Financial Aid and Scholarships

www.southwest.tn.edu/financial_aid/
(901) 333-5960

Federal/State Grants

Financial Aid Priority Deadlines

Students must submit all documents by the priority deadline date in order to guarantee that their files will be processed and awarded for the following semester. 

Southwest TN CC Federal School Code: 010439

The Federal Government, the State of Tennessee, and Southwest offer eligible degree/certificate-seeking students a range of financial aid opportunities. Most student financial aid is provided in the form of grants through federal and state-funded programs. This money is specifically awarded for education-related expenses including tuition, fees, and books. A student or applicant who needs financial aid should apply as early as possible, so that financial aid arrives before tuition and fees need to be paid.

How to apply for both federal and state grants

To be considered for all federal, state and Southwest institutional funds, students must complete the Free Application for Federal Student Aid (FAFSA). The FAFSA form must be completed online at www.fafsa.gov.

Apply for admissions to the College. Financial aid will not be awarded until you have completed all admissions and financial aid requirements and are admitted into a degree/certificate program.

Gather the information needed to apply:

• Complete your Free Application for Federal Student Aid (FAFSA). You can submit the FAFSA or Renewal FAFSA beginning October 1st annually.  Make sure you enter Southwest’s school code, 010439, as a school that will receive the results of your FAFSA.
• Filling out the FAFSA form online is the fastest way to apply. Please note that the Department of Education is using the Federal Student Aid (FSA) ID, which will be comprised of a user-selected username and password. To create an FSA ID, please access https://fsaid.ed.gov/npas/index.htm  Keep this information in case you need to login to the FAFSA website to submit changes throughout the year (July 1 - June 30). 
• Make sure your Name, Social Security Number, Date of Birth, and Email Address is correct on all forms.
• We recommend you file the FAFSA no later than January 1st annually to be considered for all State of Tennessee grants and scholarship assistance. 
• Allow five (5) business days for your FAFSA to process. Check your financial aid status on the Student Dashboard account, accessible via My.Southwest, regularly to ensure you have no outstanding “To Do” items. Your financial aid award will be displayed online when it is available.
• Respond immediately to any request for documentation related to the comments listed on your FAFSA.  Please use the IRS Data Retrieval Tool (DRT) link inside the FAFSA to help avoid discrepancies in processing your eligibility for federal student aid. 
• If you are selected for Verification, you are required to complete a Verification Worksheet, IRS Tax Return Transcripts for yourself (spouse) & Parent (spouse) and other financial forms before any financial aid can be processed or disbursed.
• Make sure you submit all required forms that are available on the Student Dashboard account. This information can be uploaded through your dashboard.  Failure to complete this request will cause processing delays.
• Financial aid awards are only offered to fully admitted, degree-seeking students.

Federal Assistance Programs

www.fafsa.gov
1 (800) 4FEDAID (433-3243)

Federal Pell Grant Program (FPELL)

The Federal Pell Grant Program, a federal student aid program, provides money to help undergraduates pay for their education. Eligibility is determined by the federal government, using a standard formula to evaluate the information provided on the FAFSA. These grants provide the “foundation” of financial aid to which other aid may be added. 

Federal Supplemental Educational Opportunity Grants (FSEOG)

The FSEOG provides assistance to exceptionally needy undergraduate students.  Students are exceptionally needy if they have the lowest Estimated Family Contributions (EFCs). 

Federal College Work-Study Program (FWS)

The FWS Program provides part-time employment to undergraduate students who need the earnings to help meet their costs of post-secondary education.  The FWS Program encourages students receiving FWS assistance to participate in community service activities.  This program gives students an opportunity to work up to 20 hours per week and earn a part of their educational expenses.  Students are paid for the hours they work each pay period.  In order to maximize state and federal aid received, please apply by January 1st annually.

State Assistance Programs

www.tn.gov/collegepays
1 (800) 342-1663

Tennessee Student Assistance Award (TSAA)

The Tennessee Student Assistance Award Program (TSAA) was established to provide non-repayable financial assistance to financially needy undergraduate students who are residents of Tennessee.  Applicants must be enrolled or accepted for enrollment, at least half time, at a public or an eligible non-public post-secondary institution in Tennessee.  All Tennessee residents who complete the FAFSA will automatically be applying for this grant.  In order to maximize state and federal aid received, please apply by January 1st annually. 

