In this guide you will find valuable information to help you understand the financial aid process, the Financial Aid Offer, and your responsibilities as a financial aid recipient.

THIS IS REQUIRED READING FOR FINANCIAL AID RECIPIENTS

Table of Contents

Your Viterbo University Financial Aid Offer

• Cost Estimate Worksheet

Census Dates and Enrollment Status
Housing Status
Types of Aid

• Grants/Scholarships
• Loans
  • Loan Chart
• Outside Scholarships/Employer Assistance
• Other Options to Help Cover Costs

Student Rights and Responsibilities
Review and Accept or Reject the Financial Aid Offer
Additional Requirements                                                                                        

• Loan –Student                                                                                                     
• Loan –Parent                                                                                                   

Veteran Benefits
Important Financial Aid and Business Office Dates
Reconsideration Requests
Study Abroad/Budget Increases

• Exchange vs. Non-Exchange Programs
• Viterbo Course with a Short-Term Travel Component

Award Adjustments/Withdrawal

• Outside Resources
• Credit Drop
• Withdrawal

Satisfactory Academic Progress
Summer Financial Aid
Charges/Disbursement
Communications
Release of Information          

I. Your Viterbo University Financial Aid Offer

To determine eligibility for financial aid, Viterbo uses the Free Application for Federal Student Aid (FAFSA). Maximum financial aid eligibility is the difference between what it costs to attend Viterbo and the amount you/your family is expected to contribute toward these costs, as determined from the FAFSA.  When family resources do not cover total educational costs, financial aid is offered to help bridge the gap. Viterbo applied federal, state, and university policies, as well as available funding allocations, to extend the aid shown on the Financial Aid Offer.

The Financial Aid Offer lists aid Viterbo is able to offer, including loans. Because the Offer is determined using total “Cost of Attendance” (tuition, fees, books, room, board, and transportation), it may show more aid than your billable charges of tuition and fees, and, room and board if you are living in Viterbo housing. You can use the Cost Estimate Worksheet to project your out-of-pocket costs for the 2021-2022 school year.

Census Dates and Enrollment Status

Friday of the first week of each semester is the Financial Aid Census Date and provides a “snapshot” of your enrollment as of 11:59 p.m. on that day. Credits added after this date/time will not be counted for financial aid, even if the course(s) start later in the semester.  If there is a discrepancy between projected enrollment status reflected on the Financial Aid Offer and actual enrollment as of the Census Date, appropriate adjustments will be made to your aid.

You must enroll at least half-time as of the Census Date in any semester for which financial aid funds are awarded. Undergraduate half-time status is six credits. If you are not enrolled at least half-time at the Census Date, all financial aid will be canceled for that semester*.

*Exception— a student eligible for a Federal Pell Grant might still receive the grant if certain conditions are met, even if enrolled for less than six credits. The Financial Aid Office will make the determination when verifying enrollment after the Census Date.

NOTES: The following Census Dates are specific to the Financial Aid Office and are not to be confused with any census date utilized by other Viterbo offices.

Fall 2021 Census Date: September 3, 2021 (semester begins August 30, 2021)
Spring 2022 Census Date: January 21, 2022 (semester begins January 17, 2022)

Refer to the list of Financial Aid and Business Office dates for additional critical dates.

Housing Status

A student’s housing arrangement (on or off campus) is a consideration when determining financial aid. Any housing change (on to off, or off to on) may change need-based financial aid. It is important to contact the Financial Aid Office when contemplating a housing change.

II. Types of Aid

1. Grants/Scholarships—Institutional policies specific to grant and scholarship programs, as well as federal and state regulations, are used to determine eligibility. Grant/scholarship awards do not need to be repaid.

• Viterbo Department Scholarships
  • Scholarships are based on specific department criteria; selections are made by department faculty and/or the Financial Aid Office if scholarship is need-based.
• Federal Grants
  • Grants are based on calculated financial need using the FAFSA. Federal grants include the Federal Pell Grant and the Federal Supplemental Educational Opportunity Grant (SEOG). Eligibility is determined every year using the FAFSA for the corresponding award year.

