Administrative Capability

Adequate Checks and Balances Procedures

The College administers the federal aid programs with adequate checks and balances in its system of internal controls. The College divides the functions of authorizing and disbursing financial aid funds so that no office has responsibility for both functions with respect to any student awarded aid. The functions associated with the authorizing of funds rests with the Financial Aid Department. The responsibility for disbursing funds resides with the Business Office of the College. The two functions are carried out by at least two independent individuals who are not members of the same department or who do not together exercise substantial control over the College.

The Financial Aid Department is responsible for:

  • Reviewing and placing student’s awards on their accounts. 
  • Calculating all return of Title IV funds and verifying the awards per term based on the actual eligible credit hours the student is enrolled to receive financial aid. 

The Business Office is responsible for:

Disbursing aid and mailing checks to students.

Adequate Staffing Procedures

The College is staffed at an adequate level to provide maximum service to the student population of the College. The following offices assist in administering and ensuring compliance for Title IV programs:

    • Before any student can receive information from the Financial Aid Department, the student must submit all admissions requirements (a copy of official high school transcript or high school diploma showing date of graduation or official copy of a GED certificate. Submission of ACT or SAT scores is strongly encouraged). Transfer must submit all admissions requirement (Good academic standing at previous institution, official transcript, etc..)   College’s admissions requirements can be found on the website under the admission link at www.miles.edu/admissions-and-enrollment.
      • Miles College Questionable High School Transcripts and Diploma Policy.

     The Policy is to ensure that students applying for admissions with a questionable transcript or diploma provides adequate documents to be admitted. The College will request an official copy of the high school transcript that’s in question.  Upon receipt of the transcript; the College checks with the appropriate state agency in the State in which the high school is located to determine if a diploma issued from that school is recognized by that State as a secondary high school. If the document is still questionable the College has the right to refuse admissions.  For the purpose of private and home schooling the College would the check the “State Regulation of Private and Home Schools” which provides a brief description for each state’s legal requirements that apply to K-12 private schools in the United States.

    State Regulation of Private Schools

    • The Advising Office reviews student degree plans. Assist students with registering for courses. The advisors make sure the students are on academic track as it relates to their paradigm.  The advisors also, verify the students’ majors and/or make possible schedule adjustments to ensure the student is taking courses within their major. They also assist students with change of major and the adding and dropping of classes.
    • Monitor and administer the SAP Academic Recovery Plan for students on SAP wavier.
    • Submit status reports on students on waived SAP to the SAP Coordinator.

  • The Records Office is the official record holder of all student’s records for educational purposes. 

    • Responsible for coordinating and processing the enrollment status report that has to be submitted to the National Student Clearinghouse.
    • Responsible coordinating and processing Official and Unofficial withdrawals
    • Responsible for academic grade recording and reporting.
    • Responsible for coordinating and notifying students of attendance.
    • Assist with graduation processes as related to the office.

  • The Business Office is responsible for: 

    • Disbursing financial aid checks. 
    • Establishing and implementing the College’s refund policy.
    • Reconciling federal funds
    • Review R2T4 calculation
    • Drawing down funds. 
    • Assist in completing the Fiscal Operations Report and Application to Participate (FISAP). 

    Handle all third-party scholarships and state programs funds.

  • The Financial Aid department is responsible for verifying the Federal Work Study award eligibility for all students. The Financial Aid office assigns the student to an available position and complete any additional documents needed for payroll purposes. The information is then sent to the Payroll Officer for processing.  Financial Aid must ensure the following:

    • All work study payments must be supported by approved timesheets. 
    • Timesheets must be signed by the student and approved by the supervisor.
    • Number of hours worked should not exceed what has been approved.
    • The hourly rate must agree to what has been approved.
    • Number of hours worked per day should not exceed the allowed number of hours deemed eligible by the Financial Aid department.
    • Financial Aid department works with the Controller’s office to reconcile the work-study funds.
    • Development of financial aid policy.
    • Publicize the availability of financial aid 
    • Advise students on all aspects of financial aid including, but not limited to, satisfactory academic progress, eligibility, appeals, rules and regulations.
    • Communicate to students the effect of enrollment status on the financial aid award.
    • Calculate return to title IV to determine if a student owes a repayment for an official or unofficial withdrawal 
    • Calculate refunds and repayments for financial aid students (R2T4) who withdraw from College.
    • Calculate cost of attendance 
    • Submitting FISAP report.
    • Determine student eligibility for Title IV funds.
    • Track documents which applicants have placed on file.
    • Verify application data on selected applicants. 
    • Email academic satisfactory progress notifications.
    • Reconciles program and fiscal records at least monthly. 
    • Screen and certify veterans and veterans’ dependents who apply for Veterans Administration educational benefits.
    • Determine student eligibility for loans and award loans based on regulations and guidelines
    • Submit loan information to the Department of Education to originate and reconcile student loans
    • Prepare complete student status confirmation reports from outside agencies

