Policies & Procedures
Our Policies & Procedures
Consumer Information
Annual Security Report
Refund & Cancellation
Should a student’s enrollment be terminated or canceled for any reason, all refunds will be made according to the following refund schedule.
- 1. Cancellation can be in person, by electronic mail, by Certified Mail, or by termination.
- 2. All monies will be refunded if the school does not accept the applicant or if the student cancels within three (3) business days after signing the enrollment agreement and making the initial payment.
- 3. Cancellation after the third (3rd) Business Day, but before the first class, will result in a refund of all monies paid, except the registration fee (not to exceed $150.00).
- 4. Cancellation after attendance has begun, but prior to 40% completion of the program, will result in a Pro Rata refund computed on the number of hours completed to the total program hours.
- 5. Cancellation after completing 40% of the program will result in no refund.
- 6. Termination Date: When calculating the refund due to a student, the last date of actual attendance by the student is used in the calculation unless earlier written notice was received.
- 7. Refunds will be made within 30 days of termination of the student’s enrollment or receipt of a cancellation notice from the student.
Admissions Policy
Admissions Policy
This Admissions Policy is used to define the enrollment requirements for individuals who wish to enroll at American Beauty & Trade School as a regular student. American Beauty Schools must adhere to the U.S. Department of Education, Council on Occupational Education and the Florida Commission for Independent Education.
General Admission Requirements
American Beauty & Trade School is an equal opportunity employer and follows the same policies in accepting applications from potential students. American Beauty & Trade School is open to all students without regard to race, color, religion, age, sex, creed, origin, sexual orientation, disability or marital status. The admission policy is in compliance with the U.S. Department of Education, Council on Occupational Education and the Florida Commission for Independent Education.
To be eligible for admission, an applicant must be able to read and write in English or Spanish, and the student must meet the following requirements.
Any prospective student may receive a copy of the school’s catalog prior to enrolling.
To enroll in any course offered by the school, a student should visit the campus and hold an interview with an admissions officer. The student must:
- Be at Least 16 Years of Age (Age Will be Verified with Individual’s ID) with Parental Consent
- Is Required for Students Under 18.
- Pay a Registration Fee of $100.
- Complete and Sign an Enrollment Agreement.
- Provide a Valid Driver’s License, State ID with Photo, or Valid Passport.
- Also be Able to Provide Proof of Appropriate Educational Requirement Such As:
- Be Enrolled or Accepted for Enrollment as a Regular Student in an Eligible Degree or Certificate Program.
- Be Registered with Selective Service if You are a Male (You Must Register Between the Ages of 18 and 25). Men Exempted from the Requirement to Register Include:
- Have a Valid Social Security Number Unless You Are from the Republic of the Marshall Islands, Federated States of Micronesia, or the Republic of Palau.
- Completed a FAFSA and the School Must Have a Current Isir to Start the Initial Eligibility Process.
- Sign Certifying Statements on the FAFSA Stating That:
- Maintain Satisfactory Academic Progress (SAP) While You are Attending College or a Career School.
- Be Enrolled at Least Halftime to Receive Assistance from the Direct Loan Program.
- The Pell Grant Program Does Not Require Time Enrollment, but the Student Enrollment Status Does Affect the Amount of Pell a Student May Receive. A Student May Receive Pell for a Total of 12 Payment Periods or 600%. Once the Student Has Reached This Limit, No Further Pell May Be Received.
In addition, you must meet one of the following:
- Be a U.S. CITIZEN or U.S. NATIONAL
- Have a GREEN CARD
- Have an ARRIVAL-DEPARTURE RECORD
- Have BATTERED IMMIGRANT STATUS
- Have a T-VISA
- U-Visa Holders Are Not Designated as Qualified Aliens under the Personal Responsibility and Work Opportunity Reconciliation Act (PRWORA) and Are Therefore Not Eligible for Title IV, Hea Program Funds. However, U-Visa Holders May Convert to Lawful Permanent Resident (LPR) Status after They Have Physically Been Present in the United States for a Continuous Period of at Least Three Years after the Date of Admission Given on Their U-Visa.
If a prospective student has a diagnosed physical or mental disability and is unable to enroll in the desired program of study, the school will request a medical certificate stating which of the offered programs is the most suitable for the student. The School reserves the right to ask for legal documentation from any student wishing to enroll who has a prior criminal record. The documentation must identify the charges and outcome of the offense. The School Director will interview the student and analyze the documentation before the student is admitted to the School. It is up to the Directors' discretion to admit the student. The State of Florida Department of Business and Professional Regulation Board of Cosmetology has the authority to allow or not allow a student to sit for the State Board Exam based on their criminal background.
Should a student take the program in Spanish, the following disclaimer must be provided to him/her in accordance with the rules of the Commission for Independent Education:
Completing a course or program in a language other than English may reduce employability where English is required.
Diploma Mill Definition – An Entity That:
- 1. Charges someone a fee and requires him to complete little or no education or coursework to obtain a degree, diploma, or certificate that may be used to represent to the public that he has completed a program of secondary or postsecondary education or training; and
- 2. Lacks accreditation by an agency or association that is recognized as an accrediting body for institutions of higher education by the Secretary (pursuant to Part H, Subpart 2 of Title IV) or a federal agency, or state government.
Americans with Disabilities Act of 1990
The school complies with the Americans with Disabilities Act of 1990 and is wheelchair accessible. If enrolled under training with a government agency, institution district, and/or other entity, students must meet the admission requirements set out in the training agreement and/or applicable state licensing or certifications requirements.
Financial Arrangements
The student must make financial arrangements with the Financial Aid Office in regard to FAFSA application, Scholarships, and/or Cash payment plan prior to enrolling.
Enrollment Requirements
Prior to admission, the prospective student is given an enrollment requirements form, an interview with a school official, and a pre-enrollment application packet, which they are required to read, understand, and sign. The interview will elaborate on the course description, the career opportunities and the physical demands of the job, and the school and State Board requirements.
