Financial Aid

» Eligibility

To be eligible for federal, state and institutional financial aid, you must:

  • File a Free Application for Federal Student Aid (FAFSA) each year.
  • Be a U.S. Citizen or an Eligible Non-citizen (see below).
  • If male, be registered with Selective Service (with very few exceptions).
  • Have a high school diploma (or GED High School Equivalency diploma).
  • Be enrolled in a degree-seeking or approved certificate program.
  • Not be in default on any federal educational loans or owe a refund on a federal grant.
  • Make Satisfactory Academic Process.
  • Be enrolled at least half-time, i.e. for at least 15 ECTS during one semester (30 ECTS during academic year) if you are a student in BA or MA program.

To meet the Citizen or Eligible Non-citizen criterion, you must be:

  • A U.S. Citizen (or U.S. National).
  • A permanent U.S. resident with a Permanent Resident Card.
  • The holder of an I-94 from the Department of Homeland Security with one of the following designations:
    • Refugee
    • Asylum Granted
    • Parolee – for a minimum of one year and status has not expired
    • Victim of Human Trafficking
    • T-Visa Holder: (T1, T2, T3, etc.)
    • Cuban-Haitian entrant

In addition to the eligibility criteria outlined on this page, each program may have additional requirements such as Expected Family Contribution (EFC), financial need, etc. Please refer to each program for specific information about eligibility for new students and continued eligibility for returning students.

 

» Application process

FAFSA:

In order to be awarded financial aid at UJ, you must complete a Free Application for Federal Student Aid (FAFSA) every year. UJ's deadline for each upcoming school year is June 30.

PIN:

A Federal Student Aid Personal Identification Number (PIN) is no longer required in order to be able to sign your electronic FAFSA. 

FSA ID:

The FSA ID removed the need for the personal identification number (PIN) and the use of personal identifiers such as name, birthdate, and Social Security number. Students (and parents) use the FSA ID to log on to FAFSA on the Web and other FSA websites—the National Student Loan Data System (NSLDS), StudentLoans.gov, Studentaid.gov, and the TEACH Grant website—with a username and password they create.

When you first log on to one of the above sites, you will be asked to create a username and password. If you have a PIN, you will have the option to link it to your new FSA ID, which will allow you to immediately use the ID on the above websites rather than wait 1–3 days while your identifying information is confirmed.

Click here to create an FSA ID.

Renewal FAFSA:

If you have received an FSA ID and had the year before a successful match on Social Security number (SSN), name, and date of birth with the Social Security Administration (SSA), you are eligible for a renewal FAFSA. When you log on to FOTW, you will be asked if you want to pre-fill some of the application with data from the prior year. By choosing this option, you can review each pre-filled item, correct any that has changed, and provide new information as needed. 

The Jagiellonian's School Code: 035973

You must list the Jagiellonian's school code on the FAFSA. Otherwise, we will not receive your FAFSA information and cannot award you financial aid. The Jagiellonian's school code is 035973. Please note that there is also a separate code for the Medical School of the Jagiellonian University (012224).

Student Status:

Students are considered dependent or independent based on information provided on the FAFSA. Most undergraduate students are considered dependent. All graduate and professional students are considered independent. Dependent students must report parental income information on the FAFSA. Dependency is not a status of choice.

An independent student is one of the following: at least 24 years old, married, a graduate or professional student, a veteran, a member of the armed forces, an orphan, a ward of the court, someone with legal dependents other than a spouse, an emancipated minor or someone who is homeless or at risk of becoming homeless. A student who does not meet any of the criteria for an independent student is considered a dependent student.

Student Aid Report (SAR):

After receiving your FAFSA, the federal processor will send you a Student Aid Report (SAR) electronically (unless you filed a paper FAFSA). The SAR lists all the information you submitted on the FAFSA and explains the EFC calculated from that information. Review the SAR for accuracy. To make any corrections, log on to the FAFSA website.

