Financial Aid

DEGREE PROGRAMS

Financial Aid

The California Jazz Conservatory is committed to assisting each and every student with the cost of covering their tuition and living expenses. The following is an overview of the various sources of financial aid available to CJC students. Sources include federal financial aid (grants, loans and work-study), the CJC in-house payment plan, CJC scholarships and additional resources for parents.

APPLYING FOR FINANCIAL AID

Obtaining a Federal Student Aid (FSA) ID

The first step in applying for Federal financial aid is to obtain an FSA ID. Note: Prior to May 2015, this was known as a “PIN”. Students who have a PIN must now obtain a new FSA ID. The website for creating a new FSA ID is https://fsaid.ed.gov.

The FSA ID consists of a username and password that students must use to log in to certain U.S. Department of Education (ED) websites. The FSA ID enables students to access their personal information on ED websites such as the Free Application for Federal Student Aid (FAFSA®) at www.fafsa.ed.gov.

The FSA ID is used to sign legally binding documents electronically. It has the same legal status as a written signature. Besides being used for completing the FAFSA, students can also use their FSA ID for signing their Master Promissory Note (MPN) and for completing Loan Entrance Counseling (a requirement for loan borrowers).

Note: parents of dependent students (those students living at home) will need their own FSA ID if they want to sign their son’s or daughter’s FAFSA electronically. If parents have more than one child attending college, they can use the same FSA ID to sign all applications.

Completing the FAFSA

To apply for federal student aid, students must complete the FAFSA at www.fafsa.ed.gov. Students will need to include the CJC School Code: 042376. The school code authorizes the ED to send students’ FAFSA information to CJC.

When completing the FAFSA, students (and their parents if students are dependent) will be asked to provide federal tax return information for the previous tax year. The easiest (and recommended) way to do this is to allow the FAFSA website to access their IRS tax return by using the IRS Data Retrieval Tool (DRT). This step links their FAFSA to the appropriate federal tax return and enters the information for them.

Verification

Some students will be selected by the Department of Education to have their information “verified” by the CJC Financial Aid Office. The CJC will send those students who are selected for verification the appropriate form that they will need to return (along with any supporting documentation) within 30 days of the date of the notice. Typically, items that may require verification include income information, household members, and number in college. Note: If students used the IRS DRT and did not make any changes, they most likely will not have to

provide any backup documents. There may be other items requiring verification, but these are the most common.

The CJC Financial Aid Office requires that students complete the verification process before their loans are certified (approved) and sent to the ED.

The Financial Aid Offer Letter

After the CJC Financial Aid Office receives a student’s FAFSA, it will determine the maximum eligibility for financial aid and send them a Financial Aid Offer Letter. The Offer Letter will list what types of financial aid are available to students. Students have the option of either accepting or declining any of the awards listed or even requesting a lower amount in loans if they choose. Students must then print a copy, sign it and return it to the CJC Financial Aid Office before their financial aid can be finalized.

Note: Although loans will not be certified by the CJC Financial Aid Office until the student’s award letter has been signed and returned (and verification completed, if selected), students will still be able to decline or reduce their loan amounts up to 14 days after the disbursements have been received by the CJC and posted to their student account. When the CJC receives the loan funds, the business office will send students an email notification of the amounts and date posted, with information on how to change their loan amounts.

Loan Entrance Counseling

Students who are first time loan borrowers at the California Jazz Conservatory must complete Loan Entrance Counseling at studentloans.gov.

Master Promissory Note

If students have never had a student loan before (or within the last 10 years) and wish to accept one, they must complete the Master Promissory Note (MPN) at studentloans.gov.

HOW FINANCIAL AID IS DETERMINED

Financial aid awards are based on demonstrated financial need, which is the difference between the family’s Expected Family Contribution (EFC) plus the student’s own resources (EFC and any other financial aid), and the allowable educational expenses or Cost of Attendance (COA).

The US Dept. of Education (USDE) determines the EFC, which is based on the information submitted on the student’s FAFSA. If there are unusual or extenuating circumstances, the Financial Aid Office may make adjustments, based on adequate documentation and on a case-by-case basis.

The CJC Financial Aid Office creates an annual budget for each student based on the following costs:

Tuition and Fees
Room & Board
Transportation
Books & Supplies
Loan Fees
Personal/Miscellaneous Expenses

If there are unusual expenses (for example, unusual medical expenses, child care, etc.), the Financial Aid Office can, with adequate documentation, make adjustments to an individual student’s budget. Note: this can only be done on a case-by-case basis.

The Financial Aid Office calculates budgets for both dependent students (those students living at home) and for independent students (those students not living at home). This information is initially derived from the student’s FAFSA.

Note: A student’s total financial aid may not exceed the student’s COA.

Student Budgets

Tuition and Fees

Tuition for the 2018-2019 academic year is as follows:

  • Application fee (a one-time fee, new students only): $100
  • Registration fee (all students): $50 / semester
  • Full-time students (taking 12 or more credits per semester): $9500, instrumentalists; $9800, vocalists
  • Part-time students (taking 11 or fewer credits per semester): $750 / credit
  • Private instruction/Individual Tutorial: $1,650 per credit
  • Trio ensembles: $1,100 per credit

The following table shows California Jazz Conservatory tuition and fees for the 2018-2019 academic year for a continuing full-time instrumental student taking 12-18 credits per semester. Note: vocalists add $300/semester.

Category Fall Semester Spring Semester Annual Total
Tuition $9,500 $9,500 $19,000
Reg. Fee $50 $50 $100
Total $9,550 $9,550 $19,100

Non-CJC Expense Estimates for Students — For the purposes of determining eligibility for Federal Financial
Aid, the Financial Aid Office uses the following estimates based on California Student Aid Commission
(CSAC) Student Expense Budgets for 2018–2019. Note: these costs are estimates only.

