they believe the student will make satisfactory progress and actually graduate at the end of the next semester. 6. Unsubsidized Stafford Loan eligibility for a dependent student whose parent has ceased supporting the student financially, will not support the student in the future, and refuse to complete the FAFSA.

Adjustment can be made by the Director, Ass Director, or Student Services Officer. Data elements made to the ISIR require a correction sent to CPS for reprocessing

Students submits request w/documentation to FAO

FAO staff review request & documentation

FAO staff determines what data elements will be changed

FAO Staff determine that a COA adjustment needs to be made

In People Soft an adjustment is made to the budget

FAO Staff determine that no adjustment can be made

Student is notified that the appeal was denied

In People Soft an adjustment is made to the student award

Student is notified of adjustment to budget and award


10.3Requests for PJ Consideration

Students may request a professional judgment from the Office of FinancialAid. Any appeal for professional judgment must be submitted to the officein writing with proper documentation attached. If the decision is not reversed,the student may make appointment with the Director. No further meansfor appeal are available.

The Financial Aid Office will only consider the same grounds for appeal onetime. For instance, if excessive medical expenses happened one year and were used to adjust the expected family contribution, the office would not considerthem the following year when the expenses may appear on the tax return(Schedule A).


10.4 Professional Judgment Documentation

Financial Aid Officers are required to document professional judgment decisions.This documentation must be maintained in the student’s file. Because professionaljudgment situations are unique, specific required documentation is not listed for

FAO Staff determines a needs analysis data element needs adjusted

In Need Access and in People Soft, data elements are adjusted.


Once need has been recalculated a new EFC amounts are entered into PS

In People Soft adjustment is made to the student award

Student is notified of adjustment to award

FAO Staff determines no adjustments can be made


Student is notified that the appeal was denied

each case. It is left to the discretion of the aid administrator to select what isappropriate documentation. Documentation is expected to be submitted alongwith the appeal request. The FAO will contact the student if proper documentationis not submitted at the time of the appeal. No further follow-up is made for therequest. The appeal will not be processed without the proper documentation.Realizing some types of documentation may take a while to gather, there is noDeadline.


Section 11: Disbursements

11.1 Definition of Disbursement s and disbursement Methods

There is a clear separation of responsibility between awarding and disbursing ofInstitutional and federal aid. It is the responsibility of the Bursar’s Office fordisbursement of loan, grant and scholarship checks. The disbursement of loanfunds begins in the Student Loan Office then delivers electronically to the Bursar’soffice where they are placed on a student’s account.

Aid eligibility is determined and awarded by financial aid office staff. An over-night process runs, and is monitored by the SISS Office that disburses funds tothe student account. Disbursement rules are set up within the People Soft systemto prevent aid from disbursing that doesn’t meet federal disbarment criteria.Once funds have disbursed to the student account, and all applicable charges have beensatisfied, the Bursar Office determines if a refund is due to the student. If it isdetermined a refund should occur, the funds are disbursed.

Disbursement of over-payment policy and procedures, as well as deadlinescan be found at the Bursar Office.


11.2 Disbursement Dates and Schedules

Disbursement dates, schedules, and policy are published by the Bursar Office.http://finance.duke.edu/bursar/Billing/index.php. Generally, federal proceedsare received by Electronic Fund Transfer at the University no more than 10days prior to the start of classes each semester and are credited to the studentBursar account in two equal payments – at the beginning of the Fall and Springsemesters. A nightly authorization and disbursement process runs nightly to pickup funds ready for disbursement.

http://finance.duke.edu/bursar/Billing/index.php

The School of Medicine Financial aid website lists disbursement dates for eachprogram and each class. The website address is: http://medschool.duke.edu/education/financial-aid-office/disbursement-financial-aid-paying-your-bill


11.3 Student and Parent Authorization

11.3.1 Disbursing Title IV Funds (Other than FWS) to Pay Current Year EducationalRelated Institutional Charges Other than Tuition, Fees, Contracted Room & Board

Students are allowed to take out a GRAD PLUS loan to cover charges that are includedin the cost of attendance but not charged to the student account. The “unbilled”expenses are approved each year (see Section 8). Funds are credited to the studentaccount through electronic disbursement. The Office of the Bursar is responsiblefor monitoring large refunds to students. Please see the Bursar Office policy andprocedures for details.


