Please read this information carefully as it concerns how your financial aid is calculated and paid to you. It also explains why you may have to repay funds if you withdraw from some or all of your classes after receiving payment.
New Refund Choices for Financial Aid Students!
Beginning in Fall 2014, Napa Valley College will be partnering with Higher One®, a financial services company focused solely on higher education, to bring a new method for receiving financial aid refunds (disbursements) to all Napa Valley College students who have completed their financial aid file — the MyNVC Card.
The MyNVC Card is your KEY!
Watch for the bright green envelope in the mail.
Payment Information you need to know
Changes have been made to how NVC pays for late start classes. Please read the Payment Change for Late Start Classes section below.
Financial aid is awarded to you based on FULL-TIME enrollment. If you are enrolled less than full-time, the amount you are eligible to receive may be reduced or cancelled. However, your award letter may continue to show the award at the full-time amount. You may check the status of your financial aid awards and view your award letter by logging into WebAdvisor. Enrollment status is calculated as follows:
Enrollment Status Definition
12 or more
9 to 11.5
6 to 8.5
Each day you attend class, you are EARNING the financial aid you received. If you do not attend your classes, you drop classes before census, or you withdraw from all of your classes before completing more than 60% of the semester, YOU MAY BE REQUIRED TO REPAY ALL OR PART OF THE FUNDS YOU RECEIVED.
Course Repeats – Effective July 1, 2011, students may only receive federal financial aid funding for one repetition of a previously passed course. Passing grades are A, B, C, D, P, or CR.
The "add/drop" period for financial aid purposes is the period of time after a semester begins when a student is able to add a class or drop a class without receiving a “W” grade. The add/drop period may be different for each class, depending on the start date and length of the class.
Census or census date is the date used to determine "attempted units" for financial aid payment and SAP purposes. For regular Fall and Spring classes (classes that begin and end with the semester), the census date is approximately three weeks after the semester begins. Late start and short term classes may have census dates that are different than regular semester classes. Classes that are dropped before census are not eligible for financial aid payment, and may require that you repay funds you may have received during the "add/drop" period. Contact the Admissions & Records Office for additional information on course census dates.
Short term classes are classes that are shorter in length than a semester.
Late start classes are classes that begin after the first week of a semester. Classes that begin on the Saturday following the first week of classes are consider to be late start.
Payment Change for Late Start Classes
Beginning Fall 2014, late start classes are not eligible for payment until the day the course begins. In order to be eligible for payment, a late start class must start during or before the first week of the semester or the date the financial aid disbursement is processed, whichever is later. Late start classes beginning after the "file complete date" listed for the last regularly scheduled payment of a semester (see FA Payment Dates) will not be eligible for a recalculated payment. Only Pell Grants will be recalculated for payment of a late start class.
For Direct Loans, students must be enrolled in and attending at least 6 units of courses with a start date on or before the date the application is submitted to the Financial Aid/EOPS Office for processing.
EXAMPLE: You are enrolled in 12 units for the Fall semester where 9 units are for classes that begin during the first week of the semester, and 3 units are for a class that does not begin until October 15th. Your enrollment for financial aid payment will be 9 units (three-quarter time) based on the classes that begin during the first week of the semester. On October15th, your late start class begins and your enrollment status will be updated to 12 units (full-time). Only your Federal Pell Grant (if applicable) will be recalculated when financial aid disbursements are processed during the next regularly scheduled payment.
You are required to RETURN ALL FINANCIAL AID FUNDS RECEIVED to NVC if any of the following situations apply to you:
- You were enrolled for a semester, but never attended the classes.
- You have already withdrawn, officially or unofficially, from all of your classes.
- You plan to withdraw, officially or unofficially, from all of your classes.
- You are receiving financial aid from another school for the same semester or enrollment period.
You may be required to REPAY SOME OR ALL OF THE FINANCIAL AID FUNDS YOU RECEIVED to NVC if any of the following situations apply to you:
You were paid for half-time or greater (6 or more units) enrollment, but you drop to less-than half-time (fewer than 6 units) enrollment during the add/drop period.
You were paid for a class, but requested that the class be dropped without a "W" grade after the add/drop period was over AND that dropped class changed your enrollment status.
You are paid for a class, but never attend the class.
Your instructors drop you from classes because you are not attending, or because you are not participating in class (engaged in academic activity).
You remain enrolled but receive all failing grades (F, W, NP, NC) in your classes at the end of the semester.
You withdraw from all of your classes before more than 60% of the semester is complete.
If you owe money to NVC for tuition, enrollment fees, lab fees, financial aid overpayments, or other attendance related reasons, the amount you owe will be deducted from your financial aid disbursement first. The remaining balance, if any, will be paid to you on the next regularly scheduled payment date.