    Review and update transfer student records for purpose of Transfer Monitoring

Financial Aid Department Structure

The Financial Aid department provides trained and adequate staffing for the administration of Title IV programs. The Department reports to the Vice President of Enrollment Management. The illustrated organizational chart of the Financial Aid Department is located in the addendum section of this document.

Financial Aid Programs in which the College Participates

  • The Federal Pell Grant is designed to help pay college-related expenses. The exact dollar award is determined by congress. Funds are calculated each year based on a) the student’s Expected Family Contribution EFC (once processed and verified if required) and b) the number of hours the student is registered each term for classes required for the major.

    The College uses the ED Express to calculate the student’s Pell Grant award by utilizing the Pell Grant chart provided by the Department of Education.  Pell Grant funds are awarded for the fall and spring semesters at the beginning of the school year with the summer funds at a later date. The maximum Pell Grant for full-time students is established by the Department of Education. 

    The Federal Pell Grant award is prorated when a student is enrolled in less than 12 credit hours in a semester (less than full time).  Depending on the amount of Pell grant eligibility, the chart below may not apply to all students.  Some students attending less than full time may not be eligible to receive a Pell grant award:

    • 25% of award when taking less than 6 semester hours.
    • 50% of award when taking 6-8 semester hours.
    • 75% of award when taking 9-11 semester hours.
    • 100% of award when taking 12 or more semester hours.

    Year-Round Pell

    Section 401(b)(8) of the Higher Education Act of 1965 (HEA), as added by section 310 of the

    Department of Education Appropriations Act, 2017 (Title III of Division H of P.L. 115-31, the

    Consolidated Appropriations Act, 2017), allows a student to receive Federal Pell Grant (Pell Grant) funds for up to 150 percent of the student’s Pell Grant Scheduled Award for an award year. This provision is effective beginning with the 2017–2018 award year.

  • The College adheres to the U.S. Department of Education’s stipulation that one of the eligibility requirements for receiving an FSEOG is that you must 1st qualify for a Federal Pell Grant. The College also adheres to the U.S. Department of Education’s stipulation that a recipient must meet the definition of exceptional financial need.  The College has interpreted exceptional financial need as being a student whose family income yields an EFC of zero or as close to zero as possible.  Also, when an FSEOG recipient’s record (ISIR – Federal Need Analysis Methodology) is compared to all other applicants, demonstrates a need greater than any of the others in the applicant pool.

    PRIORITY ORDER FOR FSEOG AWARDS

    First selection group:
    In determining the priority order in which undergraduate students will be awarded FSEOG funds in any given award year, Miles first choose those students with exceptional financial need. Those with the lowest Expected Family Contributions (EFCs) who will also receive Federal Pell Grants in that award year. As determined by Miles The range of lowest EFC is 0-500. Note:  The last day of Registration is the date used as the cutoff for the first selection group of offers.
    Second selection group:
    If there are remaining FSEOG funds after offering  FSEOG funds to the entire first selection group, the next offering of FSEOG funds would be offered to  those eligible students beginning with the lowest EFCs  greater than 500, including those that are not Federal Pell Grant eligible.

    NOTE:  The awards range from $200.00- $4,000.00 per year, depending on eligibility and availability of funds.

  • The College participates in Federal Direct loans to help those students who otherwise would be unable to attend school. The College does not participate in the Parent Loan for Undergraduate Students (PLUS) program or private loan programs. 

    There are two types of Direct Loans:

    • The Subsidized Loan provides students the opportunity to borrow funds for education costs at low interest rates. For students with a defined need, the federal government subsidizes the interest during certain specified periods. Students who are new borrowers on or after July 1, 2013 cannot receive subsidized loans for more than 150 percent of the published length of the borrower’s educational program.

