Application for Participation

Post

Once an institution has been deemed eligible to participate in the Cal Grant program by the California Student Aid Commission (Commission) as a qualifying institution and meeting the cohort default rate and graduation rate thresholds, the institution must complete and submit the following application documents. Applications are reviewed in date order received and may take at least three months prior to approval and execution. Once an institution is approved and has an executed Cal Grant Institutional Participation Agreement (IPA), further instructions about the administration of the Cal Grant program will be provided.

The Cal Grant IPA must be signed by the institution’s president, chancellor or Chief Executive Officer as reported to the U.S. Department of Education. All other documents may be signed by the Financial Aid Director/Administrator unless otherwise specified.

Note: Please provide a cover sheet for each item number submitted. If your institution is requesting for participation for more than one location, please submit additional forms for item numbers 3, 4, 7 and 10 for each location. Utilize the Cal Grant Application Checklist. Applications for the 2019-20 academic year must be received by July 1, 2019.

  1. Cal Grant Institutional Participation Agreement (IPA) — Serves as the managing contract between your institution and the Commission and provides guidance regarding the administration of the Cal Grant program. Please ensure it is initialed and signed as requested by the President/Chief Executive Officer/Chancellor.
  2. Cal Grant Program Review Survey — Provides an overview of your institution and its existing financial aid practices. Please include a copy of your institution’s Eligibility and Certification Approval Report.
  3. College Cost Estimate Form — Requests information regarding undergraduate and vocational/technical programs used to determine a student’s cost of attendance at your institution. A separate College Cost Estimate Form is required for each qualifying course with unique costs offered at your institution. Start dates will determine your pay periods for Cal Grant.
  4. Institutional Contacts Form — Lists the names of key staff responsible for different aspects of administering the Cal Grant program and disseminating pertinent student financial aid program information. Please include a copy of your institutional organizational chart.
  5. System Administrator's Access Request Form  — The completion of this form will allow maximum two (2) System Administrator (SA) to grant users at the institution access to the WebGrants system used in the administration of Cal Grant. The form must be authorized by a school official identified as the Authorizing Official (AO). The AO cannot be someone who has access to the WebGrants system.
  6. Information Security and Confidentiality Agreement — Provides the names of staff agreeing to comply with the security requirements as a condition of accessing the WebGrants system and data. (This form is included with the System Administrator’s Access Request Form above)
  7. Electronic Funds Transfer (EFT) Form — Cal Grant funds are transferred directly from the State Controller’s Office to the participating institution. This information allows institutions to receive funds electronically. This document will require an original signature in blue ink.
  8. Third-Party Audited Financial Statement Reports — A copy of the institution’s audited financial statements for at least the two most recently completed fiscal years.
  9. Institution Catalog — A current copy of the institution’s campus catalog describing the length of the course of study offered through the institution’s programs of study and financial aid policies. For Non-Public Institutions with the main campus out of state please provide the catalog specific for your California locations.​
  10. California License Exam Reporting  — California Education Code (CEC) 69432.7(l)(2)(A) requires institutions provide an access point for students to view the institution’s license examination passage rates for undergraduate programs that lead to employment for which passage of a California licensing examination, if required.
  11. Student Safety Statement — CEC 67386 requires any California college or university to establish programs and policies regarding student safety to be eligible to receive student financial aid from the State of California. Provide a written statement of compliance by the president/chief executive officer/chancellor.
  12. Title IX Exemption or California Equity in Higher Education Act — CEC 66290.2 requires educational institutions in the state who hold exemption from federal Title IX provisions or California Equity in Higher Education Act provisions to notify the Commission with a written statement. 

Submission of the following douments are required for Non-Public institutions:

Non-Public institutions qualifying under CEC 69432.7(l)(1)(A) under the Pell Grant and in at least two other federal student aid programs must submit:

  1. Verification of Title IV Receipt of Funds — Submit a G5 report from the U.S. Department of Education that verifies that Title IV funds (Pell Grant and two of the three federal student aid programs: Supplemental Educational Opportunity Grant [SEOG], Federal Stafford Loan Program, and/or Federal Work Study [FWS]) have been allocated to the institution for the current academic year. 
  2. Verification of Title IV Disbursement to Student — Submit student account ledger(s) that verify Title IV funds (Pell Grant and two of the three federal student aid programs: SEOG, Federal Stafford Loan Program, and/or FWS) have been disbursed to students. For Non-Public institutions with the main campus out of California, the Title IV funds must show disbursement at each California campus requesting Cal Grant participation. Each California additional location must submit a copy of student accounting ledgers, and/or FWS payroll statements verifying each California additional location disbursement of Pell Grant and two of the three federal student aid programs.

Non-Public Institutions qualifying under CEC 69432.7(l)(1)(B) under the 10% Rule must download, complete, and submit the Financial Statement and Demonstration of Administrative Capability Form.

10% Rule: Under CEC 69432.7(l)(1)(B), a qualifying institution for the Cal Grant program means a nonprofit post-secondary institution headquartered and operating in California that: (a) expends at least 10% of the institution’s operating budget, as demonstrated in the most recent audited financial statement, for the purposes of institutionally funded student financial aid in the form of grants, (b) demonstrates to the Commission that it has the administrative capability to administer the funds, and (c) is accredited by the Western Association of Schools and Colleges (WASC).


The Commission will also use information collected from the U.S. Department of Education regarding the institution’s Title IV eligibility, accreditation, school officials, and additional locations/branches/sites (if applicable) to verify and determine the institution’s eligibility to participate in the Cal Grant program.

If you have questions regarding your application or require assistance in completing the forms, please contact the Commission at (888) 294-0153 or at csacipa@csac.ca.gov. Please mail your complete application to:

California Student Aid Commission
Program Services and Administration Division
Attention: IPA Processing
PO Box 419027
Rancho Cordova, CA 95741-9027