Tennessee Education Lottery Scholarship (HOPE - Traditional and Non-Traditional Programs)

The Tennessee Education Lottery Scholarship Program is available to students who meet the criteria determined by the Tennessee General Assembly. Generally, a student graduating from an eligible high school after December 2003, and a student age 25 or older who is attending college for the first time, may be eligible for the scholarship.

All Tennessee students interested in this scholarship must complete the FAFSA each academic year by the deadline set by the Tennessee Student Assistance Corporation (TSAC). Certification by TSAC and Southwest’s Records and Financial Aid Offices is also required.

Tennessee Education Lottery Scholarship (Tennessee Promise - Graduating High School Seniors)

High School Seniors may apply for the Tennessee Promise scholarship, which will provide two years of tuition-free attendance at a community or technical college in Tennessee. Tennessee Promise is both a scholarship and mentoring program that focuses on increasing the number of students that attend college in our state. It provides students a last-dollar scholarship, meaning the scholarship will cover the cost of tuition and mandatory fees not covered by the Pell grant, the HOPE scholarship, or the Tennessee Student Assistance Award.

All Tennessee students interested in this scholarship must complete the FAFSA each academic year by the deadline set by the Tennessee Student Assistance Corporation (TSAC). Certification by TSAC, Southwest’s Records and Financial Aid Offices is also required.

Tennessee Education Lottery Scholarship (Tennessee Reconnect Grant - Tennessee Adults Only)

Tennessee Reconnect is Governor Bill Haslam’s initiative to help more of our state’s adults enter higher education to gain new skills, advance in the workplace, and fulfill lifelong dreams of completing a degree or credential. Students may apply for the Tennessee Reconnect Grant @ TNReconnect.gov, which will provide two years of tuition-free attendance at a community college. The TN Reconnect is available to students who have not previously earned an associate or baccalaureate degree, are independent according to the FAFSA rules, and are enrolled part-time in an eligible program of study.  It provides students a last-dollar scholarship, meaning the scholarship will cover the cost of tuition and mandatory fees not covered by the Pell grant, the HOPE scholarship, or the Tennessee Student Assistance Award.

All Tennessee students interested in this scholarship must complete the FAFSA each academic year by the deadline set by the Tennessee Student Assistance Corporation (TSAC). Certification by TSAC, Southwest’s Records and Financial Aid Offices is also required.

Financial Aid Refund and Repayment Policy

The United States Department of Education requires an institution to determine the last day of attendance for federal financial aid recipients who withdraw, stop attending, or never attend a class during a semester. A student who withdraws, stops attending, or never attends a class during a semester may owe a refund to the College or the federal financial aid program from which the student received the aid.

Return of Title IV Federal Funds (R2T4)

Refund calculations are performed to determine if financial aid funds will be returned to the Department of Education by Southwest or repaid by the student when a student completely withdraws from classes. If the student has received federal financial aid such as a Federal Pell Grant (FPELL) or Federal Supplemental Educational Opportunity Grant (FSEOG), the institution must calculate the amount of financial aid the student earned based on class attendance.  Department of Education software is used to determine the amount of aid that a student was entitled to receive based on class attendance. The amount is then subtracted from the total financial aid disbursed. The unearned amount will be returned to the Department of Education.

The portion of the unearned amount that paid institutional charges is repaid by the institution. A percentage of the unearned amount that was disbursed to the student must be repaid by the student. Any amount returned by the institution will be charged to the student’s account as “unpaid tuition.”

Federal regulations require that repayment of Title IV financial aid funds be disbursed in the following order:

1. Federal Pell Grant (FPELL)
2. Federal Supplemental Educational Opportunity Grant (FSEOG)
3. Iraq and Afghanistan Service Grant (IASG)

Examples of refund and repayment calculations are available upon request.

Satisfactory Academic Progress

REVIEW OF SATISFACTORY ACADEMIC PROGRESS STANDARDS

All Southwest Tennessee Community College students receiving federal financial aid are required to meet Satisfactory Academic Progress (SAP) qualitative standards and quantitative standards according to federal and state laws and regulations.  The qualitative standards are measured by the student earning the required percentage of the cumulative hours attempted with a required Grade Point Average (GPA) at the end of the Spring semester.  The quantitative standards are measured by the maximum time frame (Pace) in which the student must complete his or education program.  The time frame cannot exceed 150% (Max Hours) of the published length of the program.  SAP evaluation will be conducted at the end of the Spring semester.  Students failing to meet the minimum SAP standards will have to appeal to the SAP committee.  Students will be notified electronically via email of unsatisfactory academic process at the end of the spring evaluation period.

