Financial Aid and Student Account Policies

Financial Aid

Students at The Chicago School of Professional Psychology may fund their studies either through self pay or financial aid. Financial aid is any outside assistance a student receives to help bridge the gap between a student’s resources and the amount needed to pay for the cost of attending the school. Financial aid is based on a semester system. The Office of Financial Aid administers federal aid programs, as well as scholarships, fellowships, and student loans. The Office of Financial Aid’s policies and procedures are subject to change based on federal regulations and guidelines or interpretations thereof. Changes will be published; it is the student’s responsibility to remain informed of all changes.

Financial Aid Professional Code of Conduct

The Office of Financial Aid supports and adheres to the guidelines of ethical conduct developed by the National Association of Student Financial Aid Administrators (NAFSAA).

Tuition and Fee Payment

Tuition is due in full for all matriculating students before the last day of the first week of the new semester/term. This requirement will be waived if the student intends to use financial aid (including loans) to pay tuition in full and has completed all financial aid paperwork required prior to the start of the semester/term. Students can reduce the amount of tuition due the first week of the semester/term by completing a payment plan agreement with a student account advisor prior to the start of the semester/term.

During any phase of the program, a student whose account is delinquent must make satisfactory arrangements for payment with a student account advisor or the student will be subject to removal from classes and dismissal from the school. Students who have been dismissed for such reasons and who wish to re-enter must first pay all tuition and fees in full before applying for re-admission following all of the school’s usual and customary admission policies and procedures. Readmission is not guaranteed.

Students with delinquent accounts cannot register for a subsequent semester/term, attend classes, begin/attend practicum, begin internship, work with faculty on their dissertation or thesis, defend a dissertation or thesis, or receive a transcript until all outstanding tuition and fees are paid in full. If a student’s practicum/internship is affected by a delinquent account, she or he must immediately notify the site supervisor and meet with the director of applied professional practice to develop a plan to ensure that all clinical and/or professional responsibilities are identified and addressed.

Tuition and Fee Schedule available on the school website.

Military Discounts

Active duty personnel of the U.S. Military or National Guard Reserves and their spouses who are enrolled in the Online-Blended Programs of Executive and Career Enhancement and Leadership (ExCEL) tracks or the Master of Arts in Psychology program may be eligible for a 10% tuition discount. Students must identify membership to one of the aforementioned categories at the time of application. Military discounts are applied to future terms only and are not retroactive for current or prior terms. The applicant must submit a copy of his or her (or spouse’s) current military ID and one of the following: a copy of active duty member’s most recent earning statement or a pay stub, or a statement from her or his commander/chief on official letterhead. In addition, spouses of military personnel must also submit a copy of their marriage license or a copy of their most recent tax return(s) (separate or joint). Students may be required to resubmit documentation annually.

Law Enforcement Discounts

Students employed as law enforcement personnel who are enrolled in the Online Campus programs of Executive and Career Enhancement and Leadership (ExCEL) tracks or the Master of Arts in Psychology program may be eligible for a 10% tuition discount. Students must identify membership to one of the aforementioned categories at the time of application. Discounts are applied to future terms only and are not retro-active for current or prior terms. The applicant must submit a copy of his or her current ID and one of the following: a copy of a most recent earning statement or a pay stub, or a statement from her or his commander/chief on official letterhead. Students may be required to resubmit documentation annually. 

Payment Plans and Tuition Reimbursement

The Chicago School offers three possible payment options to assist students. The standard In-Term payment plan is designed for all students. Two additional options, Deferred Tuition Payment Plan and the Direct-Bill Payment Plan, are available for students who receive employer/third-party-based tuition reimbursement/assistance. There are no additional fees to set up these plans and interest is incurred only when payments are not made on time. Students wishing to pursue a payment plan must have all arrangements completed by the end of first week of the semester/term.