11.3.2 Disbursing Title IV Funds (Other than FWS) to Pay Prior Year EducationalRelated Institutional Charges Other than Tuition, Fees, and Contracted Room &Board

Without the students prior approval, Duke is unable to use any excess title IVFunds (funds that remain after the current charges have been paid) to coverNon-qualifying fees for the current year such as parking permits, FLEX to Bursarcharges or other miscellaneous fees and fines. In addition, the regulations do notallow us to apply excess Title IV funds to outstanding charges from prior schoolyears even with your approval.

In order for Duke to apply excess title IV federal funds to non-qualifying fees,Duke must have permission from the student in the form of a wavier; theycan grant this waiver to Duke by visiting their ACES and completing the waiverprocess. http://finance.duke.edu/bursar/refunds/index.php.

The waiver form is prepared, monitored, and audited by the Office of the Bursar.Additional procedural and policy information can be found by contacting their

http://finance.duke.edu/bursar/refunds/index.php

http://medschool.duke.edu/education/

Office.

Last Reviewed: May 19, 201511.3.3 Holding Excess Title IV Funds (Credit Balances)

Duke’s practice doesn’t allow holding excess funds on a student account.Any excess funding is refunded to the student. Please see the Bursar OfficePolicy and procedures on refunds. http://finance.duke.edu/bursar/refunds/index.php.


11.4 Student and Parent NotificationDuke is required to notify a student of the amount of funds the student canexpect to receive under each Title IV program and how and when the funds will bedisbursed. This notification is done through the students ACES account.

11.4.1 Amounts of Expected Title IV Funds and Disbursement Information

Through a student’s ACES account, they are able to view the types of awardsthey have been awarded, the net disbursement amounts, and the anticipateddisbursement dates. Loans are awarded to a student in an offer status. ThroughACES, a student is instructed to accept/reduce/cancel any work-study or loansthey have been awarded. Once a student accepts/reduces/or cancels a loanon-line, they must contact their financial aid administrator to make any changes.


11.4.2 Crediting Title IV Loan Proceeds and the Borrower’s Cancellation Right

The Bursar posts disbursement dates for all financial aid. The institutional aid followsthe guidelines of Title IV aid. All funds are disbursed through electronicdisbursement through an overnight process. SISS office staff monitor to makesure the process runs successfully every night. Through a student’s ACES account,hey are able to view the types of awards they have been awarded, the netdisbursement amounts, and the anticipated disbursement dates. Loans are awardedto a student in an offer status. Through ACES, a student is instructed toaccept/reduce/cancel any work-study or loans they have been awarded. Oncea student accepts/reduces/or cancels a loan on-line, they must contact theirfinancial aid administrator to make any changes. Students are sent monthly billingstatements, and can access disbursements through their ACES account.

http://finance.duke.edu/bursar/refunds/index.php


11.5 Undeliverable Title IV

Duke Student Loan Office is responsible for administering funds through EFT.Please visit the Student Loan Office policy and procedures manual for moreInformation.


11.6 Recovery of Title IV Disbursements When Student Doesn’t Matriculate

People Soft set-up allows the user to prevent funds from disbursing to a studentthat is not enrolled. A student must be active and enrolled in classes in order forfunds to disburse. The Bursar Office runs audits for disbursed funds on non-enrolledstudents.


