Accepting and Managing Gifts – Scholarship Fund Criteria

If a student changes their major, and the scholarship requires a specific major, when should the student scholarship be rescinded?

Each year, colleges and departments should verify academic program enrollment when awarding the funds for the next academic year, and each term thereafter. If the student has changed academic programs, the college/department should rescind a continuing scholarship and award and other scholarship (if possible).

When should a college/department assess GPA requirements for a scholarship?

Each year, colleges and departments should at a minimum verify GPA requirements when awarding the funds for the next academic year. It is at the discretion of the college/department if they monitor GPA throughout the academic year.

If the student is a student athlete and withdraws from their sport, and being a member of that sports team is a requirement for a scholarship, when should the scholarship be removed?

Athletics financial aid staff work closely with coaching staff to review eligibility each term. In the event that a student withdraws from their sport, the student would not receive the aid in future terms. Athletics staff would work to reallocate the funds to another eligible student athlete (following all donor intent).

If the scholarship requires “financial need” or a similar term, when should a college/department ensure that a student meets that criteria?

Each year, colleges and departments should assess “financial need” (or other financial eligibility) when awarding the funds for the next academic year. As “financial need” is set for the year based on FAFSA information, no additional monitoring is required.

If a scholarship requires full-time enrollment, and the student drops below full-time, when should the scholarship be adjusted?

If the student drops below full-time enrollment based on their academic program prior to scholarship disbursement for that term, the scholarship will be cancelled for said term. If the enrollment change happens after initial disbursement (e.g., student was enrolled full-time at the beginning of the term and the scholarship disbursed based on that full-time enrollment) any adjustments to the scholarship would follow Office of Student Finance refund protocols. Generally, if the student is still enrolled at any level, the Office of Student Finance does not pull back the scholarship, however it is at the discretion of the college/department to do so.

If a college or department does not abide by required donor intent when awarding scholarships, what could happen?

In the event that donor intent is not followed, stricter protocols could be placed upon the college or department. 

• If a unit does not comply with donor intent, they will be required to replace scholarship funds using departmental funds.
• Additionally, if donor intent is not followed, scholarship administrators risk loss of access to PeopleSoft, Scholarship Tools, and other financial information.