With Parents Off Campus Housing
Category Semester Annual Semester Annual
Books & Supplies $959 $1,917 $959 $1,917
Room & Board $2,709 $5,418 $6,890 $13,779
Transportation $554 $1,107 $626 $1,251
Personal/Misc. $1,629 $3,258 $1,458 $2,916
Total $5,851 $11,700 $9,933 $19,863

 

FEDERAL FINANCIAL AID SOURCES

Grants

A grant is a financial award that does not have to be repaid. The following grants are available through the US Department of Education (USDE):

  • Federal Pell Grants*
    For the 2018-2019 Award Year, the projected maximum Federal Pell Grant amount is $6,095. Awards are need-based and will vary based on the student’s EFC and the student’s enrollment status (see Enrollment Definitions below). Note: students who are enrolled less than half-time may be eligible for Pell Grants. Enrollment Definitions (per semester)
    Full-time enrollment: 12 credits or more
    Three-quarter enrollment: 9–11 credits
    Half-time enrollment: 6–8 credits
    Less than half-time enrollment: 1–5 credits
  • Federal Supplemental Opportunity Grant (FSEOG )
    The Supplemental Opportunity Grant (FSEOG) is for those students who demonstrate exceptional financial need. Funds are extremely limited; Federal Pell Grant recipients take priority. Award amounts vary between $100 – $300 per academic year.

*   The amount of Federal Pell Grant funds you may receive over your lifetime is limited by federal law to be the equivalent of six years of Pell Grant funding. For more information: studentaid.ed.gov/sa/types/grants-scholarships/pell/calculate-eligibility

Federal Work-Study

FWS is money that’s earned while attending school and that doesn’t have to be repaid.
Federal Work Study is a form of student employment, is a need-based financial aid award that allows you to work on campus part-time. It is not a grant (because you must work to earn it), and it is not a loan (because you do not have to repay it). In order to receive federal work-study, you must complete the FAFSA and have FWS eligibility. However, since federal funding is limited, not everyone who applied for work-study will be offered work-study. You can only apply for work-study positions if you have this as part of your financial aid package. You will be paid an hourly wage on biweekly basis for hours worked, and your paycheck will be sent directly to you instead of applied to your bill. If you have been awarded FWS there are more forms to complete. See the FWS Guidelines for more details.

Loans

A loan is a financial award that must be repaid. The following loans are available through the USDE:

Federal Direct Loans
There are two types of Federal Direct Loan Programs: subsidized and unsubsidized.

  • Subsidized Direct Loan Program — Students with calculated financial need may borrow under the Subsidized Direct Loan Program. Under the Subsidized Direct Loan Program, the federal government pays the interest on the loan while students are in school and during their grace period. Note 1: students must be enrolled at least half-time to be eligible for the Subsidized Direct Loan Program. Note 2: A student’s EFC is taken into consideration when determining his/ her eligibility for a Subsidized Direct Loan.
  • Unsubsidized Direct Loan Program — Students with no calculated financial need may borrow under the Unsubsidized Direct Loan Program. The interest rate is the same, but unlike the Subsidized Direct Loan Program, the government does not pay the interest on the loan. Students have the option of paying the interest while in school, or having it added to their principal when they graduate or cease being enrolled on at least a half-time basis.
    • Note 1: Students must be enrolled at least half-time to be eligible for the Unsubsidized Direct Loan Program.
    • Note 2: A student’s EFC is not taken into consideration when determining his/her eligibility for an Unsubsidized Direct Loan; however, any other aid received is a consideration (for example, if the student is eligible to receive a Subsidized Direct Loan or a Pell Grant).

After reviewing the FAFSA, the Financial Aid Office determines the maximum amount that a student can borrow each year based on: EFC (Expected Family Contribution); Dependency status (whether they are considered dependent or independent according to the student’s FAFSA); Grade level at the beginning of the loan period.

The following are the maximum amounts dependent and independent students can borrow each year.

Dependent undergraduates (excluding dependent students whose parents are ineligible for PLUS)

 

Credits completed Subsidized Total (subsidized
& unsubsidized
Freshman  0 – 33 $3,500 $5,500
Sophomore 34 – 67 $4,500 $6,500
Junior and
Beyond
68 + $5,500 $7,500

Independent undergraduates (including dependent students whose parents are ineligible for PLUS (see below):

Credits completed Subsidized Total (subsidized
& unsubsidized
Freshman 0 – 33 $3,500 $9,500
Sophomore 34 – 67 $4,500 $10,500
Junior and
Beyond
68 + $5,500 $12,500

 

Parent Loans for Undergraduate Students (PLUS)
The PLUS program allows qualified parents to borrow funds to help support their dependent children while their son/daughter is attending college. Unlike the Subsidized and Unsubsidized Direct Loans, the parent must pass a credit check; if the parent does not pass the credit check they may either appeal or provide a co-signer for the loan.

The EFC is not used in calculating PLUS eligibility (i.e., PLUS can replace the EFC), and the total amount a parent can borrow may not exceed the student’s Coast of Attendance (COA) minus all other aid received.

A dependent student whose parent is ineligible for a PLUS loan may be eligible for increased unsubsidized loans as shown above.

Loans Fees
At each disbursement the Department of Education deducts a fee. The loan fee for Direct Loans (Subsidized and Unsubsidized) is 1.066% for loans on or after 10/1/17 and before 10/1/18; the fee for the PLUS loan is 4.264% for loans on or after 10/1/17 and before 10/1/18.