Payment by Award Type
Board of Governors Fee Waiver (BOGW)
The Board of Governors Fee Waiver (BOGW) award is a waiver of enrollment fees for California residents and AB 540 eligible students ONLY. The BOGW IS NOT A CASH AWARD. If you are awarded a BOGW before registering for classes, the BOGW will automatically waive your enrollment fees when you register. The BOGW does NOT waive other class related fees, such as lab or material fees. You are responsible for paying all other class related fees in-full within the 7-day Pay to Stay grace period or you will be dropped from any unpaid classes for non-payment.
If you register for classes before receiving a BOGW award, you must pay all class related fees in-full within the 7-day Pay to Stay grace period or you will be dropped from your classes for non-payment. If you are awarded a BOGW after registering and paying for classes, the amount you paid for enrollment fees will be refunded to you.
Federal Pell Grant Payments
Six Year, Lifetime Limit for Pell Grants [HEA section 401(c)(5)] - Effective July 1, 2012, students will only be eligible to receive six full-time equivalent years (600%) of the Pell Grant.Six Year, Lifetime Limit for Pell Grants [HEA section 401(c)(5)]
The Pell Grant award listed on your award letter is the estimated amount you may be eligible to receive for a semester if you are enrolled full-time. The actual amount you are eligible to receive will be calculated based on the number of units you are enrolled in at census. If you are enrolled less than full time, your Pell Grant award will be prorated.
If eligible, a Pell Grant "advance" will be paid to you during the first weeks of the semester:
The amount of your advance will be calculated based on the number of units you are enrolled in at the time payment is made. Your advanced will be 50% of your calculated semester award. Click her to view the Financial Aid Payment Dates page.
You will receive only one advance payment.
If you a drop a class after census and you have already received an advance payment, you may be required to repay all or part of the money you received.
If you drop all of your classes after receiving an advance payment, you will be required to repay all the money you received.
After the advance period has ended, your Pell Grant award will be recalculated to determine the actual amount you are eligible to receive for the semester.
The amount you are eligible to receive for the semester will be recalculated based on the number of units you are enrolled in as of census.
If your recalculated award is less than the advance you received, you will be required to repay the amount of Pell Grant funds you were overpaid.
EXAMPLE: You were enrolled full-time (12 or more units) and received a Pell Grant advance payment of $1000.00. You dropped classes during the add/drop period but remain enrolled in 3 units. Your recalculated Pell Grant award, based on your census enrollment at the time of payment, was determined to be $200.00 for the semester. Because your advance payment was more than the final award amount you were eligible to receive for the semester, you would be required to repay $800.00.
- NOTE: If you drop a class (or are dropped from a class by the instructor) before census, but you attended at least one class meeting before the drop, the amount of your overpayment may be reduced or cancelled if your instructor can verify that you attended at least one class meeting. To request a recalculation of your overpayment, you must:
- Ask your instructor to complete the Instructor Certification of Attendance form; and
- Write a request asking that your overpayment be recalculated based on your attendance in the dropped course; and
- Submit the written request and the completed attendance certification form to the Financial Aid/EOPS Office before the end of the semester for which you owe the overpayment. Average processing time is 4-6 weeks.
If your recalculated award is equal to the advance you received, you will receive no additional Pell Grant funds for the semester.
If your final award is greater than the advance you received, the outstanding balance, less any debt owed to NVC, will be paid to you by check during the next regularly scheduled disbursement.
EXAMPLE: You were enrolled full-time (12 or more units) and you received a Pell Grant advance payment of $500.00. You add and drop classes, so that at the end of the add/drop period you are enrolled half-time (6 - 8.5 units). Your final Pell Grant award, based on your census enrollment at the time of payment, is determined to be $500.00. Since the advance payment is equal to the full amount of your final award, you will receive no additional money from the Pell Grant program for the semester.
If your Federal Pell Grant is awarded after the advance period has ended, you will receive a single payment for the full amount you are eligible to receive for the semester. The amount you are eligible to receive will be based on census enrollment at the time of payment.
EXAMPLE: You were enrolled full-time (12 or more units) and received a Pell Grant advance payment of $500.00. At the end of the add/drop period, you were still enrolled full-time. Your recalculated Pell Grant award, based on your census enrollment at the time of payment, is determined to be $1,000.00. Since your advance payment was less than your recalculated award for the semester, you will receive an additional $500.00 in Pell Grant money for the semester during the next regularly scheduled financial aid disbursement.
- EXAMPLE: You were enrolled half-time (6-8.5 units) and received a Pell Grant advance payment of $500.00. You submitted a late add petition and were approved for enrollment in an additional 3 unit class. Your recalculated Pell Grant award, based on your census enrollment at the time of payment, is determined to be $750.00. Since your advance payment was less than your recalculated award for the semester, you will receive an additional $250.00 in Pell Grant money for the semester during the next regularly scheduled financial aid disbursement.
If your census enrollment changes after receiving a Pell Grant payment, you may be required to repay all or part of the funds received.
