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Financial Aid

 

Financial aid administered by the Financial Aid Office at the University of Montana-Helena College of Technology is based on an evaluation of academic accomplishments, financial need, and availability of resources. Students may qualify for UM-Helena scholarships, awards and grants or federally sponsored grants, work, and loans. Information about eligibility, applying for and accepting aid, and types of aid are outlined in this section. Some general points:

  • Scholarships are awarded for each academic year.
  • Awards are usually made in the spring for the following academic year.
  • UM-Helena does not discriminate on the basis of race, sex, color, creed, or national or ethic origin in the administration of its scholarship program.
  • All scholarships administered by the College are divided evenly between fall and spring semesters.
  • Scholarships are not awarded during the summer session.
  • Recipients of selected awards must inform the donor and/or Financial Aid Office of their acceptance.

The following is an example of how financial aid is determined.

The cost of attendance is determined by the College in February of each year for the following academic year. The cost of attendance for a full-time student includes the following factors. The dollar amounts are for this example only.

    Tuition and Fixed Fees $ 3,000
    Room and Board Allowance $ 7,000
    Personal Expense*Allowance $ 5,000
    Total Cost of Attendance $15,000

*The estimate includes allowances for books, supplies, transportation, and personal expenses.

If the student has applied for federal aid, UM-Helena accesses the estimated family contribution (EFC) information electronically from the federal processor. If UM-Helena is not indicated on the FAFSA as a school that should receive the Student Aid Report (SAR), the student must submit a copy of the SAR to the Financial Aid Office or contact the federal processor and request that UM-Helena be added. The College’s code is 007570.

UM-Helena subtracts the EFC amount from the cost of attendance. The resulting amount is financial need as per federal eligibility guidelines.

The calculation is as follows:

Financial Aid Cost of Attendance $15,000
Less: Calculated EFC (assume $2,000) $ 2,000
Calculated Financial Need $13,000

Financial aid packages are developed using information available at the time of packaging and may be revised if enrollment status and/or financial status change.

Eligibility Requirements for Federal Aid

  • Accepted to UM-Helena as a degree-seeking student.
  • Completed the Free Application for Federal Student Aid (FAFSA) and submitted as soon as possible after the first business day in January. The information should be sent to UM-Helena, Title IV Code 007570. A FAFSA must be completed each year the student applies for financial aid.
    • Note: Submitting a FAFSA ensures that a student will be considered for all financial assistance from UM-Helena and the federal government. However, submitting a FAFSA is not mandatory.
  • The student should review the Student Aid Report (SAR) sent by the processing center and submit necessary corrections to the Financial Aid Office.

Financial Aid Notification

Students who have been accepted for admission for whom the College has received results of the FAFSA on or before March 1st will receive need-based financial aid packages on or about May 1st. The packages will contain all financial aid awards offered by and through UM-Helena with directions as to how to accept and receive the awards. After May 1st, students will receive financial aid packages as they are admitted to the College and the results of the FAFSA become available.

Approximately 30% of all FAFSA applicants are selected for a process called verification by the Department of Education. In this process, UM-Helena will be comparing information from the FAFSA with signed copies of the student (and/ or parent’s/spouse’s) federal tax forms, W-2 forms, or other financial documents. The law requires the college verify this information before awarding federal financial aid. If there are differences between the FAFSA information and supplied financial documents, UM-Helena will make corrections electronically and notify the student in writing.

Verification must be completed no later than 14 days prior to the end of the first semester of enrollment. A student’s failure to complete verification will result in the cancellation of all federal and institutional need-based aid. In addition:

  • No federal aid will be released until verification is completed.
  • Students employed under the federal or state work-study programs cannot work more than 14 consecutive days from the beginning of the semester without completing verification.

In some cases, the Financial Aid Office will re-evaluate financial aid awards based on special circumstances. If a student or student’s family have special needs or have recently experienced unusual financial circumstances, they should contact the Financial Aid Office to obtain a Special Circumstance form.

Accepting Financial Aid

  • A postcard notification regarding estimated financial aid will be mailed to accepted students beginning May 1 or after UM-Helena receives FAFSA information.
  • The student should acknowledge acceptance of the financial aid by accepting via MyUMH at www. umhelena.edu, as well as supply any additional required paperwork to the UM-Helena Financial Aid office.
  • Financial aid, except for work awards and book vouchers, will be credited directly to the student’s account at the beginning of each semester.

