Rights & Privacy


Privacy
Disclosure Authorization
Ethical Principles
Rights
Eligibility After Drug Conviction
Merit Awards 
Code of Conduct                       

Confidentiality and Privacy of Financial Aid Information

FERPA (Family Educational Rights and Privacy Act of 1974)
Under FERPA, educational privacy and access rights accrue to the student when she/he turns 18 OR enrolls in a post-secondary institution. The University of the Arts is a post-secondary institution.

Persons who have applied to but who have not attended the University as an enrolled student are not covered under FERPA. Under institutional policy, applicants are extended the same privacy and access rights to their financial aid information as students.

Applicants, students and parents should be aware of the following institutional financial aid privacy policies. The financial aid staff is permitted to discuss or otherwise disclose a student's financial aid information to the following parties:

  1. the student.
  2. the student's parent(s) whose information appears on the FAFSA.
  3. other University officials having a legitimate educational reason to know the student's financial aid information (e.g. staff in the billing office so that they can manage the student's account).
  4. external agencies and organizations such as guarantors, lenders, state grant agencies, and auditors that have a legitimate reason to know the student's financial aid information (i.e. staff at such agencies authorized to process loans and grants for the student).
  5. external federal agencies granted such rights under FERPA e.g. DOE, INS, CSPCA, et cetera).

Under FERPA, institutions are required to disclose a student's information (sometimes without notification to the student) in response to commands from the courts (typically subpoenas) and demands from specific federal agencies. The Financial Aid staff will comply with all lawfully issued demands for information from the entities identified in the FERPA regulations and will (or will not) notify the student as required.

Students and parents should be aware that their signatures on the FAFSA and other financial aid documents (e.g. loan applications) authorize the release of their information to certain federal and state agencies. Please read the FAFSA and other financial aid documents for more information.

Depending upon the scope of the information requested by the student or other authorized parties, the Financial Aid Office may require time to present the records requested. When the information requested cannot be produced immediately the Financial Aid Office may require such time as is permitted under FERPA regulations to retrieve and present the records requested.

The Financial Aid staff is not permitted to discuss or otherwise disclose a student's Financial Aid information to others including but not limited to:

  1. the student's parent(s) or stepparent(s) whose information does not appear on the FAFSA (the non-filing parent) without written permission from the student and the filing parent.
  2. the student's parent(s) or stepparent(s) whose information does appear on the FAFSA when the parents have separated or divorced and the other parent has been identified as the custodial parent, without written permission from the student and the custodial parent.
  3. high school guidance counselors and teachers.
  4. the student's spouse.
  5. interested relatives, neighbors, and friends.

The Financial Aid Staff is not permitted to discuss or otherwise disclose academic information (which includes but is not limited to scholarship eligibility, financial aid eligibility, grades, grade-point average, academic standing, or probationary status) to anyone (except the federal and state agencies responsible for processing the student's financial aid or having authority under FERPA to access such information) other than the student (whether or not the student is dependent, whether or not the parent pays the invoice) without the student's written authorization.

Disclosure Authorization
When extraordinary circumstances exist that prevent the student from accessing and understanding Financial Aid information the Financial Aid staff will discuss normally confidential information with the individual(s) the student designates on the disclosure authorization form. Students may request a disclosure authorization form from the Financial Aid Office. Students must complete and sign the disclosure authorization form in the Financial Aid Office in the presence of a Financial Aid staff member. Students can rescind the disclosure authorization at any time. Due to the highly sensitive nature of financial aid and academic information, facsimiles, photocopies or mailed disclosure authorization forms will not be accepted.

Ethical Principles
The University of the Arts fully supports and adheres to the National Association of Student Financial Aid Administrators (NASFAA) Statement of Ethical Principles and Code of Conduct for Instructional Financial aid Professionals.

Rights and Responsibilities
The receipt of financial aid is a privilege, which creates both rights and responsibilities.

Students have the right to know the method used to determine their need; the right to have access to information and records used in determining need; and the right to be awarded aid as equitably as funds permit.

Students applying for financial aid are responsible for accurately portraying financial resources and circumstances and notifying the Financial Aid Office of any changes in status; for applying in a timely manner; and for maintaining satisfactory academic progress and good standing.

Students who fail to maintain adequate progress will be placed on probation. Failure to correct academic deficiency will result in the loss of financial aid until the required credits and grade-point average have been earned.

Students, parents, or others who knowingly provide false information on any financial aid form (financial aid forms include but are not limited to the FAFSA, verification forms, Work Study time cards and loan applications) will be denied financial aid and will be refused for all subsequent years without the possibility of appeal. Additionally, students so identified will be billed for all aid disbursed and may face prosecution by the Department of Education, which may result in fine, imprisonment, or both.

While the Financial Aid Office staff is available to assist students through the application process, it is the student's responsibility to see to the correctness and completeness of his or her application. If a student receives notification that his/her FAFSA or loan application is incomplete, the student must determine what is necessary to complete the application(s) and submit the required information. An application for financial aid will have no effect on the decision concerning admission. The admission decision is made without access to financial aid data.