When information from the Free Application for Federal Student Aid (FAFSA) is processed, an Institutional Student Information Record (ISIR) is created and sent to us. ISIR contains the official EFC and allows us to make payment to eligible students. Since it may take a while for us to receive your ISIR, it is recommended you fax or post a copy of your SAR to us as soon as you get it.

Other Required Documentation:

You also need to complete US Financial Aid Declaration and Bank Details form and submit these documents to the FAA. Sometimes you might be required to submit additional documentation. If so, the FAA will send you a request via email. It is important that you submit any required documentation in a timely manner. You cannot be awarded aid until all required documentation is received and processed. The FAA will review the documentation you submit and make any necessary corrections to your FAFSA information.

Please submit all required documents (original documents via post and scanned versions via email) to:

 

Ewa Stankiewicz

e-mail: ewa.stankiewicz@uj.edu.pl

tel. (+48 12) 663 1149

 

Katarzyna Wojczuk

e-mail: k.wojczuk@uj.edu.pl

tel. (+48 12) 663 1513

 

International Students Mobility Office
Jagiellonian University
Golebia 24,  room 21

fax. (+48 12) 663 15 45


 

» Award notification

Once your financial aid application and all requested information has been received and processed, you will be notified via E-mail that you have an Award Letter.  The Award Letter provides a summary of your financial aid: it contains your Cost of Attendance, and financial need calculation based upon the information you submitted on your FAFSA, finally it provides information on the awards that you have been offered and/or are receiving. The Award Letter also provides information on additional steps that must be completed if you want to decline your award. Failure to respond is considered an acceptance of the award.

 

» Disbursement

The delivery of Title IV funds must be carried out by organizationally independent individuals in accordance with cash management rules. While the FAA awards aid and authorizes payment to eligible students, the Department of Finances actually disburses and delivers the funds.

Financial aid is disbursed first to your University student account to pay your tuition, and other university fees. If the amount of your aid is greater than the charges on your student account, the difference will be sent to your bank account via direct deposit. The loan will be disbursed to your account no earlier than 10 days prior to the start of the semester. However, per federal regulations, all first-time Stafford loan borrowers' funds are subject to a 30-day delay. As such, their loan funds will be disbursed approximately 30 days after the start of the semester.

Please note, that loans cannot be disbursed until all required documents are received. A valid Promissory Note (agreement to repay the loan) must be submitted each year. In addition, first-year borrowers (undergraduate / graduate) must complete online entrance counseling for the specific loan program on the Department's website at studentloans.gov.

 

» Satisfactory academic progress (SAP)

Financial aid recipients are required to be in good standing and to maintain satisfactory academic progress toward their degree requirements for each semester in which they are enrolled. In addition to meet the academic standards outlined in the JU Regulations for First-Cycle, Second-Cycle, and Long-Cycle Magister Programmes of Study or in the Regulations for Third-Cycle Programmes of Study, financial aid recipients are required to meet the satisfactory academic progress standards outlined in this policy. Satisfactory academic progress for financial aid recipients enrolled in degree programs, as described below, is evaluated twice a year, after each semester. Failure to maintain satisfactory academic progress, as described below, will result in cancellation of financial aid awards, and the student may have to repay any funds already received. The policy provides for consistent application of standards to all students within categories of students.

 

Undergraduate (BA/first-cycle) & Graduate (MA/second-cycle) 

General requirements

1. SAP requirements: 

1) GPA at least 3.0 (after each semester and cumulative) – “QUALITATIVE MEASURE”, 

2) 85% of credits attempted/credits earned (after each semester and cumulative),  however, no less than 50 ECTS / academic year + other requirements as defined in the study program (i.e. mandatory courses, internship, etc.) – “QUANTITATIVE MEASURE”,

3) 150 percent of the published length of the educational program* – “MAXIMUM TIMEFRAME”.

* Beginning in the winter of 2018, UJ will implement new maximum timeframe requirement for graduate (MA/second-cycle) program based on the published length of the educational program.