Student Responsibilities

Upon acceptance and receipt of financial assistance of any kind, it becomes the student’s responsibility to notify the Financial Aid Office in writing of changes in financial and/or enrollment status. A change in enrollment and/or financial status may result in revision of financial aid awards. Changes include:

  • Change in the number of enrolled credits;
  • Change in name, address, or telephone number;
  • Change in financial status, including any additional scholarships, grants, or other benefits received; and
  • Withdrawal from the college. Students who withdraw from UM-Helena during a semester may be responsible for repayment of all or a portion of any financial aid received for the semester. Return of federal fund procedures is federally regulated. Students should contact the Financial Aid Office for additional information.

UM-Helena Scholarships and Awards

Below is a partial list of scholarships provided for UMHelena students. A complete and up-to-date list can be found on the UM-Helena website. Some scholarships are offered by the College and others are offered by community organizations, business firms, endowment funds, etc. For more information, students should contact the Financial Aid Office.

  • American Business Women’s Scholarship
  • Campus Compact
  • Everett D Potter Scholarship
  • Harold Hamm Award
  • Home Builder’s Association
  • Last Chance Kiwanis Scholarship
  • Lula Mae Clay Nursing Scholarship
  • Montana Broadcaster’s Scholarship
  • Montana Food Distributors Association and Coors Inc
  • Morrison Aviation Scholarship
  • Perry Mathews Scholarships
  • Peter Nelson Scholarships
  • Seigal Service Scholarship
  • Soroptomist Training Awards Program
  • Soroptomist Vocational Technical Scholarships
  • Student Senate Scholarships

Private Scholarships

Many private organizations provide financial assistance to UM- Helena students. Scholarship information may be obtained by contacting civic, professional, religious, or other community organizations in addition to high school guidance offices and the internet. Listing of web resources is available on the Financial Aid Office webpage at www.umhelena.edu. One such website is www.fastweb.com. Private scholarships are generally applied one-half to each successive semester after the funds are received.

Tuition Waivers

The Montana Board of Regents has authorized the waiver of either full or partial tuition fees for certain categories of students. These categories include:

  • Native American
  • Montana Veterans
  • War Orphans
  • Dependents of Prisoners of War
  • Senior Citizens
  • Surviving Dependents of Montana Firefighters or Peace Officers
  • Faculty and Staff
  • MUS Employee Dependent
  • MUS High School Honors

Applications for fee waivers are made prior to and must be completed within 14 days of the start of the semester in which the student expects the fee waiver. Additional information and applications are available on the Financial Aid Office webpage at www.umhelena.edu.

Vocational Rehabilitation

Certain persons with an employment disability may qualify for education assistance through the Rehabilitative/Visual Services Division, Montana Department of Social and Rehabilitation Services. Students should contact that office at 406-444-1710 for more information.

Note: This information must be included on the Financial Aid Award and will be included in a student’s eligibility for Title IV aid.

Veterans Education Benefits

Veterans may be eligible to receive benefits under various chapters of the GI Bill:

  • Chapter 30 – New GI Bill provides benefits for those who first entered active duty after July 1, 1985.
  • Chapter 34 – The old GI Bill is available to veterans who entered active duty before July 1, 1985.
  • Chapter 35 – Vocational Rehabilitation is for veterans who have a service-connected disability. Contact the Veterans Administration, Fort Harrison, MT 59636, or call toll-free 800-827-1000 to apply.
  • Chapter 1606 – Guard/ Reserve members need to contact their Education Officer to determine eligibility.

Applications for Montgomery GI Bill educational benefits may be obtained online at www.gibill.va.gov or from the Veterans Benefits Coordinator, located in the UM-Helena Advising, Learning, and Career Center (ALCC) at 406-444- 2766.

The Veterans Administration expects veterans to make satisfactory academic progress and pursue a final objective. All veterans and eligible persons receiving benefits are required to report promptly when they drop or add courses, or withdraw completely.

A Veterans Tuition Waiver may be available for veterans who have exhausted their benefits. Students should contact the Financial Aid Office for further information.

