SSM 303–05: Athletic Grant-in-Aid Appeal Process
To provide guidelines for appeal of the cancellation, reduction, or nonrenewal of athletic grant-in-aid (financial aid based in any degree on athletic ability)
2008-2009 NCAA Division I Manual, Bylaws, Article 15 Financial Aid
ASU Student Financial Assistance Office/Scholarships
A student-athlete shall be notified in writing of the opportunity for a hearing when athletic grant-in-aid will be cancelled, reduced, or not renewed. Any cancellation or reduction during the period of award may occur only after the student-athlete has had an opportunity for a hearing.
When the executive director of Student Financial Assistance Office (SFAO) is notified of the decision to cancel, reduce, or not renew athletic grant-in-aid, the executive director or designee shall send a written notice to the student-athlete that outlines the student-athlete’s opportunity to appeal the cancellation, reduction, or nonrenewal to the Athletic Grant-in-Aid Appeal Hearing Committee by either (1) written appeal or (2) an in-person appeal.
If a student-athlete’s grant-in-aid is going to be cancelled or reduced during the period of award, SFAO will notify the student-athlete, in writing, of the university’s decision as soon as practically possible.
If a student-athlete’s grant-in-aid is going to be cancelled, reduced, or not renewed for the following academic year, SFAO will notify the student-athlete, in writing, of the university’s decision no later than July 1.
The notice letter shall be mailed to the student-athlete’s permanent address on file with ICA.
Enclosed with the letter will be a copy of this policy, an Athletic Grant-in-Aid Appeal form, as well as a copy of NCAA Bylaws 18.104.22.168, Reduction or Cancellation Permitted; 22.214.171.124, Reduction or Cancellation Not Permitted; and 126.96.36.199, Renewals and Nonrenewals—Institutional Obligation.
A student-athlete who believes that the athletic grant-in-aid was cancelled, reduced, or not renewed in violation of this policy, ABOR policy, SFAO financial aid requirements, or any NCAA Bylaw may request an appeal. To request an appeal, the student-athlete should submit a completed Athletic Grant-in-Aid Appeal form and a written statement that contains all of the following information:
The student-athlete’s request for appeal must be date-stamped or postmarked within ten (10) business days from the date of the receipt of the Notice of Cancellation/Reduction/Nonrenewal; requests postmarked after ten (10) business days will not be processed. SFAO shall send a copy of all documents received from the student-athlete to ICA.
SFAO shall request that ICA submit a response and supporting documentation to be provided to both the student-athlete and the SFAO within ten (10) business days of such request from Student Financial Assistance.
At any time in the process, both the student-athlete and the ICA may each separately contact the Faculty Athletics Representative in order to address any questions they may have about the appeal process.
The Athletic Grant-in-Aid Appeal Hearing Committee will include three voting members and two nonvoting members.
The voting members will be:
The faculty member will be selected by the president of the Tempe-Downtown Academic Council/Senate and will serve as chair of the Appeal Hearing Committee.
The nonvoting members will be:
The student-athlete member will be selected by the Faculty Athletics Representative. Whenever possible, the student will be either a member of the Student Athlete Advisory Committee or a post-eligibility student-athlete. The student cannot be from the same sport as the student-athlete who is requesting the appeal.
Option 1: Written Appeal
If the student-athlete elects to have the appeal conducted in writing, the Scholarship Office of Student Financial Assistance will forward the written materials submitted by the student-athlete and ICA to the Athletic Grant-in-Aid Appeal Hearing Committee for review.
Within 20 business days of the student-athlete’s written request for a written appeal, the committee shall convene a closed, private meeting for the purpose of deliberation. The committee may request additional information from either party.
The committee shall deliberate until a majority recommendation is reached. The chair shall prepare a written recommendation to the executive director of Student Financial Assistance. The recommendation shall include findings with regard to material facts and whether this cancellation, reduction, or nonrenewal of athletic grant-in-aid is in compliance with this policy, ABOR policy, SFAO financial aid requirements, or any NCAA Bylaw.
The executive director may request clarification of ambiguous information from the source of that information. Based upon the recommendation of the committee and his or her own review of the written record, the executive director will notify the parties, in writing, of the final decision.
The executive director may accept, reject, or modify the committee’s recommendation. The executive director’s decision is final.
Option 2: In-Person Hearing
If the student-athlete elects to have an in-person hearing before the Athletic Grant-in-Aid Appeal Hearing Committee, the Scholarship Office of SFAO will forward the materials submitted by the student-athlete and ICA to the committee.
The chair shall send out notification of date, time, and location of the hearing to all parties. A hearing shall be scheduled within 20 business days of the student-athlete’s written request for appeal.
B. Who May Attend the Hearing
The hearing will be closed to the public. The student-athlete and the ICA representative may remain in the hearing throughout the presentation of all evidence and testimony, although the chair may remove either party, any advisor, or any witness if that person’s conduct is disruptive.
The student-athlete may have an advisor present, but the advisor shall not be permitted to address the committee directly, except as the chair deems necessary or appropriate.
The hearing will be recorded by the university. The record shall be the property of the university and kept at the Student Financial Assistance Office.
D. Procedural Issues
The chair has the final authority to resolve procedural disputes that arise. Although formal rules of evidence do not apply to the hearing process, the chair may limit the presentation of irrelevant or cumulative evidence, and the length of each party’s presentation. All procedural decisions of the chair are final.
E. Hearing Process
Unless the chair provides written notice to the parties of alternative or supplemental procedures: