Forms and Glossary
A NOTE ABOUT FORMS AND DOCUMENTS
Keep your information SAFE from fraud and abuse!
To keep your private information safe, Southwestern College collects sensitive documents and information using online forms and secure document share portals. Please do not email or text forms or documents with personally identifiable information to the college. If a document is required of you, you will receive an invitation from our office to an online location where you will be able to complete, sign and upload documents needed to complete your financial aid file in a secure and safe environment. If you prefer to send paper:
Mail or fax documents to:
Southwestern College
Attn: Financial Aid
100 College Street
Winfield, Kansas 67156
FAX:
Documents required for verification and file completion typically contain information considered sensitive personally identifiable information. In the wrong hands, these forms can be used to steal your identity. The safest way to send the documents and attachments is via fax or mail. If you wish to email them, we ask that you properly encrypt the data and send us the password in a separate email. DO NOT take a picture of sensitive documents and send them in the body of an email.
How do you encrypt your data files? The most common method is by sending the documents in an encrypted zip file. There are many companies that sell encryption software, including versions that are free. The most popular of these (and the one we use in our office) is Winzip.
GLOSSARY OF TERMS
Cost of Attendance (COA): The Cost of Attendance consists of the sum of educational costs payable to the schol (also referred to as direct or billable costs) and costs paid to others (or indirect, non-billable or discretionary) costs. The Cost of Attendance represnets the highest dollar amount of financial aid a student can receive during an award year. The Cost off Attendance appears on the Southwestern College website as well as on your annual financial aid offer. Examples of direct costs include tuition, housing and meal plans. Examples of indirect costs are books from the bookstore, athletic fees, laundry fees, and gas for tansportation to and from your home and college.
Costs Paid to Others: Costs paid to others (also referred to as indrect, non-billable, or additional costs), are other expenses not paid directly to the school, but associated with receiving an education. These expenses are estimated by the school and may differ from student to student based on their individual circumstances. These expenses may include books, course materials, supplies, equipment, transportation and parking, personal expenses, childcare costs, computer costs, disability expenses, licensure expenses and off-campus rent and food.
Costs Payable to the School: Costs Payable to the school (also referred to as direct or billable costs) generally include tuition, fees, housing, and meals/food (for students residing on campus), health insurance (if minimum insurance coverage is not documented), or any other expenses paid to the school for enrollment.
Educational Loan: Money borrowed from the federal government, a college or university, or a private source like a bank or financial institution to pay for educational expenses and must be paid back with interest.
Enrollment Status: The number of credits or classes the student is enrolled in, or whether they have withdrawn, graduated, etc. Enrollment status affects eligibility for and the amount of financial aid a student may receive. It also affects when student loans enter repayment status.
Federal Loan: Also known as the Direct Loan Program, which allows eligible students and parents to borrow directly from the U.S. Department of Education at participating colleges or universities. Federal student loans include Direct Subsidized, Direct Unsubsidized and the Direct PLUS programs for parents of dependent students and graduate or professional students. The Free Application for Federal Student Aid (FAFSA is the annual application for this loan program. Repayment of principal and begins six months after the borrower ceases to be a student on at least a half-time basis. Students must complete entrance counseling and a Master Promissory Note (MPN) to receive disbursements.
Federal Direct Subsidized Student Loan: A Direct Subsidized Loan is an undergraduate federal student loan based on financial need and offers students a reduced, fixed interest rate and flexible repayment terms. Interest is subsidized, meaning it does not accrue to the borrower, while in an in-school, grace or deferment period. Annual and aggregate limits apply.
Federal Direct Unsubsidized Student Loan: An unsubsidized loan offers students a fixed interest rate and flexible repayment terms. It is not based on financial need. Interest begins to accrue when the loan is disbursed and can be paid while the student is enrolled or when loan repayment begins. Annual and aggregate limits apply.
Federal Direct Graduate PLUS Loan: Direct Graduate PLUS loans are federal loans that graduate or professional students use to help pay for educational expenses. A credit check for adverse credit history is required for eligibility. Interest begins to accrue when the loan is disbursed and can be paid while the student is enrolled or when loan repayment begins. To be eligible, the student must be enrolled at least half-time in an eligible program of study and first borrow the maximum allowable through the Federal Direct Student Loan program.
Federal Direct Parent PLUS Loan: Direct Parent PLUS Loans are federal loans that parents of dependent undergraduate students can use to help pay for education expenses. Parents must pass a credit check for adverse credit history to qualify for PLUS loans.
