FAQ's - Financial Aid
- How do I apply for Financial Aid?
There are two ways to apply for financial aid: 1) File it electronically (recommended) over the Internet (called FAFSA on the Web) at www.fafsa.ed.gov ; this can take two to four weeks to process. Be sure to read all the instructions; or 2) Fill out a paper FAFSA (Free Application for Federal Student Aid) and mail it in; this can take four to six weeks to process. The college code for all campus locations of BGTC is 005271.
- When should I apply for Financial Aid?
You may not apply prior to January 1 of the upcoming award year. We suggest you complete your federal tax returns (1040, etc.) as early as possible and then immediately complete the FAFSA. Some financial aid programs are limited in funding, thus are awarded on a first-come-first-served basis The Priority Deadline is March 15.
- Does it cost money to submit a FAFSA?
NO . The FAFSA application stands for Free Application for Federal Student Aid. There is no charge to apply online at www.fafsa.ed.gov or to mail your FAFSA information. Be careful and double check the web address that you entered. There are many websites with similar web address that confuse students and ask for a payment to file their FAFSA information. A payment is not required to apply for Federal Aid.
- Do I have to apply for Financial Aid each year?
YES . KCTCS award year is Fall, Spring and Summer, in that order. All students must apply for financial aid for each award year.
By submitting your FAFSA to the processing center you will be considered for federal and state financial aid. The types of aid programs include: Grants - funds that are not paid back, Work Study - employment, usually on-campus, where you a paycheck bi-monthly, and Loans - low interest loans usually repaid after leaving college. Some scholarships are also based on the FAFSA results but usually require their own application and process.
If you use FAFSA on the web, which is strongly recommended, you may use your assigned PIN number as your signature (and your parent, if dependent) or print out a signature page just prior to submitting your electronic application. If you do not already have a PIN number, one can be requested at www.pin.ed.gov . If you use a paper FAFSA you (and your parent, if dependent) must sign the application.
- I had a FAFSA PIN number, but I lost or have forgotten it. Does BGTC have a copy of it, or know what it is?
NO. BGTC does not have access to your US Department of Education pin number. If you have lost or forgotten your pin number you must go to www.pin.ed.gov and request a duplicate pin number.
- Do I need to apply for admission before I apply for Financial Aid?
NO . However you will need to be admitted before we are able to finalize your award.
- I don’t live with my parents or my parents don’t claim me on their tax returns. Do I still need to use their information on the FAFSA?
YES . It does not matter if you live with them or not. If you do not meet the federal definition of an Independent Student, you are required to supply parent information on the FAFSA. Read the FAFSA instructions about dependency and who is considered a parent carefully.
- Must I include my step-parent’s information on the FAFSA?
YES. If the person who is considered the parent on the FAFSA is remarried at the time of the FAFSA filing, answer the FAFSA questions about this parent and the person whom your parent married (your step-parent).
- I am separated or divorced from my spouse now. How do I file for financial aid?
You do not include your spouse’s income or other information on the FAFSA. If you and your spouse filed a joint federal tax return and you need help in completing the FAFSA, bring in your federal tax return to the Student Financial Aid Office, Bldg “A”, Main Campus along with your W-2s, and we can help you fill out or correct your FAFSA.
- My ex-spouse has custody of our children, but I pay child support. Can I include my children on the application?
YES . You may include the children as part of your household on the FAFSA only if you provide more than 50 percent of the child’s support. You may be required to provide documented proof of this. In most cases, if the children do not live with the student, they are not able to include the children on the FAFSA.
- My spouse/parent passed away during the tax year required on the FAFSA. Do I include that income on the application?
NO . If the person has passed away, you do not provide that income information on the FAFSA.
- I am getting married in the near future. Can I say I'm married on the FAFSA?
NO . You must report your marital status as of the time you fill out the application and it may not be changed. It is sometimes an advantage for a student to wait until being married to file the FAFSA since the student would be independent, but each case is different.
- I am dependent per the FAFSA instructions and my parents won't provide financial information on the FAFSA. What should I do?