Disbursement of Financial Aid
Financial aid is generally disbursed the week prior to the start of classes. Students should come to school with sufficient funds to purchase books, supplies, and any other items necessary to begin the semester, even if students are expecting financial aid or plan to work on campus.

Financial aid is credited to student accounts and is applied against University charges. If there are excess financial aid funds after the University charges are paid in full, a refund will be generated that can be used to pay for other costs associated with a student’s education.

It is the student’s responsibility to ensure that the Student Financial Services Office has his or her correct address as it is vital information for distribution of funds.

When Aid is Disbursed
Aid disbursements begin one week before the first day of classes. Further crediting of aid and subsequent refunds are generally processed twice weekly throughout the semester.

Loans cannot be disbursed until all required documents are received and processed by the University. A valid Promissory Note (agreement to repay the loan) for the specific loan program must be on file. In addition, students borrowing a Federal Direct Loan and/or a Federal Perkins Loan for the first time at this campus must complete an online Entrance Counseling session.

How Aid is Disbursed
Unless otherwise noted, all financial aid awarded by UArts for fall and spring semesters is disbursed in two installments. One half of the total award is disbursed each semester and applied toward the charges on your University student account (tuition and fees, University Housing charges, and/or other University charges.) Any transaction in which a financial aid credit exceeds the University charges for the term will generate a refund.

Private Scholarship/Grant Checks
If your scholarship check is sent to the University, it will be directly applied to your University student account, one-half in the fall term, one-half in the spring term, unless otherwise specified by the scholarship sponsor. Payments are usually processed within two weeks of the start of each term, upon full-time registration. If the payment creates a credit balance on your University student account, the credit will be released to you in the form of a refund check.

If your scholarship check is sent directly to you, but it is made out to the University, you should take it or send it to the Student Financial Services Office for processing.

If your scholarship check is sent directly to you, and it is made co-payable to you and the University, endorse the check and submit it to the Student Financial Services Office.

If your check is made payable to you only, it is your responsibility to report this resource to the University and to apply any funds necessary to your University student account.

Work-Study Employment
Work-Study awards are earned as wages by working in positions with eligible employers. Employers pay a percentage of students' wages while federal or state funds pay the remaining wages. Wages are typically paid bi-weekly through the employer's payroll system. Students who are interested in community service may find a number of positions available through the Work-Study program. The Student Financial Services Office maintains listings of eligible jobs and posts them on the UArts portal. Students contact employers directly for general position inquiries and interviews.

University Billing
UArts students will receive electronic billing statements in their UArts email accounts from the Student Financial Services Office. The first billing statement for fall semester will be sent via University e-mail the first week of June. Payment in full for fall semester is due by July 15. The second billing statement for spring semester will be sent to your University e-mail the first week of November. Payment in full for spring semester is due by December 15.

Eligibility After Drug Conviction

A federal or state drug conviction can disqualify a student from federal financial aid funds.

Convictions apply if they were for an offense that occurred during a period of enrollment for which the student was receiving Title IV federal financial aid; convictions do not count if the offense did not occur during such a period. A conviction that was reversed, set aside, or removed from the student's record does not count toward federal financial aid eligibility. In addition, a conviction received when the student was a juvenile does not apply, unless that student was tried as an adult.

The following chart illustrates the period of ineligibility for federal financial aid programs.

Please note that eligibility is dependent upon the nature of the conviction and the number of prior offenses.

Possession of Illegal Drugs Sale of illegal drugs

1st Offense - 1 year from date of conviction 2 years from date of conviction

2nd Offense - 2 years from date of conviction Indefinite Period

3+ Offenses - Indefinite Period

Pursuant to federal law, a conviction for the sale of drugs includes convictions for conspiring to sell drugs. Moreover, those students convicted of both selling and possessing illegal drugs will be subject to ineligibility for the longer period as prescribed under the circumstances.

A student regains eligibility the day after the period of ineligibility ends or when the student successfully completes a qualified drug rehabilitation program. Further drug convictions will make the student ineligible again for federal financial aid programs.

Students denied eligibility for an indefinite period can regain it only after successfully completing a rehabilitation program as described below. Furthermore, eligibility can be regained if a conviction is reversed, set aside, or removed from the student's record so that fewer than two convictions for the sale or three convictions for the possession of illegal drugs remain on the student's record. In such cases, the nature and dates of the remaining convictions will determine when the student regains eligibility. It is the student's responsibility to certify to the University that a qualified drug rehabilitation program has been completed.

For purposes of financial aid eligibility, a qualified drug rehabilitation program must include at least two unannounced drug tests and must satisfy at least one of the following requirements:

  • Be qualified to receive funds directly or indirectly from a federal, state, or local government program.
  • Be qualified to receive payment directly or indirectly from a federally or state licensed insurance company.
  • Be administered or recognized by a federal, state, or local government agency or court.
  • Be administered or recognized by a federally or state-licensed hospital, health clinic, or medical doctor.