Higher Education Assistance (HEA) and Tribal Grants

Native American students may be eligible for need-based grants from the HEA or the student’s tribe. For more information, students should contact the Tribal Educational Specialist at the Office of the Commissioner of Higher Education at 406-444-0332.

Note: All benefit information must be reported to the Financial Aid Office.

Federal Financial Aid

Students should complete the FAFSA after January 1 and request that their Student Aid Report be sent to UM-Helena, Title IV Code 007570. It takes approximately 4 to 6 weeks for a paper FAFSA application to be processed. Applications submitted via the internet take considerably less time (www. fafsa.gov). Students (and parents, if applicable) must have a Personal Identification Number (PIN) to sign the FAFSA electronically (www.pin.ed.gov). Students must re-apply for federal aid each year. Delays in receiving financial aid are often the result of late or incomplete submission of the FAFSA.

Eligibility for the following indicated federal financial aid resources depends on submission of the FAFSA. The Student Aid Report (SAR), resulting from the FAFSA, provides an expected family contribution (EFC), which is used to determine eligibility for federal need-based financial aid.

  1. Federal Pell Grants are awarded to students with exceptional financial need.
    Note: Pell grants are available to all students who are eligible; however, the following grants are awarded on a priority base only.
  2. Federal Supplemental Education Opportunity Grant (FSEOG) funds are limited and are available to students with exceptional financial need who have received a Federal Pell Grant.
  3. Montana Higher Education Grant (MHEG) funds are limited and are state-sponsored grants available to Montana residents enrolled at least half-time and who have exceptional financial need.
  4. Baker Grant funds are limited and are state-sponsored grants available to Montana residents enrolled full-time who have a minimum of $3,625 in earned income, and have an EFC between 0 and 2,500.
  5. Work-study employment opportunities are available through the need-based Federal Work Study (FWS) as well as the need-based and non-need based State Work Study (SWS) programs. Limited funds are awarded on a first-come, first-served basis, in accordance with College policy. Awards are usually between ten and 15 hours per week.
  6. Loan monies at federally regulated interest rates are available to students and their parents. Federal loans are awarded on a need and non-need basis as documented through the FAFSA.
    1. Federal Stafford Loan – available to students on either a need (subsidized) or non-need (unsubsidized) basis. Subsidized loans do not require payment of interest by the student so long as the student is attending college at least half-time. The federal government subsidizes the interest burden. Unsubsidized loans accrue interest upon disbursement. Interest rates are set annually in accordance with federal regulations.
    2. Federal PLUS (Parent) Loan – for parents of dependent students who want to borrow to help pay for their student’s education. Interest rates are set annually in accordance with federal regulations.

College-Related Federal Tax Provisions

UM-Helena students and families may be eligible for selected education-related tax provisions of the Federal Taxpayer Relief Act of 1997, including:

  1. Hope Scholarship Tax Credit provides a maximum $1,500 per year tax credit (non-refundable) for each eligible taxpayer for the first two years of college.
  2. Lifetime Learning Tax Credit provides a maximum $2,000 per year tax credit (non-refundable) per family for years of eligible undergraduate or graduate/professional study after the first two years of college.
  3. Student Loan Interest Deduction provides a nonrefundable deduction (not credit) of interest on qualified education loans used to finance qualified education expenses. The maximum deduction each taxpayer is permitted to take is $2,500.
  4. IRA withdrawals eliminate the 10% penalty for early withdrawal of tax-deductible amounts placed in Individual Retirement Accounts (IRA) used to pay qualified educational expenses.
  5. IRA contributions provide a new education IRA for tax years beginning after December 31, 1997.

Note: Students are advised that there are numerous eligibility requirements and other specifics contained in the tax provisions and should contact their tax advisor before making decisions.

Financial Aid Satisfactory Academic Progress Policy

Requirement and Purpose

Federal regulations require that students make satisfactory progress towards attainment of a degree, diploma, or certificate objective in order to participate in federal student assistance programs. UM-Helena interprets federal intent of the satisfactory progress regulations as a means to prevent abuse of federal student assistance programs as opposed to placing limitations on students.

UM-Helena’s financial aid satisfactory academic progress policy is provided to ensure compliance with federal regulations and to prevent abuse of federal student assistance programs while supporting students’ efforts to attain educational objectives.