2. A student who fails to meet SAP requirements is ineligible for the loan until he/she reestablishes the eligibility.

3. A student reestablishing eligibility if he/she meets SAP during the subsequent semester.

4. A student who fails to meet SAP may be placed on probation (see “Financial Aid Probation” below).

5. Students are required to abide by Regulations for First-Cycle, Second-Cycle, and LongCycle Magister Programmes of Study.

6. A student obtains a credit for a year of study providing he/she accumulates at least 60 ECTS points (required number of ECTS is specified in a respective study program).

7. A study program may stipulate additional requirements to complete a given academic year.

8. A student is obliged to obtain credits for all the subjects he/she has declared before he/she can graduate (all the courses once attempted have to be passed in order to graduate).

9. A student may repeat a year of study once during each program.

10. A student who fails to complete the first year of a first-cycle program (undergraduate – BA) is not permitted to repeat the year of study (the student is expelled according to the above-mentioned Regulations).

11. If a student accumulates at least 50 ECTS for a given academic year and fulfills other requirements defined in the study program, the student may be registered for the next academic year (conditional registration).

12. In case of conditional registration a student is required to supplement the deficit in his/her ECTS points during the subsequent academic year according to their study program.

13. If a student repeats a year of study all the courses provided for the repeated year have to be passed in order to maintain SAP AND the student has to attempt at least 15 ECTS/semester and/or 30/academic year (half-time enrollment).

14. A student who starts over the same study program is not eligible for the loan during the period (semester) which he/she received the loan for before.

15. A student who has been readmitted for the same study program on which he/she did not meet SAP previously, will be eligible to receive the loan only when he/she meets SAP for the subsequent semester.

16. Examination and credit grades are awarded according to the following scale: 2 – Fail, 3 - Satisfactory (Pass), 3.5 - Satisfactory Plus, 4 – Good, 4.5 – Good Plus, 5 – Very Good

17. Formula for calculating students’ Grade Point Average (GPA):

(Grade 1 x number of ECTS + Grade 2 x number of ECTS + Grade 3…)/ Total number of ECTS earned 

Additional Requirements concerning SECOND CONDITION – apply to I year undergraduate students

If a student does not meet SAP – QUANTITATIVE MEASURE (85% of credits attempted/credits earned (after each semester and cumulative), however, no less than 50 ECTS / academic year + other requirements as defined in the study program (i.e. mandatory courses, internship, etc.):

1. After I semester → Faculty / Institute issues an opinion regarding student’s chance to pass the year of study (to gain at least 50 ECTS / academic year and meet other requirements):

1) the student has a chance to pass the year of study (to gain at least 50 ECTS / academic year and meet other requirements) the student may appeal (see “Financial Aid Probation” below),

2) the student has no chance to pass the year of study (to gain at least 50 ECTS / academic year and meet other requirements) the student is expelled.

2. After II semester:

1) Less than 85% of credits attempted / credits earned (at least 50 ECTS) the student may appeal (see “Financial Aid Probation” below),

2) Less than 50 ECTS the student is expelled.

 

Graduate (PhD/third-cycle) 

1. Students are required to abide by Regulations for Third-Cycle Programmes of Study.

2. Additional conditions:

1) GPA at least 4.0 (after each semester and cumulative).

2) 100% of credits attempted/credits earned (after each semester and cumulative).

3) the published length of the educational program (2-4 years).

4) Positive opinion of a student’s supervisor on the student’s progress in writing his doctoral dissertation, fulfilling academic requirements and completing research projects.

5) A student is ineligible for the loan if he/she: - does not compete any PhD student duty in the academic year, even though a head of a doctoral study program agrees to complete it in the subsequent year, - fails to complete courses, internships, etc. as defined in the study program and repeats it in the subsequent year.