*Students in certificate programs will be evaluated at the end of each payment period.

A.   Maximum Time Frame Requirement (Quantitative)

                  Based On                                                                Credit Hours Attempted

Associate Degree (2 years)                Based on 150% of 60 hrs.                          90 Credit hrs.             

Certificates/1-year Programs              Based on 150% of 30 hrs.                          45 Credit hrs.        

B.   Qualitative Standards

Students                                           Minimum Percentage Hours                         Minimum Cumulative GPA

                                                        Earned/Attempted

Undergraduate                                   67%                                                          2.0

Initial Review for Transfer Students

Transfer students’ satisfactory academic progress standings are evaluated upon admission once all transcripts are received and reviewed.  Accepted transfer hours will count in the attempted and earned hours and eligibility will be calculated based on previously described standards.  If a transcript has not been evaluated, a process is used to prevent aid disbursing until evaluation is complete and eligibility determined.  If ineligible for financial aid, an appeal may be submitted.  All transfer hours will be counted toward the maximum timeframe rule (150%).

REVIEW OF ACADEMIC PROGRESS EVALUATION

In order to continue to receive federal financial aid, a review of a student’s academic progress is conducted at the end of the Spring semester.  The entire academic record is reviewed which includes semesters of enrollment when a student did not receive financial aid, all developmental courses, incompletes, repeats and transfer credits being accepted by the college.

Repeat courses are counted in the quantitative (attempted and earned percentage) and qualitative (GPA).  The repeat course grade excludes the first grade and includes the second.  Subsequent repeats of the same course average the last two grades in the GPA.  For example, if the initial grade = C, the D grade is excluded and the C grade is included in the GPA.  The student takes the course again and receives an A.  The A and C are included in the GPA.

A student may not make SAP for any one of the following reasons.

Reason 1: Failed Grade Point Average (GPA)

The GPA at the end of the Spring semester is <2.0.

Reason 2: Failed Grade Point Average (GPA)

At least, two-thirds (67%) of all credits attempted must be earned (passed).  Grades of A, B, C, or D will be considered as hours attempted and earned.  Grades of F, W, or I will be considered as hours attempted, but will NOT be considered as hours earned.

Examples:

• All credits earned/All credits attempted = 67% (how it is calculated)
• 25 credits earned/50 credits attempted = 50% (did not meet SAP)
• 40 credits earned/50 credits attempted = 80% (met SAP)

Reason 3: Over MAX Hours

The number of credit/hours to complete a degree or certificate must not exceed 150% of the total credit/hours in the program of study. Transfer credits accepted by Southwest will be counted towards the 150 percent total and all credit/hours attempted including those from a change of major but excluding developmental credit/hours.  Students are allowed to receive financial aid for a maximum of 30 cumulative attempted hours of developmental coursework.  A student who is over MAX hours must file a Financial Aid Appeal Form with an attached degree audit at the end of the Spring semester. 

Associate Degrees

• Total of credit/hours in the Program of Study up to 150% of the program hours (not including developmental credit)

Eligible Certificates/1-year programs

• Total of credit/hours in the Program of Study up to 150% of the program hours

Review of Appeal Process

All students not meeting Satisfactory Academic Progress will need to submit an appeal form, academic plan and relevant documentation, as part of the appeal process.

If the appeal is denied, the student will be placed on financial aid suspension.  The student will not be eligible for federal financial aid.

If the appeal is approved, the student will be placed on Probation.  During the Probationary Period, the student must meet all of the requirements of an academic plan set by the student’s department, the SAP appeals committee, or designee.

Students, who meet the probation conditions, will be eligible for federal aid until the next Spring semester.

Students who fail to meet the probation/academic plan conditions at the end of the next payment period will be declared ineligible for federal aid and may go through the appeal process or pay to regain eligibility.

This policy also applies to former students who are returning.  There is no limit on the number of times that a student may appeal.

