Western determines how much you and your family can contribute by assessing the information you submit on the Free Application for Federal Student Aid (FAFSA). To calculate this need, the federal government has developed a uniform calculation to determine how much each family is expected to contribute toward educational costs. After your level of financial need has been determined, Western will provide a financial aid package that will include all or some of the following forms of aid: grants, loans, and federal work-study.

Satisfactory Academic Progress (SAP)

Students who receive financial aid at Western must maintain Satisfactory Academic Progress (SAP). Federal regulations require that your entire Western record be reviewed for SAP, including terms for which you did not receive aid. We will apply the same SAP standards for terms when you are receiving financial aid. Your academic progress is evaluated after each trimester.

To continue to receive financial assistance for each term, you must meet the following SAP standards:

  • GPA: Cumulative 2.0 or higher

  • Pace: Must complete 67% of cumulative credits attempted.
    • Attempted Credits: Must include failed classes, withdrawals, incompletes, repeated classes, and transfer credits. It is very important that you take adding and dropping of classes under careful consideration due to the cumulative nature of these requirements.
    • Repeating a Course: If you retake a course for which you earned a C or better, you will need to contact the Financial Aid Office to determine if you are able to receive aid for this course again. Repeated coursework will be included when determining Satisfactory Academic Progress.
  • Maximum timeframe: The maximum timeframe in which you must complete an educational program is determined by taking the number of credits needed to complete the program and multiply by 150%. For example, if your program requires 68 credits to graduate, you have 102 credits (68 credits x 150%) you are able to take before reaching maximum timeframe. Repeated classes, transfers, failed classes, withdrawals, and incompletes are also counted toward the number of credits attempted. All classes enrolled as of the Date of Record for each trimester will be counted as credits attempted.

Credits taken toward other programs are also counted in determining the maximum timeframe status. Appeals for extension to the 150% Rule can be requested by completing the Academic Progress Appeal (150% Rule) form and an Academic Success Plan with the help of an enrollment advisor or counselor in the Welcome Center.

Remedial credits are included in your total hours attempted, and, if successfully completed, credits earned. Graded remedial credits are included in your GPA. You can only receive financial aid for 30 remedial credits while taking only remedial credits. Once the limit is reached, your financial aid eligibility will only be based on program required classes in which you are enrolled

Financial Aid Warning

Students who do not meet the above standards, will be placed on Financial Aid Warning for one semester to allow them to get back in good standing. During that warning semester, you are still eligible for financial aid, but must meet the standards at the end of the term or be suspended. Students on warning are strongly encouraged to utilize services provided by Western to be successful, such as the Learning Commons.

Financial Aid Suspension 

Students who do not meet the above standards after the warning term, will be suspended from receiving future financial aid. You have the right to submit an appeal for reinstatement for one term.

Reinstatement of Financial Aid

To regain financial aid eligibility, you must pay all tuition and fees on your own (with a minimum of six credits per term) until: you earn at least a 2.0 cumulative GPA; AND complete at least 67% of cumulative credits attempted; AND complete an Academic Success Plan; or receive approval of your appeal for financial aid reinstatement.

The Appeal Process

Students placed on financial aid suspension may appeal and may be required to create an Academic Success Plan. If an appeal is granted, you will be on financial aid probation. If during probation, the Satisfactory Academic Progress isn't met or you fail to follow an Academic Success Plan at any time after the plan is created, future aid will be denied. If the appeal for reinstatement is denied or no appeal is made, you must pay all charges without the benefit of financial aid until minimum satisfactory progress requirements at Western are met. (Refer to Reinstatement of Financial Aid requirements above.)

Refund and Repayment

Date of Record (2nd Friday of the Term) 

Student enrollment status will be reviewed prior to the first disbursement and awards will be adjusted accordingly. After the Date of Record, a student's aid package may be adjusted if classes are cancelled or if they drop a class that has not started. Students may owe a repayment. 

