Section 12 - ATHLETICS FINANCIAL AID
All athletics financial aid requests are to
be submitted to the Director of Intercollegiate Athletics on an IUPUI
Grant-in-Aid Request form. This includes all initial, renewal and revised
financial aid requests. If a National letter of Intent is to
be offered, this intention must be indicated at that time by the coach.
Requests for summer awards must be submitted as a separate
Grant-in-Aid Request. Awards are made only in accord with NCAA
regulations and guidelines established by the IUPUI Department of Athletics.
Steps in the Athletics Grant-in-Aid process:
- The Business Manager will advise each head
coach of the next year's funds by December 1.
- The coach for each varsity sport is
responsible for verification that sufficient funds are available to make
the recommended award and for monitoring the permissible number of awards
that can be made for his/her respective sport.
- An IUPUI Grant-in-Aid Request
must be completed and signed by the Head Coach. Completed requests should
be delivered to the Director of Intercollegiate Athletics as expeditiously
as possible. The request will indicate if the awardee will be an
incoming freshman, a new transfer or a returning
student-athlete. If the awardee is to be issued a National Letter of
Intent, it must be indicated on this form. Renewal awards for the
subsequent academic year are due not later than June 1st
- A spreadsheet detailing all the financial
aid the coach intends to award for the year (initial awards and continuing
student-athlete awards) must accompany the Grant-In-Aid Request. The
request will not be approved without this information.
- The intended recipient's entire academic
record and history of athletics participation will be evaluated by the
Compliance Coordinator in order to determine if all eligibility criteria
for the award recommended are met. If a National Letter of Intent is
requested, the Compliance Coordinator will verify that all required
academic transcripts are in hand if necessary and initial eligibility
verification (if necessary) has been obtained from the NCAA Initial
Eligibility Clearinghouse. If an award is not recommended, the Compliance
Coordinator will inform the appropriate member of the coaching staff.
- The Compliance Office will prepare an
IUPUI DEPARTMENT OF ATHLETICS GRANT-IN-AID offer (in triplicate) for
signature by the Director of Athletics (or designee) and the
Director, Office of Student Financial Aid and Scholarships.
- Three signed copies of the Athletics
Grant-in-Aid will be sent to the student-athlete for signature(s) along
with a cover letter and pre-addressed return envelop. Any special
conditions to be placed on the award that cannot be explained on the
Grant-in-aid offer must be stipulated in this cover letter. Coaches are
strongly encouraged to provide their own draft cover letter for
preparation at the time of submission of the Grant-in-Aid Request.
- The student-athlete is expected to return
two copies to the Compliance Office prior to the specified date. One copy
is returned to the appropriate coach and the other copy retained for
further use by the Compliance Office.
- One signed copy of each Grant-in-Aid is
sent to the Office of Financial Aid and Scholarships by the Compliance
Office. Upon completion of final registration, the Office of Financial Aid
and Scholarships will credit the amount indicated except for
textbooks to the individual student-athlete's account and for
posting to the Financial Aid Transcript.
- Amounts posted to the Financial Aid
Transcript are reviewed against the original Grant-in-Aid offer prior to
preparation of the Official Squad List by the Compliance Coordinator.
Full Tuition and Fees and Room and Board
recipients may allow for necessary textbooks in the student-athlete's
selected field of study. Student-Athletes receiving textbooks awards are
issued an IUPUI Bookstore "Letter of Credit" each semester for use at the
IUPUI Campus Bookstore for the purchase of textbooks.
After the student-athlete has purchased
his/her textbooks, this "Letter of Credit" and all textbook receipts must be
returned to the Compliance Office Academic Advising staff each semester no
later than September 30 or January 30, respectively. Failure to return in a
timely manner or the loss of "Letters of Credit" and necessary receipts may
result in the denial of future textbook privileges.
All textbooks acquired in this manner become
property of the Department of Intercollegiate Athletics and must be returned
to the Compliance Office Academic Advising Office no later than the last day
of the final examination period each semester. Failure to return textbooks
promptly will result in the loss of "Letter of Credit" privileges at the
bookstore for the following semester and/or addition of the
student-athlete's name on the Registrar Checklist.
A student-athlete may receive legitimate
earnings from either on or off-campus employment during the academic year
and/or vacation period.