Review of Appeal Procedures

A student who fails to meet SAP (failed GPA, 67% Rule and/or MAX Hours) will be contacted via e-mail and placed on Financial Aid Suspension.  The SAP Appeals committee will review the student’s appeal form, academic plan and supporting documentation to make a decision on the student’s status.  The appeal form, academic plan and supporting documentation must be returned to the Financial Aid Office by the published deadline date after grades are posted at the end of the Spring semester. 

Documentation must be attached to substantiate the reason for the appeal.  The appeal may not be based upon the need for financial aid assistance or the lack of knowledge that the financial aid assistance was in jeopardy.  Only complete and legible appeals will be considered.  Submitting an appeal form does not constitute approval nor will classes be held while the appeal is under review.

Appeal will be considered for the following reasons:

• Prolonged illness, medical condition, or injury to student or immediate family member
• Death of an immediate family member
• Family trauma which occurred during the semester in question
• Official grade change
• Circumstances beyond the student’s control

Appeal must include the following information:

• Completed Financial Aid Appeal Form
• Circumstances and how the circumstances affected academic performance
• Dates and time periods involved
• Explanation of how your situation has changed and the steps you are taking to resolve the circumstances

Documentation may include:

• Physician’s letters and hospital records (must include dates of illness and recovery time)
• Death certificate or obituary
• Court or police documents
• Letters from third party professionals on his/her letterhead
• Official grade change from the Registrar’s office
• Students who have exceeded maximum hours must include a degree audit signed by a professional academic advisor.

Appeal Notification

The student will be e-mailed an approval or a denial response.

Appeal Denied

If the SAP Appeals Committee denies the student’s appeal, their financial aid will be suspended and the student may pay for their next semester of enrollment.  A student’s financial aid will be reinstated the next semester of enrollment that they meet both the 67% hours attempted AND the cumulative GPA requirements. 

Appeal Approved/Probation

If the SAP Appeals Committee approves the student’s appeal, the student will be required to adhere to the submitted Academic Plan, which will include a degree audit signed by a Professional Academic Advisor and the student, indicating the number of hours needed to complete the current degree and intended graduation date.  Students in the Probationary Status will be placed in a “Meets SAP” category and will be evaluated at the end of the payment period.  Students who fail to meet the requirements of the academic plan or the qualitative and quantitative SAP standards while on Probation will be placed on suspension.

Terms and Definitions

Financial Aid Probation - The SAP status of students who have been placed on suspension and have an approved appeal.

MAX Hours - The SAP status of student who has exceeded over 150% of credit hours in the program of study.

Academic Plan - An agreed upon plan developed by the student’s department, SAP Appeal Committee or designee as a plan of action for the remainder of the student’s academic career.

Academic Year - A period that includes Fall and Spring.

Limitations

Course Program of Study (CPoS)

Course Program of Study (CPoS) is a federal requirement that only allows courses that count toward a student’s program of study (your declared major/minor) to be eligible for Federal and State Financial Aid.  In order for Southwest Tennessee Community College’s Financial Aid Office to award federal and state financial aid, a student must be enrolled in courses that count towards his/her degree, certificate, or other recognized credential.  If a student is enrolled in courses that do not count towards his/her program of study (major), Southwest cannot award federal or state financial aid.

CPoS applies to federal and state financial aid [the Federal Pell Grant, Federal Teach Grant, Federal Supplemental Education Opportunity Grant, Federal Work-Study, Tennessee Student Assistance Award (TSAA), Tennessee HOPE Scholarship, Tennessee Promise, and Tennessee Reconnect].  

Important Guidelines to Follow

Know your program of study:  Federal and state financial aid only pays for courses that are in your declared major.

Follow the timeline to change your major, if need be:  If you plan to change your major, it is important to make that change prior to the beginning of the semester, or no later than the 14th day of classes.  If you anticipate enrolling into a special admissions program, your major cannot reflect this program until after you are admitted.

Contact your Professional Academic Advisor:  Work closely with your Professional Academic Advisor to ensure you are registered for courses that are within your program of study (major).

Act early: If your federal and state financial aid has been reduced due to enrollment in courses that do not count, contact your Professional Academic Advisor immediately for assistance.

Lifetime Eligibility Used (LEU)

A student is only eligible to receive a Federal Pell Grant for 12 full-time semesters (or its equivalent). The calculation of LEU includes ALL years (fall, spring, summer) that a student has ever received Federal Pell Grant funding. The Department of Education will calculate the LEU of each of the annual percentages of a student’s disbursed award. When 600% is reached, a student will no longer be eligible to receive any Federal Pell Grant Pell at any level of college (community college and/or university).