- EXAMPLE: You were enrolled full-time (12 or more units) for the Fall semester, but one class (3 units) is a "late start" class that begins in November. Your recalculated Pell Grant award, based on your census enrollment at the time of payment was determined to be $1,000.00. You received a $500.00 Pell Grant advance payment in August, and an additional $500.00 payment in October. However, you forget to attend the late start class in November, so your instructor drops you from his roster on the first day of class. Because you were dropped before the class census date, your census enrollment has changed from full-time (12 units) to 3/4-time (9 units). On the next scheduled financial aid payment, your Pell Grant award is recalculated and your semester award, based on your census enrollment, is determined to be $750.00. Because you never attended your late start class, and you were dropped before census for that class, you must now REPAY $250.00 of the funds you received.
- EXAMPLE: You were enrolled full-time (12 or more units) for the Fall semester and received your full Pell Grant award in October. You attend the first meeting of your late start class, and then stop attending. Your instructor drops you from the 3 unit class before census for failure to attend. On the next scheduled financial aid payment, your Pell Grant award is recalculated based on your census enrollment of 9 units and you now owe a repayment of the funds you received. If your instructor can verify that you attended at least one day of the class, then your overpayment may be cancelled.
Other Award Payments
FSEOG, Cal Grant B & C, CARE Grant, EOPS Grant, SSS Grant, and other cash grant awards will be paid with the 100% Pell Grant Payment (see FA Payment Dates for the exact date).
The amount you will be eligible to receive will depend on the number of units you are enrolled in at the time of payment. If you are determined eligible for payment, the amount you are eligible to receive will be disbursed to you in a single payment. If you are awarded a grant after the 100% Pell Grant payment has passed, you will be paid on the next scheduled disbursement for that semester.
The Direct Loan requires an additional application process which may be found online at http://www.napavalley.edu/FinanciaAid. Direct Loan awards are based on the total amount borrowed. Loan disbursements are reduced by applicable loan fees. Please refer to your Direct Loan Disclosure Statement for details.
Direct Loan awards are disbursed in two payments during each individual borrower’s eligible enrollment period, but are never paid sooner than the end of a semester's add/drop period. Payment dates for loans are specific to each borrower and are listed on the borrower’s loan disclosure statement. Loan disbursements are paid within 14 days from the disbursement date listed on the loan disclosure statement.
Federal Work Study and other work student awards are estimated amounts that must be earned through on-campus student employment. Work Study timecards must be submitted to the Financial Aid/EOPS Office by the 12th of each month. Work study payroll checks are issued at the end of each month and are picked up in the Business Office.
Scholarship and Specialized Awards
Scholarship and specialized awards are issued at different times during the year and are paid according to program restrictions. If you receive a scholarship or specialized award, you will be notified when the check is available for pick-up in the Business Office.
Pell Grant and Cal Grant awards are offered to you if you were eligible to receive the Grant in a previous semester during the academic year, but were awarded the grant after the semester ended. The amount you are actually eligible to receive will be determined after final grades have been posted for the eligible semester. Retroactive grant disbursements are paid at various times during the academic year. Payments cannot be made for eligibility in a prior academic year.
Financial Aid for Specialized Academic Programs
Police Academy, LVN, Paramedic, Psychiatric Technician, and Cooking School programs require special processing due to their "non-standard" or "non-term" scheduling. Financial Aid payments for these specialized academic programs are "individualized" based on start/end dates, course length, and number of credits/clock hours completed. Students attending these programs should contact the Financial Aid/EOPS Office for information concerning payments.
If eligible, Federal Pell Grant and Direct Loan awards will be prorated based on the number of weeks of instruction and the total units that will be earned for the course. Payment dates will be dependent on course start and end dates, which may not coincide with regular semester payment dates.
Award Amount and Status
Award amounts are initially calculated based on full-time enrollment, and may be prorated if you are enrolled less than full-time (see enrollment status and payment change for late start classes at the top of this page). Please review the "Overview of Programs" page for more information about your offered awards. Courses that are repeated for credit more than 2 times will not be eligible for payment.
The award action status shown on WebAdvisor describes the availability of an offered award:
Accepted - the award has been approved for payment or use.
Pending - the award cannot be paid or used for payment until final approval or funding is received by the Financial Aid/EOPS Office.
Cancelled - the award has been cancelled and is no longer available.
Ineligible - the award cannot be paid and will be cancelled because you no longer meet the award eligibility criteria.
Override - the award amount has been adjusted due to enrollment in a non-standard course/program or calculation of an overpayment.
Students who are on FA SAP Disqualification or other ineligible FA SAP status will not receive a financial aid payment, even if an award action status is accepted. Students must be on an eligible FA SAP status to receive financial aid funds. Only the BOGW is exempt from this requirement at this time. FA SAP status is listed on WebAdvisor under Communications, My Documents.
Please login to WebAdvisor to view your awards and FA SAP statuses.
Click below to view scheduled financial aid payment dates. Table 1 lists regular payments to students who are enrolled in standard semester-based programs. Non-standard and clock hour programs payment dates are dependent upon program specific criteria and may not be the same as standard semester-based programs.
FA Payment Dates