First Professional (Entry-level)  |  DAOM program

Financial Policies and Student Financial Aid Applicable to OCOM's First Professional Programs

Criteria used in the Determination of Aid
OCOM subscribes to the federally approved and mandated system of need analysis for the purposes of packaging need-based student aid. This system is subject to review and adjustment by the United States Congress and is subject to reauthorization as part of the Higher Education Act. OCOM requires students seeking financial assistance to complete an application process for need-based federal student aid. This process involves applicants in the following steps:

a. Completion of the Free Application for Federal Student Aid (FAFSA) needs analysis form. The FAFSA collects information about the applicant’s income and assets. The completed FAFSA is submitted electronically at studentaid.gov/h/apply-for-aid/fafsa

b. OCOM's Director of Financial Aid (DFA) reviews the complete application materials and first determines eligibility for need-based federal student aid (Federal Work-Study). Secondly, the DFA determines eligibility for non-need-based federal student aid (Federal Unsubsidized Direct Loan and Graduate Plus Loan).

c. OCOM develops standard estimated student expense budgets each year for the purpose of estimating educational costs for the academic year. These budgets include estimated tuition and fees, books, supplies and equipment, housing and food, transportation, and miscellaneous personal expenses. Living expense estimates assume housing and utilities in the area of Portland within an eight-mile radius of campus. The DFA reviews the information submitted by the applicant and using the EFC, determines the student’s eligibility for Federal Student Aid. “Financial Need” is calculated by subtracting the EFC from the Standard Estimated Student Expense Budget as follows:

Standard Budget - EFC = Financial Need

d. The Financial Need figure represents the maximum amount of need-based aid which the applicant is eligible to receive. Federal Work-Study is the only source of need-based aid available at OCOM.

e. Currently, the maximum Federal Unsubsidized Direct Loan annual (9-month) amount for an OCOM student is $20,500. Federal Work-Study funds are very limited due to annual federal allocation. In some cases, the Federal Work-Study award may reduce eligibility for other Federal Loans.

f. After packaging determination, the DFA sends an aid offer via DocuSign to each eligible student specifically indicating the exact type and amount of aid each applicant is eligible to receive. It is the responsibility of each applicant to review the aid offer and all enclosures and to return signed copies of the aid offer materials to the DFA by the reply date indicated. 

g. As a final step in the application process, applicants are required to complete, a Master Promissory Note for the Federal student loan programs in which they choose to participate, and Entrance Loan Counseling for graduate students.

h. Students may request funding for the China Trip which typically occurs each year during Fall quarter as a study abroad program.

Cost of Attendance for Calculating Student Aid Eligibility

It is the responsibility of the college to establish reasonable standard budgets for estimating students’ Cost of Attendance (COA). These standard budgets are updated each year and reflect changes in direct charges (i.e., tuition, fees), books, supplies and equipment, as well as changes in the cost of living.

You can find the current year's COA at https://www.ocom.edu/admissions/tuition-and-fees. Housing and food figures take into account only the expenses to be incurred by the student directly (as opposed to those of the student’s family).

Tuition rates for each program are set annually by the OCOM Board of Trustees. Students will receive a Cost of Attendance form with their aid offer.

All fees are subject to change with ninety (90) days notice. Fees change annually only, except with special permission of the Oregon Department of Education. These fees are calculated for full-time students.

Students with unusual living expenses may submit these, with documentation, to the Director of Financial Aid for review on a case-by-case basis to request an increase in their COA. Child care and costs related to a student’s disability will receive primary consideration for potential budget adjustments.

Satisfactory Academic Progress

All students attending Oregon College of Oriental Medicine are required to be making Satisfactory Academic Progress (SAP) toward their educational program. Failure to maintain SAP will result in the disqualification from federal student aid programs at OCOM.

Financial Aid SAP is measured in two ways: qualitatively and quantitatively. Students must complete both measures satisfactorily to remain in “Good Standing” status for financial aid eligibility.

Qualitative Measure

Students must be in good academic standing to remain in financial aid "Good Standing." If a student is placed on Academic Warning or Probation status, they will not be considered in Good Standing for their financial aid status.

Quantitative Measure

“Pace” of progression (cumulative earned credits divided by cumulative attempted credits): OCOM students must maintain a cumulative pace of 75 percent. That is, 75 percent of all attempted credits must be passed to maintain SAP.

“Maximum time frame” (maximum length of time to complete the program) is 200% of their program length.

When is Financial Aid SAP Reviewed?