Attendance and Academic Requirement
An explanation on attendance and academic requirements will be given to the prospective student and how those requirements can affect the student’s satisfactory performance requirements. The prospective student will be informed that attendance hours may be withheld for non-payment of tuition.
A staff member or instructor will give the prospective student a tour of the school facilities. Any questions from the prospective student will be answered truthfully, promptly, and in sufficient detail to eliminate confusion.
Transfer Students
Enrollment is available for students wishing to transfer to American Beauty Schools after they have withdrawn from other schools both in and out of state. The school does not recruit students already attending or admitted to another school offering similar programs of study. The student must submit certification of hours prior to signing the enrollment agreement. Credit for previous training may be granted up to 75% of the program. The acceptance of transfer hours is at the discretion of the School and there is a possibility that no such credit will be granted. Note: All hours attempted will count toward the Title IV, HEA funding 150% quantitative requirements not just the hours that were accepted as transfer hours.
The student must meet all regular entrance and registration requirements. Before a transferring or returning student can be enrolled, they will be evaluated according to the Satisfactory Academic Progress policy (see policy listed in the school catalog on page 17). Students accepted for admission may be required to purchase the school’s current kit. Students applying for re-entry or transfer-in from other schools may be required, as a condition of enrollment, to bring delinquent prior student loans to a current status.
Enrollment is available for students wishing to transfer to American Beauty Schools after they have withdrawn from other schools both in and out of state. The school does not recruit students already attending or admitted to another school offering similar programs of study. The student must submit certification of hours prior to signing the enrollment agreement. Credit for previous training may be granted up to 75% of the program. The acceptance of transfer hours is at the discretion of the School and there is a possibility that no such credit will be granted. Note: All hours attempted will count toward the Title IV, HEA funding 150% quantitative requirements not just the hours that were accepted as transfer hours.
The student must meet all regular entrance and registration requirements. Before a transferring or returning student can be enrolled, they will be evaluated according to the Satisfactory Academic Progress policy (see policy listed in the school catalog on page 17). Students accepted for admission may be required to purchase the school’s current kit. Students applying for re-entry or transfer-in from other schools may be required, as a condition of enrollment, to bring delinquent prior student loans to a current status.
Admissions Process
- 1. Tour the facility and attend an informational interview. Parents or spouses are encouraged to be present.
- 2. Submit the proof of age, diploma, and employability.
- 3. Complete the enrollment agreement.
- 4. Pay The $100 registration fee.
Academic Qualifications
To receive FSA funds, a student must be qualified to study at the postsecondary level. A student qualifies if he/she:
- Has a high school diploma (This can be from a foreign school if it is equivalent to a U.S. High school diploma)
- Has the recognized equivalent of a high school diploma, such as a General Educational Development (GED) Certificate or other state-sanctioned test or diploma-equivalency certificate.
- Has completed homeschooling at the secondary level as defined by state law.
- Has completed secondary school education in a homeschool setting which qualifies for an exemption from compulsory attendance requirements under state law, if state law does not require a homeschooled student to receive a credential for their education.
Incarcerated Applicants
A student is considered to be incarcerated if she/he is serving a criminal sentence in a federal, state, or local penitentiary, prison, jail, reformatory, work farm, or similar correctional institution (whether it is operated by the government or a contractor). A student is not considered to be incarcerated if she/he is in a halfway house or home detention, or is sentenced to serve only weekends. Our attendance policy specifies that all classes and practical studies are done at the school’s physical location; therefore, incarcerated students are not eligible for admission.
Conviction for Possession or Sale of Illegal Drugs
A federal or state drug conviction can disqualify a student for FSA funds. The student self-certifies in applying for aid that he/she is eligible for by using the FAFSA. American Beauty & Trade School is not required to confirm this unless there is evidence of conflicting information.
The chart below illustrates the period of ineligibility for FSA funds, depending on whether the conviction was for sale or possession and whether the student had previous offenses. (A conviction for the sale of drugs includes a conviction for conspiring to sell drugs.)
POSSESSION OF ILLEGAL DRUGS
1st Offense
1 year from the date of conviction
2nd Offense
2 years from the date of conviction
3rd Offense
Indefinite period
SALE OF ILLEGAL DRUGS
1st Offense
2 years from the date of conviction
2nd Offense
Indefinite period
If a student was convicted of both possessing and selling illegal drugs, and the periods of ineligibility are different, the student will be ineligible for a longer period.
A student regains eligibility the day after the period of ineligible ends or when he/she successfully completes a qualified drug rehabilitation program. Further drug convictions will make him/her ineligible again.
When a student regains eligibility during the award year, the institute may award Pell and/or a loan for the current payment period.
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.
Upon receipt of all required documents and in good order, the prospective student is eligible to enroll in the school. When all admissions criteria and requirements are met, the prospective student is given the date of the next class. The prospective student is asked to bring their Student Permit Fee, if applicable, a color photo of themselves, and is informed of the appropriate dress code. The first day of class will include financial aid and academic orientation, in which the students will sign their enrollment contract, student permit form, and additional required paperwork.
Required Documentation (provided by School)
This is a list of required documentation provided to the student during enrollment and orientation:
- Enrollment Agreement Copy
- Enrollment Requirements Form (Minimum Requirements for Acceptance)
- Enrollment Questionnaire (Application for Admissions)
- Physical Demands Form (Requirements of the Profession)
- Safety Requirements Form (Requirements of the Profession)
- Campus Consumer Crime Statistics Information
- School Catalog
- Consumer Information
FAFSA Verification
Every year, a number of students who are eligible for financial aid are randomly selected for verification by the U.S. Department of Education by the FAFSA Central Processing System (CPS). If a student is selected for federal verification, they will be asked to complete a Verification Worksheet (provided by the Office of Student Financial Planning) and must provide additional information before financial aid can be disbursed to the student account. This documentation may include but is not limited to federal income tax transcript and W-2 forms (student’s, spouse, and/or parents/guardians), proof of untaxed income, housing allowances, etc. Students will be notified in writing of all documents required to fulfill this federal requirement and what their verification code is so they can complete the required verification requirement. If, after review by the Office of Student Financial Planning, there are any changes to the financial aid package the student will be notified in writing.
