Financial aid bookstore purchasing

Student Services Policy 80430

1. Purpose

The purpose of this policy is to clarify how students may use financial aid funds to charge items in the college bookstore directly to their financial aid.

2. Policy

2.1   Students may use excess financial aid in the College Bookstore to purchase only required books and supplies for registered courses deemed eligible for financial aid for the term. A course would be deemed ineligible for financial aid if any of the four following circumstances exist:

  1. The course does not apply to the student’s academic program;
  2. The course has already been repeated once after having been successfully completed. Successful completion is defined as any grade other than an F, U, R, or W;
  3. The course is developmental and the student has already attempted 30 or more developmental credits; and/or
  4. The course is a basic skills class (BSK) that is below the postsecondary level.

2.2 Types and frequency of electronic items: Students may purchase course related computers or electronic items no more than once each academic year without approval by the Director of Financial Aid or designee. Rare exceptions to this policy may be made by the college’s Director of Financial Aid.

2.3 Items not approved for purchase with financial aid include but are not limited to apparel, food, cell phones, household or gift items, and gift/prepaid cards.

2.4 During the book purchase period, books and supplies purchased using financial aid cannot be returned to the College Bookstore for cash. Amounts for returned items must be credited back to the aid items that paid for the books and supplies on the student’s account.

3. Procedures

3.1. The period during which students may charge books for each semester is limited and changes each semester. Students must follow deadlines and charging limits posted by the Financial Aid Department or the College Bookstore.

3.2 The amount available for financial aid charge is based on individual student eligibility and the number of eligible credits students are enrolled in during a semester.

3.3  Students not meeting Satisfactory Academic Progress standards may not charge books to their financial aid.

3.4  Students must notify the cashier at the bookstore that they are using financial aid to pay for bookstore charges and must come prepared to sign authorization with their class schedule and a valid photo ID.

4. Definitions

4.1  Financial aid: Grants, loans, and scholarships obtained through Germanna Community College.

5. References

State Board Policy 4.3.5

6. Point of Contact

Director of Financial Aid

7. Approval and Revision Dates

College Council: November 2, 2015; February 20, 2017
President’s Council: November 9, 2015; March 13, 2017
College Board: November 19, 2015; May 18, 2017