When the Athletic Department or its coaching staff intends to recommend that a student-athlete's (athletic) institutional aid should not be renewed or should be reduced for the upcoming award period, the following procedure shall be followed:
- The Compliance Office will forward a memo regarding the student-athletes who will not be renewed and setting forth the names of affected students, the recommendation and the reason for the recommendation. Any student-athlete who is having their aid reduced will be clearly identified during the recommendation process along with the reason for the reduction.
- The University's Office of Scholarships and Financial Aid will review the recommendation and render a decision.
- The appropriate letter will be sent to the student-athlete ("Notification Letter").
- If the student-athlete feels that the aid has been non-renewed or reduced unfairly, he or she may formally appeal. To appeal, he or she submits a written request that includes the student-athlete's name, ID number, year in school and their sport. In addition, the student-athlete should state the reason he or she believes the reduction or non-renewal is unfair, as well as provide the names of institutional staff members with whom the student-athlete has discussed his or her financial aid. The student-athlete should include any relevant documents. The student-athlete needs to also state whether or not he or she wants an in-person hearing. This request, along with the information described, shall serve as the student-athlete's appeal documents ("Appeal"). This Appeal and related information must be submitted by the student-athlete to the Office of Scholarships and Financial Aid within fifteen days of the date of the Notification Letter. The Appeal options are set forth below:
Option 1: If the student-athlete elects not to have an in-person hearing, the Office of Scholarships and Financial Aid shall direct the Appeal to the Financial Aid Appeals Committee within 10 days of receiving the Appeal from the student-athlete. The Office of Student Financial Aid shall also notify the Athletic Department of the Appeal and provide the Department with adequate time for a response should they elect to respond. The chairperson will have the Appeal and the response read by the Committee. The Committee may request additional information if necessary. The Committee will reach a decision within two weeks of receipt of the Appeal. The chairperson will issue the Committee's response to the student-athlete in writing as soon as possible. The Committee's decision is final.
Option 2: The student-athlete shall submit with the Appeal a written request to the Office of Scholarships and Financial Aid for an Appeal hearing before the Financial Aid Appeals Committee. The request for a hearing must be included with the Appeal and must be received within 15 days of the date of the Notification Letter. The Athletic Department will be given adequate time to prepare a written response should they elect to respond. A hearing will be scheduled, and the student-athlete and Athletic Department will be notified of the time and place. Each side presents its arguments to the Financial Aid Appeals Committee as determined by the chairperson. Within 10 days, the Financial Aid Appeals Committee will reach a decision and send it in writing to each party. The Committee's decision is final.
As a general rule, one of two actions may be taken by the Committee:
- If the Financial Aid Appeals Committee finds that the decision to reduce, cancel or not renew is consistent with applicable rules, regulations or institutional policies, and the Committee does not feel that whatever extenuating circumstances may be present warrant a different decision, the Appeal will be denied.
- If the Committee finds that the decision is not consistent with applicable rules, regulations or institutional policies, or that whatever extenuating circumstances may be present warrant a different decision, the decision may be reversed or modified as the Committee deems appropriate, and the Committee will direct that some level of aid be made available to the student-athlete.
Whether the student-athlete elected a written appeal or a hearing, or if he or she wishes to discuss the result of the Appeal, a meeting with the chair or a designated member of the Financial Aid Appeals Committee will be arranged. The Committee's decision, however, is final, and may not be appealed.
The Financial Aid Appeals Committee shall consist of three members, only one of whom may be affiliated with the Office of Scholarships and Financial Aid. The other two members may hold either faculty or classified staff positions, but shall not be affiliated with the Department of Intercollegiate Athletics