In-Term Payment Plan (Standard)

Available through the Office of Student Accounts, the In-Term Payment Plan allows a student to pay an outstanding tuition balance in up to two monthly installments per eight week half-semester. There is no service charge for the payment plan option. Students who have not paid their full tuition or signed a payment plan by the end of the first week of classes will be assessed a late fee and their registration at the school will be suspended until their account is made current. Students who have elected to reduce their student loans to an amount that does not cover their full tuition and fee balance are eligible for payment plans. All payment plans must be pre-approved by the Office of Student Accounts to be valid.

An account is considered to be delinquent if the student has an outstanding balance for tuition or fee payments and is not participating in an approved payment plan. Students who are more than one week late in making payments on the payment plan will be assessed a late fee and their registration at the school will be suspended until their account is paid in full. (See the “Tuition and Fee Payment ” section for training-related implications of suspended accounts.)

Deferred Tuition Payment Plan

Students receiving employer based tuition reimbursement may be eligible to participate in the Deferred Tuition Payment Plan. Eligible students must be in good financial standing with the school. This plan is for students who have tuition reimbursement plans for which payment is dependent upon a grade or completion of a course.

Students are responsible for submitting the Deferred Tuition Payment Plan application each term of enrollment in order to participate. The application also requires a copy of the employer’s tuition reimbursement policy and a signed letter verifying the amount of the student’s reimbursement eligibility and any restrictions.

The balance due must be paid by the end of the fifth week of the next term or semester, regardless of whether or not the student has received the employer reimbursement or grades have been received. A registration/transcript hold and late fees will be assessed to the student’s account if complete payment has not been made by the deferred tuition payment plan due date.

Student Accounts and Student Services will assist with necessary documentation required for employer or third party reimbursement/assistance purposes.

While students must submit the Deferred Tuition Payment Plan Application no later than the last day of the first week of the semester/term, early submission is the best course of action.

Student Accounts reserves the right to deny participation in the deferred tuition payment plan.

Direct-Bill Payment Plan

Students who are eligible for partial or full tuition payment by a third-party source may apply for the Direct-Bill Payment Plan. A Direct-Bill Payment Plan is not contingent upon a grade and/or completion of a course and is payable directly to The Chicago School.

Third-party billing sources may be: an employer, scholarship foundation, government (such as Americorps or Upward Mobility program) or military tuition assistance. Students must submit a payment voucher or letter which includes the name of student and program, amount to be paid, payment method (check or credit card), semester/term for which tuition is to be paid.

All vouchers/letters must be submitted to the Office of Student Accounts no later than the end of the first week of each semester/term. Students are responsible for establishing a secured payment method by the first week of the term for the remaining balance not being paid for by the third-party source.

In addition, The Chicago School will work with organizations to develop direct billing for employees. Payments are due from the third-party source within thirty (30) calendar days of invoicing or else a registration/transcript hold and late fee will be applied to the student’s account.

Refund Schedule

Fall and Spring Semesters

Drop/Withdrawal Refund Schedule (15 weeks)

Summer Semester

Drop/Withdrawal Refund Schedule: (9 weeks)

Half-Semester

Drop/Withdrawal Refund Schedule: (8 weeks)

The refund schedule week begins on Monday and ends on Sunday. With questions on the refund policy, contact the Office of Student Services/Affairs.

Institutional Withdrawal

The Office of Financial Aid is required to recalculate financial aid eligibility for students who withdraw from the institution, are administratively withdrawn, or are dismissed. Students who wish to withdraw from the institution are required to notify the Office of Student Services. If a student does not formally withdraw through the Office of Student Services, and fails to register for the upcoming term she or he will be administratively withdrawn.

Students who receive financial aid funds and completely withdraw from the institution are subject to the “Return of Title IV Funds” policy. The amount to be returned is based on the percentage of enrollment completed for the semester and the amount of financial assistance considered earned. The school and the student are both responsible to return unearned financial aid assistance to the appropriate Title IV program(s). Refund examples are available in the Financial Aid Office. Students who receive financial aid must meet (in person or via conference call) with the Financial Aid Office prior to withdrawing to determine if they will leave the school with a balance on their student account.

The recalculation of aid is based on the percent of earned aid (the amount of aid a student is eligible to receive) equal to the number of days completed up to the withdrawal date divided by the total days in the term. Unearned federal aid must be returned to the Federal Title IV program. This may result in the student owing a tuition balance to The Chicago School. The Chicago School participates in Title IV programs including Federal Stafford Loans and Federal Work-Study.

