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Hutchinson Community College Spring Campus

Receiving Aid

After HutchCC Financial Aid Office has received your FAFSA Information, the Financial Aid Office will begin to process that information to determine your aid award.
  • Process of FAFSA by HutchCC

    Once FAFSA information is presented to HutchCC, a student will receive an email stating the reception of FAFSA information and if student was chosen by the Federal government for verification. If verification is necessary, the email will detail documentation that we be needed to be submitted to Financial Aid Office. Typically, the processing of FAFSA information after verification takes about one week to complete.

    • Verification

      Verification is the process of checking the accuracy of the information supplied by financial aid applicants on the Free Application for Federal Student Aid (FAFSA). The guidelines used for verification are those published annually in the U.S. Department of Education's Verification Guide.

      Federal Student aid programs affected by verification

      • Pell Grant Program
      • Federal Supplemental Educational Opportunity Grant Program
      • Federal Work-Study Program
      • Federal Stafford Loan Program

      Verification Process

      Applicants selected for verification may be required to submit documentation to the Hutchinson Community College Financial Aid Office in support of the data supplied on the FAFSA. The financial aid office will notify selected applicants of the documentation needed to complete the verification process.  Once you complete verification is should take about 1 week to process,  during high volume times there could be a longer wait to process.

      Aid Distributed After Verification

      If an application is selected for verification aid will not be disbursed from any of the aforementioned programs until the verification process has been completed.

      Applicant Correction and Notification Procedures

      Corrections to FAFSA data, resulting from verification, will be electronically submitted to the Central Processor (CPS) by the financial aid office. Notification of these corrections will then be sent to the applicant from CPS. Once CPS has notified the financial aid office that our requested changes have been accepted, the financial aid office will send an award notification to the applicant.

  • Award Letter

    After processing, an award notification is emailed to the student. The award notification details what aid is available. The award notification assumes a full-time enrollment status so if the students actual credit load does not meet that requirement aid will be reduced accordingly.

  • Funds Applied to Student Account

    Funds are distributed to a student's account based on certification schedule of classes. Because of the staggered start of many HutchCC classes, aid disbursement could possibly be distributed in lump sums over the course of the semester.

    • How Funds are Applied

      All financial aid funds, except Federal Work Study funds, are applied directly to your HutchCC account established through the HutchCC Business Office. The account includes educational fees, HCC housing deposits, meal plans, books, and other charges. Usually, one-half of your aid is credited to your account during the fall semester and the other half is credited during the spring semester.


      In order for your financial aid funds to be applied to your HutchCC account, you must have:

      Federal Work-Study

      As you earn Federal Work Study funds, you will be paid through the institution’s biweekly payroll system. Pay is either directly deposited to your bank account or a check can be picked up in the Human Resources Office.

      Excess funds

      If your financial aid exceeds your institutional charges, the balance is paid to you by check or by direct deposit into your bank account.  Direct deposit can be set up through DragonZone. Refunds generated from a PLUS will be mailed to the parent borrower unless otherwise specified.  Refund Dates will appear at the bottom of your statement of account in DragonZone.  A link to our schedule of refund dates is found below.

    • Refund Dates

      Financial aid is awarded by the Financial aid office but dispensed through the Business Office.

      Fall 2023

      Certification Date Refund Date
      2023-09-04 2023-09-15
      2023-09-11 2023-09-22
      2023-09-18 2023-09-29
      2023-09-25 2023-10-06
      2023-10-02 2023-10-12
      2023-10-09 2023-10-20
      2023-10-16 2023-10-27
      2023-10-23 2023-11-03
      2023-10-30 2023-11-10
      2023-11-06 2023-11-17
      2023-11-27 2023-12-08
      2023-12-04 2023-12-15
      2023-12-11 2023-12-22

      Spring 2024

      Certification Date Refund Date
      2024-01-29 2024-02-09
      2024-02-05 2024-02-16
      2024-02-12 2024-02-23
      2024-02-19 2024-03-01
      2024-02-26 2024-03-08
      2024-03-04 2024-03-14
      2024-03-11 2024-03-22
      2024-03-18 2024-03-29
      2024-03-25 2024-04-05
      2024-04-01 2024-04-12
      2024-04-08 2024-04-19
      2024-04-15 2024-04-26
      2024-04-22 2024-05-03
      2024-04-29 2024-05-10
      2024-05-06 2024-05-17
      2024-05-13 2024-05-23
      2024-05-20 2024-05-31

      Summer 2024

      Certification Date Refund Date
      2024-06-10 2024-06-21
      2024-06-17 2024-06-28
  • Award Complications

    If a student receives, additional aid after the awarding process. Students are required to disclose that information to their Financial Advisor and the result may be a revision of the award. Also, if a student withdraws from classes causing a change in enrollment status, the awards may be revised.