Section 12: Satisfactory Academic Progress

12.1 Process Overview & ResponsibilitiesIn order to maintain financial aid eligibility, a student must make SatisfactoryAcademic Progress (SAP) toward obtaining a degree. Satisfactory Academic Progresswill be monitored for all periods of enrollment whether or not a student has receivedfinancial aid. The minimum requirements and maximum timeframes are determinedand published at the program level. Failure to meet these requirements will resultin a loss of eligibility for future financial aid. SAP Progress is monitored at the endof every semester.

SAP Policy is listed on the website:

School of Medicine http://medschool.duke.edu/education/md-program

Biostatisticshttp://medschool.duke.edu/about-us/academic-

departments/biostatistics-bioinformatics

Physical Therapy http://dpt.duhs.duke.edu/

http://medschool.duke.edu/about-us/academic-%20departments/biostatistics-bioinformatics

http://medschool.duke.edu/about-us/academic-%20departments/biostatistics-bioinformatics

Pathology Assistanthttp://pathology.mc.duke.edu/website/WebForm.

aspx?id=AP_PathAssistMain

Physician Assistant http://paprogram.mc.duke.edu/

Master Biomedical Science http://medschool.duke.edu/education/degree-programs/mbs

Master Clinical Informatics http://www.dukemmci.org/

Clinical Research http://crtp.mc.duke.edu/modules/ flasharticles/

Clinical Leadership http://clinical-leadership.mc.duke.edu/

Ophthalmology Techhttp://dukeeyecenter.duke.edu/modules/

eyectrtech/index.php?id=1

Satisfactory Academic Progress is monitored by committees every other week.The Associate Registrar tracks SAP at the end of each term and notifies the Deansof any student that is not meeting SAP.


12.2 Same As or Stricter ThanSAP is the same for all students regardless of financial aid category. The Director ofFinancial Aid is responsible for reviewing SAP policy to make sure it meets Title IVstandards.

Minimum Standard Requirements

Quantitative Measure (Credit Hour Progression)A student must have earned 70% or better in each course to remain on track. Credithour progression will be based on a cumulative total of attempted hours to earnedhours.Maximum Timeframe to Complete a DegreeThe maximum allowable timeframe for receiving aid is equal to 150% of the length ofthe academic program.

Required remedial coursework will not be counted toward your maximum timeframe(up to 30 credits).

http://dukeeyecenter.duke.edu/modules/%20eyectrtech/index.php?id=1

http://dukeeyecenter.duke.edu/modules/%20eyectrtech/index.php?id=1

http://www.dukemmci.org/

http://medschool.duke.edu/education/degree-programs/mbs

http://pathology.mc.duke.edu/website/WebForm.%20aspx?id=AP_PathAssistMain

http://pathology.mc.duke.edu/website/WebForm.%20aspx?id=AP_PathAssistMain

Degree SAP Requirements

Doctor of Medicine

credits needed to progress

(quantitative)requirements to

progress (qualitative)time allotted to complete*

First to Second Year 47 70% or better 12 months Second to Third Year 53 70% or better 14 months Third to Fourth Year 36 70% or better 10 months Fourth Year to Graduation 32 70% or better 12 months


Biostatistics




First Term 10 70% or better 19 weeksSecond Term 10 70% or better 19 weeksThird Term 12 70% or better 19 weeksFourth Term 8 70% or better 19 weeks


Clinical Leadership Program




First Term 7 70% or better 19 weeksSecond Term 7 70% or better 19 weeksThird Term 7 70% or better 5 weeksFourth Term 7 70% or better 5 weeksFifth Term 7 70% or better 19 weeksSixth Term 7 70% or better 19 weeks


Clinical Research Program




First Term 24 70% or better 19 weeksSecond Term 24 70% or better 19 weeksThird Term 2 70% or better 8 weeks


Pathology Assistant Program




First Term 18 70% or better 19 weeksSecond Term 20 70% or better 19 weeksThird Term 9 70% or better 12 weeksFourth Term 19 70% or better 19 weeksFifth Term 19 70% or better 19 weeks


