Financial Aid Frequently Asked Questions

Below you'll find the answers to some of the most frequently asked questions of the Office of University Financial Aid.  If you don't find the information you're looking for below or elsewhere on our web site, please contact us in person or by phone, or send your question to us via our Ask the Counselor service.

What is Financial Aid?

Financial aid is a combination of gift, loan, and job assistance that is included in a financial aid award or package to permit a student to attend Case Western Reserve University. Information on how to apply for financial aid can be found on this web site under 'Application Process'.

What is financial need?

Financial need is the difference between the student's cost of attendance for the year and the family's and student's ability to contribute to those expenses. This figure is arrived at by the Office of Financial Aid after the student completes their application.

How much will my parents be expected to contribute?

The expected family contribution (EFC) is calculated by the US Department of Education when a family submits a Free Application for Federal Student Aid or FAFSA.  The analysis considers income and assets of the student and parent while making allowances for family size, taxes, and certain living expenses.

The chart below is intended to provide an extremely rough idea of what the expected federal parental contributions are for the 2007-2008 academic year.  Each year the schedule of contributions is updated to accout for inflation and other changes.  The contribution schedule is derived from total income for a family.  Family assets have not been considered in the calculations.

The chart below expresses the above contribution schedule as a percent to gross income.  Again, the chart is based on a family which takes the standard deduction for tax purposes, without consideration of family assets.

Do I have to reapply for financial aid each year?

Yes. Financial aid is awarded for one year at a time. The student must reapply each year. The Case Financial Aid Form is made available through briefCase early in the spring semester. It is the student's responsibility to complete the Case Financial Aid Form and make sure that all required forms are on file in the Office of Financial Aid each year. You may check your application status on briefCase. Renewal applications are not processed until all required forms have been received by the Office.

How does the Office of Financial Aid determine how much gift, loan, and job assistance a student will receive?

The Office of Financial Aid packages financial aid according to a formula. The University provides gift and self-help assistance (combination of loan and job) up to a certain maximum level of self-help after consideration of all outside resources. Case grant-in-aid assistance cannot exceed full tuition. Each year the maximum self-help level and the actual formula are reevaluated.

I have been awarded financial aid. Now what do I do?

It is very important the you review and accept your financial aid award letter online through briefCase.  You may decline and reduce any of the aid that is offered to you.  The University will assume that a student accepts all aid as offered, including student loans, if the student enrolls but does not submit their accepted financial aid award letter through briefCase.

Be sure that all required application materials have been received by the Office of University Financial Aid.  You may check your application status through briefCase.  Most types of assistance will not require you to complete any additional steps.  However, if you have student loans as part of your financial aid award, we will let you know during the summer how to complete any necessary applications or promissory notes for these loans.  If you are interested in any of these processes, consult the Loans portion of our website.

Will my financial aid be changed if I receive additional assistance from other sources?

Generally, yes. Since Case Western Reserve University may have met the student's full financial need, university assistance is adjusted if the student receives additional aid above the University's financial aid award. If a student receives an external scholarship from a source not directly associated with Case Western Reserve University, and, if the student's financial need has been met, the scholarship will be substituted for loan or work assistance (self-help). If the need has not been met, the scholarship will meet the financial need first.

If a student receives a scholarship from the University or a department thereof after financial aid has been awarded, the financial aid award will be repackaged. Since self-help is generally packaged first in the University's formula, the scholarship could replace grant-in-aid within the student's financial aid package.

If I receive financial aid, how is the aid paid to me?

Most forms of financial aid, including most scholarships, grants and loans, are applied first to the student's tuition account at Case. Once the student's Case charges have been covered (i.e. tuition, room + board, etc.) any excess is refunded to the student to cover books, living expenses, etc. The refund takes the form of a physical check which is generally mailed to the student.

However, it is extremely important that the student access and accept the financial aid award online through briefCase.  The University will assume that a student accepts all aid offered, including student loans, if the student enrolls but does not submit an accepted financial aid award letter through briefCase.

I probably don't qualify for aid.  Should I apply for aid anyway?

Yes. Many families mistakenly think they don't qualify for aid and prevent themselves from receiving financial aid by failing to apply for it. In addition, there are a few sources of aid such as unsubsidized Stafford and Parent Loans for Undergraduate Students (PLUS loans) that are available regardless of need. The FAFSA form is free. There is no good excuse for not applying.