    Loans that are first disbursed on or after July 1, 2020 and prior to July 1, 2021 have a fixed interest rate of 2.75%.

    Freshman students are eligible for a maximum of $3,500; Sophomore students can borrow up to $4,500.

    • The Unsubsidized Loan is not awarded on the basis of need. The student will be charged interest from the time the loan is disbursed until it is paid in full. If the interest is allowed to accumulate and it will be added to the principal amount of the loan.

    Eligibility for a subsidized loan is always considered first, but if the student’s limit does not meet the need, an unsubsidized loan, will be considered for dependent students and independent students.

    To be eligible for loan funds, students must complete the FAFSA application and apply for admissions to the College. If applications are completed, a letter will be mailed to the student containing instructions to review the financial aid terms and conditions, accept or decline a student loan, and how to complete any required forms and submit any required documents. 

    Students will be able to view their award notification on their Bears Den account under the Financial Aid tab once their award has been completed. If the student is receiving a loan, there are additional steps for students to complete. Students must complete the Master Promissory Note (MPN), and Entrance Counseling electronically through the www.studentaid.gov. 

    A student must be enrolled in at least 6 credit hours to be eligible for a loan. Additionally, a borrower must meet satisfactory academic progress(SAP) to be eligible for a loan. SAP is measured in three areas: completion rate, cumulative grade point average, and maximum time frame. Students may go to the satisfactory academic progress section for additional information. Financial aid will only pay for classes required for the students major.  

    Students who receive the maximum annual limits of subsidized and unsubsidized loans in the fall and spring may not be eligible for any additional loans for the summer term.

    1. Entrance Counseling and Promissory Note

    Before making the first disbursement of a loan to a direct loan borrower, the college must ensure the student has completed entrance counseling and signed the Promissory Note. Entrance counseling helps the student to understand the responsibilities regarding the loan. Students need to wait until they have received an award notification email before completing entrance counseling, which can be completed at www.studentaid.gov. Once completed, the college will be notified by the Department of Education. If a student has already competed entrance counseling at another college, the student is not required to complete entrance counseling again. 

    1. Exit Counseling

    Repayment normally begins six months after students completes their program of study or ceases to be enrolled at least half-time.

    The office runs a program to identify Student borrowers of Direct Loans who are graduating, leaving school, or dropping below half-time enrollment are required to complete exit counseling. Unofficially withdrawn students are identified by the Records Office.  Once the unofficially withdrawn students are confirmed, a report is sent to the Financial Aid Office to notify the students to complete exit counseling.  During exit counseling, students will review rights and responsibilities. Once exit counseling has been completed, the College will be notified by the Department of Education. Note:  Face to Face (official withdrawals) are required to complete their exit counseling in the Financial Aid Office prior to the authorized financial aid representative signing their withdrawal form.

    1. Loan Deferment

     Student must be enrolled in a minimum of six hours to be eligible for an in-school deferment. Students must complete the in-school deferment request form which can be obtained at the Financial Aid department or from the perspective lenders. All deferment forms are mailed and faxed to the lending institution if proper contact information has been provided.

  • FWS is a federal financial aid program to provide part-time employment for eligible students. Funding is based on the information that is provided on the FISAP. Students who qualify for financial aid may participate in the Federal Work Study Program to help pay indirect educational expenses. Students who participate in this program are paid at least minimum wage for hours worked; checks are issued on a monthly basis. An effort is made to place students in jobs that further their educational and career goals. 

    To be eligible for FWS, students must have indicated on the FAFSA that they were interested in FWS. Students must: 

    1. Be eligible to receive need-based funding.
    2. Must be enrolled in at least 6 semester hours. 
    3. Demonstrate financial need. 
    4. Meet the satisfactory academic progress requirements. 
    5. Be a citizen or permanent resident of the United States.

    Award Amounts

    The average award for a student that is offered federal work study is $1,000.00. 

    Student employees may not earn more than the dollar amount of their award. It is the responsibility of the Financial Aid department, supervisor, and student to monitor FWS earnings to ensure that the employee does not earn more than the awarded amount. 

    It is possible that a student award may change during the semester due to the prevent an over-award.  Changes could be the result of changing financial circumstances, receipt of additional financial aid, a change in the number of enrolled credits, etc. 