2. Loans—must be repaid after the student ceases to be enrolled at least half-time.

• Federal Direct Loans
  • There are three types of Direct Loans that may be listed on your Financial Aid Offer:
    • Direct Subsidized Loan is borrowed by the student and based on financial need.  No interest accrues while student is enrolled at least half-time; available only to undergraduate students. Repayment begins 6 months after student ceases to be enrolled half-time.
    • Direct Unsubsidized Loan is borrowed by the student and is not based on financial need.  Interest accrues on the loan while the student is enrolled. You can defer payments while enrolled at least half-time. Repayment begins 6 months after student ceases to be enrolled half-time.
    • Direct PLUS (Parent Loan for Undergraduate Student) Loan is borrowed by one of the dependent student’s parents and remains in the parent’s name through repayment. To qualify for a Direct PLUS Loan, a parent must not have adverse credit.  PLUS is an “unsubsidized” education loan – interest accrues starting at disbursement. Repayment begins within 60 days of full disbursement, unless parent requests a deferment.
      • PLUS funds are applied to student’s Viterbo account to pay for charges. If there are excess funds, the parent borrower will receive the credit balance as a refund check, unless the parent requests that the student should be the recipient (For guidance, contact the Viterbo Business Office at BusinessOffice@viterbo.edu).
      • If the parent is deemed ineligible for a Direct PLUS Loan, the student can be offered additional Direct Unsubsidized Loan. Students with freshmen or sophomore grade classification are eligible to receive up to $4,000 more, while junior or senior students are eligible for up to $5,000 more, per school year.

Refer to the Loan Chart for current interest rates, origination fees, annual and career limits, and more.                                   

3. Outside Scholarships/ Employer Assistance

• This type of financial aid is self-reported or agency/organization reported to the Financial Aid Office. 

4. Other Options to Cover Costs

• Scholarships
  • You can use our webpage to investigate non-Viterbo/outside scholarship opportunities.
• Alternative/Private Educational Loans
  • If your aid is not enough to cover all expenses, or, the Direct PLUS Loan is not an option for your family, you may wish to investigate alternative/private education loans. These loans are funded by private lenders, such as banks or credit unions, and have differing eligibility and repayment requirements.
  • A number of alternative/private loans that have been utilized by Viterbo students are linked through our webpage.  (NOTE: Viterbo will process a private education loan of your choosing, whether or not it is on this list.)

III. Student Rights and Responsibilities

By accepting your Financial Aid Offer, you acknowledge that you have read, understand, and will comply with all rights and responsibilities listed in this section.

Rights

• You have the right to know what financial aid is available to you, including all federal, state and institutional programs. In addition, you have the right to know deadlines, selection criteria, terms, policies, procedures and regulations that apply to each program.
• You have the right to know how your financial need was determined and how much of it, as determined by Viterbo, was met. This process includes how costs for tuition and fees, room and board, transportation, books and supplies, and miscellaneous personal expenses are included into your student budget.
• If you have a student loan, you have the right to know the terms of the loan, such as interest rate, the total amount that must be repaid, the length of time you have to repay, when you must start repayment, cancellation provisions, deferment and forbearance possibilities, and any special consolidation or refinancing options.
• You have the right to appeal your financial aid award if you feel there are special circumstances that were not originally taken into consideration.
• You have the right to know how Viterbo determines whether you are making satisfactory academic progress and what happens if you are not.
• You have the right to know how and when your financial aid will be disbursed.
• You have the right to know Viterbo University's refund policies, the portion, if any, of tuition and fees that are refunded to you if you withdraw before the end of the term, and the portion, if any, of the financial aid you received that you must pay back immediately if you withdraw before the end of the term.
• You have the right to expect that all information reported by you and/or your family will remain confidential and will not be released according to FERPA and HEA regulations.
• By law, you have the right to examine (with a financial aid counselor) records maintained in our office that relate to your financial aid file.
• You have the right to expect equitable treatment under Viterbo's policy prohibiting discrimination on the basis of race, color, sex, religion, sexual orientation, national origin, disability or veteran status.

