UPPS No. 02.05.01
Issue No. 7
Effective Date: 10/15/2015
Next Review Date: 8/01/2018 (E3Y)
Sr. Reviewer: Director, Financial Aid and Scholarships and Chair, Financial Aid Advisory, Appeals, and Scholarship Awards Committee
These policy guidelines establish principles, policies and responsibilities for coordination of scholarship activities throughout Texas State University.
The university has designed these guidelines to ensure fair treatment for all eligible students who apply for scholarship assistance.
RESPONSIBILITIES OF THE FINANCIAL AID ADVISORY, APPEALS, AND SCHOLARSHIP AWARDS COMMITTEE
The Financial Aid Advisory, Appeals, and Scholarship Awards Committee (composed of two students, seven faculty, two academic deans or their designees, director of Financial Aid and Scholarships, director of Undergraduate Admissions or a designee, and a representative from both 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 to be considered for university scholarships awarded by Financial Aid and Scholarships. Financial Aid and Scholarships will then award these scholarships.
The committee has four primary charges:
recommending to the associate vice president for Enrollment Management and Marketing overall university policies for all Texas State scholarship programs;
recommending to the associate vice president for Enrollment Management and Marketing policies regarding need-based aid;
conducting reviews and overall assessments of scholarship applications for which Financial Aid and Scholarships has awarding responsibility; and
serving as the final body for appeals pertaining to financial aid eligibility and athletic scholarships.
RESPONSIBILITIES OF THE ASSISTANT DIRECTOR OF SCHOLARSHIPS
The primary functions of the assistant director of Scholarships include:
working with scholarship award groups and scholarship recipients to facilitate adherence to endowment compliance requirements and federal regulations;
coordinating administrative activities to ensure that documentation and information flow in a systematic and timely fashion; and
assessing scholarship appeals (e.g., National and Assured scholarship programs) and making recommendations to the director of Financial Aid and Scholarships for appropriate actions.
GENERAL SCHOLARSHIP POLICIES AND PROCEDURES
The university will award university scholarships on a competitive basis, as early as the preceding school year and consistent with adequate safeguards to ensure fairness and full publicity. Student athletes are eligible for academic awards; however, NCAA regulations shall take precedence when awarding academic scholarships to student athletes.
Scholarship applications are normally submitted online to Financial Aid and Scholarships. In the instances when departments or schools elect to use the applications administered by Financial Aid and Scholarships, the requested application information will be made available.
Each department will provide the assistant director of Scholarships, in writing, the criteria for the selection of scholarship winners within each group (see Departmental Scholarship Transmittal Form). The university will use the information provided on this form to establish a financial aid fund code for the scholarship, which will allow the tracking and disbursement of individual scholarship funds within the student information system.
Department, school, college and other award groups or committees will notify the assistant director of Scholarships concerning award decisions via the Scholarship Recipient List.
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:
Incoming students: March 15
Returning students: May 1
The awarding group has responsibility for notifying the recipients, publicizing the awards, and submitting to Student Business Services, as appropriate, the competitive scholarship waiver for those receiving a qualifying competitive scholarship of at least $1,000 (see Competitive Scholarship Waiver under University Approved Forms).
All scholarship awards will be routed to Financial Aid and Scholarships (via the Scholarship Recipient List) for review and authorization prior to disbursement to ensure compliance with applicable financial aid regulations. The scholarship funds will be disbursed via Student Business Services. 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.
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, Financial Aid and Scholarships will first attempt to resolve the over-award by reducing any loans and then work-study awarded to the recipient.
Students who receive Texas State scholarships may accept scholarships from external sources.
REVIEWERS OF THIS UPPS
Reviewers of this UPPS include the following:
|Director, Financial Aid and Scholarships and Chair, Financial Aid Advisory, Appeals, and Scholarship Awards Committee||August 1 E3Y|
|Assistant Director, Scholarships||August 1 E3Y|
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, Financial Aid and Scholarships and Chair, Financial Aid Advisory, Appeals, and Scholarship Awards Committee; senior reviewer of this UPPS
Associate Vice President for Enrollment Management and Marketing
Provost and Vice President for Academic Affairs