    Additional aid

    Some students become eligible for public or private grants or scholarships after they have received their HutchCC financial aid packages.

    If you receive additional aid, your financial aid awards might change.

    • HutchCC will not provide funds exceeding the cost of attendance as established for financial aid purposes.
    • Accepting additional aid might affect your eligibility for other private, federal, state, or institutional aid programs.
    • Financial aid awards are subject to change based upon corrections or changes to your FAFSA

    If your award amounts are adjusted after your financial aid package has been accepted, you will be notified by our office.

    Refund Policy

    Reference Number: 1049   Effective Date: 08/01/2008

    Hutchinson Community College Refund Policy (Effective Fall 2008)

    Class Length Description

    Calendar Days*

    Refund Amount


    Class length:
    9 weeks or greater
    (Refund Type 1)

    0-7 calendar days

    8th calendar day
    through end of class



    Class length:
    5 weeks or greater
    and less than 9 weeks
    (Refund Type 2)

    0-3 calendar days

    4th calendar day
    through end of class



    Class length:
    1 week or greater
    and less than 5 weeks
    (Refund Type 3)

    0-2 calendar days

    3rd calendar day
    through end of class



    Class length:
    Less than 1 week
    (Refund Type 4)


    0-1 calendar days

    2nd calendar day
    through end of class



    This policy is for credit hour courses and covers all course delivery methods.

    Students receiving federal financial aid who withdraw completely from Hutchinson Community College may be required to repay a portion of the federal financial aid they have received. Questions about repayment of federal aid should be directed to the HutchCC Financial Aid Office.

    Students required to report for active military duty during a semester of enrollment are entitled to a full refund of tuition and fees- contingent upon presentation of official military orders. Students who volunteer for military service during a semester of enrollment are not eligible for military refunds and instead are subject to the institution's regular refund policy.

    Exceptions to the refund policy may be authorized by the Vice President of Student Services. All appeals must be in writing; however appeals will not be considered after the last scheduled day of the course or semester. Written appeals may be sent to the following addresses:

    Vice President of Student Services
    Hutchinson Community College
    1300 N Plum
    Hutchinson, KS 67501


    • Revision of Award

      Adjustments of aid due to dropping a course or withdrawing from all classes.

      Q: Why has my award letter been revised?

      A: Adjustments may occur when you receive a reduction in your costs (i.e., waiver of non-resident tuition rates)or when you receive additional resources not previously included in your aid package (i.e., scholarships, Veteran benefits, etc). When any part of your need calculation changes, the OFA must re-evaluate your eligibility for all aid programs included in your award package.

      Q: What happens if I completely fail or withdraw from the term?

      A: The law specifies how your school must determine the amount of Federal Student Aid (FSA) assistance that you earn if you withdraw from school or fail to earn any credit for a semester for which you received aid. The FSA programs that are covered by this law are: Federal Pell Grants, ACG, Direct Stafford Loans, PLUS Loans, Federal Supplemental Educational Opportunity Grants (FSEOGs), and in some cases, other grant aid.

      When you withdraw or otherwise fail to earn any credit for your classes during your payment period or period of enrollment, the amount of FSA assistance that you have earned up to that point is determined by a specific formula. If you received (or your school or parent received on your behalf) less assistance than the amount that you earned, you may be able to receive those additional funds. If you received more assistance than you earned, the excess funds must be returned by the school and/or you.

      The amount of assistance that you have earned is determined on a pro-rated basis. For example, if you completed 30% of your payment period or period of enrollment, you earn 30% of the assistance you were originally scheduled to receive. Once you have completed more than 60% of the payment period or period of enrollment, you earn all the assistance that you were scheduled to receive. If you do not provide official notice of your intent to withdraw from classes, we will use the latest withdrawal date from any of your classes to calculate the funds to be returned to the Department of Education. If no withdrawal date is recorded, you will be considered to have earned 50% of your assistance unless you can document a later last date of attendance.

      The requirements for FSA program funds when you withdraw are separate from HutchCC's Refund Policy. Therefore, you may still owe funds to the school to cover unpaid institutional charges. You can find HutchCC's Refund Policy in the catalog or online at the following Link to Institutional Refund Policy

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