Rights & Responsibilities
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I. Student Rights
A. You have the right to know what financial aid programs are available.
B. You have the right to know the deadlines for submitting applications for each of the financial aid programs available.
C. You have the right to know how financial aid will be distributed, how decisions on distribution are made, and the basis for these decisions.
D. You have the right to know how your financial need was determined. This includes how costs for tuition and fees, room and board, travel, books and supplies, personal and miscellaneous expenses, etc. are considered in your budget.
E. You have the right to know what resources such as parental contribution, other financial aid, your assets, etc. were considered in the calculation of your need. (See your award letter.)
F. You have the right to know how much of your financial need as determined by the institution has been met. (See your award letter.)
G. You have the right to request an explanation of the various programs in your student aid package.
H. You have the right to know the school's refund policy. (See our Impact of Withdrawal page.)
I. You have the right to know what
portion of the financial aid you receive must be repaid, and what
portion is grant aid. If the aid is a loan, you have the right to know
what the interest rate is, the total amount that must be repaid, the
repayment procedures, the length of time you have to repay the loan,
and when repayment is to begin. You have the right to cancel, reduce or
repay loans awarded from either federal or school funds. (Notify your
financial aid counselor)
II. Student Responsibilities
A. You must keep your address updated with the Financial Aid Office, the University, and Student Affairs. The student bears the full responsibility for any consequences resulting from University communications misdirected or not received because of an incorrect address.
B. You are responsible for reading and understanding all forms that you are asked to sign, including those signed electronically, and for keeping copies of them.
C. You must complete all application forms accurately and submit them on time to the appropriate office. You must be aware of, and comply with, the deadlines for application or reapplication for aid. Remember, no form of assistance is automatically renewed from year to year, but may be awarded upon reapplication by the priority deadline. Such reapplication must indicate continued financial need as defined by individual need-based programs, as well as satisfactory academic progress.
D. You must provide correct information. In most instances, intentional misreporting of information on financial aid application forms is a violation of law and may be considered a criminal offense which could result in indictment under the U.S. Criminal Code.
E. You must return all additional documentation, entrance interview form, verification, corrections, and/or new information requested by either the Financial Aid Office or the agency to which you submitted your application.
F. If you receive scholarships or loans from any source for which applications are not processed by the Financial Aid Office, it is your responsibility to notify our office immediately. (This includes, but is not limited to, Military Health Professions Scholarships, the MD/PH.D or Medical Scientist Training Program and scholarships from our Medical Alumni Office.)
G. You must accept responsibility for all loan agreements you sign. Loans are obligations that must be repaid. You must repay both principal and interest even if you do not complete your program, are unable to obtain employment, or are otherwise dissatisfied with educational or other services from the school.
H. You must accept responsibility for all service agreements you sign. Service contracts not repaid with service must be repaid monetarily. You must repay both principal and accrued interest even if you do not complete your program, are unable to obtain employment, or are otherwise dissatisfied with educational or other services from the school.
I. If you terminate enrollment by withdrawing, taking a leave of absence or graduating from the medical school, and you have received loans from any source for which applications were processed by the Financial Aid Office at anytime during your enrollment, you must meet the exit interview requirements.
ENTRANCE INTERVIEW REQUIREMENTS
Entrance interviews are designed to ensure borrowers are provided the opportunity to become informed and understand the responsibility they are assuming.
Federal Loan Programs (subsidized and unsubsidized): Regulations governing these programs require all first-time borrowers at the University of Virginia have an in-person entrance interview. Currently this is part of first-year student orientation. First-year students must also complete the online entrance counseling.
Stafford and Federal Direct Loans: All borrowers must have an in-person exit interview with a counselor in the Financial Aid Office prior to graduation or withdrawal from school.
School Loans: Same as Federal Loans
It is the responsibility of the borrower
to contact the Financial Aid Office to schedule an exit interview
appointment prior to graduating, taking a leave of absence, or
withdrawing from school.
Although our office will make every effort to contact upcoming graduates in the early spring prior to graduation to schedule exit interview appointments, it is ultimately the responsibility of the borrower to contact our office to arrange an interview.
We believe borrowers will find the exit interview informative. Our counselors attempt to provide the most current information concerning repayment options available to borrowers, strategies for managing debt, estimated monthly payments and payment begin dates.
STANDARDS FOR SATISFACTORY ACADEMIC PROGRESS FOR STUDENTS PURSUING THE M.D. DEGREE AT THE UNIVERSITY OF VIRGINIA SCHOOL OF MEDICINE
Federal law and regulation require that all students receiving financial assistance from Federal Title IV and Title VII funds must maintain satisfactory academic progress. The following policy presents the standards adopted by the University of Virginia School of Medicine. The policy applies to all students receiving financial aid.
The academic requirements for the M.D.
degree include the satisfactory completion of the curriculum designated
by the faculty. The progress of each student working toward an M.D.
degree is monitored carefully and at least once each academic year by
the student promotions committee, a standing committee of the School of
The promotions committee reviews, at least at the conclusion of each academic year, the qualitative assessment of performance of each student which is given by the faculty in all courses for which the student has enrolled. This may be an actual grade, an indication of pass or fail, or another form of evaluation.
A student who does not satisfactorily
complete all course requirements may be permitted to remediate. In this
case, a student assigned a schedule which deviates from the norm and
who earns satisfactory qualitative assessment in all courses for which
enrolled will be deemed to be making satisfactory academic
The normal time frame for completion of required course work for the M.D. degree is four academic years. A student, due to academic or personal difficulties, may require additional time. In such situations, the promotions committee may establish a schedule for that student which departs from the norm and which may require repeating a year of study. To be considered to be making satisfactory academic progress, the student must complete four years of the curriculum by the end of five years after initial enrollment. The promotions committee will monitor the progress of each student at the conclusion of each academic year to determine that the student is making sufficient progress to meet the time limits as specified. A student not making sufficient progress will be deemed not to be making satisfactory academic progress.
A student may be granted a leave of absence for a variety of reasons. The period of time for which the student has been approved leave shall be excluded from the maximum time frame in which an individual student will be expected to complete the program.
Medical students who are accepted for
transfer from other medical schools will be evaluated with respect to
levels of academic progress attained, and a determination will be made
as to remaining years of financial aid eligibility. This determination
will be coordinated among the Dean for Admissions, the Dean for Student
Affairs, and the Student Financial Services Office.
The school is ready to respond to mitigating circumstances which may arise in individual situations. Students may appeal loss of eligibility for financial aid to the Associate Dean for Student Affairs. The Appeals Board then decides whether the mitigating circumstances offer justification for altering customary standards of academic progress. The Associate Dean for Student Affairs then advises the Financial Aid Office of the continued eligibility of the student for Title IV and HEAL assistance.
The Financial Aid Office shall have
primary responsibility for enforcement of this policy. The office shall
ascertain at the time of each disbursement of funds, that the student
is in compliance with the policy.