Financial Aid

Financial Aid Privacy and Disclosure Policy

All information about individual student financial aid is strictly confidential and can only be used for the purpose of determining and administering the student's financial aid. Persons with legitimate audit responsibilities are permitted access to individual folders. Whenever possible, the selection of folders for auditing purposes is done randomly.

Schools are limited by federal law in how the Free Application for Federal Student Aid (FAFSA) information can be used. Schools may share a student’s FAFSA information with scholarship-granting or tribal organizations only with the student’s written consent. However, KHSC-KansasCOM may be prohibited from sharing FAFSA data with other third-party organizations, even where the student has given written consent.

Cost of Attendance

A comprehensive student expense budget, or cost of attendance (COA), has been designed to cover tuition, educational costs, and reasonable living expenses for each academic year. The COA is designed for the student only and is not intended to cover family living expenses or to cover debt incurred prior to attendance at KHSC-KansasCOM.

The Office of Financial Aid takes seriously its responsibility to provide a reasonable COA and to monitor long-term student debt. Based upon these principles, all financial aid awarded, which includes federal, state, and private programs, will be determined within federal financial aid guidelines and the limits of the student COA.

Each year, the Office of Financial Aid builds a COA that includes the following:

• Tuition and fees
• Room and board (or a housing and food allowance)
• Books and supplies
• Transportation
• Loan fees
• Miscellaneous and personal expenses
• COMLEX exam fees (DO only)

Other expenses that may be added to a student’s cost of attendance through a budget adjustment process can include:

• One-time purchase of a personal computer
• Reasonable costs for eligible study-abroad programs or faculty-led trips for students
• Child/dependent care
• Medically necessary medical and dental expenses not covered by insurance
• Reasonable car repairs for one primary vehicle

For more information on this process, please review the Annual Budget Adjustments section.

Consumer Information

In compliance with federal student aid regulations, KHSC-KansasCOM consumer information is available for prospective and current students to review online.

Satisfactory Academic Progress (SAP) Policy

Students who receive federal financial aid, in accordance with federal regulations, must be in good standing and maintain Satisfactory Academic Progress (SAP) toward their degree. Under Federal Title IV regulations, the school’s SAP requirements must meet certain minimum requirements, and be at least as strict as the institution’s established standards for Good Academic Standing. This policy applies to all students receiving federal financial aid for any trimester/periods of enrollment at KHSC-KansasCOM.

The standards used to evaluate academic progress include all periods of the student’s enrollment, including periods during which the student did not receive federal financial aid funds.

What is the KHSC-KansasCOM SAP Policy?

To continue receiving federal financial aid at KHSC-KansasCOM, students must demonstrate satisfactory progress toward their academic objectives. Federal regulations require three measurements to determine SAP: qualitative, quantitative, and maximum timeframe.

Satisfactory Academic Progress for Financial Aid Consideration

Federal regulations require schools to monitor the academic progress of Title IV financial aid recipients. KHSC-KansasCOM must certify that students are making satisfactory academic progress (SAP) toward the completion of their KHSC-KansasCOM degree. KHSC-KansasCOM follows the regulations set forth by the U.S. Department of Education that students are meeting the three required measurements to determine SAP: qualitative, quantitative (progression), and maximum timeframe.

The policy applies to students who are receiving federal aid; however, these standards include all periods of the student’s enrollment, which may include times when the student did not receive federal aid. The academic standards set forth by KHSC-KansasCOM may vary from the financial aid policy for academic progress.

Qualitative Measure

Students enrolled in KHSC-KansasCOM are graded on an Honors/Pass/Fail system. For federal student aid purposes, a grade of Honors or Pass is the equivalent of receiving a 70 percent or higher (Passing grade) in measuring SAP. A 70 percent is an equivalent to the letter grade of C.

Students must pass all classes to be considered making satisfactory academic progress for federal financial aid.

Students who have earned three failures and/or are required to repeat all or a portion of an academic year are considered to not be meeting SAP standards. These students will need to appeal for federal financial aid in a subsequent term.