For OCOM’s entry level, graduate degree programs, financial aid SAP status is reviewed at the end of every quarter. If a student does not meet the SAP requirements listed previously, they will be placed on Financial Aid Warning and notified of their status by the Office of Financial Aid. Students who are on Warning status must complete their next quarter successfully, otherwise two Warning quarters in a row will result in the student being placed on Financial Aid Suspension.  Suspension status means the student does not qualify for financial aid. Students may submit an appeal for reinstatement of financial aid eligibility to the Director of Financial Aid. If the appeal is approved, the student would be placed on Financial Aid Probation until their SAP has been resolved or they have successfully met the requirements of their academic plan.

Academic Warning -  If a student with Incompletes in more than 25 percent of the attempted credits taken during a single quarter or a single failing grade will receive an academic warning. A student is placed on academic warning for one quaarter. A student may be placed on Academic Warning under the following circumstances:  

  • The student’s record shows that they have failed a course, have failed to remediate a prior Incomplete, or have received Incompletes in more than 25 percent of the attempted credits taken during a single quarter.  
  • The Vice President of Academic Affairs or Associate Dean of Clinical Education has a concern of the ability of the student to maintain academic progress.

Academic Probation – If a student with Incompletes in more than 60 percent of the attempted credits taken during a single quarter will be placed on Academic Probation. A student is placed on Academic Probation for one quarter. If the student has not satisfied the conditions of the probation, the student will remain on probation for up to two additional quarters. After three (3) quarters on Academic Probation, the student is subject to suspension. 

A student may be placed on Academic Probation under the following circumstances:  

  • The student has been placed on Academic Warning for a prior consecutive quarter.  
  • The student has received Incompletes in more than 60 percent of the attempted credits taken during a single quarter.  
  • The student’s record shows that they have failed to remediate an Incomplete grade in a course within one quarter’s time or the time stated in the learning contract.  
  • The student has exceeded four (4) years from the time of matriculation to the completion of all degree requirements.

Financial Aid SAP Statuses

Financial Aid Warning Status

Financial Aid Warning is just a warning status. Students who are on warning may still receive financial aid. To resolve Warning status and get back into Good Standing a student must successfully complete their next enrolled quarter. Students who go on Warning status two quartersin a row will be placed on Financial Aid Suspension.

Financial Aid Probation Status
Students who have successfully appealed their Suspension status will be placed on financial aid Probation, similar to Warning status. Students who are on probation may still receive financial aid. To resolve Probation status, students need to complete their next quarter enrolled or follow their learning contract (if one quarter will not be sufficient to resolve the SAP issue). If a student is placed on probation and then does not resolve their SAP status or does not meet the terms of their learning contract, they will go back on Suspension.

Financial Aid Suspension Status
Students placed on Financial Aid Suspension are not eligible to receive financial aid. Students have a right to appeal their status.

Appealing Financial Aid Suspension Status

To appeal, a student must submit a written appeal to the Director of Financial Aid. The appeal should include the following information:

  • A statement in their own words explaining why they failed to maintain SAP;
  • The actions they will take or have taken to correct or prevent the situation from reoccurring;
  • If the appeal is a medical reason, documentation from a doctor indicating that they are cleared to return to school and that the medical condition will not prevent them from being successful in the future;

Students who successfully appeal their suspension status will be placed on Financial Aid Probation.

Student Financial Assistance Disbursements 

Federal student loan disbursements are typically sent once each quarter. For example, a student receiving a Federal Direct Loan for an entire academic year would receive a Fall disbursement, a Winter disbursement, a Spring disbursement and a Summer disbursement.

Student loan disbursement rosters are created by the Office of Financial Aid for review and then initiated in Populi for the Business Office. The Business Office disburses the loan funds to the appropriate student accounts and if a credit balance is created once tuition and fees are paid, a refund check is generated for the student. 

Students who are employed through the Federal Work-Study Program are responsible for submitting complete, accurate timesheets to work supervisors by the 10th and 25th day of each month. Students are paid for these work hours with a college paycheck, issued by the Accounting Office on the 16th and last work day of each month.

Electronic Funds Transfer (EFT) of Student Loan Funds
Disbursement of federal student loans will be electronically drawn into the school and applied to individual student accounts. Tuition and book charges will also be applied to their accounts. If this creates a credit balance, a refund check will be issued. The refund process will begin after the first day of the quarter.

Two important reminders about your student loans:

  1. If you have prior student loans from another institution, these loans may qualify for in-school deferment. Please submit a deferment form (provided by your loan servicer) to the Office of the Registrar. It will be processed once you are an enrolled student.
  2. If you do not wish to accept all of the loan proceeds, you can request to have all or part of the funds returned to the Department of Education (DOE). This request must be made within 14 days of the date of the disbursement. If you think you might want to consider returning loan proceeds, contact the Director of Financial Aid.