Indicators of Progress

Financial aid satisfactory academic progress (SAP) is measured “qualitatively” and “quantitatively.”

Quality of work is measured by cumulative grade point average (GPA) resulting from work done at UM-Helena.

Quantity of work is measured against a maximum time frame in which the student must complete the educational objective. The quantitative measurement requires designation of a minimum amount of work a student must successfully complete (credit hours earned) by the end of designated periods of enrollment (full-time equivalent semesters). The quantitative measure is cumulative for all periods of enrollment and for all schools attended, including periods of enrollment in which students did not receive federal student financial assistance.

Students Subject to SAP Measurements

Students currently enrolled and those who have readmitted are subject to SAP measurements. In most instances, a financial aid package will be provided before grades are posted. If SAP standards have not been met, the financial aid package is voided, pending appeal.

New students, including transfer students, while subject to SAP, are not measured for satisfactory progress until grades have been posted for the first semester of attendance at the College.

Measurement Standards of SAP

Qualitative Measurement – A student must possess a cumulative GPA of 2.0 or higher.

A student must meet the above qualitative standard in addition to the quantitative standards discussed below.

Quantitative Measurement – A student must earn at least 70% of the credit hours attempted, in addition to meeting the above qualitative standards, in order to be eligible for UMHelena need-based and federal student financial assistance programs.

Audit and non-credit remedial work are not considered in the measurement of SAP. Remedial and repeated course work for which a student received credit multiple times is treated as any other course work. Incompletes are considered as credits attempted when considering maximum time frames. Transfer credits are also considered when determining maximum time frames. If a student withdrew from a class or classes, the student is considered to have attempted those classes, even though the student did not realize any earned credits from registering for the classes. Withdrawal from classes has a negative impact on SAP measurement.

Student Notification of SAP Decisions

The Financial Aid Office will, in most instances, measure SAP after developing a financial aid package for a student. In this case, the student will be notified in writing if he or she has not met SAP standards and that the financial aid package is cancelled. At the same time, the student will be notified of the appeal process (described below).

Exceptions/Appeals

A student who is notified of failure to meet SAP standards may appeal the conclusion reached by the Financial Aid Office and/or request that he or she be granted an exception to the policy. The student must proceed with the following process to appeal a SAP ruling:

Students must respond in writing to the notification of failure to meet SAP standards. The response must be directed to the Director of Financial Aid at UM-Helena. The response must be typed and describe in specific terms, along with supporting documentation as appropriate, why the College should grant an exception to its established SAP policy. As a minimum, the response must include the following:

A personal statement, plus supporting documentation as appropriate, explaining the circumstances that have led to failure to meet established SAP standards. The statement should also include an academic plan outlining how the student expects to meet the SAP standards, as well as the time frame in which the student expects to be back in compliance with such standards.

The Financial Aid Director and designated representatives will review the student’s response and will make a decision on the appeal. Two actions may result on the appeal:

  1. The Financial Aid Director may approve the appeal. If such is the case, the student will receive written notice of the approval along with conditions to be met in the future, if appropriate.
  2. The Financial Aid Director may deny the appeal. The Financial Aid Director is the final authority regarding SAP decisions. The student will be notified, in writing, of action on the appeal in a timely manner.

Requalification for Federal Student Financial Assistance and UM-Helena Need-Based Assistance Programs After Failing to Meet SAP Standards

A student who is disqualified from participation in college need-based and federal student financial assistance programs may regain eligibility by satisfying the established SAP standards. This can be done by attending college without the financial assistance offered by the applicable financial aid. If a student is deemed not to be making satisfactory progress, but later meets the standards, his or her eligibility for aid is reinstated. A student may be paid for the payment period in which he or she regains satisfactory progress, but may not be paid for any payment periods in which the student did not meet the standards.

Return of Federal Title IV Funds Policy

Purpose

The purposes and intent of this policy are to provide guidance as to how UM-Helena will calculate the amount of Federal Title IV funds to be returned for a student who has withdrawn from all classes, inform interested parties of the methods and procedures used to calculate the amount, provide a fair and equitable policy, and provide a policy that conforms to federal regulations and the intent of those regulations.

