Maintenance and Organization of Student Files

This policy addresses the protocols concerning information contained in the student’s financial aid file.

PROCEDURE:

1. Each file will contain:
   • Termination or withdrawal information, including Return of Funds worksheets, copies of checks for returned funds, etc. (if applicable)
   • FA award letter
   • Verification information, tax returns related to verification (if applicable)
   • ISIR results and related correspondence
   • Copy of master promissory note and loan entrance counseling
   • Copy of NSLDS loan and grant history
   • Transcript to verify course credits
   • Correspondence with student
   • FERPA release form
2. A student file is created for each student accepted into the college as indicated by the Admissions Office.
3. Files are filed alphabetically with the active student files.
4. Files are retained for five years or indefinitely if an account is in the collection or considered to be active.
5. Files are considered confidential and maintained in a locked office when the Financial Aid Office is not open.
6. File is open for student review at any time. Parental or spousal review requires the written consent of the student

Approved:______________________________________________________________________
Monika Bissell, DBA
President