Students who do not meet SAP standards are eligible to appeal for federal financial aid. Students who have approved appeals will be placed on probation with an academic plan.

Quantitative Measure: Attempted vs. Completed

For students to progress through the program to graduate within the maximum time frame, all KHSC-KansasCOM students must complete 67 percent of credit hours attempted for federal student aid purposes. In determining pace progression, KHSC-KansasCOM calculates a completion rate for each student. The completion rate is the total number of credit hours successfully completed divided by the total number of credit hours attempted. Pass/ Fail courses are considered in the attempted credits. Credit hours cannot be rounded up to meet the minimum SAP standards.

Attempted hours not earned include any grade of Fail (F), Incomplete (I), Withdrawal (W), Administrative Withdrawal (AW), or Administrative Drop (AD).

Time Frame: Pace Progression

Students are expected to make satisfactory progress toward their degree each trimester. Students must complete the DO program within six academic years of the matriculation date in the College of Osteopathic Medicine.

The KHSC-KansasCOM Student Performance Committee, or SPC, may grant an additional year in exceedingly rare and extenuating circumstances. Students who do not complete their degree in six academic years will not be eligible for additional federal aid without an appeal. Students will need to contact the Office of Financial Aid to determine aid eligibility. The Office of Financial Aid will advise the student of the appeals process for additional aid eligibility to complete their degree if they have met the maximum time limit and can enroll beyond six years.

SAP Review

SAP is reviewed annually at the end of the academic year at KHSC-KansasCOM. This will be done prior to disbursement of subsequent aid for the next academic year. The entire previous year will be reviewed to determine eligibility. The Office of the Registrar will review all students enrolled for the year to determine a student’s SAP status, regardless of financial aid received.

If the student is not meeting the above SAP eligibility requirements, the student will be ineligible for federal financial aid. Students will be notified by email if they fail to meet the minimum standards outlined above. This email communication will include an explanation of the standards evaluated and instructions on how to proceed with the appeal process.

SAP Appeal Process

The Office of the Register will notify the student via email if an appeal needs to be submitted to continue receiving federal aid at KHSC-KansasCOM. Students will be asked to submit an appeal to the Student Performance Committee. The appeal form will require the student to complete the information listed below:

• A written statement documenting the reasons for the failure to meet the standards of academic progress for financial aid eligibility. The statement should be concise, but long enough to address the student’s mitigating circumstances (e.g., serious illness of student or family member, death of relative, disruptive personal issue). There is no school-defined length.
• A written statement explaining what has changed in the student’s situation that would allow the student to bring their academic progress up to satisfactory standards.
• If requested, supporting documentation may be required to process the appeal.
• A written academic plan, after the appeal is submitted.

Appeals will be reviewed and completed within two to four weeks of receipt. Students who submit appeals will be notified via email regarding the decision of their appeal. Students with approved appeals will regain federal financial aid eligibility. Students with denied appeals will be ineligible for federal financial aid until they meet the minimum SAP requirements. Appeal decisions are final.

Financial Aid Probation

If the student’s appeal is approved: 

• The student will be placed on Academic and Financial Aid Probation.
• The Student Performance Committee (SPC) may assign an academic plan.  If assigned, the student must adhere to the academic plan.
• The student will be eligible to receive financial aid during the timeframe stated in the academic plan.  

Probationary Review

• If the SPC did not assign an academic plan the student’s academic progress will be reviewed at the end of the next payment period (the following trimester). 
  • If the student meets the minimum standards at the end of the probationary period, the student is no longer on probation. 
  • If the student fails to meet the minimum standards at the end of the probationary period, the student is ineligible to receive additional funds. The student may appeal to the SPC. Secondary appeals are subject to the requirements outlined in the SAP Appeal Process section.
• If the SPC did assign an academic plan the student’s academic progress will be reviewed at the end of every payment period (trimester) during the timeframe stated in the academic plan.
  • Students who meet the criteria outlined in their academic plan will remain in that plan until it expires, or until the student meets the minimum SAP eligibility requirements. 
  • If the student fails to meet the criteria outlined in their academic plan the student is ineligible to receive additional funds. The student may appeal to the SPC. Secondary appeals are subject to the requirements outlined in the SAP Appeal Process section.