Facilities/Services for Students With Disabilities
The school complies with the Americans with Disabilities Act of 1990 and is wheelchair accessible. The school will provide reasonable modifications and/or accommodations for students with disabilities depending on the student’s needs.
If you are interested in attending American Beauty Schools but are in need of accommodations, you should schedule an appointment with the Director. At this meeting, we will discuss the nature of the reported disability and its impact on learning. We will also discuss the process of receiving reasonable accommodations at American Beauty Schools and the types of accommodations available.
Please bring copies of current documentation of a disability to this meeting.
Documentation must be provided by a medical expert within the last three years and include:
- A Diagnosis of the Disability
- How the Diagnosis Was Determined (What Tests Were Given and the Results)
- A Clinical Summary, Which Includes an Assessment of How the Disability will Impact the Individual in a College Environment and What Accommodations Are Recommended
Upon completion of the initial meeting, a formal request for the accommodation must be submitted in writing to the school. The school will respond to the request within 15 days of receipt. During this 15-day time frame, the school will consult with the Florida Department of Licensing and Regulation (DBPR Department of Business and Professional Regulation) in order to ensure the accommodation will be granted during the state board-licensing exam. The initial meeting, formal request, and response from the school must take place prior to the pre-enrollment process.
Note: In order to be eligible for Title IV funding, you must be able to benefit from reasonable accommodations and be able to take the state board-licensing exam.
Contact Information for Assistance in Obtaining Institutional or Financial Aid Information
Disclosure Requirement: Made available through appropriate publications, mailings, or electronic media.
HEA Sec 485(a) (1)-(2), 20 U.S.C. 1092 (a) (1)-(2). Not changed by HEOA 34 C.F.R. 668.41 (a) – (d); 668.43 revised August 21, 2009, NPRM (revised 34 CFR 668, 43 added 34 CFR 668.231)
Each institution must make available to prospective and enrolled students information regarding how and where to contact individuals designated to assist enrolled or prospective students in obtaining the institutional or financial aid information required to be disclosed under HEA Sec. 485(a). This information is posted on American Beauty Schools’ website and can be found in the student catalog. Paper copies are available upon request.
SAP Policy
SAP- Satisfactory Academic Progress & Attendance Policies: Satisfactory Academic Progress Policy
Thissection requires 34 CFR 674.42(b), 34 CFR 674.42(a), this policy is applicable to all students.
The satisfactory academic progress (SAP) policy applies to all students enrolled in a Council on Occupational Education and Commission for Independent Education approved program whether receiving Federal Title IV, HEA funds.
Standards of Academic Progress(SAP)
Students are expected to meet specific standards of satisfactory academic progress while working toward a diploma at American Beauty & Trade School. Students will be evaluated for academic progress at the end of each payment period. The satisfactory academic progress policy measures two factors:
1. Qualitative Measure (Cumulative GPA)
Students must maintain a cumulative grade point average of 2.0 or higher for all hours attempted to remain compliant with SAP Policy. This amounts to a “C” average. The grade of “W” has no effect on the student’s cumulative grade point average.
In addition to the minimum cumulative grade average listed above (Qualitative Measure), students must also be progressing toward successful completion of the program within a maximum time frame. The maximum time frame for program completion may not exceed 150% of the published length of the program measured in clock hours completed. For example, if an academic program published is 600 clock hours the maximum time frame to complete the program is 900 clock hours. A typical 600 hours’ program normally takes 30 weeks to complete. American Beauty & Trade School allows a maximum timeframe of 45 weeks to complete the program, and students must complete at least 200 clock hours out of the 300 clock hours of each payment period.
If you are a transfer student, your accepted transfer coursework will be counted in the maximum timeframe and the hours that count toward the student’s current program will count as both attempted and completed hours.
SAP Terminology
“Attempted” means all hours for which a student is enrolled and has attended after the drop/add date for class enrollment.
Successful completion of a course is defined as a passing grade. Grades of “W” (withdrawn), “D” and
“F” (failing), are not considered successful completion. A grade of “I” (incomplete) is not considered to
be successful completion until the course has been completed and the new grade has been officially received and recorded.
A grade of “W” is given when a student drops from a course after it begins, and they have attended.
An Incomplete “I” is a temporary grade which may be given at the instructor’s discretion to a student when illness, necessary absence, or other reasons beyond the control of the student prevent completion of course requirements by the end of the academic term. Students will have two weeks from the term’s end date to complete course work. Otherwise, the grade will be converted to an F.
Pass/fail grades count as both attempted and completed hours.
The Institution does not provide proficiency credits, non-credit courses, and remedial courses, Therefore, are not considered part of the students’ satisfactory academy progress.
Repeat coursework
The Institute allows a student to repeat a failed course once and allow only the last grade to count in the grade point average. A failed course is a course in which a student received a “D” or “F”. The policy does not remove the previous grade but eliminates the effect of that grade on the cumulative GPA by removing it from the computation. The repeated course will be included in the attempted hours in calculating maximum timeframe to complete the program. However, a repeated course cannot be
included in the student’s academic load to determine Title IV eligibility, and the student would have to pay for that course out of pocket.
Categories of Academic Progress
- SAP Warning- A student will be placed on SAP Warning at the end of a payment period for which the satisfactory academic progress standards outlined above have not been met. This status is only available for students making satisfactory academic progress in the prior payment period. A financial aid warning is valid for one payment period and allows the student to remain eligible for Title IV (financial aid) funds for one payment period. If after one payment period the student is again meeting satisfactory academic progress, the student will be removed from SAP warning.