You might want to inform them that these are federal regulations and parent information is used only to determine your aid eligibility. They would not be responsible for any loans you incur as the loans would be in your name. However, if you have extenuating circumstances (such as abuse, neglect or abandonment) by your parents that can be supported by third-party documentation such as a counselor, teacher, or clergy, an exception to the federal regulation may be made. If so, please contact us about a special circumstance - dependency override appeal.
- I can't find my tax returns. What can I do?
If you had someone prepare your tax return, for example H&R Block, you should be able to get a copy from them. If you prepared your return, you can call the I.R.S. at (800) 829-1040 and request a free copy of your tax account information.
- I was selected by the processing center to have my FAFSA information verified. What does “verification” mean?
If selected for verification, we are required to obtain certain documentation before we can complete your award. We will be requesting a signed copy of your, and your parent(s) if dependent, federal tax return (1040, etc.). In addition to a signed copy of Federal Tax returns, you must also complete a Federal Verification Worksheet. This worksheet can be picked up in our office or you can print on from our web site by clicking here. Any additional documents, if needed, will be requested.
- I’m currently in default on my student loans, or owe an overpayment of Financial Aid. Can I get Financial Aid?
NO. If you are in default on a federal student loan, or owe an overpayment of financial aid, you are not eligible for any federal or state financial aid. If you have a defaulted loan(s), you should contact your lender(s) to regain eligibility for aid. If you have an overpayment, you will need to contact the school were the overpayment occurred, or the U.S. Department of Education. You must present the Financial Aid office with official notification that you are no longer in default or that your overpayment has been paid, before you can regain your eligibility to receive aid.
- How will I find out about what Financial Aid I qualify for?
After we receive your FAFSA results from the processing center, collect all required documents, and correct any discrepancies we will create your Financial Aid Award and notify you of the types and amounts of financial aid that you qualify for.
- What is Entrance Loan Counseling?
Entrance Loan Counseling is a federal requirement to assure that students understand the basics of taking out a Loan. If you are borrowing a Loan for the first time, you must complete this exercise before we can disburse your loan. Go to www.kheaa.com and click on the Online Student Loan Entrance Interview Counseling ( Green Oval ).
- What is the difference between subsidized and unsubsidized loans?
The subsidized loan is the type of loan where you make no payments while you are enrolled at least half-time in college. The interest and principal are deferred. The unsubsidized loan works the same way except you are responsible for paying the interest while enrolled in classes.
- How much Federal Stafford money may I borrow?
If eligible, a student in the first year of their study may borrow $3,500 and then $4,500 when you become a sophomore. Independent students may also borrow up to an additional $4,000. You must attend at least half-time to borrow.
- What do I do about my Financial Aid and my tuition and fees bill?
If your Financial Aid file is complete and the aid you have been awarded is sufficient to cover your tuition, no action on your part is required. However if your Financial Aid file is not complete, you are responsible for paying your bill by the due date listed on the bill. You must also pay any balance that is not covered by your financial aid. Failing to do so will result in being dropped from your current term classes.
- How does my Financial Aid get credited to my tuition and fees bill?
Funds are divided by two terms for the academic year and disbursed approximately 30 days into each term. After your bill is paid in full, any excess funds each term will be refunded to via a check mailed directly to you.
- Can I charge books from the bookstore to my tuition and fees bill?
YES . If you are registered for the current term, have financial aid eligibility and have completed a Financial Aid Release (FAR) form releasing your financial aid information to the bookstore.
The amount you charge at the bookstore is placed on your student account as a bookstore charge. In the event that financial aid is not sufficient to cover the charges, you will be billed for your bookstore charges.
Bookstore charges begin ten days prior to the start of each term and end on the ninth day of the term. Charge periods for online classes and summer terms may follow a different schedule due to various starting dates.
- Do I have to attend class to get my Financial Aid disbursements?
Yes ! Yes! Yes! The faculty submits attendance information to us before we disburse the aid. If you are not attending, we may need to reduce your aid amount or hold it until you are in good status in the class.
- Can I use my VA educational benefits?
YES . Students that are eligible to receive Chapter 30, 30/34, 31, 32, 35 or 1606 benefits should contact the Veteran’s Certifying Official at (270)901-1003 for information about how start your benefits.
