• 12.1 Procedure for Awarding and Monitoring Athletics Financial Aid
• 12.2 Textbook Authorization Procedures
• 12.3 Employment
• 12.4 Maximum Individual Limit on Financial Aid
• 12.5 Maximum Institutional Financial Aid Limitations by Sport
• 12.6 Terms of Athletics Financial Aid
• 12.7 Renewal of Athletics Financial Aid
• 12.8 Gradation and Cancellation of Athletics Financial Aid During Period of Award
• 12.9 Procedures to Appeal the Decision to Reduce, Cancel, or not Renew an Athletic Grant-in-Aid
• 12.10 Athletics Financial Aid for Summer School
• 12.11 NCAA Special Assistance Fund for Student-Athletes
• 12.12 NCAA Squad Lists and Financial Aid Oversight
• 12.13 Athletics Financial Aid Forms

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:

1. The Business Manager will advise each head coach of the next year's funds by December 1.
    
2. 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.
    
3. 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 1^st
    
4. 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.
    
5. 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.
    
6. 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.
    
7. 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.
    
8. 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.
    
9. 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.
    
10. 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.

1. The student-athlete must certify the following:
   1. 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;
   2. The student-athlete is to be compensated for work actually performed;
   3. The student-athlete is to be compensated at a rate commensurate with the going rate in that locality for similar services; and
       
2. NCAA Bylaw 12.4.2.1
   
   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 provided:
   
   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 sessions.

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 employment.

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 Scholarships.
• 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:

Equivalency Sports: 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 procedures.

Intercollegiate Athletics Grant-in-Aid Upon Career-Ending Injury or Illness

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 athletic reason.

However, during the period of award, the institution can immediately reduce or cancel the aid if the student-athlete:

1. Engages in serious misconduct that warrants a substantial disciplinary penalty by institution's disciplinary boards;
2. Becomes ineligible to compete in intercollegiate athletics;
3. Intentionally provides false information in the letter of intent or aid application which seriously misrepresents the student-athlete, or
4. 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 athletics department.

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 be necessitated.

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)