- SAP Probation - A student will be placed on academic probation for not meeting the standards outlined above for a second payment period. A student placed on academic probation is ineligible for Title IV (financial aid) funds unless a successful appeal is filed with the school director. The student appeal must include the reasons why the student failed to meet SAP and what has changed that will allow the student to make SAP at the next evaluation. If the appeal is approved, the student will be allowed to remain on probation until the next payment period and regain eligibility for Title IV (financial aid) funds. As a result of a successful appeal, the student will be placed on an academic plan designed by an instructor that must be followed. If the student is meeting the requirements of the academic plan, the student is eligible to receive Title IV aid as long as the student continues to meet those requirements and is reviewed according to the requirements specified in the plan. If after one payment period, the Students are again meeting satisfactory academic progress; the student will be removed from SAP probation.
- Academic Suspension - A student will be placed on suspension for not meeting the academic standards outlined above after a payment period of probation and lose eligibility for Title IV (financial aid) funds as a result.
Conditions for Reinstatement
To be reinstated as a regular student after financial aid eligibility has been terminated, a student must retake previously failed courses so that the recalculated cumulated grade point average and maximum time frame levels meet or exceed the minimum requirements. Financial aid eligibility resumes only after students return to satisfactory recalculated qualitative and quantitative standards.
Satisfactory Academic Progress Policy Federal Title IV, HEA Funds
The satisfactory academic progress (SAP) policy applies to all students enrolled in a Council on Occupational Education and Commission for Independent Education approved program whether receiving Federal Title IV, HEA funds.
The Cosmetology program (1200 clock hours and 40 weeks) and Full Specialist Technician (600 clock hours and 20 weeks) are the only courses that are currently eligible for Title IV, HEA funding.
Satisfactory Progress in attendance and academic work is a requirement. Academic work is evaluated on a cumulative basis. Students must maintain SAP to continue eligibility for Title IV funding.
To determine SAP, all students are evaluated in academics and attendance at the evaluation points listed below. Students are advised of their academic and attendance status via a progress report.
Attendance Progress = Work Ethics
Students must attend a minimum of 67% of the cumulative scheduled hours to maintain SAP and complete the course within the maximum allowed time frame. The attendance percentage is determined by dividing the total hours by the total number of hours scheduled. Students are expected to attend classes as per their enrollment agreement. Students are responsible for clocking in and out appropriately to document their hours; the only documentation accepted for student hours is the time clock system.
Late arrivals may enter school until 15 minutes after class/scheduled shift begins, students who are more than 15 minutes late must meet with the School Director to obtain authorization to remain in school for the day. Continued tardiness may result in disciplinary action up to and including termination. Students who are going to be absent are expected to call the school prior to the beginning of their scheduled shift.
All absences are recorded and made a part of the school permanent record. The student is responsible for class material and/or tests missed while absent. Students are encouraged not to miss any days and must make up any hours they are absent. Students who miss 10 consecutive school days (14 calendar days) without communicating with the School Director/designee may be terminated on the 11th consecutive school day as an unofficial withdrawal.
Students who persist in repeating patterns of absenteeism will be advised and will be subject to appropriate disciplinary action. Students who have excessive absences may be terminated; re- enrollment is at the discretion of the school.
Quantitative Requirements = Maximum Time Frame (150% process)
The maximum time frame is equal to 1.5 times the published length of the course. Authorized leaves of Absences (LOA) will not be considered in the maximum time frame evaluation. You need to be aware that an LOA will extend the student’s contract period and max time frame by the same number of days taken in the LOA.
Example for Cosmetology program would be 1200 + 600 clock hours = 1800 scheduled hours and for the Full Specialist program it would be 600 + 300 clock hours = 900 scheduled hours.
| Maximum Time Allowed | ||
|---|---|---|
| Scheduled Hours | Weeks | |
| Cosmetology Program - 1200 clock hours | 1800 | 60 |
| Full Specialist program – 600 clock hours | 900 | 30 |
Title IV, HEA funding and SAP Evaluation points
SAP evaluation periods are based on actual contracted hours at the school. Students will be notified of all SAP Evaluation results at the end of each payment period. The following is an example of the minimum number of hours and weeks that a student must complete at the end of each payment period to be considered eligible to receive the next Title IV, HEA Aid payments.
Cosmetology program which is 1200 clock hours and 40 weeks of instruction, the funding will be disbursed at:
| 2 | 450 | 15 | * |
| 3 | 900 | 30 | * |
Full Specialist which is 600 clock hours and 20 weeks of instruction, the funding will be disbursed at:
| 2 | 300 | 10 | * |
Note:
* Students must meet their clock hour, weeks of instruction, attendance, and grade point average (GPA) requirements to be eligible for the next Title IV, HEA funding disbursement. Each student will be evaluated at the end of each payment period to determine eligibility. Please note that if the student does not meet the SAP requirements, they will place their Title IV, HEA funding in jeopardy, which could also result in a loss of Title IV, HEA funding.
Title IV, HEA Transfer Hours
All transfer hours are counted as both attempted and completed hours for the purpose of determining when the allowable maximum time frame has been exhausted. At least 25% of the hours required for completion of the program must be earned at American Beauty & Trade School.
Title IV, HEA and ACADEMIC PROGRESS
Students are assigned theory study and practical assignments. Theory is evaluated by written exams given after each unit of study. Practical assignments are evaluated as completed and counted toward course completion only when rated as satisfactory or better. Practical skills are evaluated according to text procedures and performance standards established by the state licensing agency. Students must maintain a grade average of 70% and pass a FINAL written and practical exam prior to graduation.
Numerical grades are considered according to the following grading scale:
| A | Excellent | 90-100% | 4.0 |
| B | Good | 80-89% | 3.0 |
| C | Average | 70-79% | 2.0 |
| F | Failing Below | 70% | 0 |
| I | Incomplete |
Title IV, HEA Academic Year Definition
American Beauty & Trade School academic year is defined as, 900 clock hours and 26 weeks for Title IV, HEA purposes. For Title IV, HEA payments, the student must meet both clock hours and weeks of instruction as well as complying with all standards for Satisfactory Academic Progress before they can receive further Title IV, HEA payments.
The cosmetology program academic year is defined as: 900 clock hours and 26 weeks of instruction for Title IV, HEA purposes.
