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Operating Policies

Scholarship Awards


DATE OF LAST REVIEW:

May 2009




PURPOSE

Ensure timely and consistent awarding of undergraduate and graduate scholarships.



REVIEW

This Operating Policy will be reviewed in the summer of every even-numbered year by the Executive Associate Dean with input from the college scholarship committee. Recommendations for revision will be presented to the Executive Committee by August 15.

An internal audit will be conducted by the Associate Dean of Operations and Finance for each area to review the following:



POLICY/PROCEDURE

  1. Overview – The College of Human Sciences (COHS) has a culture of awarding scholarships so that the most qualified students enrolled full-time in COHS receive these awards. The award process (OP 62.17) is to be followed carefully by both departments and the dean’s office. The guidelines below provide information to ensure awards are based on merit and financial need of students. All students should be treated equally in the process and have the opportunity to receive an award.
    The College of Human Sciences has a decentralized process, by which scholarships are administered by the academic departments housing the major specified by scholarship donor. The dean’s office retains and awards broadly defined and/or general scholarships.
  2. Conflict of Interest – Because COHS employees may themselves be enrolled in the college or may have dependents or relatives enrolled in the college and who are eligible for scholarships, any such employee must recuse themselves to avoid potential conflict of interest, nepotism, bias, or prejudice in the awarding of scholarships. Committee members both at the college and the department levels, the Executive Associate Dean, or the Scholarship Coordinator who are related in any way to a student applying for a scholarship will not be allowed to participate in the award process. For those who do not adhere to the proper disclosure and recusal processes, revocation of the scholarship award and appropriate disciplinary action will result. The College reminds all faculty and staff of the Ethics Policy for Texas Tech employees. Employees should closely review Sections 3 and 4 covering Principals of Ethical Behavior and Conflict of Interest.
  3. Scholarship Committee – Each department within the college will establish a scholarship committee composed of faculty within the department who will determine who receives scholarships from the funds held by that department. The committee will consist of at least three (3) faculty members. The college will establish a scholarship committee composed of faculty within the college who will determine who receives scholarships from the funds held by the college. The committee will consist of a representative from each department and from the dean’s office. Each committee will choose an evaluation/ranking system of the scholarship applicants. The ranking system must be approved by the Executive Associate Dean, and acceptable documentation must be provided. This will ensure that applicants are ranked and matched to scholarship criteria established by the donors and that scholarships are awarded on a competitive basis.
    Scholarship committee involvement is expected in the award process to properly assess the criteria to be used to award the scholarships, oversee the rankings of the students, and determine the final awards. No award should be made outside the competitive award process, and all should be made in an equitable manner. A list of committee members for the college and each department is required prior to each scholarship award cycle. This list should be sent to the dean’s office Scholarship Coordinator no later than February 1 each year.
  4. Endowment Agreements and Honoring the Donors Wishes – The committee is charged with ensuring that specific criteria are honored. Scholarships awarded by the college should always adhere to the donor’s wishes. Based on donor criteria, some scholarships may be multi-year.
  5. Competitive Scholarships – All scholarships are to be reviewed and approved by the college to ensure that appropriate criteria have been established to award the scholarships and that all students who meet the criteria may potentially be awarded these scholarships. These criteria are set in advance by the scholarship donor or by the department as appropriate. An official form should be used when awarding scholarships, particularly those outside the scholarship tracking system.
    The departments award a number of scholarships each year to graduate students as part of recruitment efforts. Many of these scholarships are awarded to international students and non-Texas residents, and as a result, out-of-state tuition is waived. These scholarships are critical for attracting students to TTU and are an important part of the recruitment effort for some departments. However, the manner in which they are awarded MUST be in compliance with the following rules when granting scholarships of more than $1,000 to nonresidents students.
    Coordinating Board Rules Chapter 21, Subchapter B, § 21.26(b)(4)
    Nonresidents (including citizens and permanent residents of the U.S. and all foreign students) who receive eligible competitive scholarships from their institutions totaling at least $1,000 may be granted a waiver of nonresident tuition for the period of time covered by the scholarship, not to exceed 12 months.
    To be eligible as the basis of a waiver, the scholarship(s) must meet the following criteria:
    (1) Be granted by a scholarship committee authorized in writing by the institution's administration to grant scholarships that hold the waiver option;
    (2) Be granted in keeping with criteria published in the institution's catalog, available to the public in advance of any application deadline;
    (3) Be granted under circumstances that cause both the funds and the selection process to be under the control of the institution; and
    (4) Be open to both resident and nonresident students