3. A student who fails to meet SAP requirements is ineligible for the loan until he/she reestablishes the eligibility.

4. A student who fails to meet SAP may be placed on probation (see “Financial Aid Probation” below).

5. A student reestablishing eligibility if he/she meets SAP during the subsequent semester.

6. Examination and credit grades are awarded according to the following scale: 2 – Fail, 3 - Satisfactory (Pass), 3.5 - Satisfactory Plus, 4 – Good, 4.5 – Good Plus, 5 – Very Good.

7. Formula for calculating students’ Grade Point Average (GPA):

(Grade 1 x number of ECTS + Grade 2 x number of ECTS + Grade 3…)Total number of ECTS earned 

 

Financial Aid Probation

Any student denied financial aid, who can prove special circumstances which contributed to his or her failure to meet one of the SAP standards, may appeal the loss of aid. On a written appeal by a student, failure to meet the SAP requirements will be evaluated by the Financial Aid Administrator and Program Director. The student will be notified of the decision within 14 days of the Financial Aid Administrator receiving the written appeal request. The decision is final and cannot be appealed. 

A successful appeal will result in a Financial Aid Probation period of one semester where eligibility is reinstated. During this probation period the student may be required to fulfill specific terms and conditions as established by an Academic Plan, which could include, among other things, taking certain courses, earning a certain number of credits and/or achieving a certain grade point average. At the end of the probation period, the student must meet the SAP conditions and/or the requirements of the Academic Plan; otherwise the student will again lose eligibility for financial aid.

Extenuating/special circumstances which might be grounds for an appeal include, but are not limited to: 1) unexpected death of an immediate family member, 2) extended hospitalization or medical condition of the student, 3) the student being victimized in a violent crime.

The appeal must address, and document where appropriate, these extenuating circumstances, describing: 1) why the student failed to achieve SAP, 2) what has changed that will allow the student to achieve SAP during the next semester.

 

» Special circumstances

Budget Adjustment

The FAA assigns each aid applicant a budget, or estimated cost of attendance (COA), before awarding aid. The COA is a good faith estimate of expenses a student will encounter in an academic year and it includes tuition and estimated costs for books and supplies, longdistance travel, utilities/internet, rent, food, local travel and miscellaneous/personal expenses. A budget adjustment may be requested to cover certain additional costs above the standard budget. The deadline for submitting budget adjustment requests is two weeks prior to the end of each semester. Documented rare and special circumstance requests will be reviewed on a case-by-case basis.

Please allow at least ten business days from receipt of completed form with supporting documentation for your request to be reviewed and processed. Additional documentation may be required upon review of your initial request. Requests will not be processed until all required documentation is complete and submitted in an organized fashion.

Federal regulations give the Financial Aid Administrators the ability to adjust a student’s Cost of Attendance (COA), on a case-by-case basis, for the purchase of a computer for educational use. The maximum COA increase for the purchase of a computer is 1,500 USD. This expense will be allowed only once during student’s enrollment at JU. If expenses exceed 1,500 USD, you must provide verification from your department certifying that the specific system requirements are necessary. No additional funds will be disbursed until you submit a copy of a receipt verifying proof of purchase for the computer.

FAA decision on budget adjustment is final and cannot be appealed. 

Change of financial situation

If you experience a change in financial situation due to unusual circumstances, you should contact the FAA about the possibility of a Change of Financial Situation request. Unusual circumstances could include, but are not limited to, unusually high medical expenses paid (not covered by insurance or claimed as deductions on federal taxes), recent unemployment, divorce/separation or death of an immediate family member. Your financial aid could potentially be recalculated based on such changes, but they must be documented with supporting documentation. Keep in mind, submitting paperwork is not a guarantee a change to your financial aid will occur. 

FAA decision on budget adjustment is final and cannot be appealed.