- The student-athlete must certify the
- The student-athlete has not been
employed on the basis of his or her athletics ability or the value that
the student-athlete may have for the employer because of the athletics
reputation or fame the student-athlete has achieved;
- The student-athlete is to be compensated
for work actually performed;
- The student-athlete is to be compensated
at a rate commensurate with the going rate in that locality for similar
- NCAA Bylaw 22.214.171.124
A student-athlete may receive compensation for teaching or coaching sports
skills or techniques in his or her sport on a fee-for-lesson basis
1. Institutional facilities are not used;
2. Playing lessons shall not be permitted;
3. The institution obtains and keeps on file documentation of the
recipient of the lesson(s) and the fee for the lesson(s) provided during
any time of the year; and
4. The compensation is paid by the lesson recipient (or the recipient’s
family) and not another individual or entity.
5. Instruction to each individual is comparable to the instruction that
would be provided during a private lesson when the instruction involves
more than one individual at a time.
6. The student-athlete does not use his or her name, picture, or
appearance to promote or advertise the availability of fee-for-lesson
Any student-athlete interested in providing
fee-for-lesson instruction must contact the Compliance Office prior to
commencing any activity involved with fee-for-lesson instruction.
Completed employment affidavits will remain
on file with the Director of Athletics for at least three years after the
student-athlete's last season of competition. Student-athletes who are not
receiving institutional financial aid are not subject to income limitations
providing neither members of the athletics department nor representatives of
the institution's athletics interests are involved in arranging the
A student-athlete is not permitted to receive
financial aid that exceeds the cost of attendance.
The value of a full grant-in-aid represents
the cost of tuition and required course fees, room and board, and required
course-related books. The types of aid subject to this limit are:
- Athletics Grant-in-Aid
- Non-Institutional Grants with Criteria
involving athletics participation or accomplishment
Any financial aid awarded to a
student-athlete from a source other than IUPUI or the student-athlete's
parent must be reported by the student-athlete to the Office of Scholarships
and Financial Aid. Failure to comply
with this requirement may result in a loss of eligibility or reduction of
institutional financial aid awarded on the basis of athletics participation.
In the event that a student-athlete's
financial aid from the above sources exceeds a full grant-in-aid, the
institution must reduce the athletics aid package by an appropriate amount
so as not to exceed the value of a full grant.
To stay within the maximum amount of
financial aid allowed for each sport each year, it is necessary to keep a
count of the number of student-athletes who receive financial aid of any
type. For each student-athlete that is receiving financial aid, it must be
determined whether the aid that student is receiving applies to the
individual limits. Once that aid has been identified, it can be determined
what student-athletes are counters.
A counter is a student-athlete who
must be included against the institution's maximum financial aid limits in a
particular sport. A counter fits one of the following descriptions;
- The student-athlete receives financial aid
based in any way on athletic ability.
- The student-athlete was recruited,
receives institutional aid not based on athletic ability, and participates
in varsity intercollegiate competition in men's or women's basketball.
A noncounter is a student-athlete who
does not have to be included against the institution's maximum financial aid
limits. A noncounter fits one of the following descriptions:
- The student-athlete does not receive any
institutional financial aid.
- The student-athlete was not recruited, and
receives financial aid that is not based in any way on athletic ability.
Unrelated financial aid must be certified by the FAR and the Director of
- In sports other than men's and women's
basketball.....if the student-athlete was recruited but receives financial
aid that is not based in any way on athletic ability (certified by the FAR
and the Director of Scholarships).
Head-Count Sports: Each counter is
tallied as one, regardless of the amount of aid they receive. The total
number of counters allowed in one academic year are:
One full grant-in-aid can be divided among two or more student-athletes. To
measure aid against the limits, the grant percentages for all counters in
the sport are added, not the number of "heads" or individual recipients. The
equivalency limits allowed in one academic year are:
IUPUI athletics financial aid may be awarded
for a maximum period of one year. A coach may inform a prospective
student-athlete that he or she has the intention of renewing the financial
aid for a four year period, however, the prospective student-athlete must be
informed that the renewal is not automatic.
Athletics financial aid renewals, reductions
and nonrenewals, must be announced to the continuing student-athlete by
the Office of Scholarships and Financial Aid for the next academic year
involved no later than July 1.