Determination of Institutional Withdrawal Date

For official withdrawals, a student’s withdrawal date is:

• The date the student began the withdrawal process
• The date the student officially notified the school, in writing or orally, of his or her intent to withdraw
• Any earlier or later date which the school documents as the last date of academically related activity by the student

For unofficial withdrawals, a student’s withdrawal date is:

• The midpoint of the payment period or period of enrollment, or
• Any earlier or later date which the school documents as the last date of academically related activity by the student.

An academically related activity includes, but is not limited to, an exam, attending class, submitting a class assignment or attending a formal study group that is arranged by the school.

A student who takes an approved Leave of Absence after the Add/Drop deadline of a semester is considered to have withdrawn in terms of financial aid and Return of Title IV policies. The student’s withdrawal date is the date the School determines the student began the Leave of Absence. Students who take a Leave of Absence prior to the Add/Drop deadline may not be subject to Return of Title IV policies. 

Determining Amount of Aid

Total financial assistance from all sources cannot exceed the school’s cost of attendance for the period in which an eligible student is enrolled. For federal aid, the maximum eligibility for need-based aid, such as a Subsidized Stafford Loan, Federal Work-Study, and institutional aid, is determined by the difference between the cost of attendance at The Chicago School and the federally calculated Expected Family Contribution (EFC) obtained from the FAFSA application. Resources such as outside scholarships and certain loan programs such as the GraduatePLUS loan or alternative student loans are forms of non-need-based aid and are calculated in conjunction with federal need-based aid. Non-need-based aid can impact a student’s eligibility for need-based aid.

Cost of attendance includes tuition, fees, and averages of books, supplies, and  reasonable cost of living expenses. Students with unusual but necessary expenses such as childcare, medical expenses not covered by insurance, etc., are reviewed individually upon the student’s written request to the Financial Aid Office. Supporting documentation must accompany these requests. Qualification for a cost of attendance budget increase does not guarantee additional financial aid. 

Disbursement of Aid

Each term, scholarships, fellowships, and assistantships from The Chicago School will be credited to the student’s account. Federal Stafford student loan funds are normally transmitted to the school via Electronic Fund Transfer (EFT). Funds transferred via EFT will appear as credits to the student’s account. All students receiving loan funds will be notified via email when loan refund is direct deposited. Students may arrange to pick up and endorse loan refund check(s) that will be applied to their account. Refunds through direct deposit or checks are made available to students within fourteen (14) calendar days of the credit occuring on the student’s account or within fourteen (14) calendar days of the student’s endorsement of a paper loan check. Students not enrolled for the number of credit hours that were indicated on their financial aid application may have their funds delayed due to the need to recalculate their eligibility. Students borrowing Federal Stafford Loans for the first time at The Chicago School are required to complete an entrance counseling session prior to the release of these funds. Loan entrance counseling sessions can be completed online. Refund checks that are not picked up within two (2) weeks of the issue date will be automatically mailed to student at the current address on file. If the check is returned in the mail, the check will be voided and the funds will be returned to the lender. 

Financial Aid Eligibility Factors

Minimum Application Requirements

There are several steps in applying for federal financial aid. These requirements must be completed each year, except when noted otherwise, in order for a student to be eligible for financial aid.

• Students must satisfactorily complete the Free Application for Federal Student Aid (FAFSA). Students must be eligible based on the U.S. Department of Education guidelines for federal student aid as outlined in the FAFSA. The Chicago School FAFSA code is B07022.
• Additionally, all students must complete an institutional application to be eligible for their financial aid.
• The first time a student receives federal Stafford loans and/or GraduatePLUS loans at The Chicago School, the student must complete Loan Entrance Counseling. Entrance loan counseling can be completed online. (This is a one-time requirement.)
• The first time a student receives Stafford loans and/or GraduatePLUS loans at The Chicago School, the student must also complete a promissory note with her or his lender. (This is a one-time requirement unless a student changes lenders.)