Physician Assistant




First Term 21 70% or better 18 weeksSecond Term 18 70% or better 15 weeksThird Term 15 70% or better 11 weeksFourth Term 12 70% or better 18 weeksFifth Term 12 70% or better 15 weeksSixth Term 6 70% or better 11 weeks


Biomedical Science




First Term 11 70% or better 10 weeksSecond Term 15 70% or better 16 weeksThird Term 12 70% or better 16 weeks


Ophthalmic Medical Technician




First Term 5 70% or better 19 weeksSecond Term 4 70% or better 19 weeksThird Term 4 70% or better 6 weeksFourth Term 4 70% or better 6 weeks


MMCi




First Term 12 70% or better 12 weeksSecond Term 12 70% or better 11 weeksThird Term 15 70% or better 11weeksFourth Term 9 70% or better 11 weeks

For financial aid purposes, federal regulations establish the maximum time frame forcompletion of the program at 150 percent of the minimum required to complete theprogram (or six years).


12.3 Qualitative Measure

Each student is required to complete successfully all required courses, and if applicable,all clerkships, examinations, and a scholarly project in order to graduate. Duke does notmeasure academic progress by cumulative grade point average but rather with grades ofHigh Pass, Pass, Honors, Incomplete, or Fail. Students must earn a 70 percent or betterin order to pass. Students that do not earn a minimum of 70 percent will be either puton probation or dismissed from the program.

Academic Review committees convene at least monthly throughout the academic yearto review progress of students, take action as indicated and, when necessary, makerecommendations to the Executive Committee. The Financial Aid Office is notified ofpertinent actions by the Review Committees through the Registrar’s Office.Students that don’t meet the minimum requirement and placed on probation are noteligible for Title IV aid the following term.


12.4 Quantitative Measure

The maximum allowable timeframe for receiving aid is equal to 150% of the length ofthe academic program. Part-time attendance will calculate into the maximum allowabletime. Credits are counted for all terms even if a student did not receive Title IV aidduring a given term. Required remedial coursework will not be counted toward yourmaximum timeframe (up to 30 credits).Failure to not meet the quantitative requirements will result in the loss of future TitleIV funding.

The Registrar’s Office monitors quantitative and qualitative measure at the end of eachterm. The Financial Aid Office is notified by the Registrar Office of any student notmeeting these measure. The Financial Aid Office notifies the student that their aidhas been cancelled the following term and how it can be reinstated. A copy of the letteris kept in the student file.

Last Updated: Reviewed: May 19, 2015

12.5 IncrementsStudent progress is monitored by the Registrar Office the end of each term or semester.Students that have not met both the qualitative and/or quantitative measures are placedon probation. Reference Section 12.2 for each program


12.6 Probationary or Conditional Periods

Students who have not met the minimum standard requirements (after being placedon Warning) will be placed on Probation and therefore disqualified from receivingFinancial Aid. Students who are on Probation will be required to attend a Satisfactory Academic Progress Workshop and appeal their Probation status. Students are noteligible for Financial Aid while on Probation, unless the SAP appeal is approved by

the SAP Committee.

Students who fail to successfully complete any courses in the previous semester willbe automatically placed on Probation.

Submitting an appeal does not guarantee approval. Students awaiting a response areresponsible for paying their tuition fees by the payment deadline specified in theSchedule of Classes in order to register for classes or to avoid late fees.

Reinstatement

If you maintain satisfactory academic progress without financial aid for one academicyear (completing at least 12 credits total per semester), you may be eligible forreinstatement and regain eligibility for financial aid. Upon completing such units,you are required to submit a Satisfactory Academic Progress Appeal and notify theFinancial Aid office in writing when you have completed the reinstatement requirements.All students who have been academically disqualified are ineligible for Financial Aidand can only regain financial aid eligibility through the appeal process.