The full Specialist program academic year is defined as: 900 clock hours and 30 weeks of instruction for Title IV, HEA purposes.
For Title IV, HEA payments, the student must meet both clock hours and weeks of instruction as well as complying with all standards for SAP before they can receive further Title IV payments.
DETERMINATION OF PROGRESS for Title IV, HEA Funding
Frequent evaluations will help determine if the student is on track to meet the minimum requirements for SAP by the next payment period. The frequency of evaluations ensures that students have ample opportunity to meet both the attendance and academic progress requirements and if not then allow those students to receive guidance in time to correct their attendance or academic progress.
Students meeting the minimum requirements for academics and attendance at the end of each evaluation period (end of payment period) will be considered making SAP until the next scheduled evaluation. Students will receive a hard copy of their SAP determination (Progress report) at the time of each of the evaluations.
Title IV, HEA Financial Aid Warning
Students who fail to meet minimum requirements (67% cumulative attendance and a C or 70% GPA) for attendance and academic progress at the end of a payment period will be placed on Title IV, HEA Financial Aid Warning the first time. Any student on Title IV, HEA Financial Aid Warning may continue to receive assistance under the Title IV, HEA programs for one payment period only.
At the end of that payment period if the student has met the minimum grade and attendance requirement the student is meeting SAP.
If the student is not meeting SAP at the end of the Financial Aid Warning Period, there will be a loss of Title IV, HEA eligibility; with the right to appeal. The student will be placed on a Title IV, HEA Academic development Status, with a loss of Title IV, HEA funding and will be required to meet specific criteria of an improvement plan to assist them in regaining SAP and Title IV, HEA eligibility.
During this period the students will not be eligible to receive Title IV, HEA funds but he/she may continue on a cash pay basis with an approved payment plan. Arrangements for payment must be approved within 10 school days of notification of development status.
Appeal Procedures for Loss of Title IV, HEA Funding
A student who loses their financial aid eligibility due to not making SAP at the end of a financial aid warning has the right to file an appeal regarding their SAP Evaluations.
A student, who wishes to appeal Academic development Status and loss of Title IV, HEA eligibility, must submit a written request to the School Director within ten (10) calendar days of being notified that they are in a non-satisfactory progress status.
The student must describe any unusual circumstance(s) that the student believes deserves special consideration. The basis on which a student may file an appeal: death of a relative, an injury, or illness of the student or other special circumstance. The student must provide a written statement and information as to why they did not make SAP and what has changed that will allow them to make SAP by the next evaluation point.
Once the School Director receives the appeal, they will evaluate the appeal and provide a decision within ten (10) calendar days. The School Director will notify the student in writing of the decision and all decisions are final.
If the student wins the appeal, they will then be placed on Financial Aid Probation, which is a status assigned by the Federal regulations to a student who fails to make SAP, who has appealed and has had their Title IV, HEA eligibility for aid reinstated for one payment period only.
Title IV, HEA Financial Aid Probation
Any student that prevails upon the appeal process shall be placed on Title IV, HEA Financial Aid probation and will be eligible to receive Title IV, HEA during this period. A student placed on Title IV, HEA Financial Aid Probation, may receive Title IV, HEA program funds for one payment period only. While on Title IV, HEA Financial Aid Probation, the student must meet the institution’s SAP standards and may also need to complete an Academic Improvement Plan, which will be developed by the institution to assist the student in regaining their Title IV, HEA eligibility.
Those who are not making SAP at the end of the Title IV, HEA Financial Aid probation period will be ineligible to receive Title IV, HEA funds for the following payment periods, at which time a student must meet SAP prior to having eligibility reinstated at the next payment period.
Requirements for the Academic Improvement Plan
- Maintain an attendance percentage that will ensure the student will meet Satisfactory Academic Progress by the next payment period.
- Maintain a 75% grade point average.
- Attend theory class regularly (students must attend an average of 4 out of the 5 hours required for theory class each week).
- Complete all required tests and projects assigned (test and projects must be completed and turned in when requested).
- The academic improvement plan will be monitored by the School Director (or designate).
- The school will notify the students each month of their academic improvement status during the monthly progress report/advising session. Status of the student’s report will be written on the progress report form for the student to sign.
- Students choosing to remain in school while requesting an appeal will be responsible for charges accrued whether the appeal is granted.
Reestablishment of Title IV, HEA Status
A student determined NOT to be making Satisfactory Progress may reestablish Satisfactory Progress by:
1) Making up missed tests and assignments and increasing grade average to 70% or better, and 2) Increasing cumulative attendance to 67% by the end of a Warning or Probation period.
Reinstatement of Title IV, HEA Financial Aid
Title IV, HEA aid, will be reinstated to students who have prevailed upon appeal regarding the status of SAP or who have reestablished SAP. Students on suspension of funds will be monitored daily via an electronic SAP report to determine when they reestablish SAP.
Course Incompletes, Repetitions and Non-Credit Remedial Courses
Course incomplete, repetitions and non-credit remedial courses have no effect on the institution's SAP.
Reentry Students/Interruptions
Students who have been terminated or withdrew from school may re-enroll (if determined eligible) within 180 days and will not incur additional charges, however these students will be responsible to pay any remaining balance from the previous enrollment that cannot be covered with reinstated federal funds.
Students who have been terminated or withdrew from school and re-enroll (if determined eligible), after more than 180 days will pay a $50 application fee and will be charged for contracted hours at the current tuition rate. All re-enrolling students will be provided with the school’s re-enrollment policy and will be evaluated by the school Director for placement in the curriculum and kit needs. Re-enrolling students may be required to purchase the current school kit. Students applying for re-entry or transfer-in from other schools will be required, as a condition of enrollment, to bring delinquent prior student loans to a current status.
A determination of SAP will be made and documented at the time of withdrawal or beginning of a LOA. That determination of status will apply to students at the time they return to school. The student may appeal a negative Satisfactory Progress determination according to the appeal policy. Elapsed time during LOA does not affect SAP and will extend the contract period by the same number of days as LOA. Students re-entering after exiting the school will not be evaluated as new students and consideration will be given to the student's progress status at the time of previous withdrawal. Re-enrollment is at the discretion of the school administration.