SCHOLARSHIPS

CJC Scholarships

The CJC awards partial scholarships on an as available basis to qualified students based on a combination of:

  • Artistic merit
  • Financial need
  • The particular instrumental/vocal need of the program at the time of inquiry

Students must maintain a cumulative GPA of 3.0, and earn the grade of C or higher in all classes, to remain eligible for scholarships. Note: Students receiving a scholarship who earn a non-passing grade of C- or lower in any required course(s) are responsible for retaking those courses at their own expense.

To inquire about availability of CJC scholarships, please contact the Registrar at registrar@cjc.edu.

 

Outside Scholarships

There are several free scholarship databases available online. With more than 1.5 million scholarships worth more than $3.4 billion, the Fastweb scholarship search is the largest, most accurate and most frequently updated scholarship database. If you supply an email address, they will notify you when new awards that match your profile are added to the database. Fastweb also includes a college search and numerous other student resources. fastweb.com

Additional Resources for Parents

Parents and students can use a variety of resources to cover their Educational Expenses such as:

  • PLUS Loans (dependent students only).
  • Student’s Financial Aid Package (including loans, grants, and Federal Work Study). Please communicate with your son/daughter.
  • Outside scholarships
  • Tax-free accounts and tax benefits plans (Coverdell and 529 Plans)
  • Federal veterans benefits
  • Tuition benefit plans set up by employers or agencies to help students/parents pay for college costs.
  • The CJC In-House Payment Plan:  CJC offers students the option of paying their tuition on a monthly basis for an administrative fee of $50/semester. Payment plans must be created at the time of registration. For fall semester, tuition is divided up into five equal payments due on the first of the month for months August-December; for spring semester, tuition is divided up into five equal payments due on the first of the month for months January-May. A late fee of $25 will be charged for payments submitted after the first of each month. Note: the current semester’s tuition must be paid in full before a student may register for the subsequent semester. To create a CJC In-House Payment Plan, please contact the Registrar at registrar@cjc.edu.

Satisfactory Academic Progress (SAP)

Federal regulations require that a student receiving federal financial aid make satisfactory academic progress in accordance with the standards set by the federal government and the California Jazz Conservatory (CJC). Application of these requirements includes all terms of enrollment, whether or not aid was awarded or received.

The CJC Financial Aid Office will evaluate satisfactory academic progress each term after the Registrar has completed processing grades, and before aid is disbursed for the following term. To meet SAP:

  1. Students must successfully complete a minimum of 67% of units attempted each semester and cumulatively, with a minimum 2.00 semester and cumulative GPA.
  2. Students are allowed a maximum time frame of 150% of program length, measured in attempted units, in which to be considered for financial aid.
  3. Students who fail to meet SAP requirements of GPA or 67% Completion Rate for the first time will be automatically placed in a Warning Status for one (1) semester. They are expected to meet SAP requirements by the end of that semester, or will be placed on financial aid suspension.

A student receiving financial aid is always expected to be making progress toward completion of a declared program of study at CJC.

 

I.      EVALUATING PROGRESS

Evaluation of SAP will be made after grades are posted at the end of each semester and prior to aid being disbursed for a subsequent semester for which a student is enrolled.

Grade symbols and their effect on measuring progress:

  • Credits with satisfactory grades at CJC are those for which a grade of A, B and C is earned.
  • Courses completed with an D, F, I, W, WP or WF are not considered acceptable for satisfactory academic progress.
  • Grade symbols of A, B, C, D or F will be used in grade point average calculation.
  • Courses completed with a I, W, WP or WF will not be used in grade point average calculation. However, please note that non-passing grades which are not used to determine grade point average still must be used to determine minimum unit requirements. Additionally, even though a “D” is considered a passing grade, the total GPA must not fall below 2.00 for each semester.

Ineligibility for financial aid does not prevent students from enrolling in classes if they are otherwise eligible to continue their enrollment. Unless extenuating circumstances exist and an appeal is approved (see “IV. Appeals” for additional information), a student on financial aid suspension or disqualification should expect to continue classes at his or her own expense until all satisfactory academic progress requirements are again met.

     A. Qualitative Standards

Cumulative GPA Requirements (GPA Rule): In order to remain eligible for financial aid consideration, students must meet minimum semester and cumulative grade point average requirements of 2.00. If the cumulative GPA is below 2.00 after two consecutive semesters, the student is disqualified until the cumulative GPA is raised to 2.0. Transfer credits are excluded from GPA evaluation.

     B. Quantitative Standards or Pace of Completion

Completion Rate (67% Rule): Students must, at a minimum, receive satisfactory grades in 67% of credits attempted each term, and maintain a 67% cumulative completion rate. This calculation is performed by dividing the total number of successfully completed credits by the total number of credits attempted, each term and cumulatively. All credits attempted at CJC are included. All credits included from prior colleges count as both attempted and successfully completed credits.

Maximum Time Frame Allowed (150% Rule): A student is considered for federal financial aid funding for a period of time no longer than 150% of the school’s published program length. CJC measures the progress of all students in attempted semester units. An attempted unit is defined as any unit the student remains enrolled in AFTER the add/drop period.

A student enrolled in the four year Bachelor Degree in Music, Jazz Studies may be eligible for financial aid for a maximum of 6 years to complete his/her program. Once this limit has been reached, a student is ineligible for further financial aid. The maximum time frame includes units attempted within CJC during all periods of enrollment, regardless of whether a student applied for or received financial aid. The maximum time frame also includes units earned at other colleges or universities that could be applied toward a program of study at CJC. If the student’s total attempted units equal or exceed the maximum time frame of 150%, the student is disqualified, or no longer eligible for financial aid at CJC. The table below lists the percentages of completion during the 150% maximum time frame.