12.7 Completion of Degree Requirements

A student that has completed and received a passing grade of 70 percent or greateris considered to have met graduation requirements and is no longer eligible for financialaid. The Office of the Registrar provides a report of all students that have fulfilled degreeor certificate requirements.


12.8 Notices

Satisfactory Academic Progress Policy is on the Financial Aid Website and included inthe Bulletin of Instruction for each program. The Director of Financial Aid is responsiblefor reviewing and updating this information on an annual basis.


12.9 Appeals

Students who lose eligibility for financial aid may appeal the decision by following theprocedures outlined below. Those wishing to utilize this process must indicate mitigating

circumstances that occurred during the course of the semester in question, that couldnot have been anticipated prior to that period, and that adversely affected their abilityto successfully complete their required coursework. (Events such as the death of animmediate family member, extended illness suffered by the student, or other unforeseeableevents that may have caused significant hardship for the student may be considered asexamples of mitigating circumstances.)

12.9.1 Documentation1. Submit a letter of appeal to the Financial Aid Office. The appealletter should include the following:

Mitigating circumstances that prevented the student frommeeting the requirements of academic progress (e.g. death in thefamily, student illness or injury, other personal circumstances).mitigating circumstances do not include: withdrawing from classesto avoid failing grades, pursuing a second major or degree, etc.

Documentation that supports the student’s basis for the appealSteps the student has taken/will take to ensure future academic successAnticipated graduation dateIf it is not possible for the student to achieve satisfactory academic progress with one successful probationary semester, the student must also submit an academic plan signed by their academic advisor. This plan should outline the student’s academic goals for each semester (e.g. number of credit hours and cumulative GPA) that will enable the student to meet the requirements of academic progress at a specified future point in time.

2. In most cases, the SAP Appeals Committee will render a decision withintwo weeks of receipt of a fully completed appeal. All decisions of theSAP Appeals Committee are final. Notification of the decision will be sentvia the students Duke e-mail account.

3. If the SAP appeal is approved, financial aid will be awarded for the nextsemester on a probation period with an Academic Plan.

If the SAP appeal is denied, financial aid will be cancelled. If you have beendenied aid please review the section Regaining Financial Aid Eligibility below.

4. Semester and Academic Plans and/or other conditions of appeal approvalwill be included in the notification letter.

Upon receipt of all completed appeal materials, the student will be consideredfor a probationary semester of financial aid in order to reestablish satisfactoryacademic progress. Students whose appeal is approved will be placed on

financial aid probation. Academic progress will be evaluated at the conclusionof each enrolled term for students on academic probation.

Students who fail to meet the requirements for academic progress fortheir probationary semester or do not complete the requirements of theiracademic plan will again be ineligible for financial aid and subject to theappeal process.

Students who meet the requirements for academic progress for theirprobationary semester will resume good standing and again be evaluatedat the conclusion of the following spring semester.


12.10 Regaining Eligibility

Students denied financial aid after completing the appeal process or fail to meet theirAcademic Plan can regain full eligibility for financial aid by:

Successfully completing coursework that will meet or exceed the minimum requiredfor their total attempted hours.

Raise their coursework attempted to the 70 % level as required by their program. Students who have reached their maximum time frame are not able to regain eligibility

Students who are ineligible to receive financial aid may use one or more of the followingpayment options while attempting to regain eligibility: student’s own resources, DukeTuition Management Payment Plan, and/or Alternative/Private Educational Loans.Students who have taken the necessary measures to regain eligibility for financial aidmust contact the Office of Financial Aid immediately upon doing so and apply forReinstatement of Eligibility. Students’ academic performance will then be reviewed, and if all required SAP criteria is met, full financial aid eligibility will be reinstated,effective the following semester.