Are my parents responsible for my educational loans?

No. Parents are, however, responsible for the Federal PLUS loans. Parents will only be responsible for your educational loans if you are under 18 and they co-sign your loan. In general, you and you alone are responsible for repaying your educational loans.

On the other hand, if your parents (or grandparents) want to help pay off your loan, you can have your billing statements sent to their address. Likewise, if your lender or loan servicer provides an electronic payment service, though which the monthly payments are automatically deducted from a bank account, your parents can agree to have the payments deducted from their account. But your parents are under no obligation to repay your loans. If they forget to pay the bill on time, or if they decide to cancel the electronic payment agreement, you will be held responsible for the payments, not them.

If I take a leave of absence, do I have to start repaying my loans?

Not immediately. The subsidized Federal Stafford loan has a grace period of 6 months and the Federal Perkins loan a grace period of 9 months before the student must begin repaying the loan. When you take a leave of absence you will not have to repay your loan until the grace period is over. If you exhaust the grace period, however, you will have to begin repaying your loan immediately when you graduate. It is possible to request an extension to the grace period, but this must be done before the grace period is over.

If your grace period has run out in the middle of your leave of absence, you will have to start making payments on your student loans.

Is there assistance for international students?

The Office of Financial Aid awards funds that are restricted to U.S. Citizens and Permanent residents of the United States. University scholarships to incoming freshmen are also restricted. Financial aid at the post-baccalaureate level in the form of grants, tuition assistantships, and fellowships is awarded by the individual professional school or graduate department. Students are encouraged to check with the prospective school or department for application requirements and deadlines.

The following links provide excellent information regarding financial aid for international students, including free searchable databases of scholarship and grant assistance:

• International Education Financial Aid
• eduPASS: The SmartStudent Guide for Studying in the USA
• International Education Finance Corporation

How is financial assistance handled for Junior Year Abroad students?

Students who are recipients of need-based or academic scholarship funds and who plan to use this assistance for study overseas should provide official cost information for the chosen program of study to the Office of Financial Aid. A Junior Year Abroad Cost Sheet may be accessed here . The cost sheet must be accompanied by some official documentation of the charges assessed. Photocopies of the relevant pages from the school's bulletin are acceptable.

Students who are applying for need-based funds must submit the regular applications for financial aid along with the cost information. Check your application status on line or contact the office you have any questions about the required forms.

Students receiving only academic scholarships through Case Western Reserve University must also provide documented tuition costs from the foreign institution because these funds are restricted to tuition only. Case reserves the right to reduce the value of academic scholarships to the level of tuition being charged at the host school.

University-controlled grants and scholarships are credited to your Case tuition account at the beginning of our regular semesters: late August and mid-January. You must notify the office if this schedule will not meet the requirements of your program. The excess proceeds are mailed as a refund check to your permanent home address after the $500 Junior Year Abroad administrative fee has been deducted. Outside assistance is credited to the student's account upon our receipt of the funds from the external source, and any excess funds are mailed to the student at the permanent home address. Student loan proceeds are generally disbursed at the same time provided that the promissory note(s) have been signed and returned. Parent loan proceeds are sent to the parent borrower for endorsement, and the excess funds are made payable to the parent.

Funding from the State of Ohio and Federal WorkStudy funds are not available for study abroad. For students receiving need-based assistance, replacement funding may be offered based upon availability.

Nancy Issa serves as the financial aid contact person for this program and may be reached via e-mail at nxi@po.cwru.edu

How is financial aid affected by participation in the Cooperative Education Program?

The Office of Financial Aid attempts to ensure that students will not be penalized financially for participation in the Coop Program within the limits imposed by Federal regulations and funding availability.

Outside scholarships, including assistance offered by the Case Alumni and Mather Alumni Association, will reduce a student's self-help aid (Federal Perkins Loan, Federal Direct, University Loan, Federal College Work Study, and Parent Loan) on a dollar for dollar basis, but in general will not reduce the student's need-based grant assistance. A student's eligibility for need-based loans and/or employment may be reduced or eliminated by the increased student contribution from Coop earnings; however, any contribution from earned income in excess of $1,900 (for the 2002-2003 academic year) will not reduce the student's institutional grant aid.