Completion Time
The academic policy of the institution requires that the maximum time to complete a program does not exceed the full time established, plus another half of the program (i.e., the same as 150%), as stipulated in the duration of each program.
Students must complete their program of study in no more than 150% of the normal time. This is the maximum completion time. The schedule of the time frames means students should complete their clock hours within the normal completion time given for each schedule. A student who does not complete the program within the normal completion time frame has until the maximum time frame to complete the program.
For example, a student enrolled in a full time (FT) schedule of 25 hours per week should complete a 1,200-clock hour program within the Normal Completion Time of 12 months/48 weeks. Should there be a circumstance that prevents the student from completing within the Normal Completion Time; the student has a Maximum completion time of 18 months/72 weeks to do so. The chart below is based on a 1,200 hours’ program:
Normal and Maximum time frames for completion of a 1,200-clock hour program
| Full Time 30 hours weekly | 10 months (40 weeks) | 15 months (60 weeks) |
| Full Time 25 hours weekly | 12 months (48 weeks) | 18 months (72 weeks) |
| Full Time 20 hours weekly | 15 months (60 weeks) | 22 ½ months (90weeks) |
The accumulation of hours and the completion time for each program depends on the number of hours a student dedicates to attending the program weekly based on their schedule.
All students must complete the required hours in their respective program to graduate.
Leave of Absence
There may be occasions when time off may be needed by the student, and he/she must be absent from school. In this case, he/she must speak to the Registrar’s Department to explain his/her circumstances, so arrangements can be made.
If the student requires a Leave of Absence (LOA), the student must request it in writing and include the reason for the request to the Registrar’s Department.
Accepted reasons may include medical ailment, maternity, death in the family, and emergency travel. All Leaves of Absences must be submitted to the Registrar’s Department prior to the leave and subject to the School Director’s approval. If necessary, the school may allow the student to take multiple LOAs as
long as the sum of the leave does not exceed 180 days within a 12-month period. If the student fails to return to the School from a Leave of Absence, He/she will be terminated.
Any official Leave of Absence will extend their contract without additional charge.
Makeup Hours
If a student needs to makeup hours, the student must see the Registrar’s Department for a pass. The students must make up hours during a session that is outside their regular scheduled hours.
Makeup Exams
Students who do not take examinations at the time and day assigned for reasons of absences or a justified cause, can take a makeup exam upon their return. Students will have a period of no greater than 7 days upon their return to makeup any missed work.
Tardiness Late Arrivals policy
Late arrivals may enter school until 15 minutes after class/scheduled shift begins, students who are more than 15 minutes late must meet with the School Director to obtain authorization to remain in school for the day. Continued tardiness may result in disciplinary action up to and including termination. Students who are going to be absent are expected to call the school prior to the beginning of their scheduled shift.
Process of Corrective Action
Warning:
In the event of non-compliance with School rules and regulations, academic attendance or professional image, a student will be issued a written warning from his or her instructor. The instructor will advise the student of the non-compliance issue and proceed to identify corrective action with the student.
Probation:
As policy of the institution, it is established that the maximum time on probation for a student is 60 days. Within that period, the student should improve his/her satisfactory progress by completing additional hours and taking additional examinations provided by the instructor, and by completing those examinations with a minimum grade average of “C” (2.0). Meanwhile, the student should fulfil the minimum attendance requirements. If a student does not fulfill satisfactory progress up to the time of completing each evaluation period of the program, the institution places him/her under probation. If a student restores his/her satisfactory progress, but does not maintain that satisfactory progress status, then he/she will be removed from the program.
Appeals Process:
Policy of the institution indicates that all students should have the right to appeal a decision that can harm his/her interests. Appeals must be received within 10 days of dismissal.
A student may appeal the school’s determination of unsatisfactory progress by submitting a written explanation of his/her reasoning to the Registrar’s Department. The Registrar’s Department will confer with the Executive Director, who will determine, in this case, the final decision. The student will be notified of the final determination within 10 days.
Readmission to the program:
A student who withdraws from their respective program, due to unsatisfactory progress, may be re- admitted to the school on probation status. All former students who apply for readmission one year (i.e., 12 months) after the effective date of their withdrawal will be required to pay a readmission fee of
$50.00.
Suspension:
The institution reserves the right to suspend any student for lack of satisfactory progress, lack of payment, prolonged absences, excessive late arrivals and/or breach of the rules and regulations of the school.
R2T4 Clock Hour
Return to Title IV Funds Policy
This policy applies to students’ who withdraw official, unofficially or fail to return from a leave of absence or dismissed from enrollment at American Beauty & Trade School. It is separate and distinct from the American Beauty & Trade School refund policy. (Refer to institutional refund policy)
The calculated amount of the Return of Title IV, HEA (R2T4) funds that are required for the students affected by this policy, are determined according to the following definitions and procedures as prescribed by regulations.
The amount of Title IV, HEA aid earned, is based on the amount of time a student spent in academic attendance, and the total aid received; it has no relationship to student’s incurred Institutional charges. Because these requirements deal only with Title IV, HEA funds, the order of return of unearned funds does not include funds from sources other than the Title IV, HEA programs.
Title IV, HEA funds are awarded to the student under the assumption that he/she will attend school for the entire period for which the aid is awarded. When a student withdraws, he/she may no longer be eligible for the full amount of Title IV, HEA funds that were originally scheduled to be received. Therefore, the amount of Federal funds earned must be determined. If the amount disbursed is greater than the amount earned, unearned funds must be returned.
The institution has 45 days from the date that the institution determines that the student withdrew to return all unearned funds for which it is responsible. The school is required to notify the students if they owe a repayment via written notice.
The school must advise the student or parent that they have 14 calendar days from the date that the school sent the notification to accept a post withdraw disbursement. If a response is not received from the student or parent within the allowed time frame or the student declines the funds, the school will return any earned funds that the school is holding to the Title IV, HEA programs.