Last updated: Reviewed: May 19, 2015

SECTION 13: RETURN OF TITLE IV FUNDS

13.1 Process Overview & Applicability

Title IV funds are returned when the Financial Aid Office determines that a student isover awarded, has received an overpayment or has withdrawn before completing aperiod for which the student received federal student aid. Title IV funds i.e. federalloan funds are returned by the FAO by correcting the student’s aid award letter andthen requesting that the Student Loan Office send loan funds back to the lender.The authorization and disbursement process automatically runs overnight in thePeopleSoft system. The financial aid office sends the student a revised aid award letter with the corrected amount of loan funds for the academic year.


13.2 Withdrawal Date

Funds are returned based on the official date that the student withdraws from amedical school program. The guideline the FAO uses for any Title IV fund is basedon the percentage of the semester attended. A formal letter from the Director or Dean of the school determines the date used in calculating the amount of Title IVfunds that are returned to the lender.


13.3 Formula Calculation

The calculation is based upon only the amount of Title IV Aid for which you wereeligible. Duke’s policy uses the same federal formula to calculate how muchuniversity and/or state aid is earned if the student withdraws before the endof the quarter.

The amount of earned financial aid is calculated on a daily basis from the first dayof classes. The process uses calendar days rather than business days. Earned aidis determined by taking the number of days attended before withdrawing dividedby the total number of days in the term (first day of instruction until the last dayof finals, excluding spring break for semester students). The Return policy appliesto students that withdraw on or before the 60% point of the term. Withdrawalafter this date will not result in any adjustments to your financial aid for that giventerm. Students who have their aid returned will be notified in writing.

Calculating Return of Title IV Aid AmountOnce the earned and unearned aid percentages are determined (See TABLE 5), thenext step is to calculate the dollar amount of unearned aid that must be returned.The Return amount is determined by multiplying the unearned aid percentage by thetotal of all Title IV aid received.

Unearned Aid Percentage X Total of all Title IV Funds Received = Total Unearned Aid

School Portion of the ReturnThe amount of unearned aid that must be returned by Duke is a percentage of theinstitutional charges for the term. Once the dollar amount of the school portion ofthe Return is determined, it is compared to the total amount of all unearned aid. Ifthe school portion is less than the total unearned aid, then Duke must return theamount of the school portion.

If the calculated school portion exceeds the total unearned aid, then Duke mustreturn the amount of the total unearned aid. Financial aid will be returned to theaid program from which it came.


13.4 Post-Withdrawal Disbursements

A post-withdrawal disbursement applies to a student who withdraws completelyfrom Duke. The amount of the disbursement is determined by a Return to Title IV(R2T4) calculation. A student may not receive any funds as a post withdrawaldisbursement that Duke was prohibited from making on or before the date thestudent withdrew.

Subtract the Title IV aid actually disbursed from the amount of Title IV aid earned.If aid disbursed is greater than aid earned, funds must be returned to the Title IVprograms. If aid disbursed is less than aid earned, the student may be due apost-withdrawal disbursement.


13.5 Returning Unearned Funds

Unearned Title IV Funds must be returned to the federal programs from whichthey originated. Duke is responsible for returning unearned Title IV aid up to anamount that is equal to the total institutional charges for the payment periodtimes the percentage of the Title IV aid unearned. The student is responsiblefor returning the balance of unearned Title IV aid.


13.5.1 Overpayment Resolution

Title IV funds must be returned to Title IV programs. Duke and the student maybe required to return unearned Title IV funds to the Title IV programs. Amountsto be returned by the school may be rounded to the nearest dollar.

Title IV funds to be returned by the school and student must be creditedto outstanding balances for the semester for which a Return of Title IVfunds is required in the following order:

a. Unsubsidized Stafford loanb. Subsidized Stafford loanc. PLUS loand. Perkins Loan

The Duke charges (tuition and fees) incurred by the student are considered to bepaid by Title IV funds for the purpose of the formula, even if the charges weredirectly paid by a source other than Title IV funds.

