Policy Number: I-57
Last Reviewed: December 14, 2023
Responsible Dept.: Vice President of Student Affairs
A signed copy of this policy is available in the President’s Office.
Purpose
The purpose of this policy is to define which items financial aid recipients may purchase from the College Bookstore using any available awarded aid in excess of tuition costs.
Definitions
Financial Aid: Any type of financial assistance awarded to a student for educational expenses. This includes, but is not limited to, state and federal grants, loans, and scholarships. Some types of aid can only be applied to tuition and fees and cannot be used to purchase textbooks and supplies.
Award Year: The school year for which financial aid may be used to fund a student’s education, to include terms beginning July 1 through June 30. Virginia Western considers the award year to begin with the fall semester and end with the summer semester.
Policy
The book purchase period occurs for a period set by the financial aid office and occur only at the start of each full term. After the book purchase periods ends, student may no longer charge toward their financial aid in the bookstore. Student enrolling in later starting classes after the book purchase period will need to pay for books and supplies out of pocket. Students may use excess financial aid in the College Bookstore to purchase only required books, access codes, and supplies for registered courses deemed eligible for financial aid for the current term during the book purchase period. Students cannot use their financial aid to purchase items on behalf of another student.
Supplies can include:
- One (1) computer or tablet every three (3) award years
- One (1) printer every three (3) award years
- Headphones under $50
- One (1) scientific calculator per award year
- One (1) camera per award year
- Required uniforms, tools or software stated on the course syllabus.
- One (1) book bag per award year
- One (1) set of graduation regalia per award year
Any items not considered course related may not be purchased with financial aid. Other Items that are not considered course related and, therefore, are not approved for purchase with financial aid, include but are not limited to apparel, food, cell phones, gift items, and gift/prepaid cards.
There is a maximum dollar amount of financial aid that may be used during the book purchase period. This limit is set each award year by the financial aid office. If a student has been awarded aid in excess of this amount, charges above the allowed maximum will be denied.
Excess awarded aid that is not used for eligible bookstore charging will be subsequently disbursed as a refund to the student during the term.
During the book purchase period, books and supplies purchased using financial aid cannot be returned to the College Bookstore for cash. Amounts for returned items must be credited back to the aid items that paid for the books and supplies on the student’s account. The student is responsible for any outstanding charges resulting from any changes to their financial aid eligibility.
Violations of the Financial Aid Bookstore Purchasing Policy represent violations of the college’s Student Conduct Policy. Adjudication and imposition of sanctions in response to violations of this policy will be managed as outlined in the Student Conduct Policy.