Payment of financial aid is based on the number of credits enrolled as of the Date of Record for that trimester. If you add any classes after the Date of Record, your financial aid grant eligibility will not increase. There are no exceptions. Contact the Office of Student Financial Aid at 608-785-9579 for student loan options.

Upcoming Dates of Record:
Fall 2018 term: August 14, 2018 at 4:00 p.m.
Spring 2019 term: January 18, 2019 at 4:00 p.m.
Summer 2019 term: May 17, 2019 at 4:00 p.m.

Always contact the Office of Student Financial Aid before dropping classes to determine the effect on your award.

Total Withdrawal

Federal law states that if students receive federal aid and withdraw or drop ALL classes before completing 60% of the trimester, students may have to return a portion of the federal aid received. Federal law also states that once students have completed 60% of the trimester, they have earned 100% of their aid. (Refer to the Return of Title IV Funds Calculation below).

Return of Title IV Funds Calculation

Upon total withdrawal, a student's Federal Financial Aid will be re-evaluated to determine the amount of financial aid a student has earned and how much unearned aid is required to be returned to the appropriate agencies. This includes Federal Financial Aid that was originally used to pay tuition. The total amount required to be returned will be adjusted on the student's account. If the student has a pending refund, it will be used to offset the amount the student is responsible to repay, if any. Please review your MyWestern student account to review the adjustment and see if a balance is owed.

The calculation for determining the percentage of 'earned' and 'unearned' Financial Aid is based on the total number of days completed (up to the withdrawal date) divided by the total number of days in the trimester.

The impact on a student's financial aid will depend on several factors:

  • Date of Withdrawal—the actual date the withdrawal process began, or the student's last date of attendance
  • Total amount of tuition and fees
  • Amount of Federal Financial Aid awarded (disbursed & not disbursed)

Any return of tuition will go to the following federal funds in priority order:

  1. Unsubsidized Direct Loan
  2. Subsidized Direct Loan
  3. PLUS Loan
  4. Federal Pell Grant
  5. FSEOG Grant

Unofficial Withdrawal

If you received all “F” grades and an instructor indicated you ceased attendance during the term, you will be considered an “unofficial withdrawal” and a “Return of Title IV Funds Calculation” will be processed by Financial Aid at 50% completion of the semester. You may owe a repayment.

If you received a “F” in a class and an instructor indicated you never attended, your aid package may be revised and you may owe a repayment.

Withdrawal date is defined as the actual date you begin the withdrawal process or your last date of attendance. If you receive all “F” grades for a term, you may be considered an “unofficial withdrawal” and may be required to repay at least 50% of the institutional costs. Your drop and/or withdrawal will affect your Satisfactory Academic Progress.

Developmental Coursework

Certain developmental coursework (if referred by counselor) can be added to a student’s credit load for financial aid purposes if the student maintains at least six regular credits. Dropping or being dropped from a credit course(s) may require repayment of ALL or a portion of financial aid.

Additional Requirements

Auditing Courses

If you are enrolled to audit a course you will not be eligible to receive aid for that course.

Developmental Coursework

If referred by a counselor, developmental coursework may be added to your credit load for financial aid purposes if you maintain at least six regular college credits. Dropping or being dropped from a credit course(s) MAY require repayments of ALL or a portion of financial aid.

Enrollment Status

Your enrollment status will be reviewed prior to the first disbursement and your awards will be adjusted accordingly. If your enrollment status has changed as of the 10th day of the trimester at 4:00 p.m. (Date of Record) your financial aid award package will be recalculated and locked in based on your enrollment status as of this date. (After the Date of Record your aid package may be recalculated if classes are cancelled or if you drop a class that has not started.) You may owe a repayment.

A student cannot receive financial aid at two colleges for the same payment/enrollment period.

Stay in Touch

For more information, contact us at:

Remember the code!

Use Western’s FAFSA school code when you apply for any type of financial aid. Our code is 003840.