 

» Award terms and conditions

The financial aid identified on your Award Letter is offered to you with the following conditions:

  • You must be enrolled as a degree-seeking student.
  • You must be a U.S. citizen or eligible non-citizen.
  • You must be enrolled at least half-time.
  • You must notify the FAA of the sources and amounts of any financial assistance that you receive from all other sources, including but not limited to scholarships, loans, assistantships, fellowships and educational benefits that do not appear on your Award Letter.
  • The FAA reserves the right to adjust or cancel any award at any time because of the notification of awards not previously included on your Award Letter, changes in a student's financial status, academic status or due to an awarding error. Changes reflected in your awards will result in an e-mail to the student which serves as notification of the change.
  • You will be responsible for repaying any funds you receive that exceed your financial need, or if for any reason, you become ineligible for the financial aid.
  • If you drop classes, withdraw or make other academic changes, your financial aid awards may be adjusted and repayment may be required.
  • If you stop attending classes without officially withdrawing, your financial aid awards may be adjusted and repayment may be required.
  • You must maintain Satisfactory Academic Progress.
  • You will receive financial aid in two installments (one half is disbursed for fall semester; the second half for spring semester), unless otherwise noted.

 

» Withdrawal

When the student withdraws during the payment period the FAA shall apply a specific formula to determine the amount of Title IV assistance earned up to that point.  If the student did not receive all of the funds earned, there may be due a Post-withdrawal disbursement, however the University must get the student's permission before it can disburse them. The student may choose to decline some or all of the loan funds so that additional debt is not incurred. 

If more assistance is received than earned, the unearned funds must be returned by the University and/or student to the appropriate federal program(s).

The amount of assistance that a student has earned is determined on a prorata basis. For example, if the student completed 30% of the payment period or period of enrollment, the student earns 30% of the assistance originally scheduled to be received. Once the student has completed more than 60% of the payment period or period of enrollment, the student earns all the assistance scheduled to be received for that period.

Unless a student completes 60% of the term in which federal aid was disbursed, the University and/or the student will be required to return all or part of the financial aid disbursed in the term. This applies to students who have officially, or unofficially withdrawn. The repayment calculation is performed utilizing the federal government's repayment worksheet: "Treatment of Title IV Funds When a Student Withdraws from a Credit-Hour Program".

The University is required to return the lesser of the unearned aid percentage applied to institutional charges or the unearned aid percentage applied to the total Title IV aid received within 45 days of the date of determination of the withdrawal. Unearned aid will be returned to the aid programs in the following order: Unsubsidized Direct Loans, Subsidized Direct Loans.

The student is required to pay the difference between the amount of unearned aid and the amount returned by the University. The student's share of loan funds to be returned may be repaid in accordance with the terms of the master promissory note.

 

» Students Rights and Responsibilities

As a financial aid applicant or recipient, you have certain rights and responsibilities. You should clearly understand them before you accept financial aid.

 

Student Rights

You have the right to:

  • Know what financial aid is available.
  • Know the procedures and deadlines for financial aid, including when and how your aid will be disbursed.
  • Know how your financial need is determined.
  • Expect fair and equitable treatment from the FAA and the Department of Finances staff. It is our goal to assist you promptly and professionally throughout the financial aid process.
  • Know the interest rate on any educational loan you have, the total amount you must repay, the length of the repayment period, when repayment begins and what cancellation or deferment provisions apply.
  • Know how Satisfactory Academic Progress (SAP) is measured and how you can reestablish eligibility for federal financial aid if you fail to meet one of the standards.

 

Student Responsibilities

You are responsible for:

  • Filing the appropriate applications and forms for each type of aid that you wish to receive by the established deadlines.
  • Providing all requested information to the FFA accurately and promptly.
  • Regularly checking your university email account for important updates and notifications from the FFA.
  • Maintaining Satisfactory Academic Progress (SAP) according to established university policies and standards.
  • Reporting all financial assistance, such as scholarships, received from any outside source to the FFA.
  • Reporting any changes in your name, address or attendance status to the appropriate office within the university.
  • Repaying all student loans you receive. You must complete entrance counseling prior to receipt of your first Federal Direct Stafford. Additionally, upon graduation, withdrawal or enrollment less than half-time you will also need to complete exit counseling.
  • Understanding the withdrawal and refund policy of the Jagiellonian.