Section 1: Reassessment
PURPOSE
To ensure students receive the appropriate amount of student financial aid as a result of a change to the information submitted on their original StudentAid BC application.
POLICY
Students whose financial circumstances have changed since their original application was assessed must immediately advise StudentAid BC by submitting an Appendix 7 (Request for Reassessment). StudentAid BC will reassess the student’s financial need over the study period.
With the exception of the following circumstances, StudentAid BC will not pro-rate the reassessment:
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Students who wish to submit a request to waive assets, waive or reduce financial sponsor contributions or set aside standard policy must submit this request as an appeal. See Chapter 13.
Reassessments will not be accepted for changes in a student’s marital status or living situation during the study period. A student’s marital status as determined on the first day of classes will remain unchanged throughout the study period.
Note: If a student has been living in a common-law relationship for a period of less than 12 months, the student is not considered to have met the definition of ‘common law’ under StudentAid BC.
GUIDELINES
A reassessment involves a non-discretionary decision or a simple change that may be the result of many different scenarios and circumstances. The following table outlines the most common reassessment types and the
documentation that students must provide along with their completed Appendix 7 (Request for Reassessment).
Note: Please include Appendix 3 (School and Program Information) only if the new study period end date is not reflected in the Institutional Appendix.
Reassessment Type Documentation or Action Required
ASSETS
Correcting the value declared for a motor vehicle (Note: policy is subject to change effective 2015-2016.)
Compare the declared value with the current wholesale value as quoted in the current Sanford Evans Gold Book:
Used Vehicle Value Guide. Estimates from car dealerships are not required.
Sale of asset with a net zero result If the student has sold an asset before classes start or during the pre-study period, the student must provide documentation of the sale and proof of what was done with the proceeds (for example, repaid outstanding debt associated with the asset).
PROGRAM OF STUDY
Change of program at the same post-secondary institution
Appendix 3 (School and Program Information)
Change of post-secondary institution that must be designated (no funding disbursed)
Appendix 3 (School and Program Information)
Change of program costs (per the post-secondary institution‘s Institutional Appendix or Appendix 3)
Appendix 3 (School and Program Information)
Change in original study period end date (varying length programs)
Appendix 3 (School and Program Information) plus (if applicable) Appendix 2 (Spouse/Common-Law Partner Information)
Change in start and end date within program year at same post-secondary institution (e.g., if the original application was for September 2014 to April 2015, but the student wants to change the study dates to January 2015 to August 2015)
Appendix 3 (School and Program Information) plus (if applicable) Appendix 2 (Spouse/Common-Law Partner Information)
Chapter 10: Changes to Student Circumstances 2015-2016
Reassessment Type Documentation or Action Required
MISCELLANEOUS
Error in original assessment Brief note explaining the error with supporting documentation.
Change in financial status (of the applicant or, if applicable, the applicant’s spouse or parents)
Brief note explaining the change, with any applicable documentation (e.g., Record of employment for loss of employment).
Change of name StudentAid BC will accept a document from Vital
Statistics showing change of name or any legal form of provincial or federal government identification indicating the student’s name change. This includes a birth certificate, driver’s licence, marriage certificate, passport, social insurance card, etc.
Early completion of studies Students must submit an Early Completion of Studies Notification form and Appendix 3 (School and Program Information).
NON-PUNITIVE WITHDRAWALS (to change the study end date):
Change in original study period end date where a two-term application is reduced to one two-term. For example, the student applies for funding from September to April, completes the first term of study in December and decides not to return to their studies for the second term starting in January. The new study end date is December.
Non Punitive Withdrawal from Study Period form, if the new study period end date is not reflected in the Institutional Appendix.
Note: Please use the Non Punitive Withdrawal from Study Period form instead of an Appendix 7 (Request for Reassessment) if all of the following conditions apply:
1. the student completed their first term, including exams, if applicable, and 2. the student did not return to full-time study for their second term, and
3. the student did not receive their second disbursement (federal and/or provincial funding).
Please include an Appendix 3 (School and Program Information) if the new study period end date is not reflected in the Institutional Appendix.
PROCESS
The following instructions provide an overview of the process and responsibilities for reassessing a student’s original application to StudentAid BC.
1. The student initiates a reassessment by submitting an Appendix 7 (Request for Reassessment) to StudentAid BC. Students must include their original StudentAid BC application number on the form so that StudentAid BC can match the reassessment with the original application. Students must
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c. any other lines that have changed from their original application form or appendices.
If a field is left blank on the Appendix 7 (Request for Reassessment), it means that there is no change from the original application. It does not mean “change the original number to zero.”
2. A completed Appendix 7 (Request for Reassessment) with required appendices and documentation must be received at StudentAid BC no later than six weeks before the study period end date.
StudentAid BC will review the Appendix 7 (Request for Reassessment) and contact the student for more information/documentation if necessary.
3. After completing the reassessment, StudentAid BC will send the student a revised Notification of Assessment with the result of the reassessment if there is a change to the award.
4. If the reassessment results in the awarding of additional funds, the appropriate funds will be issued. If the reassessment results in a lower award and all funds:
have not been released, the difference between the original award and the new award will be adjusted;
have been released, the difference between the original award and the new award is considered to be an overaward.
5. If required, the student’s post-secondary institution’s financial aid office will receive updated award information through the Integrated Electronic Record.
Note: Significant changes to a student’s costs, income or assets may be subject to audit.
Section 2: Transferring between Post-Secondary Institutions
PURPOSE
To enable a student receiving student financial assistance from StudentAid BC to transfer to a different post-secondary institution during their study period without having to reapply for student financial assistance
POLICY
Awards are normally transferable between designated post-secondary institutions, provided that all basic requirements continue to be met.
Any tuition refund should be given to the student to apply towards the tuition fees at the new post-secondary institution.
GUIDELINES
Students transferring between campuses of the same institution must complete the appropriate transfer forms and submit them to StudentAid BC.
Students in a split enrolment between two campuses of the same institution do not complete transfer forms.
Chapter 10: Changes to Student Circumstances 2015-2016
If a student transfers to another post-secondary institution (or a second campus of the same post-secondary institution that has a different institutional code) and funding has not been disbursed, the student must submit an Appendix 7 (Request for Reassessment).
If a student is changing programs within the same post-secondary institution, the student must submit Appendix 3 (School and Program Information).
If more than two weeks passes between the student’s last date of attendance at the original post-secondary institution and the start date at the new post-secondary institution, the transfer policy does not apply. In this scenario, the student is considered to have withdrawn from the original post-secondary institution and must submit a new StudentAid BC application for the new post-secondary institution. If the student is transferring because of a school closure, they can take up to three weeks between the last date of attendance at the original post-secondary institution and the start date at the new institution.
Year-end breaks and spring breaks are included when indicating the last day of study.
PROCESS
The following instructions provide an overview of the process and responsibilities for a student transferring between two post-secondary institutions. StudentAid BC must receive fully completed documentation at least six weeks before the study period end date; otherwise, the request will be denied.
1. The student must submit an Appendix 5 (Transfer of School) to the original post-secondary institution.
The student completes sections 1, 4 and 5 of Appendix 5.
2. The original post-secondary institution completes section 2 of the Appendix 5. The Appendix 5 is either mailed to the new post-secondary institution or returned to the student with instructions to take it to the new post-secondary institution.
3. The new post-secondary institution completes section 3 of the Appendix 5 and forwards the completed form to StudentAid BC.
StudentAid BC will process the transfer and notify the student and the new post-secondary institution of any required changes to the student’s assessed financial need.