    Financial Aid Department Responsibilities 

    1. Determines student’s eligibility for Work-Study. 
    2. Identifies Work-Study job locations and send notification to supervisors to request for student workers
    3. Assists student with processing all financial-related paperwork (I-9, W-2, Loyalty and Confidentiality statements). 
    4. Process FWS contracts 

    Supervisor Responsibilities 

    1. Provide proper training 
    2. Set expectations 
    3. Involve the student employee in the activities of department teams 
    4. Be a teacher/mentor and role model by displaying proper work ethics. 

    Hiring Process

    Department supervisors request a work-study student by submitting the Request for Student Workers form to the Financial Aid department. Those students who mark on their FAFSA that they are interested in Work Study and who meet all of the eligibility requirements, will receive an email containing the date, time, and place to report.

     Once the Financial Aid department ensures the student’s eligibility, the supervisor will make the selection on the student who best meets the needs. The supervisor will have the option to reject a student if the student is not qualified for the position. Once the student employee is hired, (s)he completes and signs the Federal Work Study Contract from the Financial Aid department and Human resources documents. 

    Students who are enrolled at least six or more credit hours in their major may work a maximum of 20 hours a week, depending on their eligibility. Students cannot work during class scheduled times. Students who participate in this program are paid at least minimum wage for hours worked. It is the supervisor’s responsibility to approve, sign work timesheets and submit them by the designated deadline as determined by the Financial Aid and Payroll Offices.

    Summer Employment 

    Federal Work Study summer employment capacity is determined by budget constraints and need.

  • Alabama Student Assistance Program (ASAP) is the only state program administered by the Financial Aid department. ASAP is a need-based grant that does not have to be repaid. Students must be eligible for Federal Pell Grant to be considered for the ASAP grant. There is no special application for these funds; completion of the FAFSA is all that is required to apply for ASAP. Funds are very limited for this program. The ASAP is awarded until available funds are expended. The College usually receives the funding in late September.  The Director of Financial Aid will determine when and how much funds to be awarded.

    To be eligible, a student must:

    1. Be Alabama resident
    2. Be US eligible citizen.  
    3. Be enrolled for at least 12 credit hours with the lowest EFC number. 
    4. Complete FAFSA
    5. Remain compliant with SAP policy of Financial Aid department

  • Scholarships are available to students entering as freshman, currently enrolled students and to students who transfer from other colleges and universities. Either the Donor or the Scholarship Committee establish the selection criteria.

    The Financial Aid department administers or determines the following institutional programs: 

    • Institutional Scholarships 
    • Organizational Scholarships 
    • Tuition Waiver 

    *Student enrollment status must be listed as first-time freshman (high school or GED), or transfer to be eligible. Transient students are not eligible to receive institutional scholarships.

  • The College has made it possible for all full-time employees after a year of employee qualify for a tuition wavier.  The waiver can be granted to a dependent or spouse of the fulltime employee.

    An application form for the tuition waiver should be completed prior to registration for classes and submitted with a copy of the employee’s marriage certificate to the Director of Human Resources. All dependents and or spouse must have a valid FAFSA on file with the Financial Aid Department.  All tuition waiver recipients must meet satisfactory academic progress in order to retain the waiver.

Financial Aid Information

Financial Aid department establishes and makes readily available to enrolled and prospective students a description of all available financial aid programs (including both need-based and non-need-based programs), and for each of those programs the College provides: 

  1. Student eligibility criteria for each program 
  2. Procedures required to apply, and all necessary forms 
  3. Criteria for selecting recipients and for determining award amount

The College provides information concerning awarded aid including: 

  • Conditions and terms of employment under the Federal Work-Study Program (to include a full job description) 
  • Terms of any loan that is part of a student’s aid package, a sample loan repayment schedule for sample loans, and the necessity for repaying loans 
  • Method and frequency of financial assistance disbursements to students 

The College also provides information concerning the rights and responsibilities of the student aid recipient, including: 

  • Criteria established for continued eligibility under the Satisfactory Academic Progress conditions 
  • Criteria concerning how to re-establish financial aid eligibility for a student who has failed to maintain satisfactory academic progress.

Veterans Educational Benefits

Educational benefits awarded to Veterans and dependents carry many regulations on awarding, authorizations and processing.  One must understand the differences of eligibility and the Federal and State regulations that allow a student to utilize these benefits and for the Institution to obtain and continue with approvals to administer Veteran education benefits. State Approving Agencies (SAA) are generally responsible for the approval of education and training programs in their respective states. They are the pathway into VA for a program's recognition and identification as being eligible for the payment of VA education benefits. As an approval is established an accredited institution would have met the following criteria through review and approval from the SAA.

 Accredited Institutions 

  • Accredited programs must meet the requirements of 38 USC §3675 and 38 CFR 21.4253.  
  • Both accredited and non-accredited institutions have similar approval requirements, including:
    1. submission of an application for approval submission of a catalog that includes graduation, attendance, progress, and other policies as well as tuition, fees, and program requirements
    2. written records of review and appropriate credit for prior training o additional reasonable criteria as required by the State Approving Agency

Alabama G.I. Dependents' Scholarship Program

The Alabama G.I. Dependents' Scholarship program is a nationally renowned program created by Act 633 and approved October 1947 by the Alabama Legislature. It is administered by the Alabama Department of Veterans Affairs and is governed by the Code of Alabama 1975, Section 31-6-1. The Alabama G.I. Dependents' Scholarship program provides assistance with tuition, Fees, and books for the dependents and spouses of veterans.

Students approved for the Alabama G.I. Dependents' Scholarship after July 31, 2017 must complete all of the following steps to determine eligibility for VA benefits:

  • Must be a current resident of the state of Alabama at the time of application
  • Must complete a Free Application for Federal Student Aid (FAFSA) for each year that they are covered under the Alabama G.I. Dependents' Scholarship Program
  • Must comply with Standards of Satisfactory Academic Progress (SAP) as defined by their education institution
  • Must complete a Family Educational Rights and Privacy Act (FERPA) release form for each educational institution that they attend to authorize the release of personally identifiable information required to determine continued eligibility and as required for necessary reporting.

 

Please note: Pell grant and other scholarships must be applied to tuition, fees, and books first. The Alabama G.I. Dependents' Scholarship will be applied after Pell grant and other scholarships for any applicable remaining charges.

For more information, please visit ALABAMA G.I. DEPENDENT SCHOLARSHIP PROGRAM – Alabama
Department of Veterans Affairs or your local Veterans Affairs office to apply. You can find your local
office by visiting the link below:

Find VA Locations | Veterans Affairs http://va.alabama.gov

This nationally renowned program was created by Act 633 and approved

October 1947 by the Alabama Legislature. It is administered by the Alabama Department of Veterans Affairs and is governed by the Code of Alabama 1975, Section 31-6-1.

Alabama National Guard Education Assistance Program (ANGEAP)

ANGEAP is a program established by the legislature of the state of Alabama and is designed to provide financial assistance to active Alabama National Guard members who are enrolled in degree programs at accredited post-secondary institutions of higher learning located within the state of Alabama. Limited funding is provided by the Alabama Legislature, and priority is given to those who apply early. To determine if a service member qualifies for ANGEAP, members should contact the unit administrator at their prospective unit. 

Tuition Assistance (TA)

Tuition assistance (TA) is a Department of Defense (DOD) program. GoArmyEd is the virtual gateway for all eligible Active Duty, National Guard, and Army Reserve soldiers to request tuition assistance (TA) online, anytime, anywhere, for classroom and distance learning. It allows soldiers to manage their education records, including college classes, testing, on-duty classes, and Army education counselor support. Soldiers may request TA through GoArmyEd prior to the course start date. GoArmyEdwill notify the soldier of TA approval. If the TA request is not approved, GoArmyEd will advise the soldier of the reason and the next steps. All drops/withdrawals must be handled through GoArmyEd . Soldiers who do not successfully complete a class due to military reasons must request a Withdrawal for Military Reasons through GoArmyEdand complete all required steps to ensure that they will not be charged. Students have fourteen (14) days from the start of the semester to input information into the GoArmyEd system for TA approval.

Chapter 31 Vocational Rehabilitation (Disabled Veterans)

A veteran may be eligible for Vocational Rehabilitation (Chapter 31) benefits if he or she:

• Received, or will receive, a discharge other than dishonorable conditions; Incurred or aggravated a service-connected disability which entitles him or her to VA disability compensation; and is in need of vocational rehabilitation because his or her disability creates an employment handicap.

Vocational rehabilitation may be provided for up to 48 months. An eligible veteran generally has 15 years from the date he or she is notified of entitlement to VA compensation to use their Chapter 31 benefits. VA may approve an extension of time and/or length of training in certain cases.