- Can I use my KEES money at BGTC?
YES . The KEES money that you earned in high school based on your GPA and/or ACT test score can be used at BGTC.
- Do I have to reapply for Financial Aid if I transfer to another school during the award year?
NO. You do not have to re-apply, but dollar amounts do not transfer from school to school. Check with the school you are transferring to about their process. If you are transferring to Bowling Green Technical College, use your FAFSA PIN to add our college code to your FAFSA. Our college code is 005271.
- I lost my job, I am cutting my hours at work so I can attend school, or I am working a different job and making less money. How does this affect my aid?
Contact the Financial Aid Office about your special circumstance. It may have a significant affect in the amount of aid a student receives.
- Is there someone I can contact if I still have questions or need additional assistance?
YES . Contact the Student Financial Aid Office at 270-901-1000.
- How can I check the status of my financial aid/third party payment?
Go to https://students.kctcs.edu This is a secure web site (the “s” after “http” indicates this)
Select “STUDENT ADMIN PRD” under the KCTCS logo in the upper left corner
Enter your User ID and Password
Your User ID is the same as your KCTCS e-mail username (example: jsmith0004) and your KCTCS e-mail password
Select “Self Service”
Select “Student Center”
Click on TAB labeled “Finances”
Under the Finances tab, you may click on the button labeled “View Student Account”
- Questions about your student financial aid information?
Call 270-901-1000
- Where is the Financial Aid Office located?
Bowling Green Technical College Main Campus
1845 Loop Drive
Bowling Green, KY 42101
Bldg. A
- What are the general requirements to receive financial aid?
Federal financial aid recipients must meet all general eligibility requirements:
- must be a degree seeking student in an eligible program
- cannot also be enrolled in elementary or secondary school
- must have a high school diploma or equivalent, pass an approved ability-to benefit test, or have been home-schooled
- must meet satisfactory academic progress requirements
- must meet enrollment status requirements
- must have resolved database match issues or problems identified on the Student Aid Report
- After I send in my free application for Federal Student Aid (FAFSA), how long does it take for me to know if I’m eligible?
It takes about one week for FAFSA results to be delivered to the college after being submitted. Both the federal government and the college must find you eligible, so when the Financial Aid Office receives your FAFSA data, we will review it to see if additional information or documentation is required. Once your financial aid file is complete, you will receive notification by mail and/or email concerning your financial aid status.
- How many hours must I be enrolled to receive financial aid?
Usually 6 credit hours. In a few cases students may receive Pell Grants with less than 6 credit hours. To be considered for student loans, KEES, or CAP Grant, you must be enrolled in 6 credit hours.
- If I am taking all developmental courses, am I eligible for financial aid?
Yes, up to a total of 30 developmental credit hours. You must then enroll in an eligible program to continue financial aid eligibility.
- Do I have to pay for my classes when I register?
Yes --Unless your anticipated financial aid has been approved and is enough to cover your charges. If sufficient financial aid is not approved by the posted tuition deadline, payment arrangements must be approved by the Tuition Office.
- Can I use my financial aid to get my books?
YES. If you are registered for the current term, have financial aid eligibility and have completed a Financial Aid Release (FAR) form releasing your financial aid information to the bookstore.
The amount you charge at the bookstore is placed on your student account as a bookstore charge. In the event that financial aid is not sufficient to cover the charges, you will be billed for your bookstore charges.
Bookstore charges begin ten days prior to the start of each term and end on the ninth day of the term. Charge periods for online classes and summer terms may follow a different schedule due to various starting dates.
- If I drop a class will it affect my financial aid?
It often does. Financial aid disbursements are reviewed at FA Census dates and after Satisfactory Academic Progress evaluation. For more information, see the Consumer Information guide, “Standards of Academic Progress” section – available on the web or get a copy from the Financial Aid Office. These standards tell you what is expected academically to continue on financial aid. If you are appealing your satisfactory academic progress, while in appeal status, you must be prepared to pay your tuition and books. PLEASE NOTE: If you completely withdraw or receive all failing grades, a portion of your aid for that term must be repaid before you can receive further financial aid funds. To earn 100% of your financial aid, you must be enrolled through approximately 60% the term. These dates will vary if you are enrolled in multiple sessions during the semester.