Policy Regarding the Distribution of Refunds to the Federal Student Aid Programs

A student may terminate enrollment by giving written notice to the college. If termination occurs within five business days after enrollment, all monies paid, less a $10 administrative fee, shall be refunded. If termination occurs more than five days after enrollment, the student is financially obligated to the college according to the following schedule:

If a student withdraws prior to completion of 60 percent of the current period of enrollment, the student shall be entitled to a prorated “return of funds” of the total tuition charged for that period of enrollment.

“Return of funds,” as used in this section, is calculated using the Federal Regulation for Return of Title IV Funds, which means that a student shall be charged for the time attended as determined by the last recorded day of attendance by that student. If the calculation determines that the school is required to return funds, the funds are returned to the Department of Education in the following order: Federal Unsubsidized Direct Loans, Federal Direct Graduate Plus loans. If a student withdraws upon completion of 60 percent or more of the current period of enrollment, the student shall be responsible for the tuition charged for the entire period of enrollment and shall not be entitled to a refund.

General Conditions and Terms Applicable to Federal Work-Study Student Employment

a. Students are only eligible to be considered for Federal Work-Study (FWS) positions if they have Federal Work-Study as part of their signed aid offer.

b. All FWS positions require written job descriptions. These job descriptions are maintained in the Office of Financial Aid.

c. It is the responsibility of the FWS student employee to accurately report all work hours on an approved timesheet. Timesheets will not be processed by the Accounting Office if they are incomplete or if they are not signed by the appropriate supervisory personnel.

d. It is the responsibility of the student to find a work-study position. Having Work-Study on your aid offer does not guarantee a job.

e. All FWS employees must complete the following documents before beginning work:

1. New Employee Form
2. Tax Withholding Form (W-4)
3. INS Eligibility Form (I-9)
4. FWS Employee Form

Sample Loan Repayment Schedule

Once a student has met all of the requirements to graduate, Exit Loan Counseling is provided by the Office of Financial Aid. Online counseling is required and can be found out at https://studentaid.gov/exit-counseling and individual exit counseling is available per student request to all students. 

Download a comparison of different repayment scenarios.

 


Financial Policies and Student Financial Aid Applicable to OCOM's Postgraduate Studies (DAOM) Program

Criteria used in the Determination of Aid

OCOM subscribes to the federally approved and mandated system of need analysis for the purposes of packaging need-based student aid. This system is subject to review and adjustment by the United States Congress and is subject to reauthorization as part of the Higher Education Act every five years. OCOM requires students seeking financial assistance to complete an application process for need-based federal student aid. This process involves applicants in the following steps:

a. The FAFSA collects information about the applicant’s income and assets and is submitted electronically at https://studentaid.gov/h/apply-for-aid/fafsa.

b. OCOM's Director of Financial Aid (DFA) reviews the complete application materials and determines eligibility for federal student aid in the form of Federal Unsubsidized Direct Loan and Graduate Plus Loans.

c. OCOM develops Standard Estimated Student Expense Budgets each year for the purpose of estimating educational costs for the academic year. These budgets include estimated tuition and fees, books, supplies and equipment, Housing and food, transportation, and miscellaneous personal expenses. The DFA reviews the SAR submitted by the applicant and uses the "Expected Family Contribution"(EFC) which is calculated by the Federal Processor. "Financial Need" is then calculated by subtracting the EFC from the Standard Estimated Student Expense Budget as follows: Standard Budget – EFC = Financial Need

d. Currently, the maximum Federal Unsubsidized Direct Loan annual (12-month) amount for an OCOM student is $20,500.

e. After packaging determination, the DFA sends an aid offer via DocuSign to each eligible student specifically indicating the exact type and amount of aid each applicant is eligible to receive. It is the responsibility of each applicant to review the aid offer and all enclosures and to return signed copies of aid offer materials to the DFA by the reply date indicated. 

f. As a final step in the application process, applicants are required to complete Entrance Loan Counseling, a Loan Request Statement and a Master Promissory Note for the Federal student loan programs in which they choose to participate.

Criteria for Continued Student Eligibility 

Students are required to apply for financial aid each year if they wish to be considered for such assistance. Additionally, students are required to demonstrate that they are making Satisfactory Academic Progress (SAP) each semester of their enrollment to qualify for continued aid eligibility. Satisfactory Academic Progress policy is as follows:

Satisfactory Academic Progress

All DAOM students attending Oregon College of Oriental Medicine are required to be making Satisfactory Academic Progress (SAP) toward their educational program. Failure to maintain SAP will result in the disqualification from federal student aid programs at OCOM.