Entitlement for vocational rehabilitation on services is determined on an individual basis following an evaluation of the veteran’s interests, aptitudes, education, work experience, and vocational abilities. Each school is assigned a Vocational Rehabilitation Specialist to assist Chapter 31 students and school officials responsible for certifying Chapter 31 students. Full tuition, fees, and books are paid to the school by the VA. In addition, the student gets a subsistence allowance depending on the training status.  

Chapter 30 Montgomery GI Bill® (MGIB) and Active Duty

The Montgomery GI Bill® (Active Duty), also known as Chapter 30, is a program of education benefits generally for individuals who enter active duty for the first time after June 30, 1985 and have contributed to the College fund. Active Duty for benefits purposes includes full-time National Guard duty after November 29, 1989. The participant generally must serve continuously on active duty for three-year or greater initial enlistment, or, for a lesser benefit, two years of an initial active duty obligation of less than three years. An individual also may qualify for the full benefits by initially serving two continuous years on active duty, followed by four years of Selected Reserve service. In the latter case, the participant must enter the Selected Reserve within one year of the release from active duty. The participant must meet the requirements for a high school diploma or an equivalency certificate before the first period of active duty ends. Completing 12 credit hours toward a college degree meets this requirement. Individuals, who initially serve a continuous period of at least three years of active duty, even though they were initially obligated to serve less, will be paid at the higher basic rate. Drake State Community and Technical College does not participate in advance pay. 

Chapter 33 Post 9/11

The Post 9/11 GI Bill® is a new education benefit program for individuals who served on active duty on or after September 11, 2001. The benefits are payable for training pursued on or after August 1, 2009. No payments can be made under this program for training pursued before that date. You may receive up to 36 months of entitlement under the Post 9/11 GI Bill®. Once you elect to receive benefits under the Post 9/11 GI Bill®, you will no longer be eligible to receive benefits under the program from which you elected before the Post 9/11 GI Bill®. A monthly housing allowance (MHA) based on the Basic Allowance for Housing for an E-5 with dependents at the location of the school (for BAH rates, please visit www.gibill.va.gov ) is associated with this benefit. For those enrolled solely in distance learning, the housing allowance payable is equal to 1/2 the national average BAH for an E-5 with dependents for the 2011 academic year (Active duty students and their spouses cannot receive the MHA). An annual books stipend of $1,000 is paid proportionately based on enrollment.

Chapter 1606 Montgomery GI Bill® Selected Reserves (MGIB-SR)

This program provides benefits for members of the Selected Reserve and National Guard who enlisted, re-enlisted, or extended their enlistment for a period of six years after July1, 1985. To find out more about eligibility requirements, please contact Veterans Affairs Regional Office (VARO) at 1-888-442-4551.

Chapter 1607 Reserve Educational Assistance Program (REAP)

REAP was established as a part of the Ronald W. Reagan National Defense Authorization Act for Fiscal Year 2005. It is a Department of Defense educational benefit program designed to provide educational assistance to members of the Reserve components called or ordered to active duty in response to a war or national emergency (contingency operation) as declared by the President or congress. This program makes certain reservists who were activated for at least 90 days after September 11, 2001, either eligible for education benefits or eligible for increased benefits.

 

Chapter 35 Survivors and Dependents Educational Assistance Program (DEA)

Dependents’ Educational Assistance provides education and training opportunities to eligible dependents of certain veterans. This program offers up to 45 months of education benefits. These benefits may be used for degree and certificate programs, apprenticeships, and on-the-job training. If you are a spouse, you may take a correspondence course. Remedial, deficiency, and refresher courses may be approved under certain circumstances.

How to Apply for VA Federal Education Benefits:

New applicants:

  • Chapters 30, 33, 1606 and 1607 – Go to the VA website ( www.gibill.va.gov ), and complete a 22-1990 form. The VA will contact the student by mail letting them know their eligibility. Students will need to submit a copy of their certificate of eligibility once they receive it from the VA. Students may use the Veteran Student Checklist (Veteran Student Checklist as a clickable link to form) to ensure all required documents are submitted to the Drake State Financial Aid Office.
  • Chapter 35 – Students must go to the VA website ( www.gibill.va.gov ) and complete a 22-5490 form. Students will need to submit a copy of their certificate of eligibility/entitlement once they receive it from the VA. Students may use the Veteran Dependent Student Checklist (Veteran Dependent Student Checklist as a clickable link to form) to ensure all required documents are submitted to the Drake State Financial Aid Office.
  • Chapter 33 Post 9/11 Transfer of Entitlement- Veterans must log on to the DoD Transfer of Education Benefits (TEB) Web application: https://www.dmdc.osd.mil/TEB/ . The Department of Defense (DoD) determines whether or not you can transfer benefits to your family. Upon approval, family members may apply to use transferred benefits with VA by applying online or by completing VA Form 22-1990e .