% of Total Required Credits Required for Completion

Instrumentalists & Vocalists Pianists
Credits After 136 134
Year 1 17%  23  22
Year 2 33%  45  45
Year 3 50%  68  67
Year 4 67%  91  89
Year 5 83% 113 112
Year 6 100% 136 134

 

Credit from Prior Colleges:   All transcripts will be reviewed for credits that may be applied toward your degree program at CJC, and included in the calculation of maximum time frame (150%) and completion rate.

Additional Considerations for Quantitative or Pace of Completion Standards

  • Loan borrowers must remain enrolled in at least 6 units during every term they request a student loan. Students who drop below 6 units in a term will not receive any undisbursed loans. In addition to meeting all SAP requirements, all loan students must successfully complete a minimum of 6 units every term. If they are not successful, their situation will be reviewed on a case by case basis to determine if they will be eligible to receive any subsequent loans or other financial aid.
  • Withdrawals (W grades) that are recorded on the student’s permanent academic transcript will be included as credits attempted and will have an adverse effect on the student’s ability to meet the requirements of the completion rate for financial aid.
  • Incomplete Grades: Courses that are assigned an incomplete grade are included in cumulative credits attempted and maximum timeframe but not in calculation of GPA. These cannot be used as credits earned in the progress standard until a successful grade is assigned. Students previously on Warning, Probation, or Disqualified must complete any course work needed to receive a letter grade BEFORE they can be considered for additional aid. It is the responsibility of the student to notify the Financial Aid Office of any official grade changes that occur after grades have been evaluated by our office for recalculation of SAP status.
  • Academic Dismissal or Progress Dismissal: Academic requirements for avoiding warning status and staying in school differ from financial aid requirements for Satisfactory Academic Progress (SAP). Academic status will be noted on your transcript; student will be notified of financial aid status by the Financial Aid Office. Any student suspended from CJC for academic or behavioral reasons is automatically ineligible for financial aid. Any student whose last status on their transcript is Academic Dismissal or Academic Suspension is not eligible to receive financial aid, even if their petition to register is approved.
  • Repeated courses enable the student to achieve a higher cumulative grade point average. Students can repeat courses with financial aid until successfully completed, but repeating courses adversely affects the student’s ability to meet completion rate requirements. Financial aid can be considered for a successfully completed class that is repeated to achieve a higher grade but for only one additional attempt.
  • Academic Renewal: When a student has previously recorded college work that is substandard and does not reflect the student’s current demonstrated ability, a student may petition to have the substandard college work disregarded. If that is granted, the units and grades no longer reflect in the cumulative totals on the academic transcript, BUT for purposes of Satisfactory Academic Progress, the units and grades are still included in the calculation.

II. STUDENT FINANCIAL AID STATUS

A.   Financial Aid Progress (PROG) – Students who are meeting all aspects of the SAP policy and are making progress toward completion of their primary program of study.

B. Financial Aid Warning Status (WARN) – Students who fail to meet SAP requirements of GPA or 67% Completion Rate for the first time will be automatically placed in a Warning Status for one (1) semester. They are expected to meet SAP requirements by the end of that semester, or will be placed on financial aid suspension.

C. Disqualified Status (DISQ) – Students who fail to meet SAP requirements of GPA or 67% Completion Rate following the Warning term will automatically be disqualified and ineligible to receive financial aid. A student who withdraws or receives an “F”, “I”, “IP”, “NC”, OR “NGR” in all his/her classes will automatically be disqualified if s/he received any financial aid, regardless of whether or not the withdrawal occurred during the “Grade of No Record” period of the semester, or shows up on an academic transcript. Repayment of funds may be required. Students are expected to successfully meet SAP requirements on their own prior to being considered again for financial aid.

Students who reach 150% of the published units for degree program are no longer eligible to receive federal aid and are disqualified. Such students have the right to submit an Excessive Units petition to request an extension of financial aid. An Excessive Units Petition will not be granted if the student does not have a minimum cumulative 2.0 GPA and cumulative 67% completion rate at the time of appeal.

Probation students who do not meet the semester CUMULATIVE 67% unit completion rate and/or the semester CUMULATIVE grade point average standards, or who fail to meet any other requirements of an approved appeal will be disqualified. Students who are disqualified are not eligible to receive financial aid. Appeals will only be accepted in verifiable extraordinary circumstances such as a lengthy hospital stay or documented death of a family member.

D. Financial Aid Probation Status – Students who have successfully appealed financial aid suspension are placed in Probation Status. Students in Probation Status are eligible to receive financial aid for one (1) semester, after which they must meet satisfactory academic progress standards. Students who do not meet SAP at the end of their Probation Status term will be disqualified from receiving financial aid until their semester CUMULATIVE completion rate is above 67% and semester CUMULATIVE GPA is above 2.00. (See IV. Appeals)

III.  REGAINING ELIGIBILITY FOR FINANCIAL AID

A. Students who do not meet GPA and/or 67% completion rate requirements while on WARNING status or students who earn 0 units with a 0 GPA for the term are placed on Disqualified Status and will be immediately ineligible for financial aid. Students are expected to successfully meet SAP requirements on their own prior to being considered again for financial aid, by raising their term and cumulative completion rate to 67% and/or raising their term and cumulative GPA to the minimum 2.00 required.

