University Scholarship Policy UPPS
No. 02.05.01
Issue No. 5
Effective Date: 12/16/2008
Review: August 1 E3Y
Attachments
I, II,
III,
IV
01. POLICY
STATEMENTS
01.01 These
policy guidelines establish principles, policies and responsibilities for
coordination of scholarship activities throughout the university.
01.02 The university has designed these guidelines
to insure fair treatment for all eligible students who apply for scholarship
assistance.
02. THE FINANCIAL AID ADVISORY, APPEALS AND
SCHOLARSHIP COMMITTEE
02.01 The Financial Aid Advisory, Appeals and
Scholarship Committee (comprised of two students, four faculty, two academic
deans or their designees, Director of Financial Aid and Scholarships, Director
of Undergraduate Admissions or a designee, and a representative from Students Affairs
and University Advancement) is responsible for the development of general
policy regarding the award of all undergraduate scholarships. In addition,
while they do not specifically select scholarship recipients, the Committee
members will conduct a review and overall assessment of the applications
received from students who wish consideration for university scholarships.
Financial Aid and Scholarships will then award these scholarships.
02.02 The Financial Aid Advisory, Appeals and Scholarship Committee has three primary charges:
a.
Recommend
to the Associate Vice President for
Enrollment Management and Marketing overall university policies for all Texas State scholarship
programs (see Attachment
I);
b.
Recommend
to the Associate Vice President for Enrollment Management and Marketing policies
regarding need-based aid; and
c.
Serve
as the final body for appeals pertaining to financial aid eligibility and
athletic scholarships.
03.
ASSISTANT DIRECTOR OF SCHOLARSHIPS ROLE
03.01 The
Assistant Director of Scholarships is experienced in financial aid and
responsible for the coordination of scholarship activities.
03.02 The
primary functions of the Assistant Director of Scholarships include:
a. Working
with scholarship award groups and scholarship recipients to comply with federal
regulations:
b. Coordinating
administrative activities to insure that documentation and information flow in
a systematic and timely fashion;
c. Coordinating
federal and state financial aid for student athletes in conjunction with the
Director of Compliance and in accordance with NCAA rules; and
d.
Assessing
scholarship appeals (e.g. National and Assured scholarship programs) and making
recommendations for appropriate actions.
04. GENERAL
SCHOLARSHIP POLICIES
04.01 The
university will award university scholarships on a competitive basis, as early
as the preceding school year and consistent with adequate safeguards to insure fairness
and full publicity. Student athletes are eligible for academic awards; however,
NCAA regulations shall take precedence when awarding academic scholarships to
student athletes.
04.02 Scholarship
applications will normally arrive in the office of the Assistant Director. In the
instances when departments or schools elect to use the applications
administered by Financial Aid and Scholarships, the requested applications will
be duplicated and delivered.
04.03 Each department will provide the Assistant
Director, in writing, the criteria for the selection of scholarship winners
within each group (see Attachment
II, Departmental Scholarship Transmittal Form). The university will use the information provided on this form to
establish a Financial Aid Sub Code for the scholarship, which will allow the
tracking and disbursement of individual scholarship funds.
04.04 Department,
school, college and other award groups or committees will notify the Assistant
Director concerning award decisions via the Scholarship Recipient List (Attachment
III, Scholarship Recipient List-Fall and Spring or Attachment
IV, Scholarship Recipient List-Summer l &II).
a.
To
assist with the coordination of aid and avoid students having to repay their
financial aid, the recommended dates of departmental notification to Financial
Aid and Scholarships are as follows:
1) Incoming
students: April 1st
2) Returning
students: May 1st
b.
The awarding group has responsibility for
publicizing awards.
c.
All
scholarship funds will be disbursed via Financial Aid and Scholarships. Scholarship
funds will first be applied as a credit toward a recipient’s outstanding
institutional charges. Funds remaining after this crediting process will be
forwarded to the student.
04.05 In
any given academic year, a student’s institutional scholarships and any other
financial aid may not exceed a student’s financial need and cost of attendance,
as determined by Financial Aid and Scholarships. When reduction of financial aid is necessary to resolve an over-award,
the Office of Financial Aid and Scholarships will first reduce the loans and
work-study.
04.06 Students
who receive Texas State scholarships may accept scholarships from external
sources.
05. REVIEWERS
OF THIS UPPS
05.01 Reviewers of this UPPS include the following:
Position Date
Director of Financial Aid and August 1 E3Y
Scholarships and Chair, Financial
Aid Advisory, Appeals and Scholarship
Committee
Assistant Director, Financial Aid August 1 E3Y
and Scholarships
06. CERTIFICATION STATEMENT
This
UPPS has been approved by the following individuals in their official
capacities and represents Texas State policy and
procedure from the date of this document until superseded.
Director
of Financial Aid and Scholarships and Chair, Financial Aid Advisory Appeals and
Scholarship Committee; senior reviewer of this UPPS
Associate
Vice President for Enrollment Management and Marketing
Provost
and Vice President for Academic Affairs
President