Transfer Students:

Veteran students who have received benefits through Chapter 30, 33, 1606 or 1607 are required to complete a 22-1995 along with the Drake State Veterans Education intake document and submit the form to the Financial Aid Office.

Chapter 35 transfer students will need to complete a 22-5495 along with the Drake State Veterans Education on intake and submit the form to the Financial Aid Office.

Who initially serve a continuous period of at least three years of active duty, even though they were initially obligated to serve less, will be paid at the higher basic rate. Drake State Community and Technical (Change to Miles) College does not participate in advance pay.

VA CONTACT INFORMATION

  On Campus:
Veteran Coordinator:  Cheryl Perkins

School Certifying Official: Byranda Bandy-Parrish

Phone: (205)929-1513     Fax: (205)905-7996

Email: bbandy@miles.edu

  Approval/Payment Questions:
Muskogee Regional Office PO Box 8888

Muskogee, Oklahoma 74402-8888 1-888-442-4551

HELPFUL VA LINKS:

Veteran Affairs Education Website: http://www.benefits.va.gov/benefits/

Alabama VA Resources: http://alavetnet.alabama.gov/

Student Veterans of America: https://studentveterans.org/

Financial Aid Counseling

The primary purpose of the Financial Aid department is to provide financial resources to students who would otherwise be unable to pursue post-secondary education. Miles College offers a variety of aid, such as grants, loans, scholarships, and work-study to assist as many qualified students as possible. To be considered for federal student aid, students must be admitted into an eligible degree-seeking program.

The College provides guidance to new and continuing students concerning financial aid application procedures in many different ways. The Financial Aid department provides general application and eligibility information on the College’s website, face to face and through workshops.

To be considered for financial aid, a student must: 

  • Complete the FAFSA or Renewal Application.
  • Apply and be accepted by the college. 
  • Provide any other requested documents for completion of the student’s financial aid file. 

The College uses the FAFSA as the basis of our financial aid process.  This application is also used as the basis for state aid. There is no separate application for Alabama Supplemental State Grant.  Alabama residents are required to complete an application for the Alabama Student Grant Program.

  Electronic Student Aid Reports (ISIRS) are imported for any student that has completed a FAFSA and included the College code.  Once the student has also submitted an application for admission to the College, a Financial Aid file is created for the student.  A letter is mailed to the student with instructions for viewing and completing Financial Aid requirements.  

Applicants are assigned to a Financial Aid Analyst for processing based on their last name.   

Most aid programs are based on the individual need of the applicant and/or parent. Demonstrated financial need is determined by completing a Free Application for Federal Student Aid (FAFSA) on the web at https://studentaid.ed.gov/sa/fafsa.

Once the student submits the FAFSA, it is processed by the U. S. Department of Education. The College receives the SAR from the Department weekly. Awards are determined using the “Expected Family Contribution” (EFC) found on the SAR; this is the amount that the student and his/her family should be able to contribute to educational expenses. The College has established cost of attendance estimates for various categories of students. The EFC will be compared to the cost of attendance to determine the student’s eligibility for federal financial aid.

Cost of Attendance

The basic components of student budgets include:

  • Tuition and Fees
  • Books and Supplies 
  • Room and Board /Living Allowance
  • Transportation 
  • Miscellaneous and Personal expenses  

Budgets are derived from a summation of actual costs (Tuition and Fees) and estimated costs (off-campus room & board, books, transportation and personal expenses). Tuition expenses are based on 12 hours of enrollment per semester and 12 hours for Summer. The personal expenses/miscellaneous component does not include the fees associated with receiving a Direct Student Loan. The cost of room and board for living off campus is derived from average cost of rental in the region.  All student budgets are considered good-faith estimates of the projected educational expenses that most students may incur while attending the College.

Cost of Attendance budgets are updated annually by the Financial Aid Director. Rationales used for determining component amounts are disclosed prior to the awarding of financial aid for the school year.