Federal Pell Grant: The Pell Grant is a federal grant program designed to assist undergraduate students in low- and moderate-income households to pay for college. The award amount is based on the cost of the institution, SAI, and enrollment status and is subject to an aggregate limit.
Federal Supplemental Educational Opportunity Grant (SEOG): A federal grant provided by the institution to qualified undergraduate students who demonstrate exceptional financial need and does not need to be repaid. The amount of funding from this program varies by institution. Priority is given to Pell Grant recipients. Awarding is contingent upon funding and may not be renewed year to year.
Federal Work Study (FWS): Federal Work-Study provides funding for part-time jobs for undergraduate and graduate students with financial need. Unlike grants and loans, FWS is paid to students as they earn the funds by working. Awarding is contingent upon funding and may not be renewed year to year.
Financial Aid Offer: A financial aid offer is a document sent by a postsecondary institution to a student that outlines the amounts and details of the financial aid being offered to the student, which may include scholarships, grants, loans, employment, or other forms of financial assistance to pay for college expenses.
Grants and Scholarships: Any money provided to students that does not have to be repaid. They can be called grants, scholarship, tuition remissions, gift aid, or tuition waivers. Grants and scholarships are provided based on many different factors. Grants and scholarships can be awarded based upon many factors, including (but not limited to) financial need, academic excellence, athletic, musical and theatrical talent, affiliation with various groups, or career aspirations.
Need: The student's Cost of Attendance minus their Student Aid Index.
Need-based Aid: Financial assistance provided to students based on their financial situation, determined by completing the FAFSA. Need-based financial aid can take different forms, including grants, scholarships, work-study programs and low-interest loans like the federal direct subsidized loan.
Net Price: The difference between the Cost of Attendance and all grants and scholarship. Net price reflects what the student is expected to pay for their education on their own and can be covered through a variety of sources, including savings, student employment, institutional payment plans, or personal savings. As a reminder, Cost of Attendance is the sum of both direct and indirect costs experienced by the student.
Other Funding Options: Funding options outside of grants and scholarship that a student and their family may use to pay any remaining costs or expenses. This may include loans, student employment, institutional payment plans or personal savings.
Private Loan: A student or parent loan from a bank, credit union, private company, a nonprofit or state-affiliated lender, or from the college or university directly to pay for educational costs. Interest begins to accrue when the loan is disbursed and repayment begins while the student is still enrolled in school.
Remaining Cost: Amount of direct and indirect costs remaining after all gift aid (scholarships and grants) and self-help aid (loans and federal work study) or other funding sources are subtracted.
Remaining Need: Difference between the institution’s Cost of Attendance and the student’s Expected Family Contribution (EFC)
Student Aid Index (SAI): The SAI is the eligibility index used to determine your eligibility for federal, and in some instances state and institutional need-based student financial aid. Generally, students with a higher SAI are eligible for less need-based financial aid. It is based upon the information provided by the student and their family on the FAFSA.
Satisfactory Academic Progress (SAP): To be eligible for federal funds (Pell, SEOG, Direct Loans, etc) students must make satisfactory academic progress, meaning you are continuing to complete courses and maintain a required Grade Point Average (GPA) based on your credit level.
Scholarship: A type of gift aid awarded to the student that does not need to be repaid. Scholarship awards are typically based on merit or a combination of merit and need, such as academic excellence, talent, affiliation with various groups, or career aspirations. To be eligible for renewal of certain scholarships, the student may be required to meet a specific GPA or enrollment status. Please reference the student financial aid website to see the guidelines for the specific scholarship awarded.
Self Help Aid: Financial Aid in the form of loans or student employment. Loans can be used to pay the remaining net costs after gift aid is deducted. Student employment earnings (including Work-Study awards) are generally not deducted from billed costs but can be used to help you cover indirect costs and are paid in the form of wages to students.
State Grant: State funded programs provide grants to residents of the state who demonstrate financial need as determined by the FAFSA. The amount varies and is based on enrollment status.
Verification: A federally mandated process to confirm the accuracy of data provided by selected applicants on the FAFSA. To complete the verification process, the student, their parent(s) or spouse, if applicable, are required to provide certain documents to the school for review. If the documentation the student provides the institution doesn't match what was reported on the FAFSA, verification can result in changes to the student's financial aid eligibility, and/or financial aid offers.