B. A student who has exceeded the 150% rule cannot regain eligibility on their own for financial aid.

C. If there are extenuating circumstances, student may appeal. (see IV. Appeals)

IV. APPEALS

A. Under certain circumstances, students who fail to meet SAP standards and lose eligibility for financial aid may appeal the financial aid suspension or disqualification. An appeal process is not required by the Department of Education and is at the discretion of CJC. Students must clearly state what caused the problem and must also clearly indicate what has changed that will now allow the student to succeed. Appeals may be considered if:

  • A disqualified student has documented and verifiable extenuating circumstances that have now been addressed so the student may successfully complete his or her program of study
  • A disqualified student has documented and verifiable extraordinary extenuating circumstances (e.g., student’s serious illness or accident; death, accident or serious illness in the immediate family; other mitigating circumstances)
  • The student who is disqualified and may not yet have met cumulative SAP requirements, but has, while disqualified, enrolled in and successfully completed at least six (6) academic semester credits at CJC with a minimum semester GPA of 2.00 and a minimum completion rate of 67%. A Student Education Plan must be submitted with the appeal in this situation.
  • Student withdrew in the past due to Military Service.

All appeal decisions are final.

B. Students appealing a suspension or disqualification must:

  • Complete the appropriate satisfactory progress appeal form in entirety,
  • Attach documentation in support of the appeal, which may include a plan developed with the Registrar or Dean of Instruction outlining what the student will do to improve their academic progress.
  • Submit all items to the Financial Aid Office.
  • Appeals for Excessive Units will not be considered unless the student demonstrates the required minimum cumulative 2.0 GPA and cumulative 67% completion rate at the time of appeal.

C. Only completed appeal submissions with documentation will be evaluated by the Financial Aid Office. The decision is final. Depending on the circumstances, the student could be required to complete additional requirements (i.e., meet with a counselor to develop an Educational Plan for completion, limit enrollment, take an assessment test, etc.) before an appeal is granted. The goal is to help the student get back on track for graduation. The reasonableness of the student’s ability for improvement to again meet SAP standards and complete the student’s program of study will be carefully considered. Appeals will be approved or denied or may be conditional. Students who have appeals approved will be in probationary status for the coming semester.

D. Miscellaneous Requirements

  • All students must have proof of high school completion, a satisfactory academic record and have earned an overall GPA of 2.0 or higher to be admitted to the CJC.

WITHDRAWING FROM CALIFORNIA JAZZ CONSERVATORY

A student who wishes to permanently withdraw from the CJC must file a Withdrawal Form with the Registrar. Withdrawal Forms are available from the Registrar in the Main Office. The notice to permanently withdraw will be considered effective no later than the date it is received by the Registrar. Permanent withdrawal may be effectuated by a student’s written notice or by a student’s conduct, including, but not necessarily limited to, a student’s lack of attendance.

All financial and academic penalties apply as of the date the notice to permanently withdraw is received by the Registrar. Exceptions may be made for family or medical emergencies with valid documentation.

Please note: Students who have permanently withdrawn and subsequently wish to return to the CJC must reapply for admission as a new student (see under Admission Requirements).

LEAVE OF ABSENCE

According to federal regulations, a student who has received Federal Financial Aid and has been granted a leave of absence by the school is NOT considered withdrawn from school. A school may approve a leave of absence to a student provided:

The student has made a written request to be granted a leave of absence, signed and approved by their advisor.
The leave of absence involves no additional charges by the school to the student.
In any 12 months, the student can have no more than one leave of absence, and the leave of absence cannot exceed 6 months.

The Leave of absence is authorized under these stipulations: medical reasons, job crisis, significant family sickness or death and other extenuating circumstances.

Withdrawal and Return to Title IV Funds (R2T4) Policy

How a Withdrawal Affects Financial Aid

Title IV Federal financial aid funds are awarded under the assumption that a student will remain in classroom attendance for the entire semester for which the funds were awarded.

When a student withdraws from all courses, regardless of the reason, s/he may no longer be eligible for the full amount of Title IV funds originally awarded.  The return of funds to the federal government is based on the premise that a student earns financial aid in proportion to the length of time during which s/he remains enrolled.  A pro-rated schedule determines the amount of federal student aid funds s/he will have earned at the time of full withdrawal.   For example, a student who withdraws in the second week of the semester has earned less of his/her financial aid than a student who withdraws in the fifth week.  Once the 60% point in the semester is reached, a student is considered to have earned all of the financial aid originally awarded and will not be required to return any funds.

Federal regulations require a recalculation of financial aid eligibility if a student:

  • Completely withdraws
  • Stops attending before the semester’s end

CJC students who receive federal financial aid and who do not remain in attendance through the end of the semester could be responsible for repaying a portion of the financial aid originally received.

Students who do not begin attendance in classes are not eligible for federal financial aid and must repay all aid originally received.

NOTE:  CJC’s institutional tuition refund policy is separate from federal regulations to return unearned aid.  Receiving a tuition/fee refund from CJC will have no impact on the amount the student must repay to the federal aid programs.

How Earned Financial Aid is Calculated

Financial aid recipients “earn” the aid they originally received by remaining in classes.  The amount of federal assistance earned is based on a pro-rated system.   Students who withdraw or do not complete all classes in which they were enrolled may be required to return some of the aid originally awarded.

CJC is required to determine the percentage of TIV aid “earned” by the student and return the “unearned” portion to the appropriate federal aid programs.  CJC is required to perform this calculation within 30 days of the date the school determines that a student has completely withdrawn.  The school must return the funds within 45 days of the calculation.  The R2T4 calculation is completed by the Financial Aid Office.

The following explains the formula used to determine the percentage of unearned aid to be returned to the federal government:

  • The percent earned is equal to the number of calendar days completed up to the withdrawal date divided by the total number of calendar days in the payment period.
  • The payment period is for the fall and spring semesters.
  • The percent unearned is equal to 100 percent less the percent earned.
  • Breaks of 5 days or longer are not included in the count of total days in the payment period.
    Institutional scholarship funds are not subject to the R2T4 policy.