Award Notification

The award notification provides student’s budget and indicates the expected family contribution (EFC), the student’s total need and remaining need amounts. It also indicates the enrollment period, and terms. The award notification also provides detailed information describing the amount and type of aid awarded and any conditions linked to award eligibility for each type. The award notification is emailed to the student’s email address indicated on their FAFSA.

Fiscal Records and Reconciliation

The Financial Aid department emails reports that document all financial aid transactions to the Business Office. The Business Office will post to the General Ledger after they receive confirmation of the G5 drawdown (from the Business Office) and the bank statement; showing the funds have been deposited into the bank account. Each Title IV program has its own General Ledger account number which documents individual transactions. These accounts are reconciled on a monthly basis. Reconciliation is a shared responsibility between the Financial Aid department and the Business Office. This responsibility involves joint action by the financial aid and the business offices to identify discrepancies and to connect those discrepancies in accordance with established deadlines, and to ensure the two offices are performing the separation of duties/functions as it relates to cash management.

 Reconciliation of Title IV programs begins with the Financial Aid department generating reports through financial aid administration information system AS400/Aliant. Financial aid awards and disbursement records are compared with reports generated from the Department of Education system, Common Origination and Disbursement (COD) by the Director of Financial Aid.  

The Business Office applies the proper tuition, fees, and any other charges the student is expected to pay to the student’s Account. The Business Office then disburse financial aid to the student account. Once all transactions are reconciled and a credit balance is created, a refund checks will be generated. The refund checks will be delivered to the student and/or parent via regular mail to the current address on file or picked up from the Business Office.

Records Management and Retention

The College complies with the Alabama College System Records Ret 2002. A complete copy of the Records Disposition Schedule Policy is found on the Miles website under the Office of Institutional Research and Effectiveness may be accessed Miles College Policy Database | Miles College.

The Financial Aid department establishes and maintains on a current basis application submitted for Federal Student Aid program funds. In addition, the office maintains program records as required under federal regulation. 

Business records, demonstrating the proper use of funds, and Loan Program records are kept on a current basis.  The Registrar’s office keeps official academic records (transcripts) of enrollment and credit earned in the credit program in perpetuity.

Confidentiality of Student Records

Family Education Rights and Privacy Act of 1974 (FERPA)

The College complies with the provisions of the Family Educational Rights and Privacy Act of 1974 (FERPA), which relates to that section of Public Law 93-380 (H.R. 69) entitled “Protection of the Rights of Privacy of Parents and Students.” This Act affords students certain rights with respect to their educational records and includes, but is not limited to, the right to consent to disclosure of personally identifiable information contained in the student’s educational records, except to the extent that FERPA authorizes disclosure. 

Students who do not want public or directory information released to representatives independent of the college should complete a Non-Disclosure Information Form in the Records and Academic Affairs Offices. The Family Educational Rights and Privacy Act of 1974 (FERPA) and the Student-Right-to-Know and Campus Security Act of 1990 are available in their entirety in the Office of Institutional Effectiveness, Records, Human Resources, Chief of Police and

 on-line  https://www.miles.edu/student-achievement and https://www.miles.edu.

Notification of Rights under FERPA

The Family Educational Rights and Privacy Act (FERPA) affords students with the following rights with respect to their education records:

  • The right to review the student’s education records.
  • The right to request the amendment of the student’s education records that the student believes is inaccurate or misleading. 
  • The right to consent to disclosure of personally identifiable information contained in the student’s education records, except to the extent that FERPA authorizes disclosure. 
  • FERPA assigns rights to students once they reach eighteen years of age or enroll in a postsecondary institution. 

Included in these rights is the right to release information. A person, other than the student, requesting information on a student must submit written authorization from the student. Students requesting information must present photo identification before the information will be released to them. Students who feel that this policy has been applied unfairly to their situation have the right to appeal.

Fiscal Operations Report and Application to Participate

On an annual basis, the Fiscal Operations Report and Application to Participate (FISAP) is prepared and submitted by the Financial Aid Director. Supporting documentation for the completion of the FISAP is retained by the Financial Aid Director. 

The Business Office and Financial Aid department work together to collect the necessary information to complete the report. The finalized data is loaded into the Electronic FISAP Program and sent to the Department of Education. The signature page and required certifications are sent certified mail.