Responsibilities

• You are responsible for reading, retaining and understanding all information supplied by the Financial Aid Office.
• You are responsible for promptly responding to inquiries or requests for information from the Financial Aid Office.
• You are responsible for using financial aid funds only for educational expenses (tuition, fees, room, board, books, supplies and other living costs).
• You are responsible for understanding and complying with the terms and conditions of the aid you receive. This includes deadlines, continued eligibility, application procedures, etc.
• You are responsible for obtaining all forms required to apply (or re-apply) for the type of assistance you wish to receive.
• If you receive financial assistance from any outside agency, organization, or a parent not included on the FAFSA, it is your responsibility to inform the Financial Aid Office of that assistance. By law, when determining your financial aid eligibility, the Financial Aid Office is required to consider all sources of funding.
• It is your responsibility to notify the Financial Aid Office of changes to your enrollment or housing.
• You are responsible for supplying accurate and thorough information on all forms submitted to our office. Funds obtained on the basis of false information must be repaid and may subject you to penalties under the U.S. criminal code.
• You are responsible for reporting name and address changes to the Registrar's Office (registrar@viterbo.edu).
• You are responsible for maintaining good academic standing consistent with Viterbo's Satisfactory Academic Progress (SAP) policy.
• If you borrow a loan, it is your responsibility to complete entrance and exit counseling.
• If you borrow a loan, you are responsible for repaying that loan. Failure to meet this obligation will adversely affect your credit rating and make you ineligible for future educational loans.
• If you borrow a loan, it is your responsibility to notify your lender or government assigned servicer of changes to name or address, both while you are attending and after you leave Viterbo.

IV. Review and Accept or Reject the Financial Aid Offer

1. Go to www.viterbo.edu/myvu
2. Click on VitNet SelfService
3. Sign In with your username and password (same as your email username and password)
4. In the blue banner at the top of the screen you will see "For Financial Aid Student Information click here." Click here.
5. Log In to old system
6. Click on Students
7. Click on Financial Aid Offer and choose Financial Aid Year Fall 2021, Spring 2022. Review housing status, hours (credits), and aid offered by term. Notify the Financial Aid Office of discrepancies.
8. Return to Students Menu and click on Accept or Reject my Financial Aid Offer
9. Select Fall 2021, Spring 2022
10. Indicate “accept” or “reject” for each award that is “pending” (“P” status)
    • If you do not make a choice, the Financial Aid Office will assume you wish to reject the aid, and cancel the award(s) which are left as “pending”
    • If you wish to accept an amount for less than what is offered, send an email to FinancialAid@viterbo.edu clearly explaining the amount you do wish to keep and for which semester(s)
    • Aid not accepted within 15 days of being offered could be canceled without further notification. If canceled, Direct Loans and Pell Grants may be reinstated upon request; other aid will be subject to funding available at the time the request for reinstatement is made to the Financial Aid Office.​​​​​​
11. Click Submit                      

V. Additional Requirements

• Loan – Student

  • Direct Subsidized and Unsubsidized Loans—First time borrower must complete the MPN for Subsidized/Unsubsidized Loans. The MPN is completed only once while at Viterbo.
  • First time student loan borrowers, including those students who are borrowing at Viterbo for the first time, must complete Entrance Counseling. Counseling is completed only once while at Viterbo.

Instructions for the MPN and Entrance Counseling are listed here and will be mailed upon acceptance of the loans. 

• Loan – Parent

  • Direct PLUS Loan—Parent borrower must complete Viterbo’s 2021-22 PLUS Loan Request Form located under Common Forms. A Viterbo PLUS Loan Request Form is required for each new loan award. This will be mailed upon acceptance of the loan as well.
  • First time parent loan borrowers must complete the PLUS MPN for Parents.

Instructions for the MPN are listed here and will be mailed upon acceptance of the loan. 