R2T4 Process

  • A student who wishes to permanently withdraw from the CJC must file a Withdrawal Form with the Registrar. Withdrawal Forms are available from the Registrar in the Main Office. The notice to permanently withdraw will be considered effective no later than the date it is received by the Registrar. Exceptions may be made for family or medical emergencies with valid documentation. Permanent withdrawal may be effectuated by a student’s written notice or by a student’s conduct, including, but not necessarily limited to, a student’s lack of attendance. The Registrar notifies the Financial Aid and Business offices of all withdrawals.
  • The Financial Aid Office determines the amount of TIV aid originally awarded and whether it is “disbursed” or “could have been disbursed.”
  • The Business Office provides the student’s original tuition and fee charges.
  • An R2T4 worksheet on the “FAA Access to CPS” site is completed using the above data.  The calendar for the payment period will have previously been entered and saved.
  • The Financial Aid Office will post the recalculated amount of aid for which the student is eligible (as per the results of the R2T4 worksheet) to his/her EDExpress account and exported to COD.
  • A copy of the worksheet is maintained in the Financial Aid Office and made part of the student’s record.
  • A second copy of the worksheet is forwarded to the Business Office for the purposes of checking the accuracy of data entry and for student billing purposes.
  • CJC will return funds to the federal programs on the student’s behalf and will bill the student.
  • In the instances in which a student owes a federal grant repayment in addition to what CJC has returned to the federal programs, the student is notified in writing and the amount is reported by the Financial Aid Office as an overpayment.
  • The student is responsible for all CJC charges and federal overpayments resulting from an R2T4 calculation.

Post-Withdrawal Disbursement of Loan Proceeds

When the R2T4 calculation results in the student’s being eligible to receive either Federal Direct Stafford Subsidized or Unsubsidized Loan proceeds, s/he will be contacted via e-mail by the Financial Aid Office.  Written authorization from the student will be requested and is required before loan proceeds can be processed and awarded to the student.

Determination of Withdrawal Date

The withdrawal date used in the R2T4 calculation is the actual last date of attendance as provided by the Registrar on the withdrawal form.

Unofficial withdrawal

Attendance is recorded by CJC instructors during each class meeting. The record for the semester is catalogued at the end of the semester by the CJC Administrative Office.

The CJC Financial Aid Office reviews posted grades every term. If a student receives all non-passing grades, attendance in the term cannot be verified and as a result they are determined to have unofficially withdrawn. Students are notified by telephone by the Registrar and by email confirmation, if they are considered an unofficial withdrawal. Per Federal Return to Title IV regulations, financial aid is adjusted using the 50% point of the term as the withdrawal date.

In order to reevaluate this determination, students must provide documentation to support attendance in at least one course through more than half of the term.

Withdrawing Prior to the 60% Point of a Payment Period

Unless and until a student completes 60% of the term in which financial aid was awarded, the student will be required to return all or part of the financial aid originally awarded for the term.

When a Student Fails to Begin Attendance

If financial aid is processed for a student who never begins attendance in any class for which s/he registered in a term, all aid will be canceled.

The Registrar provides a list of student who did not begin class after the census date of the payment period.  This report lists the students and the classes in which they never attended.  Financial aid originally awarded is canceled for students who failed to begin attendance in all classes in which they were originally enrolled and is adjusted for those who fail to begin attendance in a portion of the classes in which they were originally enrolled.

When a Student Fails All Classes

If a financial aid recipient who has not officially withdrawn fails to receive a passing grade in at least one class during the term, the Financial Aid Office will determine whether the student actually established eligibility for the aid originally awarded.   Instructors will be contacted and asked to provide information on the student’s attendance.  If the student did not begin attendance, or stopped attending during the payment period, the financial aid originally awarded will be canceled or adjusted.

Order of Return to Federal Aid Programs

In accordance with federal regulations, unearned aid will be returned to the federal programs in the following order:

  • Federal Direct Loans: Unsubsidized, then Subsidized
  • Federal Direct Parent Loans
  • Federal Pell Grant
  • Federal Supplemental Educational Opportunity Grant

Information Regarding Loan Repayment

The R2T4 calculation may result in the student’s and parent’s being responsible for directly returning additional loan amounts to the US Department of Education.

The loan grace period begins on the withdrawal date from the school, or when a student ceases to be enrolled on at least a half-time basis.   If the student does not re-enroll as a half-time student within 6 months of withdrawal or less than half-time enrollment, the loans enter repayment.  The student should contact the loan servicer or the US Department of Education to make repayment arrangements.  The promissory note signed by the borrower outlines repayment obligations.  The student should contact the servicer or the US Department of Education with any questions. Log on to www.NSLDS.gov to obtain contact information for your servicer(s).

Consequences of Non-Repayment

Students who owe the US Department of Education for an overpayment of TIV funds are not eligible for any additional federal financial aid until the overpayment is paid in full or payment arrangements are made with the US Department of Education.

Students who owe CJC because of an R2T4 calculation will be placed on a financial hold.  They will not be allowed to register for subsequent semesters or receive academic transcripts until the balance is paid.

How a Withdrawal Affects Future Financial Aid Eligibility

Refer to the Financial Aid Office Satisfactory Academic Progress Policy to determine how a withdrawal impacts aid eligibility.

NOTE:  This policy is subject to revision without notice based on changes to federal laws and regulations or CJC policies.   If changes are made, the student is held to the most current policy.  This statement is intended to provide an overview of R2T4 policies and procedures related to a complicated federal regulation.