If the decision is made to reduce/not to
renew athletics financial aid for the upcoming year, the coach must
inform the Compliance Coordinator not later than June 1 of this
adverse decision. All recommendations that a student-athlete's
grant-in-aid be terminated or reduced must be submitted in writing
accompanied by supporting documentation adequate to justify that decision.
Coaches are also strongly encouraged to inform the student-athlete about the
basis for this decision. The student-athlete will then be formally notified
by the Office of Scholarships and Financial Aid and given an opportunity for
a hearing if desired. Student financial aid hearings are arranged by the
Office of Scholarships and Financial Aid in accord with university wide
Intercollegiate Athletics Grant-in-Aid
Upon Career-Ending Injury or Illness
Statement of Policy: Intercollegiate
Athletics Grant-in-Aid Upon Career Ending Injury or Illness
A student-athlete’s athletics grant-in-aid will not be canceled because of
a career-ending injury or illness provided the student-athlete complies
with certain conditions set forth by the Department of Intercollegiate
Athletics. It should be noted that the formal policy of the NCAA (NCAA
bylaw 126.96.36.199.2) states that “it is not permissible for an institution to
assure a prospect that it automatically will continue a grant-in-aid past
the one-year period if the recipient sustains an injury that prevents him
or her from competing in intercollegiate athletics…” However, such bylaw
also provides that “an institutional representative may inform the
prospect of the regular institutional policy related to renewal or
continuation of aid past the one-year period for recipients who become ill
or injured during their participation.” Consistent with this bylaw, it is
the policy of the Athletics Department of IUPUI to not cancel the award
solely due to a career-ending injury or sickness. A student-athlete’s aid
upon a career ending injury policy or illness may be continued pursuant to
the terms and conditions described within. This policy provides a
definition of a career-ending injury or illness and the procedural
requirements that must be satisfied in order to be eligible to receive
continued financial aid.
A career-ending injury or illness is an injury or illness that prohibits a
student-athlete from further athletic competition in the sport for which
he or she is receiving financial aid.
The IUPUI Head Team Physician must certify that the injury is a
career-ending injury or illness.
Terms and Conditions:
- The student-athlete must meet the NCAA
eligibility requirements for satisfactory progress toward degree
- The student-athlete is required to work
for the Department of Intercollegiate Athletics. The Director of
Athletics and Head Coach determine the number of hours per week that the
student-athlete must work.
- The student-athlete’s aid must be
consistent with NCAA by-law 188.8.131.52.
In the case where the student-athlete’s athletics grant-in-aid is not
renewed or reduced for the subsequent year, the student-athlete may appeal
the non-renewal or reduction per NCAA by-law 184.108.40.206.
- The process to secure continued
financial aid may be initiated by the Head Coach, Head Athletics Trainer
or student-athlete by submitting the Mid-Continent Conference Hardship
Request Form (hereby referred to as Form) to the Head Athletics Trainer.
(See the form below).
- The Head Athletics Trainer submits the
Form to the Head Team Physician.
- The IUPUI Head Team Physician evaluates
whether the injury is a career-ending injury or illness. If the Head
Team Physician determines that there has been a career-ending injury or
illness, the Head Team Physician completes, signs, and submits the Form
to the Director of Athletics.
- The Director of Athletics reviews the
findings of the Head Athletics Trainer and the Head Team Physician. If
the Director of Athletics agrees with the findings, the Director signs
the Form and submits it to the Compliance Coordinator.
- The Compliance Coordinator verifies the
athletically related calculations of the Head Athletics Trainer. Once
the calculations have been confirmed the Form is submitted to the
Mid-Continent Conference for approval.
- The Mid-Continent Conference reviews the
hardship request (career-ending injury or illness). Upon approval by the
Conference, the Department of Intercollegiate Athletes or Compliance
Coordinator will notify the student-athlete.
- If at any point in the process, the
determination is made that the injury is not a career-ending injury or
illness, the Department of Intercollegiate Athletics will notify the
Athletics financial aid cannot be increased,
reduced or canceled during the period of award because of a
student-athlete's athletic performance, ability, or for any
However, during the period of award, the
institution can immediately reduce or cancel the aid if the
- Engages in serious misconduct that
warrants a substantial disciplinary penalty by institution's disciplinary
- Becomes ineligible to compete in
- Intentionally provides false
information in the letter of intent or aid application which seriously
misrepresents the student-athlete, or
- Voluntarily withdraws from the
sport and/or athletic scholarship.