VI. Veteran Benefits

New students who are admitted to Viterbo University and eligible for Veteran benefits should request certification of benefits by contacting:

Dawn Mazzola, VA School Certifying Official, at 608-796-3904 or dmmazzola@viterbo.edu.

Benefits that may be used at Viterbo include:

• Chapter 30 and Chapter 33 (Montgomery GI Bill for Active Duty Personnel and Post 9/11 GI Bill) 
• Chapter 1606 (Montgomery GI Bill for Reserve and Guard Members) 
• National Guard Tuition Grant 
• Chapter 35 (Dependents’ Educational Assistance Program-Spouses and Children) 
• Chapter 31 (Vocational Rehabilitation Program) 
• Federal Tuition Assistance
• Vet Ed Grant
• Wisconsin Veteran Student Assistance Grant

VII. Important Financial Aid and Business Office Dates     

                  

VIII. Reconsideration Requests

If you or your parent have circumstances which may impact your ability to contribute to college expenses, you can qualify for a re-evaluation of aid eligibility. Circumstances include, but are not limited to:

• Changes to earned income (i.e., loss of job, retirement, death of a parent or spouse)
• Legal separation/divorce after filing FAFSA (student or parents)
• Paid out-of-pocket medical expenses not covered by insurance
• Parent's college tuition expenses
• K-12 tuition paid for student’s siblings or dependents
• Parent’s own student loan payments or PLUS Loan payments for another student

Circumstances you want Viterbo to consider must be communicated in writing with specifics concerning the circumstance, i.e., dates, amounts, etc. Please see Special Circumstances to print the request form.  After review of the request form, the Viterbo Financial Aid Office will send a letter to the student detailing what documentation is needed to proceed with the re-evaluation.

IX. Study Abroad / Budget Increases

1.  Exchange vs. Non-Exchange Programs

• Exchange: Student pays Viterbo tuition and fees. The student may use federal, state, and institutional financial aid toward their program. Other institutional aid tied to housing may be reduced or canceled according to University policy.
   
• Non-Exchange: A student going abroad through a non-Viterbo program can apply his/her federal and state aid to program costs. Viterbo sponsored aid may NOT be used for 3^rd Party Programs (API, CIS, etc.).

2.  Viterbo Courses with a Short-Term Travel Component

• Travel-related expenses will be added to the student’s tuition at the beginning of the semester in which the travel component will take place.

There is no federal, state, or institutional grant or scholarship aid to assist with the added travel costs. Students may apply for alternative/private education loans and/or a parent may apply for Direct PLUS Loan.  More study abroad information can be found here.

X. Award Adjustments / Withdrawal

1. Outside Resources

• You must inform the Financial Aid Office of assistance received from a source not listed on the Financial Aid Offer, including scholarships, grants, employer reimbursement, etc. If you receive additional funding after getting your Financial Aid Offer, adjustments to the Offer may be necessary. Federal regulations prevent Viterbo from awarding a student more than his/her calculated financial need.

2. Credit Drop (but not withdrawal from the University)

• If your enrolled credits change, your aid may be adjusted to correctly reflect the new enrollment status (i.e.: full-time, three-quarter time, half-time). Financial Aid Satisfactory Academic Progress policy standards will be applied using your original enrolled credits as of the financial aid census date (APPENDIX D).

3. Withdrawal

• If you withdraw from the University (officially or unofficially) before 60% of the enrollment period is completed, federal regulations may require Viterbo, and sometimes you, to repay some or all of the financial aid that was disbursed. You may owe a repayment of financial aid even if there is no reduction to your tuition.
• If you leave school during the semester without officially withdrawing, your last day of class attendance will be determined by verification of participation. Viterbo will determine how much aid must be repaid based on documentation solicited from you and your instructor(s).
• You must repay the required amount during the term in which you withdraw, or make other arrangements that are satisfactory to the Business Office. Students failing to do either of the above will have a hold placed on their records. No transcripts will be issued and you will not be allowed to attend the University until repayment has been made.  
• If you withdraw during the fall term, the spring term portion of your award may be canceled unless you notify the financial aid office in writing that you intend to return for the spring term. 
• A student earning no credits for a semester may have to repay all aid received for the semester if it is documented that he/she did not begin attendance in all registered courses.