“Official” Withdrawal from the School
A student is considered to be “Officially” withdrawn on the date the student notifies the Financial Aid Director or School Director in writing of their intent to withdraw. The date of the termination for return and refund purposes will be the earliest of the following for official withdrawal:
- Date students provided official notification of intent to withdraw, in writing or orally.
- The date the student began the withdrawal from American Beauty C Trade School records. A student is allowed to rescind his notification in writing and continue the program. If the student subsequently drops, the student’s withdrawal date is the original date of notification of intent to withdraw.
Upon receipt of the official withdrawal information, American Beauty C Trade School will complete the following:
- Determine the student’s last date of attendance as of the last recorded date of academic attendance on the school’s attendance record.
- Two calculations are performed:
The student’s ledger card and attendance record are reviewed to determine the calculation of Return of Title IV, HEA funds the student has earned, and if any, the amount of Title IV funds for which the school is responsible. Returns made to the Federal Funds Account are calculated using the Department’s Return of Title IV, HEA Funds Worksheets, scheduled attendance and are based upon the payment period.
- Calculate the school’s refund requirement (see school refund calculation):
- The student’s grade record will be updated to reflect his/her final grade.
- American Beauty & Trade School will return the amount for any unearned portion of the Title IV funds for which the school is responsible within 45 days of the date the official notice was provided.
- The school will provide the students with a letter explaining Title IV, HEA requirements:
- The amount of Title IV assistance the student has earned. This amount is based upon the length of time the student was enrolled in the program based on scheduled attendance and the amount of funds the student received.
- Any returns that will be made to the Title IV, HEA Federal program on the student’s behalf as a result of exiting the program. If a student’s scheduled attendance is more than 60% of the payment period, he/she is considered to have earned 100% of the Federal funds received for the payment period. In this case, no funds need to be returned to the Federal funds.
- Advise the student of the amount of unearned Federal funds and tuition and fees that the student must return, if applicable.
- Supply the student with a ledger card record noting outstanding balance due to the school and the available methods of payment. A copy of the completed worksheet, check, letter and final ledger card will be kept in the student’s file.
In the event a student decides to rescind his or her official notification to withdraw, the student must provide a signed and dated written statement that he/she is continuing his or her program of study and intends to complete the payment period. Title IV, HEA assistance, will continue as originally planned. If the student subsequently fails to attend or ceases attendance without completing the payment period, the student’s withdrawal date is the original date of notification of intent to withdraw.
Unofficial Withdrawal from School
If the school unofficially withdraws a student from school, the School Director and/or Academic/Educational Director must complete the Withdrawal Form using the last date of attendance as the drop date.
Any student that does not provide official notification of his or her intent to withdraw and is absent for more than 10 consecutive school days (14 calendar days), will be subject to termination and considered to have unofficially withdrawn.
Within one week of the student’s last date of academic attendance, the following procedures will take place:
- The education office will make three attempts to notify the student regarding his/her enrollment status.
- Determine and record the student’s last date of attendance as the last recorded date of academic attendance on the attendance record.
- The student’s withdrawal date is determined as the date the day after 10 consecutive school days (14 calendar days) of absence.
- Notify the student in writing of their failure to contact the school and attendance status resulting in the current termination of enrollment.
- American Beauty & Trade School calculates the amount of Federal funds the student has earned, and, if any, the amount of Federal funds for which the school is responsible.
- Calculate the school’s refund requirement (see school refund calculation);
- American Beauty & Trade School, Executive Financial Director will return to the Federal fund programs any unearned portion of Title IV funds for which the school is responsible within 45 days of the date the withdrawal determination was made and note return on the student’s ledger card.
- If applicable, American Beauty & Trade School will provide the student with a refund letter explaining Title IV requirements:
- The amount of Title IV aid the student has earned based upon the length of time the student was enrolled and scheduled to attend in the program and the amount of aid the student received.
- Advise the student in writing of the amount of unearned Title IV aid and tuition and fees that he/she must return, if applicable.
- Supply the student with a final student ledger card showing outstanding balance due to the school and the available methods of payment.
- A copy of the completed worksheet, check, letter, and final ledger card will be kept in the student’s file.
Disbursement Restrictions – 30 Day, First time, First Year Undergraduate Students:
There is some Title IV, HEA funds that you were scheduled to receive that cannot be disbursed to you once you withdraw because of other eligibility requirements.
For example, if you are a first-time, first-year undergraduate student and you have not completed the first 30 days of your program before you withdraw, you will not receive any Direct Loan funds that you would have received had you remain enrolled past the 30th day.
Earned AID:
Title IV, HEA aid is earned in a prorated manner on a per diem basis (clock hours) up to the 60% point in the payment period. Title IV, HEA aid, is viewed as 100% earned after that point in time. A copy of the worksheet used for this calculation can be requested from the financial aid director.
Withdraw Before 60%
The institution must perform R2T4 to determine the amount of aid earned through the 60% point in each payment period or period of enrollment.
The institution will use the Department of Education’s prorate schedule to determine the amount of the R2T4 funds the student has earned at the time of withdraw.
Withdraw After 60%
After the 60% point in the payment period or period of enrollment, a student has earned 100% of the Title IV, HEA funds he or she was scheduled to receive during this period.
The institution must still perform R2T4 to determine the amount of aid that the student has earned.
American Beauty Trade School measures progress in Clock Hours and uses the payment period for the period of calculation.
The Calculation Formula
Determine the amount of Title IV, HEA Aid that was disbursed plus Title IV, HEA aid that could have been disbursed.
Calculate the percentage of Title IV, HEA aid earned:
a) Divide the number of clock hours scheduled to be completed in the payment period as of the last date of attendance in the payment period by the total clock hours in the payment period.
HOURS SCHEDULED TO COMPLETE TOTAL HOURS IN PERIOD = % EARNED
b) If this percentage is greater than 60%, the student earns 100%.
c) If this percentage is less than or equal to 60%, proceeds with calculation.