Under current University policy as established by the Office of Student Affairs, any dependent undergraduate student who chooses to live off-campus for other than a documented medical reason will have grant eligibility calculated on the basis of a commuter level budget. The difference between the commuter and resident/off-campus budgets is $3,375 for the 2002-2003 academic year and may be met with Federal Direct and/or PLUS Loan proceeds.

Coop participants should be aware that Federal financial aid regulations have certain implications for determination of a student's eligibility for Federal need-based assistance:

1. Both the student and parental contributions are based upon income received during the prior calendar year. If a student worked on a coop job during 2001, those earnings must be included in the analysis of need for the 2002-2003 academic year. Earnings received during 2002 will affect the student's aid eligibility for the 2003-2004 academic year.
2. When a student is enrolled for only one semester of an academic year, the parental contribution will be pro-rated from the full year amount. Beginning in the 2000-2001 academic year, the student contribution will be similarly pro-rated for the reduced enrollment period.

Any student considering participation in the Coop program should notify the Office of Financial Aid as soon as possible, preferably at the time of submission of the financial aid application.

Work-Related Expenses

• Expenses incurred as a result of participation in the Coop program such as tools and equipment, special clothing, union or professional dues, etc. are allowable deductions from income, if itemized. These expenses may be included on Schedule A of the IRS 1040 Form.
• If Schedule A is not filed, the student may submit an itemization of work expenses to the Office of Financial Aid with the aid application.
• Transportation costs, including un-reimbursed travel to the work location, are also allowable expenses in determination of financial need. An allowance equal to the current IRS reimbursement rate is permitted.

Students with additional questions are encouraged to use the Ask the Financial Aid Counselor section of our web page.

How does moving off campus affect financial aid?

Under current University policy as established by the Office of Student Affairs, any dependent undergraduate student who chooses to live off-campus for other than a documented medical reason will have grant eligibility calculated on the basis of a commuter level budget. The difference between the commuter and resident/off-campus budgets is $8300 for the 2009-2010 academic year and may be met with an external loan such as the Signature Loan and/or PLUS Loan proceeds.

What are the minimum standards for retaining undergraduate need-based financial assistance?

Case Western Reserve University has established the following guidelines for determining satisfactory academic progress for purposes of awarding financial assistance.

An undergraduate student must satisfy the minimum number of semester hours and earn the minimum cumulative grade point average listed in the table below. A halftime student must have successfully completed one half of the minimum number of semester hours with at least the minimum cumulative grade point average indicated below:

If a student has been enrolled for an uneven number of semesters, the credit hour expectation will be the mid-point between the required credit hours completed for the previous and succeeding years. For example, if a student has the mid-point between the second and third years, 43 and 67 respectively, or 55.

Should the student fail to maintain satisfactory academic progress, the student will be placed on Financial Aid Warning. A student continues to receive aid while on Financial Aid Warning, but their case will be reviewed each semester until they regain satisfactory progress. After one semester of Warning, the student will enter the more serious state known as Financial Aid Probation, during which the student is ineligible for both Federal aid, and eventually Financial Aid Separation, during which the student is ineligible for both Federal Aid and University controlled assistance. For more information on these stages, please contact a financial fid counselor at the Office of Financial Aid, or online under Ask the Financial Aid Counselor.

What are the minimum enrollment requirements for need-based assistance?

Grants and scholarships require full time enrollment at the undergraduate level (12 or more credit hours during a regular semester). Graduate and professional students should consult their respective school or department for enrollment requirements.

Federal and state grants may be available on a pro-rated basis for less than full-time enrollment. Students should contact the Office of Financial Aid for specific information when contemplating a reduced course load.

Federal Loans and Work Study are available for half time enrollment (6 hours during the regular semester and 3 hours during the summer session).

What types of funding are available for work or study during the summer session?

The summer session is considered optional and only Federal Loans and Work Study funds are generally available. Students should complete the financial aid application by March 30 to receive consideration for summer assistance. Although loan funds may be available for summer, students must enroll for the following fall semester in order meet the minimum enrollment length requirements for Federal assistance.