Enrollment Level

To receive federal student aid or to defer student loan repayment, at least half-time enrollment is required in a degree or certificate granting program. Eligibility for scholarships or fellowships from The Chicago School generally requires full-time enrollment. Enrollment requirements for other assistance programs, such as outside scholarships and private student loans, can vary and are reviewed on an individual basis as applicable. (See the “Full- and Part-Time Enrollment Status ” grid in Academic Policies and Procedures for additional information.)

Repeated Courses

Repeated courses do not count toward full- or part-time status and are not eligible for financial aid.  Some courses can be more than once will neither qualify for financial aid nor be counted as part of a student’s enrollment status.  Some courses may be taken multiple times are not considered a “repeated course” for purposes of this policy (e.g. dissertation, thesis, directed study projects). Repeated Courses Exemption List .  Questions regarding financial aid eligibility for a specific course number should be directed to the Office of Financial Aid prior to registering for the course.

Satisfactory Academic Progress

Students must maintain satisfactory academic progress in order to maintain financial aid eligibility. (See the “Satisfactory Academic Progress ” section in Academic Policies and Procedures for additional information.) 

Scholarships and Fellowships

Scholarships

Scholarships offered or administered by The Chicago School are based on merit and/or financial need for full-time students. Scholarships cannot exceed the student’s cost of attendance as defined by Title IV regulations. Outside scholarships that are not based on merit or need will be counted as part of the overall financial aid package toward the cost of attendance. This outside assistance may affect loan amounts, work-study, or other financial aid eligibility.

Scholarship and Fellowship Recipients

Scholarship and fellowship recipients must be full-time students and must register by the published deadline for each semester. New students using scholarship or fellowship funds must register no later than the published deadline for each semester. Late registration or lack of registration may jeopardize the student’s continued status as a recipient.

Fellowships

Fellowships are a need-based form of Chicago School aid and are awarded to eligible, full- or part-time degree-seeking students based on their potential to produce research and provide service consistent with the requirements of the fellowship to which they are applying. In return for their research and/or service, students are awarded stipends that are credited to their student ledger in the form of a tuition reduction. The amount of aid may be prorated based on the recipient’s anticipated graduation date, and allotments may not exceed the cost of attendance as defined by Title IV. Fellowships require the completion of an application, and they are awarded on a competitive basis. Stipends are awarded over the course of the academic year, with 40% allocated at the beginning of the fall term and again at the beginning of the spring term and 20% at the beginning of the summer term. Fellowships can be terminated based on unsatisfactory performance in meeting the requirements of the fellowship and/or not maintaining satisfactory performance as defined by the student’s program of study. The school will not attempt to reclaim monies already credited to students’ accounts; however, students may be referred to their department chair if the fellowship is discontinued due to unprofessional behavior.

Students who receive outside fellowships that are not based on merit or need will be counted as part of the overall financial aid package toward the cost of attendance. This may affect loan amounts, work-study, or other financial aid eligibility. 

Federal Work-Study and Assistantships

Students must complete a Free Application for Federal Student Aid (FAFSA) and meet all qualifications set forth in the Federal Student Aid Handbook. A student’s financial aid award letter will indicate if he or she is eligible for Federal Work Study. Students must apply for Federal Work Study positions, which are not guaranteed. Information on how to apply for opportunities is available on The Chicago School website under Financial Aid.

At the beginning of each academic year students applying for, or already employed in, a Federal Work Study position must submit a Student Employment Eligibility Form online to the Office of Financial Aid for pre-approval.  The Student Employment Eligibility Form, once approved, will confirm eligibility and indicate the specific dollar amount that can be earned within that academic year. Eligible first-time students using Federal Work Study must also complete new employee paperwork through the Federal Work Study Coordinator. Please see the Student Employment Handbook for further details regarding Federal Work Study eligibility.