If secondary appeal is approved:

• The student will remain on Academic and Financial Aid Probation.
• The Student Performance Committee will assign an academic plan.
• The student must adhere to the academic plan.
• The student will be eligible to receive financial aid during the timeframe stated in the academic plan.
• The student’s academic progress will be reviewed at the end of each payment period while on the academic plan.

Students who meet the criteria outlined in their academic plan will remain in that plan until it expires, or until the student meets the minimum SAP eligibility requirements. Students must appeal to change their academic plan.
 
Students who do not meet the academic plan criteria outlined in their plan will be placed back into suspension and will be ineligible for federal aid.

Financial Aid Process

Verification of Student Financial Aid Information

Federal verification is a process that requires institutions to verify the accuracy of information provided on a student’s FAFSA if randomly selected by the Department of Education to ensure federal aid is distributed to those who are eligible.

Schools may be required to verify all or any of the following criteria:

• Adjusted Gross Income (AGI)
• U.S. Income Tax Paid
• Education Credits
• Untaxed IRA Distributions
• Untaxed Pensions
• IRA Deductions and Payments
• Tax-Exempt Interest
• Income Earned from Work
• Household Size
• Number in College
• High School Completion Status
• Identity/State of Educational Purpose

Determining Amount of Financial Aid

Once the student has submitted all required documents and completed forms as listed on the application for financial aid, the Office of Financial Aid determines the student’s aid eligibility at KHSC-KansasCOM. Offering of financial aid is done when the file becomes complete for packaging.

All financial aid offers, which include federal, state, and private programs, will be determined within federal financial aid guidelines. The calculation to determine financial aid eligibility is cost of attendance (KHSC-KansasCOM student budget) minus expected student and family contribution from FAFSA (for need-based aid) and outside resources (e.g., scholarships, etc.) equals eligibility.

The comprehensive student budget has been designed to cover tuition, educational costs, and reasonable living expenses for each academic year. Budgets are designed for the student only and are not intended to cover family living expenses or to cover debt incurred prior to attendance at KHSC-KansasCOM.

Notification of Financial Aid Offer

Students will be notified, via email, to log in to KHSC-KansasCOM’s online financial aid portal to view the aid and accept/decline/reduce the aid offered. The offer notification in the online application shows the cost of attendance (student budget) according to the student’s program/class, and the total annual financial aid the student may receive from all sources. Beyond the sources of assistance indicated on the offer notification, a student may seek out private scholarships.

Disbursement of Financial Aid

• Financial aid disburses at the beginning of each term (all effort will be made to disburse aid up to 10 days prior to the first day of coursework beginning).
• Financial aid will automatically be applied to the tuition and required fees posted to the student’s account. If the financial aid funds exceed the amount due on the billing statement, the student will have a credit balance on the account.
• The student will receive the credit balances of excess financial aid funds from the Office of Student Accounts via Electronic Funds Transfer (EFT). The EFT will be delivered to the bank account on file that the student selected during the direct deposit account setup. If no bank account is on file, a check will automatically be issued to the student address on file.
• Credit balance refunds are processed as expeditiously as possible, but within the Department of Education regulation of 14 days.
• To ensure timely receipt of student account refunds, Kansas Health Science Center (KHSC-KansasCOM) strongly encourages all students to sign up for direct deposit.
• Direct Deposit forms can be completed in the student gateway.
• The student can check the disbursement schedule at the beginning of the academic year, located in the student portal.

Repeating an Academic Year

Repeating an academic year can have significant financial ramifications for any student. In the event a student is required to repeat an academic year, or the student requests to repeat a year, the student should always talk with the Office of Financial Aid to understand the impact of that decision on their overall financial situation.

Federal guidelines have limits on the number of times a student can repeat a year and still receive federal loan dollars for that repeated year. Please speak with a financial aid professional about the details.