Students can repay the student portion of federal loans under the terms andconditions of the master promissory note (MPN) for the loan. However, theunearned portion of the loans that Duke must return is posted as a charge tothe student account and must be repaid. If the student owes unearned Title IVfunds from a federal loan, the money is repaid to the lender (Direct Lending).


SECTION 14: INSTITUTIONAL REFUNDS

Duke’s refund policy sets a percentage of each type of institutional charge that a student who withdraws from any or all classes incurs. The amount refunded is usually based on the withdrawal date and the number of credits from which the student withdrew. The withdrawal date used for institutional refund purposes does not have to be the same as that used for determining the return of Title IV funds discussed in section 13.2 since the return of Title IV funds requirements have no bearing on what a school sets as its institutional refund policy.


14.1 Institutional Refund ComponentsWhen a student withdraws from class he/she may be entitled to receive money backwhich had been paid to the Bursar’s Office. The Registrar’s Office determines if studentmay receive a refund of a portion of the tuition charged for a semester. University feesare charged at the beginning of the semester and are not eligible for any refund. Astudent who receives a cash disbursement to assist with living expenses is required

to repay money to the FAO for months that they are not enrolled. The calculation ofrefunds for grant funds are based on the number of weeks in class that a student attends.

Before classes: Full Refund1-2 week: 80% Refund3-5 week: 60% Refund6th week: 20% RefundAfter 6th week: No Refund

The School of Medicine Registrar notifies financial aid administrators when a studentwithdrawals or it is determined the student is not attending classes. Funds are returnedto the appropriate federal program based on the percentage of unearned aid using thefollowing formula:

Aid to be returned = (100% of the aid that could be disbursed minus the percentageof earned aid) multiplied by the total amount of aid that could have been disbursedduring the payment period or term.If a student earned less aid than was disbursed, the institution would be required toreturn a portion of the funds and the student would be required to return a portionof the funds. Keep in mind that when Title IV funds are returned, the student borrowermay owe a debit balance to the institution.

If a student earned more aid than was disbursed to him/her, the institution would owethe student a post-withdrawal disbursement which must be paid within 120 days of thestudent's withdrawal.

The institution must return the amount of Title IV funds for which it is responsible nolater than 45 days after the date of the determination of the date of the student’swithdrawal.

Refunds are allocated in the following order:• Unsubsidized Direct Stafford Loans (other than PLUS loans)• Subsidized Direct Stafford Loans• Federal Perkins Loans• Federal Parent (PLUS) Loans• Direct PLUS Loans


14.2 Institutional Refund Repayment Appeals

A student may appeal the amount of an institutional refund, the amount of outstanding charges,

or the repayment of institutional aid based on severe extenuating circumstances. For example, Duke may approve appeals for students who drop all classes due to a documented illness and write-off the outstanding charges resulting from an institutional refund calculation. An example of the denial of an appeal might be if a student withdraws without completing the financial aid process and/or refuses to submit requested documentation needed to determine eligibility for financial aid. Appeals are handled by the Director of Financial Aid.Appeals are handled on a case by case basis. A student must submit an appeal requestwithin 30 days prior to the last day of class. Review of the appeal will be completedwithin one week of receipt. The student will be notified in writing regardless of theoutcome and a copy of the letter will be kept in the student file.


14.2.1 Documentation

Required documentation will vary based on the reason for the appeal. For medical/illnessappeals, the student must submit a doctor’s statement if the withdrawal is a result of illness.If all required documentation is received and approved, it is up to the discretion of theDirector to determine what steps to take to resolve reimbursement of funding. If thestudent submits an appeal and never submits supporting documentation, the appeal isconsidered incomplete and will not be processed.


SECTION 15: TITLE IV FRAUD

Duke must refer applicants who are suspected of having engaged in fraud or othercriminal misconduct in connection with Title IV programs to the Department ofEducation’s (ED’s) Office of Inspector General (OIG). Student or parents whowillfully submit fraudulent information will be investigated to the furthest extentpossible.