Developmental Courses

Students may attempt a maximum of 30 credit hours of developmental/learning support courses and receive Federal Pell Funds.

Repeat Courses

Once a student earns a grade of A, B, C, D or N in a course, the Federal Pell Grant will only pay for one (1) more attempt.

Max Hours for Degree

The number of credit/hours to complete a degree or certificate must not exceed 150% of the total credit/hours in the program of study.

Grading

In addition to grade point average requirements, any student with the following grade and progress criteria may no longer be eligible for federal and state financial aid.

Students receiving all “F” grades or all “W” grades in any semester may be required to repay federal financial aid funds based on the last date of documented attendance.

Service Awards

Southwest provides two opportunities for students to receive financial assistance through service to the College. Students who are selected will receive a work (Stipend) award in return for service hours given to the College.

Student Ambassadors

www.southwest.tn.edu/ambassadors/
(901) 333-4399

The Southwest Ambassadors are a group of students who serve as goodwill representatives of the College. They support college or community events scheduled by the Recruiting Office and help to promote Southwest.

Students must complete an application and interview process for selection. Those who are interested must be able to adhere to the following guidelines:

• Have a 3.0 cumulative grade point average
• Be available to work at least 75 service hours per semester, if enrolled full-time (12 or more credit hours)
• Be available to work at least 50 service hours per semester, if enrolled part-time (6-8 credit hours)
• Be available to work service hours on some evenings and weekends

Academic Service Scholarships

• Awards to first-time freshmen shall be limited to students who had a minimum high school average of 2.9 or the equivalent.  In addition, first-time university freshmen shall have a minimum enhanced ACT composite score of 19 to be eligible for consideration.  Awards to GED students shall be based upon evidence of comparable scholastic ability.  Southwest may make exceptions when admitting freshmen who have not attended high school or another postsecondary institution for at least four (4) years.
• Awards to transfer and other than first-time freshman students will require a minimum cumulative college GPA of 2.9 for universities and 2.5 for two year colleges earned on the basis of at least twelve (12) credit hours.  Students who have completed less than twelve (12) credit hours shall, for the purpose of this policy, be considered first-time freshmen.
• Renewal of academic service scholarships after the initial academic year of the freshman shall require a minimum cumulative GPA of 2.5.  All subsequent renewals shall be reviewed at the end of each semester and require a minimum cumulative GPA of 2.5 for students of both universities and two year institutions.
  • Students must compete a minimum amount of twelve (12) credits, if full-time and six (6) credits, if part-time
• Awards of academic service scholarships shall be made on a semester basis.  Failure to maintain the required grade-point average or a satisfactory standard of conduct with result in the automatic forfeiture of the scholarship.  A student who forfeits a scholarship for any of the above reasons may be eligible for consideration after the lapse of at least one full semester.  Exceptions to this provision may be made when approved by the institution’s president or designee.
• The economic status and need of the applicant will be considered a favorable factor only when all other conditions appear equal.  Consideration may be given to the student’s potential for the future as well as his or her area of specialization in relation to the needs of the state and the nation.
• An Academic Service Scholarship shall  involve a service obligation to the institution of 75 hours per semester.  The service obligation will be structured to primarily provide an educational benefit to the student, not a work benefit to the institution.  The service requirement for part-time and summer session students shall be prorated based on the number of hours for which the student is enrolled.
  • Students must complete a minimum amount of twelve (12) credits, if full-time and six (6) credits, if part-time.
  • The institution may define service for the purpose of the scholarship to include academic or co-curricular activities, such as study abroad, undergraduate research, service learning, student teaching, nursing clinical, social work practicum, and approved institutional service. 

Foundation Scholarships

www.southwest.tn.edu/scholarships/

Through the generosity of individuals, corporations and organizations, the Southwest Foundation has been able to assist thousands of students attending the College. As scholarships are dependent upon availability of funds, not all scholarships can be awarded every year. A completed Free Application for Federal Student Aid (FAFSA) is the basis for all types of financial aid awarded at Southwest, including scholarships. To learn more about scholarships for which you may qualify, visit the website. Applications must be completed online by March 15th annually for the upcoming academic year.

List of Scholarships