The DAOM Satisfactory Academic Progress policy of the Office of Financial Aid:

Financial Aid SAP is measured in two ways: qualitatively and quantitatively. Students must complete both measures satisfactorily to remain in “Good Standing” status for financial aid eligibility.

Qualitative Measure

Students must be in good academic standing to remain in financial aid "Good Standing." If a student is placed on Academic Warning or Probation status, they will not be considered in Good Standing for their financial aid status.

Quantitative Measure

“Pace” of progression (cumulative earned credits divided by cumulative attempted credits): OCOM students must maintain a cumulative pace of 75 percent. That is, 75 percent of all attempted credits must be passed to maintain SAP.

“Maximum time frame” (maximum length of time to complete the DAOM program) is four years.

When is Financial Aid SAP Reviewed?

For students enrolled in the DAOM program, financial aid SAP status is reviewed at the end of each semester. If a student does not meet the SAP requirements listed previously, they will be placed on Financial Aid Warning and notified of their status by the Office of Financial Aid. Students who are on Warning status must complete their next semester successfully, otherwise two Warning semesters in a row will result in the student being placed on Financial Aid Suspension.  Suspension status means the student does not qualify for financial aid. Students may submit an appeal for reinstatement of financial aid eligibility to the Director of Financial Aid. If the appeal is approved, the student would be placed on Financial Aid Probation until their SAP has been resolved or they have successfully met the requirements of their academic plan.

Academic Warning -  If a student with Incompletes in more than 25 percent of the attempted credits taken during a single semester or a single failing grade will receive an academic warning. A DAOM student is placed on academic warning for one semester. A DAOM student may be placed on Academic Warning under the following circumstances:  

  • The student’s record shows that they have failed a course, have failed to remediate a prior Incomplete, or have received Incompletes in more than 25 percent of the attempted credits taken during a single semester.  
  • The Dean of Postgraduate Studies or Associate Dean of Postgraduate Studies has a concern of the ability of the student to maintain academic progress.

Academic Probation – If a student with Incompletes in more than 60 percent of the attempted credits taken during a single semester will be placed on Academic Probation. A DAOM student is placed on Academic Probation for one semester. If the student has not satisfied the conditions of the probation, the student will remain on probation for an additional semester. After two (2) semesters on Academic Probation, the student is subject to suspension from the DAOM program. 

A DAOM student may be placed on Academic Probation under the following circumstances:  

  • The student has been placed on Academic Warning for a prior consecutive semester.  
  • The student has received Incompletes in more than 60 percent of the attempted credits taken during a single semester.  
  • The student’s record shows that they have failed to remediate an Incomplete grade in a course within one semester’s time or the time stated in the learning contract.  
  • The student has exceeded four (4) years from the time of matriculation to the completion of all degree requirements.

Financial Aid SAP Statuses

Financial Aid Warning Status

Financial Aid Warning is just a warning status. Students who are on warning may still receive financial aid. To resolve Warning status and get back into Good Standing a student must successfully complete their next enrolled semester. Students who go on Warning status two semesters in a row will be placed on Financial Aid Suspension.

Financial Aid Probation Status
Students who have successfully appealed their Suspension status will be placed on financial aid Probation, similar to Warning status. Students who are on probation may still receive financial aid. To resolve Probation status, students need to complete their next semester enrolled or follow their learning contract (if one semester will not be sufficient to resolve the SAP issue). If a student is placed on probation and then does not resolve their SAP status or does not meet the terms of their learning contract, they will go back on Suspension.

Financial Aid Suspension Status
Students placed on Financial Aid Suspension are not eligible to receive financial aid. Students have a right to appeal their status.

Appealing Financial Aid Suspension Status

To appeal, a student must submit a written appeal to the Director of Financial Aid. The appeal should include the following information:

  • A statement in their own words explaining why they failed to maintain SAP;
  • The actions they will take or have taken to correct or prevent the situation from reoccurring;
  • If the appeal is a medical reason, documentation from a doctor indicating that they are cleared to return to school and that the medical condition will not prevent them from being successful in the future;
  • Students who successfully appeal their suspension status will be placed on Financial Aid Probation.

Student Financial Assistance Disbursements 

Federal student loan disbursements are typically sent once each semester. For example, a student receiving a Federal Direct Loan for an entire academic year would receive a Fall disbursement,and a Spring disbursement.