For more information regarding illegal drug convictions and financial aid eligibility, please visit the Frequently Asked Question section of the Free Application for Federal

Student Aid (FAFSA) website www.fafsa.ed.gov or visit the Office of Student Financial Services, room 270, Hamilton Hall. 

Merit Awards

Trustee Scholarship • Presidential Scholarship • International Presidential Scholarship •  Promising Artist Award • Director's Talent Scholarship • Artist Grant • Graduate Grant  • Summer Graduate Grant  • Provost's Fellowship  • Graduate Fellowship   Named and Endowed Scholarships

Terms and Conditions
Any University merit-based award will be awarded and renewed under the following terms and conditions:

  1. You must be admitted to the University of the Arts.
  2. You must not have received a bachelor’s degree or its equivalent.
  3. With the exception of the Presidential Scholarship, Promising Artist Award and Artist Grant you must be a U.S. citizen, permanent resident or eligible non-citizen.
  4. You must enroll as a full-time undergraduate at The University of the Arts. Full-time is defined as completing between 12 and 18 credits each semester. If you complete fewer than 12 credits each semester, your merit award may be revoked.
  5. The Presidential Scholarship, Promising Artist Award, Director's Talent Scholarship, Artist Grant, and Named and Endowed Scholarships will not be granted for more than 8 semesters. If you transfer to The University of the Arts, your scholarship will be pro-rated based on the number of semesters you have remaining to complete your degree after your transfer credits are evaluated.
  6. You must maintain satisfactory academic progress in accordance with University regulations.
  7. Your merit award may be revoked should you withdraw from or take a leave of absence from The University of the Arts. The University reserves the right to terminate this merit award if your enrollment is not continuous from the date of your original entry.
  8. Should you be subject to disciplinary action, academic probation or dismissal while enrolled at The University of the Arts, your merit award may be revoked.
  9. The University of the Arts reserves the right to reduce this merit award to eliminate any cash refund to you should your merit award, when combined with other financial aid, outside scholarships, or benefits, exceed tuition and/or the cost of attendance.
  10. The merit award is a tuition scholarship, which cannot be combined with other University sponsored grants, scholarships, or benefits (which include, but are not limited to, tuition remission, tuition exchange, or tuition discounts) to be used toward dormitory fees or other non-tuition expenses.
  11. PHEAA grant recipients are subject to PHEAA's gift aid test and may not receive grants and scholarships exceeding tuition, fees, and an allowance for books and supplies.
  12. Should you decline a merit award, the offer becomes void and is canceled. If your merit award is canceled, you may reapply, but you will then be considered on a funds-available basis and may not be awarded the same amount.
  13. The merit award cannot be combined with tuition remission, the alumni discount or the sibling discount. The sibling of a merit award recipient will, however, qualify for the sibling discount.
  14. Merit award recipients are required to maintain a minimum 2.0 GPA (both semester and cumulative). We reserve the right to revoke the merit award in full or in part should the recipient’s GPA fall below 2.0.
  15. Named and Endowed Scholarships are nonrenewable from year to year.

Title IV Loan Program Code of Conduct
In order to ensure transparency in the administration of the student financial aid program and to avoid the harm that may arise from actual, potential, or perceived conflicts of interest, the University of the Arts has adopted the following code of conduct:

The University of the Arts shall not enter into a revenue-sharing arrangement, which is defined as an arrangement between a school and a lender under which the lender pays a fee or provides other material benefits, including revenue or profit sharing to the school, an officer or employee of the school, or an agent and in exchange, the school recommends the lender or the lender’s loan products and the lender makes Title IV loans to the student attending the school.

Any officer or school employee who is employed in the Office of Student Financial Services or who has responsibilities with respect to student loans is prohibited from soliciting or accepting any gift from a lender, guarantor, or servicer of educations loans.

An officer or employee of the Office of Student Financial Services or who has responsibilities with respect to education loans or an agent who has responsibilities with respect to education loans shall not accept any fee, payment, or other financial benefit (including the opportunity to purchase stock) as compensation from any lender or affiliate for any type of consulting arrangement or other contract to provide services to the lender or on behalf of the lender with regard to education loans.

The University of the Arts shall not request or accept funds from any lender for private education loans including funds for an opportunity pool loan to its students in exchange for the school providing concessions or promises to the lender regarding the number or volume of Title IV loans or a preferred lender arrangement.

The Office of Student Financial Services personnel will not assign, deny or otherwise impede a borrower’s right to choose a particular lender or guarantor.

Requests or acceptance of any assistance from any lender with call center or Office of Student Financial Services staffing is prohibited.

Any school employee, in the Office of Student Financial Services or with responsibilities regarding the education loans or financial aid, who serves on an advisory board commission, or group established by a lender, guarantor, or group of lender or guarantors shall be prohibited from receiving anything of value from the lender, guarantor, or group of lenders or guarantors. However, the employee may be reimbursed for reasonable expenses incurred in serving on the advisory board, commission, or group.