XI. Satisfactory Academic Progress

In order to receive and maintain eligibility for financial assistance, students are required to make progress toward completion of their course of study.  Financial assistance includes, but may not be limited to, all tax-payer funded scholarships, grants, stipends, waivers, exchanges, loans (student and parent), and employment.  Each student’s Satisfactory Academic Progress (SAP) is monitored annually at the end of the spring semester.  Summer semester SAP is reviewed separately.

Satisfactory Academic Progress (SAP) is measured in three ways:

1. Qualitative [Cumulative Grade Point Average (CGPA)]
2. Quantitative [Pace – credits attempted vs. credits earned each semester]
3. Maximum Timeframe [Time allowed to complete a certificate, degree, or licensure program]

For detailed information, click here.

XII. Summer Financial Aid

Financial aid may be available for summer school classes. The application process requires a FAFSA to be filed for both the current and the upcoming academic years and the Viterbo Summer Aid Application.

For Summer 2022, applicants must complete the 2021-2022 FAFSA, the 2022-2023 FAFSA, and the Viterbo Summer 2022 Aid Application (available February 2022 online).

XIII. Charges / Disbursement

All charges are assessed by the Business Office. Financial aid will disburse directly to your account for tuition, fees, housing, meal plan and other charges, as applicable. Disbursement of financial aid will begin 10 days before the start of each semester. Awards must be accepted and all requirements completed before aid is disbursed. It is your responsibility to monitor your account to ensure funds are correct. Contact the Financial Aid Office if your aid does not disburse when anticipated. 

Note: Outside scholarships and loans that are sent directly to Viterbo may require a student signature.  You will receive an email at your Viterbo email if this pertains to you.

XIV: Communications

The Financial Aid Office employs multiple means to communicate with a student throughout the year:

• Emails are sent exclusively to a student’s Viterbo email account once the student is accepted and is issued their Viterbo email address.
  • If you do not know your login information visit www.viterbo.edu/username, or call the IIT Help Desk at 608-796-3870.
• During the enrollment period from August to May, postal mail is sent to a student’s local or campus address on record with the Registrar’s Office.  For students not yet enrolled at Viterbo, mail is sent to an address the student provided to the Admission Office.
  • Postal mail sent from the Financial Aid Office is often requesting information required to complete the financial aid process. Documents are needed in a timely manner so it is important to regularly check for mail sent from the Financial Aid Office.
• A student should check his/her mailbox and Viterbo email routinely.  If a student lives in Viterbo housing, mail is sent to the residential-complex mailbox when classes are in session.  During vacation periods, including all semester breaks and the summer months, student mail is sent to the home/preferred address that the student has provided to the Registrar’s Office.  Students are advised to keep their mailing information current at all times.

XV: Release of Information

You may designate a parent(s)/spouse/other desired person(s) access to the Parent Proxy, where the designee can review your academic and/or financial information.

NOTE: By granting permission, you are authorizing the named individual(s) access to your confidential information, depending on the specific permissions indicated. Granting access also allows Viterbo administration to discuss your situation with the granted individual(s).  (This process for granting access meets FERPA and HEA guidelines.)

To give access for academic and/or financial information:

• • Log in to VITNET Self Service
    • If you do not know your login information visit www.viterbo.edu/username, or call the IIT Help Desk at 608-796-3870.
  • Left click on your name at the top right and pick View/Add Proxy Access
  • Use drop down to select Parent or Guardian (parents should be listed)
  • Select access permissions, click "I authorize" and the "submit" button

For the granted person:

After you have granted access, the granted person will receive two emails containing a direct link to VitNet along with login information (username and password).

• Log in to VitNet
• Click Students button to access Student Menu
• Click Access to Students Info
• Choose information you would like to view

 

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