This policy governs the return of Federal Title IV funds disbursed for a student who completely withdraws from a term, payment period, or period of enrollment. It does not apply to a student who has dropped some classes but remains enrolled in other classes at or through UM-Helena. The general assumption is that a student earns aid based on the period of time he or she remained enrolled.

The Process – General

  1. The student meets with an Advising, Learning, and Career Center (ALCC) advisor to discuss withdrawal and to fill out a withdrawal form. The ALCC gives the withdrawal form to the Registrar.
  2. The Registrar gives a copy of the completed withdrawal form to the Financial Aid Office.
  3. The Financial Aid Office calculates the amount of funds to be returned.
  4. The Financial Aid Office notifies the student and the Business Office of funds that UM-Helena must return and the amount the student must return.
  5. The Financial Aid Office returns its share of unearned Federal Title IV funds within 30 days after it determines that the student withdrawal process is complete. The student must repay his/her share either by (1) paying loans in accordance with the terms and conditions of the promissory note or (2) repaying grants directly or under a payment arrangement through the College.

Note: in addition to calculating a return of Federal Title IV funds for students who notify UM-Helena of withdrawal, the College must also make the calculation for students who do not “officially” withdraw. The Financial Aid Office reviews final semester grades to determine students with all “F” grades followed by attempts to determine if the student withdrew from all classes. If so, the last date of attendance is obtained. To facilitate the process, the Registrar has requested faculty to indicate last date of attendance for all students awarded an “F” grade.

The Details

Earned aid – During the first 60% of the period, a student “earns” Federal Title IV funds in direct proportion to the length of time he or she remains enrolled. That is, the percentage of time during the period that the student remained enrolled is the percentage of disbursable aid for that period that the student earned. A student who remains enrolled beyond the 60% point earns all aid for the period.

Note that institutional costs play no role in determining the amount of Federal Title IV funds to be retained or returned. Also, aid is “disbursable” if the student could have received it at the point of withdrawal.

Unearned aid – The amount of disbursed Title IV aid that exceeds the amount of Title IV aid earned under the required formula. Unearned Federal Title IV funds, other than Federal Work Study, must be returned.

Percentage of period enrolled – The number of days the student remained enrolled divided by the number of days in the period. Calendar days are used, but breaks of at least five days are excluded from both the numerator and denominator. The number of days used to determine the enrolled percentage normally includes weekends; however, scheduled breaks are measured from the first day of the break to the next day that classes are held. Repayment of unearned aid – The responsibility to repay unearned aid is shared by the institution and the student in proportion to the aid each is assumed to possess.

The institution’s share is the lesser of:

  • The total amount of unearned aid; or
  • Institutional charges multiplied by the percentage of aid that was unearned.

The formula assumes that Federal Title IV funds are directly disbursed to a student only after all institutional charges have been covered, and that Title IV funds are the first resource applied to institutional charges. Institutional charges comprise the amounts that had been assessed prior to the student’s withdrawal, not a reduced amount that might result from an institution’s refund policy. The institution’s share is allocated among Title IV programs, in an order specified by statute, before the student’s share.

After the student’s share is fully allocated among the Title IV programs, any amount owed to a grant program is reduced by half. Students return their share of unearned aid attributable to a loan under the terms and conditions of the promissory note.

Timeframe for Returning Funds

The institution must return its share of unearned Federal Title IV funds no later than 30 days after it determines that the student withdrew.

The student must repay his or her share either by (1) paying loans in accordance with the terms and conditions of the promissory notes or (2) repaying grants directly or under a payment arrangement through the College or the Department of Education.

Late Disbursements

A student who earned more aid than was disbursed prior to withdrawal is owed a late disbursement. Only the difference between earned aid and aid already disbursed may be late disbursed. Thus, conditions under which unearned aid must be returned and conditions under which a late disbursement is required are mutually exclusive.

The institution may credit late disbursements towards unpaid institutional charges. Authorizations for current year charges remain valid for late disbursements; authorizations for prior year charges become invalid.

Any portion of a late disbursement not credited to the student’s account must be offered as a cash disbursement to the student (or parent in the case of a Federal PLUS Loan).

