Student Financial Services

Census Date Policy

Census day for the fall and spring terms is the second Thursday following the last day to drop/add for full-term classes. For the summer term, census day is the second Thursday of August. Official census data is used for reports to the U.S. Department of Education, as well as to accrediting agencies, such as the Higher Learning Commission, AACSB, and others. The end-of-term snapshot is taken five weeks after the official end of term date.

Pell Grant

The initial calculation of a Federal Pell Grant award is based on anticipated full-time enrollment each term (12-18 credit hours). In accordance with federal regulations, the ability of the Financial Aid Office to recalculate the Pell Grant for enrollment changes depends on certain conditions.

  • Dropping courses before the census date: If a student drops below full-time before the census date, the Financial Aid Office will reduce the Pell Grant award to match the student’s current enrolled hours. In cases where a student who is already part-time reduces their credit hours before the census date, the Pell Grant will also be adjusted. This could result in a balance owed to Xavier if the student has already received a disbursement based on higher enrolled hours.
  • Adding courses before the census date: If a student adds credits before the census date, the Financial Aid Office will increase the Pell Grant award unless they were already receiving a full-time award.
  • Dropping courses after the census date: If a student drops classes after the census date but remains enrolled in at least one class, their Pell Grant is typically not reduced. Their enrollment is locked at census, and they keep the award they were entitled to as of that date. However, dropping classes could affect their Satisfactory Academic Progress (SAP) and their eligibility for financial aid in future terms.
  • Adding courses after the census date: If a student adds classes after the census date, their Pell Grant amount will not increase. They will be responsible for any additional tuition or fees associated with the added courses.

Special Exceptions for Recalculations

Mandatory recalculations may still occur after the census date in these situations: 

  • Not attending all classes: If a student fails to begin attendance in a course that was used to calculate their initial Pell Grant, their award will be recalculated and reduced accordingly.
  • Withdrawing from all courses: If a student officially or unofficially withdraws from all classes, the Financial Aid Office will perform a Return to Title IV calculation. The student may be required to repay a portion of their Pell Grant, depending on how much of the term they completed.

Ohio College Opportunity Grant (OCOG)

The initial calculation of an OCOG award is based on anticipated full-time enrollment each term. The ability of the Financial Aid Office to recalculate the OCOG for enrollment changes depends on certain conditions.

  • Dropping courses before the census date: If a student reduces their credit hours and changes their enrollment status (e.g., from full-time to half-time) before the census date, the Financial Aid Office will reduce their OCOG award according to their current enrollment status. This could result in a balance owed to Xavier if the student has already received a disbursement based on a higher enrollment status.
  • Adding courses before the census date: If a student adds credits that change their enrollment status (e.g., from half-time to full-time) before the census date, the Financial Aid Office will increase their OCOG accordingly.
  • Dropping courses after the census date: If a student drops classes after the census date but during Xavier’s tuition refund period, their OCOG will be reduced by the same percentage as the refund they receive on their tuition and general fees.
  • Dropping courses after the Xavier’s tuition refund period: If a student drops classes after the census date and after Xavier’s tuition refund period has ended, they will not receive a refund for their tuition and fees. As a result, their OCOG award will not be reduced, and they will not have to repay any portion of the grant.
  • Adding classes after the census date: If a student adds credits that change their enrollment status (e.g., from half-time to full-time) after the census date, the Financial Aid Office will increase their OCOG accordingly.