Each semester will have a “freeze date” for purposes of determining each student’s enrollment level for financial aid eligibility award amounts. On this “freeze date” we will record each student’s unit load (number of units enrolled) as of that date, which will determine the student’s eligibility for financial aid awards for the semester. Any classes that are added or dropped after this “freeze date” will not impact (either increase or decrease) the student’s financial aid unit load for the semester. However, students who withdraw from all classes or receive a grade of F, W, or NP, in all classes, will still be subject to an eligibility calculation that may result in financial aid funds having to be repaid to Southwestern College and/or the Department of Education. Students who never attend class will have a reduction of Pell eligibility.
The “freeze dates” for 2018-19 are:
Fall - Friday, September 7, 2018
Spring - Friday, February 15, 2019
Summer - Thursday, June 13, 2019
If you are eligible for a Pell Grant or a Cal Grant, the grant amount your will receive is based on enrolled units and is prorated, depending the percentage of full-time enrollment you have on the “freeze date”. Your financial aid eligibility for the term will be based on your unit load, as recorded on September 9th
12+ units Full time or 100% eligibility
9-11.5 units Three-quarter time or 75% eligibility
6- 8.5 units Half time or 50% eligibility
Below 6 units Less than half-time or 25% eligibility
- If you are enrolling in a short term course beginning later in the term, you MUST add it through WebAdvisor BY THE FREEZE DATE to have the units included in your financial aid unit load.
- Classes added after the freeze date will not be included in your financial aid unit load for financial aid purposes for the term.
- Classes dropped after this date will not be deducted from your financial aid unit load for financial aid purposes for the term, unless you drop all your classes or unless the class is never attended.
- Students who completely withdraw from classes or receive grades of F, W or NP in all classes will still be subject to an eligibility calculation that may result in financial aid funds having to be repaid to Southwestern College and/or the Department of Education. Please click here for our Withdrawal and Return to Title IV (R2T4) policy.
- This “freeze date” is ONLY for financial aid purposes – it does not affect any other eligibility, such as Veterans’ benefits or EOPS.
- BOG Fee Waiver eligibility is NOT affected by the “freeze date”.
- Audited and wait-listed courses do not count as enrolled units for financial aid purposes.
- Adds or drops AFTER the “freeze date” will not change funding for the current semester but may impact satisfactory academic progress status.
- The unit load for students who have not been awarded financial aid by the "freeze date" will be based on the units enrolled on the day the file is processed.
- Please double check your enrollment status in WebAdvisor prior to the “freeze date” to ensure that you are properly registered in the correct classes.
Below are some examples of possible enrollment scenarios and the impact of the “freeze date” on your financial aid unit load.
- If you were enrolled in 12 units on February 1st and dropped a 3-unit class on February 15th, and never added any more classes, you would be at 9 units, which is considered three-quarter time.
- If you were enrolled in 9 units on February 1st and add a 3-unit class on February 15th, you would be at 12 units, which is considered full time.
- If you were enrolled in 6 units on February 1st and add two 3-unit classes on March 1st you will still only be at 6 units for financial aid purposes, since your additional units were added after the freeze date.
- If you were enrolled in 12 units on February 1st and drop a 3-unit class on March 15th, you will still be at 12 units for financial aid purposes, since you dropped units after the freeze date.
- If you were enrolled 12 units on February 1st, drop to 9 units on March 1st , but are not awarded financial aid until March 15th, you would be at 9 units, which is considered three-quarter time.
If you have questions about how the freeze date impacts your eligibility, please come to the Financial Aid Office or email us - from your college email address - at email@example.com