Withdrawal Date (Unofficial Withdrawal)

For students who withdraw without notifying the institution, the institution must determine the student’s withdrawal date within 30 days after the expiration of the earlier date of the:

  • Payment period or period of enrollment;
  • Academic year in which the student withdrew; or
  • Educational program from which the student withdrew.

The withdrawal date for unofficial withdrawals is the midpoint of the applicable period, except:

  • If the student left without notification because of circumstances beyond his/her control, the institution may determine a withdrawal date related to the circumstances. The Director of Financial Aid is responsible for making this determination along with the Registrar and the Academic Dean.
  • The institution may, at its option, use the student’s last date of attendance at a documented “academicallyrelated activity” in lieu of any other withdrawal date. “Academically-related activities” include activities confirmed by an employee of the institution, to include exams, tutorials, academic advisement, turning in a class assignment, and attending a study group assigned by the institution. Eating at institution-provided food services, and participating in off-campus study groups not assigned by the institution are not “academically-related activities.”

Withdrawal Date (Official Withdrawal)

The withdrawal date for official withdrawals (student notified the institution that he or she was withdrawing) is the date the student began the institution’s withdrawal process or officially notified the institution of intent to withdraw, except the institution may, at its option, use the student’s last date of attendance at a documented “academically-related activity” in lieu of any other withdrawal date. “Academically-related activities” include activities confirmed by an employee of the institution, to include exams, tutorials, academic advisement, turning in a class assignment, and attending a study group assigned by the institution. Eating at institution-provided food services, and participating in off-campus study groups not assigned by the institution are not “academically-related activities.”

The withdrawal date for a student who officially withdrew is the later of:

  • The withdrawal; or
  • The date of the student’s notification to the institution.

For a student who unofficially withdrew (withdrew without notifying the institution), this date is the date that the institution becomes aware that the student ceased attendance. The “date of institution’s determination that a student withdrew” is used for the following purposes:

  • It provides the dividing date between disbursed aid and late disbursements; and
  • It starts the clock for the period of time within which the institution must return federal funds.

Drug Related Convictions

A federal or state drug conviction can disqualify a student for federal student aid. Convictions only count if they were for an offense that occurred during a period of enrollment for which the student was receiving financial aid. A conviction that was reversed, set aside, or removed from the student’s record does not count, nor does one received when the student was a juvenile, unless he or she was tried as an adult.

The information below illustrates the period of ineligibility for financial aid on whether the conviction was for sale or possession and whether the student had previous offenses. (A conviction for sale of drugs includes convictions for conspiring to sell drugs.)

For a drug possession conviction, eligibility is suspended:

     One year from date of conviction for 1st offense
     Two years from date of conviction for 2nd offense
     Indefinite period for 3+ offenses

For a drug sale conviction, eligibility is suspended:

     Two years from date of conviction for 1st offense
     Indefinite period for 2nd offense

If the student was convicted of both possessing and selling illegal drugs, and the periods of ineligibility are different, the student will be ineligible for the longer period.

Regaining Eligibility After a Drug Conviction

A student regains eligibility the day after the period of ineligibility ends or when he or she successfully completes a qualified drug rehabilitation program. Further drug convictions will make him or her ineligible again.

Students denied eligibility for an indefinite period can regain it only after successfully completing a rehabilitation program as described below.

Standards for a Qualified Drug Rehabilitation Program

A qualified drug rehabilitation program must include at least two unannounced drug tests and must satisfy at least one of the following requirements:

  • Be qualified to receive funds directly or indirectly from a federal, state, or local government program.
  • Be qualified to receive payment directly or indirectly from a federally or state-licensed insurance company.
  • Be administered or recognized by a federal, state, or local government agency or court.
  • Be administered or recognized by a federally or statelicensed hospital, health clinic, or medical doctor.

Incarcerated Students

A student is considered to be incarcerated if he or she is serving a criminal sentence in a federal, state, or local penitentiary, prison, jail, reformatory, work farm, or similar correctional institution. A student is not considered to be incarcerated if he or she is in a half-way house or home detention or is sentenced to serve only weekends.

Incarcerated students are not eligible to receive federal student loans but are eligible for federal work study and federal supplemental educational opportunity grants (FSEOG). They are also eligible for Pell grants if not incarcerated in a federal or state penal institution.