Federal Student Loan Repayment

A guide to repaying your student federal loans  

The USDE provides multiple student loan repayment plans.  Federal Direct Loans — Subsidized and Unsubsidized loan repayment begins 6 months after the student graduates, withdraws from school or is enrolled in less than 6 units.  To review your future options, follow this link: studentaid.ed.gov/sa/repay-loans

Repayment Estimator

The USDE provides a loan payment estimator that lists the borrowers federal student loans and provides a comparison of monthly repayment amounts through the standard and income based repayment plans. studentloans.gov/myDirectLoan/mobile/repayment/repaymentEstimator.action

Disbursement Dates

First Year, First Time Financial Aid funds will be requested from the Department of Education within 3 days after the end of the drop/add period each semester. When these funds are received and posted to the student’s account, the business office will send out a notification of the date and amounts posted, and when any credit balance due to students will be available. In addition, if loan funds are received, students will still have the option of either declining or reducing the amount of their loans within 14 days of that notice.

Borrower “30-day Delay”
For first-year, first time students who have never borrowed under the federal student loan programs, federal regulations require that the first disbursement of a loan cannot be disbursed earlier than 30 days after the start of classes.

Early Disbursement for Pell Grants and Books
Students who are Pell Grant recipients, and whose total aid is in excess of the current semester’s charges, may use that balance to pay for required text books up to 10 days prior to the beginning of that semester.

2018 – 2019 Disbursement Schedule

Fall Semester
Pell Available for Books 08/13/2018
First Day of Instruction 08/20/2018
Last Day to Add /Drop a Class 09/02/2018
Disbursement Date 09/07/2018
Excess Funds available to students 09/21/2018

Spring Semester
Pell Available for Books 01/05/2019
First Day of Instruction 01/15/2019
Last Day to Add / Drop a Class 01/27/2019
Disbursement Date 02/01/2019
Excess Funds available to students 02/15/2019

FERPA CONFIDENTIALITY

The Family Educational Rights and Privacy Act (FERPA) of 1974 is a federal law that establishes the rights of students with regard to education records, and ensures students of the right to privacy and confidentiality with respect to those records. It applies to colleges and universities that receive funding from the federal government. Records created and maintained by the financial aid office are considered to be education records and may not be disclosed without the student’s consent. This means that (unless required by law) the Financial Aid Office will not discuss specifics of a student’s financial aid unless the student has provided a written release to discuss and/or disclose their records with someone other than themselves (i.e., with a parent, guardian, etc.).

FINANCIAL AID CODE OF CONDUCT

The Higher Education Opportunity Act requires institutions of higher education participating in the administration of educational loan programs to develop and publish a Code of Conduct (34 CFR 601.21).

CJC Code of Conduct

The California Jazz Conservatory (CJC) expects the highest levels of professionalism and ethical behavior from all officers, employees, and agents whose responsibilities include student financial aid matters. These individuals must avoid even the appearance or perception of any conflict of interest regarding their student aid responsibilities. They must refrain from taking any action they believe is contrary to law, regulation, or the best interest of the students they are serving, and must disclose all conflicts identified in this policy.

Any CJC officer, employee, or agent who has responsibilities with respect to student educational loans is required to comply with this Code of Conduct as outlined below.

  1. The California Jazz Conservatory does not enter into any revenue-sharing arrangement with any lender.
  2. No officer, employee or agent of the CJC who is employed in the financial aid office or who otherwise has responsibilities with respect to education loans, will solicit or accept any gift or other thing of value from a lender, guarantor, or servicer of education loans.
  3. Certain items provided or contributed by lenders are not considered gifts, such as training materials for staff, entrance and exit counseling services including providing educational counseling materials, financial literacy materials, or debt management materials to borrowers, provided that such materials disclose to borrowers the identification of any lender that assisted in preparing or providing such materials.
  4. No officer, employee or agent of the CJC who is employed in the financial aid office or who otherwise has responsibilities with respect to education loans, will accept from any lender or affiliate of any lender, any fee, payment, or other financial benefit (including the opportunity to purchase stock) as compensation for any type of consulting arrangement or other contract to provide services to a lender or on behalf of a lender relating to education loans.
  5. The CJC will not, for any first-time borrower, assign, through award packaging or other methods, the borrower’s loan to a particular lender or refuse to certify, or delay certification of, any loan based on the borrower’s selection of a particular lender or guaranty agency.
  6. The CJC will not request or accept from any lender, any offer of funds to be used for private education loans, including funds for an opportunity pool loan, to students in exchange for the campus providing concessions or promises regarding providing the lender with a specified number of loans made, insured, or guaranteed, a specified loan volume, or a preferred lender arrangement for such loans.
  7. The CJC does not request or accept from any lender any assistance with call center staffing or financial aid office staffing.
  8. No employee of the CJC who is employed in the financial aid office or who otherwise has responsibilities with respect to education loans or other student financial aid and who serves on an advisory board, commission, or group established by a lender, guarantor, or group of lenders or guarantors, will receive anything of value from the lender, guarantor, or group of lenders or guarantors for such service.
  9. Copyright Law.  It is the intent of CJC that all members of the conservatory adhere to the provisions of the United States copyright law.  Faculty, students and employees who willfully disregard the copyright policy do so at their own risk and assume all liability.  The copyright law pertains to those who wish to reproduce, alter, or perform works, e.g., printed materials, audio-visual materials, artworks, computer software, etc.  A link to Copyright Q&A’s: copyright.gov/help/faq/index.htmlSummary of Civil and Criminal Penalties for Violation of Federal Copyright Laws. Copyright infringement is the act of exercising, without permission or legal authority, one or more of the exclusive rights granted to the copyright owner under section 106 of the Copyright Act (Title 17 of the United States Code). These rights include the right to reproduce or distribute a copyrighted work. In the file sharing context, downloading or uploading substantial parts of a copyrighted work without authority constitutes an infringement. Penalties for copyright infringement include civil and criminal penalties. In general, anyone found liable for civil copyright infringement may be ordered to pay either actual damages or “statutory” damages affixed at not less than $750 and not more than $30,000 per work infringed. For “willful” infringement, a court may award up to $150,000 per work infringed. A court can, in its discretion, also assess costs and attorneys’ fees. For details, see Title 17, United States Code, Sections 504, 505. Willful copyright infringement can also result in criminal penalties, including imprisonment of up to five years and fines of up to $250,000 per offense. For more information, please see the website of the U.S. Copyright Office at (www.copyright.gov).
  10. Computer Use and File Sharing.  Included within the conservatory’s Code of Conduct and Academic Integrity are policies with respect to plagiarism, the unauthorized peer-to-peer file sharing in illegal downloading or unauthorized distribution of copyrighted materials using the  school’s information technology system. Disciplinary actions taken against students who engage in these activities are listed in the forementioned CJC policies.