KHSC-KansasCOM Scholarships

KHSC-KansasCOM scholarships can be awarded based on academic achievement, merit, leadership, financial need, geographical location, community service, and/or any special criteria designated by a gift or grant. All KHSC-KansasCOM scholarships will be applied toward tuition.

KHSC-KansasCOM Stipends

Under certain conditions, funding may be available to benefit students (e.g., housing or equipment stipends). KHSC-KansasCOM will make these funds available to students in accordance with the available funding and associated conditions.  

Kansas Osteopathic Medical Service Scholarship

Designed to encourage primary care physicians to establish practices in rural areas of Kansas. Recipients receive $20,000 per year for up to four years of study at nationally accredited osteopathic schools. Preference goes to first-year students. Recipients return one year of practice for each year of assistance. Applicants must complete a program application and the designated financial aid application. Priority Date: May 15.

External Scholarships

Students are encouraged to apply for outside/private scholarships. There are several popular search engines students can search for medical school related scholarships including:

• FastWeb
• Scholarships.com

Students should be vigilant when applying for outside/private scholarships and know how to spot a scholarship scam. If it sounds too good to be true, it usually is too good to be true. Scholarship scams frequently involve one or more of the following:

• Scholarship Fees- Do not spend money to apply for any scholarship.
• Request for Financial Information- Do not share bank account and/or credit card information.
• Guaranteeing Scholarship Money- Reputable scholarships do not advertise guaranteed money.

Students must inform the Office of Financial Aid of any scholarships and awards received from sources outside of KHSC-KansasCOM. Students can notify the office by emailing the name and amount of the scholarship or award. These scholarships and awards will be added to your financial aid package and could impact your aid eligibility.

Loan Programs and Sources

Federal Direct Unsubsidized Loan- Department of Education Title IV

This loan program is non-need based. Students can borrow a base of $20,500 per academic year. Interest accrues from the date of disbursement; the student is responsible for interest during all periods. The Department of Education (ED) is the lender. Payment is owed to the Department of Education but serviced by a company contracted with ED. Unpaid interest will capitalize at repayment.

• Current interest rate and origination information can be found on the ED Federal Student Aid Website. An origination fee is charged and deducted from the loan proceeds.
• Direct loans offer a one-time six-month grace period after you graduate or drop below half-time enrollment.
• The cumulative maximum direct loan limit for graduate students is $138,500.
• The cumulative maximum direct loan limit for medical students is $224,000.
• Repayment information for this loan program is available on the ED Federal Student Aid Website. Students may log in to the repayment estimator to view current federal loan balances and see estimates for future monthly payment plans.

Additional Unsubsidized Loan for Medical Students

The DO program allows KHSC-KansasCOM students additional unsubsidized loan eligibility up to $26,667 for a total of $47,722 for an Academic year covering 12 months (OSMI III). Academic years covering 9 months (OSMI I, II, and IV) are eligible for an additional unsubsidized loan eligibility up to $22,222 for a total of $42,222. 

Federal Direct Graduate PLUS (GradPLUS) Loan Department of Education Title IV

This loan program is non-need based. A GradPLUS loan is a federal guaranteed credit-based loan. A credit check is required.

• This loan has a higher interest rate than the Federal Direct Unsubsidized Loan.
• The loan does not have an aggregate limit.
• The GradPLUS enters repayment immediately after it is fully disbursed, at which time it is placed in an in-school deferment while the student continues in school.
• The loan enters a one-time six-month post-enrollment deferment at the time the student is no longer enrolled. The same deferment and forbearance options apply as with federal direct loans.
• Repayment information for this loan program is available on the ED Federal Student Aid Website.

Primary Care Loan (PCL) Health and Human Services Title VII

This is a need-based loan, which applies to KHSC-KansasCOM students.

• A student must commit to primary care including the internship, residency, and practice.
• The interest rate is 5%. The loan amount is contingent upon the availability of funds.
• Parent financial information is required.
• The loan is available to OMS III and OMS IV students only.
• Repayment begins following a 12-month grace period after ceasing to be a full-time student.