Percentage earned from (multiplied by) Total aid disbursed or could have been disbursed = AMOUNT STUDENT EARNED.
Subtract the Title IV aid earned from the total disbursed = AMOUNT TO BE RETURNED.
100% minus percent earned = UNEARNED PERCENT
Unearned percent (multiplied by) total institutional charges for the period = AMOUNT DUE FROM THE SCHOOL.
If the percentage of Title IV aid disbursed is greater than the percent unearned (multiplied by) institutional charges for the period, the amount disbursed will be used in place of the percent unearned.
If the percentage unearned (multiplied by) institutional charges for the period are less than the amount due from the school, the student must return or repay one-half of the remaining unearned Federal Pell Grant.
Students are not required to return the overpayment if this amount is equal to or less than 50% of the total grant assistance that was disbursed /or could have been disbursed. The student is also not required to return an overpay if the amount is $50 or less.
American Beauty & Trade School will issue a grant overpayment notice to student within 30 days from the date the school’s determination that student withdrew, giving student 45 days to either:
- Repay the overpayment in full to American Beauty & Trade School or Sign a repayment agreement with the U.S. Department of Education.
Order of Return
American Beauty & Trade School is authorized to return any excess funds after applying them to current outstanding Cost of Attendance (COA) charges.
A copy of the Institutional R2T4 work sheet performed on your behalf is available through the office upon student request.
In accordance with Federal regulations, when Title IV, HEA financial aid, is involved, the calculated amount of the R2T4 Funds" is allocated in the following order:
- Unsubsidized Direct Stafford loans (other than PLUS loans)
- Subsidized Direct Stafford loans
- Parent Plus loans – received on behalf of the student
- Direct PLUS loans - received on behalf of the student
- Federal Pell Grants for which a Return is required
- Iraq and Afghanistan Service Grant for which a Return is required -
- Federal Supplemental Educational Opportunity Grant
- Other Title IV, HEA assistance
Timeframe for Returning of Title IV, HEA funds
A school must return the amount of Title IV funds for which it is responsible as soon as possible but no later than 45 days after it determines or should have determined that the student withdrew
Post-Withdrawal Disbursement
If you did not receive all the funds that you earned, you may be due to a post-withdrawal disbursement. If your post-withdrawal disbursement includes loan funds, your school must get your permission before it can disburse them. You may choose to decline some or all the loan funds so that you don’t incur additional debt. Your school may automatically use all or a portion of your post-withdrawal disbursement of grant funds for tuition, fees, and room and board charges (as contracted with the school).
The school needs your permission to use the post-withdrawal grant disbursement for all other school charges. If you do not give your permission (some schools ask for this when you enroll), you will be offered funds. However, it may be in your best interest to allow the school to keep the funds to reduce your debt at the school.
Timeframe for post- withdrawal disbursement of Title IV, HEA funds
- A school must offer any post-withdrawal disbursement of loan funds within 30 days of the date the school determined the student withdrew. A school must always return any unearned Title IV funds it is responsible for returning within 45 days of the date the school determined the student withdrew
- A school must disburse any Title IV grant funds a student is due as part of a postwithdrawal disbursement within 45 days of the date the school determined the student withdrew and disburse any loan funds a student accepts within 180 days of the date the school determined the student withdrew.
Time frame for returning an unclaimed Title IV, HEA credit balance
If a school attempts to disburse the credit balance by check and the check is not cashed, the school must return the funds no later than 240 days after the date the school issued the check. If a check is returned to a school or an EFT is rejected, the school may make additional attempts to disburse the funds, provided that those attempts are made not later than 45 days after the funds were returned or rejected. When a check is returned, or EFT is rejected and the school does not make another attempt to disburse the funds, the funds must be returned before the end of the initial 45-day period.
The school must cease all attempts to disburse the funds and return them no later than 240 days after the date it issued the first check.
Institution Responsibilities in regard to return of Title IV, HEA funds:
American Beauty & Trade School’ responsibilities regarding Title IV, HEA funds follow:
- Providing student information with information in this policy.
- Identifying students who are affected by this policy and completing the return of Title IV, HEA funds calculation for those students.
- Returning any Title IV, HEA funds due to the correct Title IV, HEA programs.
The institution is not always required to return all the excess funds; there are situations once the R2T4 calculations have been completed in which the student must return the unearned aid.
Overpayment of Title IV, HEA Funds
Any amount of unearned grant funds that you must return is called overpayment. The amount of grant overpayment that you must repay is half of the grant funds you received or were scheduled to receive. You must make arrangement with American Beauty & Trade School or Department of Education to return the amount of unearned grant funds.
Student Responsibilities regarding return of Title IV, HEA funds:
- Returning to Title IV, HEA programs any funds that were dispersed to the student in which the student was determined to be ineligible for via the R2T4 calculation.
- Any notification of withdrawal should be in writing and addressed to the appropriate institutional official.
- A student may rescind his or her notification of intent to withdraw. Submissions of intent to rescind a withdraw notice must be filed in writing.
- Either these notifications, to withdraw or rescind to withdraw must be made to the official records/registration personnel at your school.
Refund vs. Return to Title IV, HEA Funds:
The requirements for the Title IV, HEA program funds when you withdraw are separate from any refund policy that American Beauty & Trade School may have to return to you due to a cash credit balance. Therefore, you may still owe funds to the school to cover unpaid institutional charges. American Beauty & Trade School may also charge you for any Title IV, HEA program funds that they were required to return on your behalf.
If you do not already know what American Beauty &Trade School refund policy is, you may ask your Schools Director for a copy.
Return to Title IV, HEA questions?
If you have questions regarding Title IV, HEA program funds, after visiting with your financial aid director, you may call the Federal Student Aid Information Center at (800) 4-fedaid (800-433-3243). TTY users may call (800) 730-8913. Information is also available on student aid on the web www.studentaid.ed.gov.
*This policy is subject to change at any time, and without prior notice
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