    Should a scholarship of $1,000 or more be awarded to a nonresident student and the above rules are not satisfied, the scholarship committee will notify financial aid that a tuition waiver should not be granted for the student.
  6. Scholarship Coordinator – The department/college will appoint a scholarship coordinator, typically a staff member. The coordinator will maintain scholarship records, financial reports, prepare correspondence, prepare evaluation/ranking reports and/or student scholarship applications as requested by the committee as well as coordinate the activities of the scholarship committee. The coordinator will also enter scholarship awards as approved by the committee and the Executive Associate Dean. All scholarship coordinator’s will use the Scholarship Tracking System (STS) to award and track scholarships. All scholarship coordinators are required to attend the annual training session provided by the University Central Scholarship office (usually in November of each year) to stay abreast of new information in regard to the appropriate manner that scholarships should be awarded. The college scholarship coordinator will maintain completed files of each year’s awards.
  7. Entering the Awards – The scholarship coordinator, who will NOT be involved in the selection process, will be designated at the college and department levels to enter all awards into STS. The Executive Associate Dean will verify that the awards entered into the STS are the ones approved by the various committees.
  8. Cancellation of Scholarships – Scholarship awards may be cancelled only by the selection committee prior to the 20th class day of the semester. Scholarship recipients who do not submit their donor thank you letter by the deadline provided to them will have their scholarship automatically revoked immediately. The College or Departments will need to change the award status of the scholarship on the Scholarship Decision Support System to “rejected” or “revoked.” Status changes will be loaded into Banner and cancelled funds will be removed from student credits and added back to the scholarship account’s available funds.
  9. Normal Award Periods – The scholarship application cycle begins each September for the following academic year. Based on this cycle, the Office of the Provost and Senior Vice president for Academic Affairs (PSVPAA) has set the following deadlines for students to apply or university scholarships (OP 30:02):
    Must apply by: For the next:
    Entering freshmen and current students February 1 Fall
    Undergraduate transfer students March 1 Fall
    Undergraduate transfer students November 15 Spring
    To allow for timely scholarship processing, the Office of the PSVPAA has set the following “normal award period” for departments to enter first-round scholarship offers into the STS:

    If awarding Enter offers by
    (a) Entering freshmen
    University recruitment merit scholarships April 1 (begin in October)
    University need-based scholarships Second week of March
    College or division scholarships Last week of March
    Departmental scholarships Second week of April
    (b) Entering undergraduate transfer students
    University merit and need-based scholarships Last week of March
    College or division scholarships Second week of April
    Departmental scholarships Last week of April
    (c) Returning undergraduates
    Renewing university merit scholarships Last week of March
    Need scholarships Last week of April
    College, division, and departmental scholarships Last week of May
    (d) Graduate students
    All scholarships Last week of May
  10. The College will notify all departments of students receiving college scholarships on or about April 1 of each year. The intent of this notification is to ensure that scholarships are not unintentionally duplicated in the college and the department.
  11. In awarding scholarships, all committees should attempt to spend as much of the scholarship money available as reasonably possible. To do this effectively will often require a second round of scholarship awards. Remaining scholarships will be awarded to applicants on the original applicant list who did not receive a scholarship in the first round. New scholarship applications will not be accepted. Second round scholarship offers should be completed by August 1. A student may receive the full amount of the scholarship award during the Fall semester if graduating in December of that year.


FORMS USED

TTU OP 30.02 Centralized Scholarship office

TTU OP 62.17 Payment of Scholarships, Fellowship Grants, and Awards

TTU OP 10.11 Ethics Policy

Coordinating Board Rules Chapter 21, Subchapter B, § 21.26(b)(4)