Student Services Manual (SSM)

Effective: 4/23/2008

Revised: 7/1/2013

SSM 303–05: Athletic Grant-in-Aid Appeal Process

Purpose

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)

Sources

2008-2009 NCAA Division I Manual, Bylaws, Article 15 Financial Aid

ASU Financial Aid and Scholarship Services

Policy

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.

Procedure

When the executive director of Financial Aid and Scholarship Services 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.

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Notification of Cancellation, Reduction, or Nonrenewal of Athletic Grant-in-Aid

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 Sun Devil Athletics (SDA).

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 15.3.4.2, Reduction or Cancellation Permitted; 15.3.4.3, Reduction or Cancellation Not Permitted; and 15.3.5.1, Renewals and Nonrenewals—Institutional Obligation.

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Opportunity for Student-Athlete to Appeal the Cancellation, Reduction, or Nonrenewal of Athletic Grant-in-Aid

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:

1. a statement that the student-athlete wishes to appeal the cancellation, reduction, or nonrenewal of the athletic grant-in-aid
2. type of appeal requested (either a written appeal or an in-person appeal)
3. the following information:
   
   
   1. student-athlete’s name
   2. ASU student identification number
   3. year in school
   4. sport that the student has been involved in

      and

   5. the amount and type of any previous athletic grant-in-aid awarded

4. names of coaches, financial aid officers, and other university employees with whom the student-athlete has discussed financial aid
5. reasons for appeal and request for hearing, including any relevant documents to support the appeal

   and

6. copies of any documents or any correspondence regarding the awarding, reduction, or cancellation of the athletic grant-in-aid.

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 SDA.

SFAO shall request that SDA 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 Financial Aid and Scholarship Services.

At any time in the process, both the student-athlete and the SDA may each separately contact the Faculty Athletics Representative in order to address any questions they may have about the appeal process.

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Athletic Grant-in-Aid Appeal Hearing Committee

The Athletic Grant-in-Aid Appeal Hearing Committee will include three voting members and two nonvoting members.

The voting members will be:

1. the chair of the SDA Board
2. a student-athlete

   and

3. a faculty member who is not a member of the SDA Board.

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:

1. the director of scholarships in Financial Aid and Scholarship Services

   and

2. the Faculty Athletics Representative.

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.

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Appeal Options

Option 1: Written Appeal

If the student-athlete elects to have the appeal conducted in writing, Financial Aid and Scholarship Services will forward the written materials submitted by the student-athlete and SDA 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 Financial Aid and Scholarship Services. 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 SDA to the committee.

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Hearing Procedures

A. Notification

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 SDA 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.

C. Record

The hearing will be recorded by the university. The record shall be the property of the university and kept at Financial Aid and Scholarship Services.

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:

1. The chair will ask that all parties identify themselves and will then remind all participants of the requirement that all information received in the hearing must be maintained in confidence. All witnesses will be asked to confirm that their testimony is truthful.
   
   
   1. SDA shall present evidence to support its decision to cancel, revoke, or not renew the athletic grant-in-aid.
   2. Upon completion of SDA’s presentation of its evidence, the student-athlete shall offer evidence in support of his or her appeal.
   3. A student-athlete who fails to appear after proper written notice will be deemed to have waived his or her right to present evidence at the hearing. The hearing will proceed in absentia.

2. The committee shall deliberate in private until a majority recommendation is reached. The chair shall prepare a written recommendation to be sent to the executive director of Financial Aid and Scholarship Services. 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.
3. The executive director may request additional information or 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.
4. The executive director may accept, reject, or modify the committee’s recommendation. The executive director’s decision is final.

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