Student loan disbursement rosters are created by the Office of Financial Aid for review and then initiated in Populi for the Business Office. The Business Office disburses the loan funds to the appropriate student accounts and if a credit balance is created once tuition and fees are paid, a refund check is generated for the student.

Electronic Funds Transfer (EFT) of Student Loan Funds
Disbursement of federal student loans will be electronically drawn into the school and applied to individual student accounts. Tuition and book charges will also be applied to their accounts. If this creates a credit balance, a refund check will be issued. The refund process will begin after the first day of the semester.

Two important reminders about your student loans:

1. If you have prior student loans from another institution, these loans may qualify for in-school deferment. Please submit a deferment form (provided by your loan servicer) to the Office of the Registrar. It will be processed once you are an enrolled student.
2. If you do not wish to accept all of the loan proceeds, you can request to have all or part of the funds returned to the Department of Education (DOE). This request must be made within 14 days of the date of the disbursement. If you think you might want to consider returning loan proceeds, contact the Director of Financial Aid.

Cost of Attendance for Calculating Student Aid Eligibility 

It is the responsibility of the college to establish reasonable standard budgets for estimating students' Cost of Attendance (COA). These standard budgets are updated each year and reflect changes in direct charges (i.e. tuition, fees), books, supplies and equipment, as well as changes in the cost of living.

You can find the current year’s COA at https://www.ocom.edu/admissions/tuition-and-fees. Housing and food figures take into account only the expenses to be incurred by the student directly (as opposed to those of the student’s family).

Tuition rates for each program are set annually by the OCOM Board of Trustees. Students will receive a Cost of Attendance form with their aid offer.

All fees are subject to change with ninety (90) days notice. Fees change annually only, except with special permission of the Oregon Department of Education. These fees are calculated for full-time students.

Students with unusual living expenses may submit these, with documentation, to the Director of Financial Aid for review on a case-by-case basis to request an increase in their COA. Child care and costs related to a student’s disability will receive primary consideration for potential budget adjustments.

Policy Regarding Leave of Absence and Withdrawal
Any student in good standing (with no unresolved academic, financial or disciplinary issues) may apply for a formal leave of absence of up to two years, during which time the student is entitled to readmission without reapplication. The student will pay the program current tuition in effect when the student re-enters.

A student on leave of absence for longer than two years who wishes to reenter the doctoral program must reapply to OCOM under the admissions policies in effect at the time of reapplication. Forms to begin the leave of absence procedure are available from the Dean of Research and Postgraduate Studies. The Dean will meet with the student and establish a learning contract with the student that clearly states all requirements necessary for reentry into the program.

Any student requesting a leave of absence must be fully aware that the DAOM program, its curriculum design, content, and faculty may change during the leave of absence. A student is not guaranteed to be able to resume with the same curriculum or faculty as when they left. Changes in the program, curriculum design, content and modules may require a student to take additional courses, make-up specific modules or submit additional assignments upon their return. Students who take a leave of absence before the end of a semester must be aware that they have not completed or received any credit for that semester’s courses, and that their transcript will reflect Incomplete grades (“I”) until the coursework is complete when they return to the program.

Any student who leaves the program without applying for and being granted a leave of absence will be considered to have withdrawn from the program, and will have to apply for readmission.

Policy Regarding the Distribution of Refunds to the Federal Student Aid Programs 

Tuition Refund Policy
A student may terminate (withdraw or take a leave of absence) by giving written notice to the college (student must complete the leave of absence form for a leave). If termination occurs before the start of the first module of the semester, all tuition paid for that semester (less a $100 administrative fee) will be refunded. If the student terminates enrollment prior to completion of 60 percent of the semester, the student shall be entitled to a prorated “return of funds” of the total tuition charged for that semester's tuition payment.

“Return of funds,” as used in this section, is calculated using the Federal Regulation for Return of Title IV Funds, which means that a student shall be charged for the time attended as determined by the last recorded day of attendance by that student. The total number of class days attended for each module during that semester divided by the total number of class days in all modules occurring during that semester. If the calculation determines that the school is required to return funds, the funds are returned to the Federal Direct Loan Program in the following order: Federal Unsubsidized Direct Loans, Federal Direct Graduate Plus Loan.

If a student withdraws or takes a leave of absence after the completion of 60 percent or more of the class days in all modules for the current semester, the student shall be responsible for the tuition charged for the entire semester and shall not be entitled to a refund.

If a student is not in attendance for any one module, they must give written notice that they will be attending the next module. If a student fails to return to the next module, a Return of Funds calculation will be performed based on the date of the last module that was attended and the student will be automatically withdrawn from the program.