Private/Alternative Loans

A student may choose to borrow a private loan after receiving counseling about the advantages of federal loans versus private loans. In accordance with Sec. 128 (3) of the Truth in Lending Act (15 U.S.C. 1638(e)(3), a self-certification form is available upon request from the Office of Financial Aid, although this form is routinely provided to the student by the private loan lender during the application process. Also, upon request, the Office of Financial Aid will assist the student in the completion of the form, if needed.

Service Obligation Scholarship for KHSC-KansasCOM Students

The National Health Service Corps

The National Health Service Corps (NHSC) Scholarship Program was created to address the shortage of health professionals in certain areas in the United States. Scholarship recipients receive 12 monthly stipends, a single payment to cover books, supplies, and equipment, and payment to the medical school for tuition and required fees. The scholarship may be renewed through graduation.

For each year of support, participants owe one year of future service providing primary care services in a Health Professional Shortage area (HPSA) as assigned by the NHSC. The minimum obligation is two years. These assignments are most often as salaried civilian employees of community-based systems of primary health care.

Students interested in pursuing primary care in an undeserved area should consider the program offered by the NHSC including the National Health Service Scholarship, Students to Service, and loan repayment. Students should review each program to fully understand the service commitment owed for receipt of scholarship.

National Health Service Corps
Bureau of Primary Health Care
Division of Scholarships and Loan Repayments
Website: Scholarships | NHSC (hrsa.gov)
1(800) 221-9393

Annual Budget Adjustments

Financial aid, as awarded or borrowed under federal or private programs, cannot exceed the KHSC-KansasCOM student budget. KHSC-KansasCOM attempts to make adequate financial assistance available to all students within the limits of the student budget and the availability of loans and scholarships.

Federal regulations allow schools to adjust a student’s cost of attendance for certain circumstances on a case-by-case basis. KHSC-KansasCOM will increase a student’s cost of attendance for other reasonable education-related expenses that exceed a student’s budget. The Office of Financial Aid must be able to substantiate your expenses for your file. Budget adjustments are typically a reimbursement process. Purchases should be made using a form of payment in your name.

May 1st is the deadline for submission of these forms, and there could be an earlier date for graduating OMS IV students who may have an earlier last date of attendance. No adjustments will be considered after the loan period has expired for that academic year. An exception may be made for medical/dental expenses for which an insurance claim has not been paid. If you have questions about this policy, please contact the Office of Financial Aid.

Budget Adjustment Categories

• Child/Dependent Care: If a student pays for a third-party to watch their dependent while their spouse works (full-time), Kansas Health Science Center (KHSC-KansasCOM) can increase the student cost of attendance for these expenses. The increased cost will not exceed a reasonable cost for dependent care in the community based on KHSC-KansasCOM’s dependent care survey. Students must complete a Supplemental Funding Request and provide all required documentation that is specified on the form.
• Computer Purchase/Electronic Purchase: All KHSC-KansasCOM students are required to have a laptop computer meeting KHSC-KansasCOM specifications. Only one increase is allowed per student’s academic program, unless there is a change in school policy requiring new computer specifications. The purchase can only include a laptop, printer, and/or other reasonable hardware/software required by KHSC-KansasCOM. Students are permitted to purchase the computer July 1, or other reasonable time, if starting in trimester one. The maximum allowance is $2,000. Students must complete a Budget Adjustment Request Form. Students cannot request the adjustment in their final term of enrollment.
• Medical/Dental Expenses: The student financial aid budget includes an allowance for medical/dental expenses and health insurance. It is KHSC-KansasCOM policy that all students provide proof of health insurance, and budget adjustments will be considered only for those students complying with that policy. A budget adjustment can be made for medically necessary procedures and medically necessary prescriptions for the amount that exceeds the budget allowances. Students must provide written verification of health insurance coverage. Prior year expenses will not be considered for an increase.
• Tuition Adjustment: Students may receive a budget adjustment for tuition charges more than what is allowed in the Cost of Attendance.
• Car/Vehicle Repairs: While a student’s financial aid budget includes an allowance for maintenance of a vehicle, an adjustment can be made for car repairs that exceed the budgeted amount. Financial aid budgets cannot be increased for the purchase of a vehicle. Expenses above the budgeted amount are covered on one primary vehicle per year. Once a student has submitted receipts for a vehicle, that vehicle becomes “primary” in terms of consideration for budget appeals. The budget adjustment increase will represent the difference between the actual repairs and budget allowance. Receipts must be submitted for any repairs for which the budget adjustment is being requested. Since the cost of attendance includes an allowance for comprehensive and collision car insurance, a budget adjustment for an accident will cover a reasonable deductible of $500. If the student has not purchased comprehensive and collision care insurance, the Office of Financial Aid will not increase the budget to cover any expenses that would have been covered by insurance.
• Other Expenses: Students having other extenuating circumstances should complete the appropriate section of the Budget Adjustment Request Form and make an appointment to meet with a staff member in the Office of Financial Aid.