- If I register for classes but never attend, can I receive my financial aid?
No. Students must participate in academic activity in order to qualify for receipt of financial aid funds. If you are reported by one or more of your professors as a “no show”, your financial aid will be re-evaluated and held until documented academic activity in classes is received. If this can not be documented, your financial aid will be returned and you will be responsible for any tuition expenses incurred for the term in question.
- How do I apply for and receive a student loan?
BGTC does not automatically award student loans. After completing the FAFSA, request a Stafford Loan Application from the financial aid office or print one from the BGTC web site www.bowlinggreen.kctcs.edu. Submit the application to the financial aid office.
- How do I apply for the CAP grant?
The College Access Program (CAP) grant is awarded through the Kentucky Higher Education Assistance Authority (KHEAA) to qualifying Kentucky residents. Your FAFSA application will automatically place you in the applicant pool for the CAP grant. This grant is awarded first come, first served until the funds are exhausted. With this in mind, please submit your FAFSA by the priority filing date of March 15 will increase your chances of receiving this grant.
- What school code should I use for my FAFSA?
Bowling Green Technical College school code is 005271 (this code is for all BGTC campus sites).
- Will my financial aid automatically transfer to BGTC from the last school that I attended?
No. You must first have your FAFSA data sent to BGTC so we can electronically access your file to begin processing your financial aid application. You can do this by calling the CPS Federal Student Aid Processing Center at 1-800-433-3243 or by going online at www.fafsa.ed.gov,, and enter the appropriate school code: 005271. To do this by phone, you will need your DRN number (located on your SAR): to do this online, you will need your PIN number. You can apply for a PIN number at www.pin.ed.gov..
- When will I receive my refund/residual check?
Refund checks are the result of excess payments applied to student account charges (tuition, fees, book charges, etc). This may happen if your financial aid disbursements are more than your institutional charges (tuition, fees, and books). If there are any funds left after all institutional charges have been met, your account will have a credit balance so a refund check will be processed. Our first batch of financial aid refunds typically does not happen until approximately three weeks into the semester. Refunds are only processed on Wednesday evenings with the actual printing of checks being done on Thursdays for mailing on Fridays from the contracted agency in Atlanta. Paper checks are mail directly to the address that is on file for you at the college and are usually delivered within one week. Disbursements and refunds continue throughout the semester as files are completed. Funds that have posted to your student account & result in a credit balance by Wednesday are usually mailed on the following Friday. You may check your student account for charges and payments by following the instructions on the web under the category “Cost & Finances”, “Tuition & Fees”, “Payment Information”.
SAP is an acronym that stands for Satisfactory Academic Progress. In order to continue receiving federal financial aid, you are required to maintain satisfactory academic progress as outlined by school policy. Generally our policy requires that you maintain a 2.00 cumulative grade point average (a C average) and pass 67% of the courses you attempt. Grades coded as W, I, E, F, MP, and AU count as courses attempted but NOT passed. You are also required to complete your educational credential within the maximum time frame as set forth in the SAP standards. This generally equals around 90 credit hours attempted, but can vary depending on the program of study you choose. If you fail to do this, you run the risk of losing your eligibility for aid. Reinstatement procedures can be obtained from the Financial Aid Office or by reviewing the Consumer Information, Satisfactory Academic Progress section on the website.
- How long does it take for my student loan to be processed and disbursed?
During non-peak periods, if your Stafford Loan Application is complete upon submission we can process your loan application in about one week. You must have completed your Master Promissory Note and Entrance Counseling at www.kheaa.com (MPN can be signed electronically with your FAFSA PIN) before a loan disbursement can be scheduled. Once your loan is guaranteed, usually by KHEAA, you will receive a Disclosure Statement that indicates expected disbursement dates. These are the dates that the funds are scheduled to be electronically transmitted to KCTCS. If your loan disbursement creates a credit balance, a refund check will be generated according to the established schedule (see “When will I receive my refund/residual check”).
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