ADJUSTMENTS TO AWARDS

The California Jazz Conservatory reserves the right to adjust or cancel financial aid awards at any time for several reasons. Examples include, but are not limited to:

  • A determination by the Department of Education of a change in the student’s eligibility
  • A student who fails to make Satisfactory Academic Progress
  • Changes in availability of funding or
  • Changes in a student’s financial need

Contact the CJC Financial Aid Office

Contact:   Karen Shepherd, Financial Aid Director
Email:  Karen@cjc.edu
Telephone: 510.845.5373 ext. 17

Hours:  Friday 9:30 – 4:00

California Jazz Conservatory Student Consumer Information

HIGHER EDUCATION OPPORTUNITY ACT
Under the 2008 Higher Education Opportunity Act (HEOA), California Jazz Conservatory is required to make available certain information to current and prospective students.  In order to assist consumers make a more informed decision about their education options, the U.S. Department of Education has sent forth disclosure guidelines. The following information is provided to students to give them a general overview of the Student Financial Aid Assistance available at CJC.  The Link leads to a website that provides more detailed information.

GENERAL INSTITUTIONAL INFORMATION
About CJC – Overview http://cjc.edu/about-the-cjc/overview/
Mission, Vision, & Goals http://cjc.edu/about-the-cjc/mission-vision/
President’s Message http://cjc.edu/baccalaureate-program/about-the-cjc/message-from-the-president/
Application for Admission ~ https://cjc.edu/baccalaureate-program/application/apply/
Admissions Requirements ~ http://cjc.edu/baccalaureate-program/general-information/admission-requirements/
Registrar/Recordkeeping ~ http://cjc.edu/baccalaureate-program/about-the-cjc/record-keeping/
CJC Academic Standing ~ http://cjc.edu/baccalaureate-program/general-information/academic-standing/
Academic Calendar ~ http://cjc.edu/baccalaureate-program/academic-calendar/
International Students ~ http://cjc.edu/baccalaureate-program/general-information/international-students/
Accreditation http://cjc.edu/baccalaureate-program/about-the-cjc/accreditation/
Degrees http://cjc.edu/baccalaureate-program/bachelor-of-music-degree-in-jazz-studies/curriculum/
Cancellations, Withdrawals, & Refunds http://cjc.edu/baccalaureate-program/policies/cancellations-withdrawals-refunds/
Net Price Calculator ~ https://cjc.edu/baccalaureate-program/financial-aid/net-price-calculator/
Tuition and Fees ~ http://cjc.edu/baccalaureate-program/general-information/tuition-supplemental-fees/
FERPA ~ http://www2.ed.gov/policy/gen/guid/fpco/ferpa/index.html
IRS data retrieval tool and instructions ~ http://www.finaid.org/fafsa/irsdataretrievaltool.phtml
Student-to-Faculty Ratio  ~ https://nces.ed.gov/collegenavigator/?q=california+jazz+conservatory&s=all&id=486488
Contact the Ombudsman: https://studentaid.ed.gov/sa/repay-loans/disputes/prepare

HEALTH AND SAFETY

Crime Statistics ~ https://cjc.edu/xxxxxx
Drug, Alcohol, & Tobacco Free Campus ~ https://cjc.edu/baccalaureate-program/general-information/student-code-of-ethics/

FINANCIAL AID INFORMATION

How to fill out the FAFSA ~ https://fafsa.ed.gov/
The FSA ID ~ https://studentaid.ed.gov/sa/fafsa/filling-out/fsaid
How to estimate your aid ~ https://studentaid.ed.gov/sa/fafsa/estimate
Dependency Status ~ https://studentaid.ed.gov/sa/fafsa/filling-out/dependency
Basic Aid Eligibility ~ https://studentaid.ed.gov/sa/eligibility/basic-criteria
General Types of Aid ~ https://studentaid.ed.gov/sa/types
Staying Eligible ~ https://studentaid.ed.gov/sa/eligibility/staying-eligible

RESOURCES FOR PARENTS

For more detailed information the websites below provide important information to Parents:

The Smart Student’s Guide to Financial Aid ~ www.finaid.org
Resources for Parents/Federal Student Aid ~ https://studentaid.ed.gov/sa/resources/parents
Financial Aid Basic Advice for Parents ~ http://www.finaid.org/parents/  

 

Annual Security Report

The Clery Act requires colleges and universities to disclose policy statements and crime statistics for incidents which occur on three defined areas: on-campus, on unobstructed public areas immediately adjacent to the campus and on non-campus properties owned and or controlled by the institution. This information is published in the Annual Security Report on or before October 1st annually for the preceding three years. The annual report is written in a Portable Document Format (pdf) and can be viewed using Adobe Acrobat Reader.

2017 Annual Security Report (PDF) 

2018 Annual Security Report (PDF) 

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