Non-Allowable Expenses: The following expenses will not be considered for reimbursement:

• Vehicle purchase.
• Household repairs (water heaters, furnace, etc.).
• Expenses related to pet ownership.
• Private student loan payments.
• Car payments.
• Credit card debt.
• Moving costs and housing furnishings.
• Vacation expenses.
• Tithing expenses.
• Child support payments.
• Living expenses for spouses and/or children.

Financial Aid Ramifications for a Leave of Absence (LOA)

For Title IV purposes, a leave of absence (LOA) may be designated as either unapproved or approved for financial aid purposes. A LOA that does not meet all the financial aid regulatory conditions for an approved LOA is designated as unapproved and considered a withdrawal. In this case, an R2T4 calculation is required, and the withdrawal date is the date the student begins the LOA.

Students should contact the Office of Financial Aid prior to going on an approved leave of absence to determine what financial aid implications this will have on their federal financial aid eligibility.

Title IV Returns

A student who receives Federal Financial Aid funding and who completely withdraws from the institution is subject to the Return of Title IV Funds policy. The amount to be returned is based on the percentage of enrollment completed for the trimester and the amount of financial assistance considered earned. KansasCOM and the student are both responsible to return unearned funds to the appropriate Title IV program(s) in the order of: Private Loans, Graduate PLUS, Direct Unsubsidized, where applicable. It is recommended that a student who receives financial aid connect with the Office of Financial Aid prior to withdrawing to determine if they will leave the school with a balance on their student account. If a balance is owed to Kansas COM, the student must immediately contact the Office of Student Accounts to make payment arrangements.

Financial Aid Fraud Misreporting and Misrepresentation

Any student found to have misreported information and/or altered documentation to increase their student aid eligibility or to fraudulently obtain federal funds may face any or all the following disciplinary actions:

• Subject to all Professional Code of Conduct policies.
• Per federal regulation 668.14(g), referral to the Office of the Inspector General of the ED, or, if more appropriate, to a state or local law enforcement agency having authority to investigate the matter.
• Loss of participation in federal financial aid programs for either the current academic year or the remaining years of enrollment.

In the event the Director of Financial Aid finds evidence of willful misrepresentation and/or fraud, the student will meet with the Director of Financial Aid and the Associate Dean for Student Affairs and Services. At that time, disciplinary action will be discussed with the student.

Code of Conduct for KHSC-KansasCOM Financial Aid Professionals

The Office of Financial Aid is a member of the National Association of Student Financial Aid Administrators (NASFAA). NASFAA developed an ethical set of standards related to a Financial Aid Code of Conduct.

Statement of Financial Aid Ethical Principles

The Office of Financial Aid’s policies and procedures are subject to change based on federal regulations and guidelines or interpretations thereof. Changes will be published. It is the student’s responsibility to remain informed of all changes. The Office of Financial Aid adheres to the guidelines of ethical conduct developed by the National Association of Student Financial Aid Administrators (NASFAA).