Graduate Assistant Program

The Graduate Assistant Programs (GAP) covers all forms of part-time student employment with the school, including:

• Teaching Assistantships
• Faculty Assistantships
• Research Assistantships
• Professional Assistantships
• Community Assistantships

Graduate assistantships offer students part-time employment opportunities with the school to offset tuition and living expenses. Students are hired based upon their abilities to meet the requirements of the assistantship for which they are applying. If eligible, students are paid through the Federal Work Study program (FWS) monies until those funds are exhausted by the institution. Non-eligible FWS students may also obtain graduate assistantships. Students may not work more than twenty (20) hours per week. Students may hold more than one position on campus so long as their cumulative work does not exceed 20 hours per week. However, it is not encouraged that students hold more than two (2) positions at the school. Students are required to submit a time sheet online for the work rendered for each position and comport themselves in a manner consistent with the professional expectation of their degree program. Failure to meet the expectation of an assistantship and or unprofessional comportment may result in referral to the student’s department chair for further review. All positions must abide by the GAP employee guidelines published in the Graduate Assistantship Handbook.

To apply for any Graduate Assistantship position students must file an application found online though The Chicago School website and submit it to the Office of Financial Aid. In addition, students will complete a Student Employment Eligibility Form online to determine eligibility.  If the student is eligible for a federal work study position, the teaching assistantship position will be paid with federal work study funds. If the student is not eligible for federal work study, the student will be considered a part-time employee. Faculty Assistants will be paid on an hourly basis for their work. Part time employee’s earnings are subject to appropriate income tax regulations. International students are eligible to apply for any on campus position that does not require Federal Work Study eligibility

Because fellowships and scholarships do not constitute employment, students who have these forms of aid may also hold assistantships up to twenty (20) hours per week.

Teaching Assistantships

Teaching Assistantship (TA) positions are affiliated with an academic program. The primary responsibilities of these positions include assisting faculty members in the delivery of a course through a variety of activities (e.g. grading papers, presenting in class, hosting discussion groups, answering student questions, distributing class materials, etc.). Students must have completed the course or its equivalent prior to being eligible to apply for a teaching assistant position. Students should work with their academic program’s administration and human resources to apply for TA positions. TA positions are expected to work no more than ten (10) hours per week, but that can vary based on the requirements of the course. TAs must coordinate their hours with the supervising faculty member

Faculty Assistantships

Faculty Assistantships (FA) are positions designed to assist faculty members. In collaboration with human resources, FA’s are hired and supervised by program or administrative faculty members. The primary responsibilities of these positions include assisting faculty members in the management of their offices and duties through a variety of clerical (e.g., filing, scheduling, typing, photocopying, data entry, etc.) and focused research activities (e.g., collecting/summarizing articles, gathering information, etc.).

Research Assistantships

Research Assistantships are positions that may be affiliated with either an academic program or administrator in a nonacademic area of the school. In collaboration with human resources, Research Assistants are hired  and supervised by the program faculty or administrator. The primary responsibilities of these positions include assisting faculty members in the design, execution, analysis, and dissemination of scholarly work.

Professional Assistantships

Professional Assistantships are positions affiliated with the administrative areas of the institution. In collaboration with Human Resources, Professional Assistants are hired and supervised by administrators and staff employed by one of the school’s nonacademic departments or offices. The primary responsibilities for these positions include assisting in departmental operations through a variety of clerical (e.g., filing, scheduling, typing, photocopying, data entry, etc,), administrative (e.g., assist in managing the department or departmental projects), and focused research activities (e.g., collecting/summarizing articles, gathering information, etc.).

Community Assistantships

Community Assistantships are positions that support Community Service and Community-Based Research projects. In collaboration with Human Resources, Community Assistants are hired and supervised by faculty, administrators, or staff engaged in Community Service or Community-Based Research projects. For Community Service projects, students work on designated assignments with partner agencies in the community, and are required to meet regularly on campus for professionally led, self-reflection seminars to heighten their awareness of community needs and civic responsibility. Common projects include working in literacy, mentorship, outreach, and other human service programs. Community-Based Research involves the generation of scholarship on topics important to the school’s partner agencies. Under faculty leadership, students seek to discover new knowledge in order to improve the health and well-being of people in the community. Common Community-Based Research projects include needs analyses, organizational assessments, program developments and evaluations, and critical reviews of literature.