If, in an aid administrator’s judgment, there has been intentional misrepresentationor alternation of documents which have resulted or could result in the awarding ordisbursement of funds for which the student is not eligible, the case shall be referredto the Director for possible disciplinary action. After investigating the situation, ifthe Director believes there is a fraudulent situation, all information must be forwardedto the Office of Inspector General of the Department of Education.

LAST Reviewed: May 19, 2015

15.1 Student Fraud

Duke reviews both the FAFSA application as well as the Need Access applicationalong with federal tax documents for the School of Medicine students. If there is adiscrepancy in one of the data elements on the FAFSA, (SSN, citizenship, DOB), itis up to the financial aid administrator to resolve the discrepancy prior to awardingfederal funding.

The Director of Financial Aid reviews the student’s aid file with the appropriate aidadministrator and if the decision is made by the Director to pursue the possibility ofdenying or canceling financial aid, a written request to make an appointment is sentto the student. If the student does not make an appointment, the Director may:

1. Not process a financial aid application until the situation is resolved satisfactorily.2. Not award financial aid.3. Cancel financial aid.4. Determine that financial aid will not be processed for future years.


15.2 Institutional and Third-Party Fraud

Financial aid administrators sign a confidentiality agreement on or around theirfirst day of employment. A meeting is held between the supervisor and the newemployee to discuss rights and responsibilities. If a staff member notices anyfraudulent activity they are to inform the Director of financial Aid. The Directorof Financial Aid is responsible for investigating any areas of frau within their office.Any areas outside their jurisdiction should be handled by University Internal Audit.


15.3 Referrals

If a financial aid administrator suspects that a student, employee, or other individualhas misreported information and/or altered documentation to increase student aideligibility or to fraudulently obtain federal funds, they must report those suspicionsand provide any evidence to ED’s Office of Inspector General (OIG).

The OIG website at http://www.ed.gov/about/offices/list/oig/hotline.html?src=rt containsinformation on the various methods by which a school can report suspected fraud, including:sending an email, completing a complaint form on-line, calling the toll free number, callingthe regional OIG in Atlanta, GA (404) 974-9430.


SECTION 16: AUDITS

Federal regulations require the Financial Aid Office to have its records and studentfiles audited at least once every two years [668.23]. Each audit must cover the timeperiod since the last audit.

16.1 Type of Audit

Duke has two separate audits each year. An internal audit is performed byDuke’s Internal Audit Department. KPMG, an outside agency, performs anaudit annually as well. The Director of Undergraduate Financial Aid coordinateswith both Duke Internal Audit and KPMG to collect requested informationneeded for each audit. The final report is provided to the Director of FinancialAid in the School of Medicine.

The types of documentation needed vary each year. All Title IV componentsare reviewed by both Internal Audit and KPMG.

Auditors review a sample of student aid files to ensure the FAO is in compliancewith federal, state and university policies. The auditors submit a preliminarymemorandum of findings to the Director of Financial Aid who conducts researchand prepares a response addressing resolution of the specific discrepancy andappropriate procedures to correct faulty processing. Items which are resolvedare deleted from the report and the final document is submitted to the Presidentof the university. The Director must submit a response to errors discovered bythe auditors. If the FAO submits a valid response to the auditors, the discrepancyis removed for the report. The President then submits a final report to the U. S.Department of Education.

In addition, NASFAA and the Department of Education has periodic reviewsand audits. Results are given directly to the SoM Director of Financial Aid.


16.2 Audit Submission Schedule

Compliance audits are performed on a fiscal-year basis and cover all Title IVtransactions that have occurred since the previous compliance audit . Typicallythe auditors randomly select a specific number of students from each class andeach medical program. The files are pulled and given to the auditor. Anyadditional assistance requested is responded to promptly.

A complete listing of financial aid audit guidelines is listed in the Audit Guide

published by the U. S. Department of Education.


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