If any of the above four conditions occur,
a student-athlete receiving an Athletics Room & Board award may have the
award reduced at a prorated amount equal to the amount of days the
student-athlete was in good standing with NCAA, Conference, and/or
institutional athletics eligibility rules.
The recipient's aid may not be awarded to
another student-athlete in the term in which it was reduced or canceled once
the academic year begins.
This institution may reduce or cancel
athletics financial aid at the end of any academic term if the
student-athlete becomes ineligible to compete or withdraws from the sport.
If a student-athlete's aid during the period
of award is reduced or canceled for (1) and (3) above, such action must be
taken for proper cause.
12.9 Procedures to Appeal the
Decision to Reduce, Cancel, or not Renew an Athletics Grant-in-Aid
Decisions to reduce, to cancel or to not
renew an athletics grant-in-aid may be appealed by the student-athlete upon
receiving formal notification from the IUPUI Office of Scholarships. The
student-athlete initiates the appeals process by formally requesting a
hearing opportunity. This hearing request must be submitted in writing to
the Director of the Office of Scholarships within 30 calendar days from the
date contained on the original formal notification.
Upon being notified of the hearing request, the Office of Scholarships will
contact the Chairperson of the Eligibility Committee. The Chairperson will
notify the committee members and request supporting documentation from the
student-athlete and the athletics department. The supporting documentation
will be reviewed by The Eligibility Committee. Following this review, a
written decision will be provided by the Chairperson to the student and the
If the student-athlete disagrees with the decision of the Eligibility
Committee, a final appeal may be submitted to the Vice Chancellor for
Administration & Finance in accord with procedures identified at the time of
the Eligibility Committee’s decision submitted by the Chairperson. The
failure of the student-athlete to pursue the appeal as directed or the
decision of the Vice Chancellor will terminate the issue.
Student-athletes must have received athletics
financial aid during the prior academic year to qualify for summer school
athletics financial aid. Summer school aid may only be awarded in a
percentage no greater than the percentage which was awarded in the
preceding academic year, e.g., 50 percent during the academic year =
not more than 50 percent during the summer session.
Summer athletics financial assistance may not
be provided if the student-athlete, during the preceding academic year,
failed to enroll for a minimum of 12 hours for the fall or spring semesters
or failed to carry the minimum class load for the entire semester.
In order for a student-athlete to receive
athletics financial aid for summer school, the coach must complete an
IUPUI Grant-in-Aid Request and submit it to the Director of
Athletics for approval.
The NCAA Special Assistance Fund was
established by the NCAA to assist those student-athletes who are the
recipient of Pell Grant funds. The guiding principle of the fund is to meet
the student-athlete's needs of an emergency or critical nature for which
financial assistance is not otherwise available. Non-Pell Grant recipients
may also be eligible for the fund if they are receiving an athletics
grant-in-aid and demonstrate financial need.
The squad list for each sport will be
generated by the Compliance Coordinator and approved by the Registrar prior
to competition in that sport. Any student-athlete who signs a NCAA Drug
Testing Consent Form must be included on the squad list. The squad list must
be kept updated with additions, deletions and changes in status.
Upon completion of the squad list in each
sport, an official copy is submitted to the Director of Athletics and
respective Head Coach. The Compliance Coordinator continuously reviews the
squad lists for compliance with applicable NCAA regulations and will
immediately notify the Director of Athletics and coaches should any change
FORM 12A - Change Request of Athletics Grant-in-Aid
Submitted by Head Coach to AD or Asst AD.
FORM 12B - IUPUI
Drop from Roster Form (not available online)
To be completed by the head coach and
submitted to the Compliance Coordinator.
FORM 12C - IUPUI Voluntary Withdrawal Form
To be signed by student-athlete and turned in
to the Compliance Coordinator.
Form 12D Voluntary Withdrawal - Athletics Grant-in-Aid Only
Submitted by Head Coach when student-athlete
rescinds athletics aid and remains on the roster.