[VPAAEtal] Departmental Scholarship Changes

[Academic Affairs]

Good morning everyone:
 
As many of you know, we must immediately implement the new Departmental Scholarship process for 2009-2010. The audit report presented last week indicates a Code 4, which requires President Jones to go before the Audit Committee of the Board of Regents in July to explain our status.

 

The audit that was conducted in 2002 cited many of the same compliance issues that were addressed again during this audit.  The university responded to the 2002 audit findings and prepared a scholarship manual describing processes that would have brought us into compliance.  However, no records can be found to indicate that these processes were implemented.  The real issue is that we must make our scholarships available to all students, follow established criteria for awards, and establish a ranking/rating form for each applicant.  A flowchart and accompanying directions have been developed that will allow departments to implement the new process as quickly as possible.  Attached to this email, you will find the Process Flowchart (written procedures are at the bottom of this email) and an example Scholarship Rating Sheet. 

 

We want you to know that we are here to assist you through this new process.  The departmental  committees will still have the authority to grant decisions regarding who receives scholarship awards.  The Office of Financial Aid and Scholarships must manage and track the process and will notify and make the scholarship awards from their office.  If you have already made commitments to students and are further in the process than the flowchart indicates to date, please contact Dolly Lasater or Susan Grove to set up a time to talk through what has already been done.  They will work diligently to assist you.  The Music, Theatre, and Art Departments, which have a performance or portfolio requirement as a component of the scholarship process, should also contact Dolly and Susan as soon as possible to discuss the appropriate timeframe for their scholarship process.  We know that many of you already have banquets scheduled and appreciate your attention in rescheduling these in accordance with the new timeline and procedures.  

 

We must immediately begin the implementation of this new process.   Please look forward to a message from President Jones  at the University Community Update today at 2:00 p.m.  

 

If you have any questions, please do not hesitate to contact Dolly (5091) or Susan (5228) by email or phone.   Thank you for assisting us in bringing Texas A&M University-Commerce into scholarship compliance.

 

Departmental Scholarship Procedures

 

1.      The Office of Financial Aid & Scholarships will receive and track all scholarship applications.

2.      The Office of Financial Aid & Scholarships will complete a Student Information Form and attach to each scholarship application.  The form will include:  SAT and ACT Scores (for undergraduates), G.P.A, financial need as determined by FAFSA, Classification, and Major(s). 

3.      The Office of Financial Aid & Scholarships will complete a University Scholarship Awarding Form for each scholarship that the department will award.  This form will include the scholarship name, scholarship criteria, and scholarship award amounts.  All scholarship awards must be made for both fall 2009 and spring 2010.  

 

Example:  Total Scholarship Award = $1,000 [Fall 2009: $500 and Spring 2010: $500]

   

4.      Scholarship applications will be delivered to departments on April 3, 2009.

5.      Departments must submit Scholarship Awarding Forms, Rating/Ranking Forms, and all scholarship applications no later than April 10, 2009.

6.      Departmental Scholarship Selection Committees must submit a copy of minutes taken at all meetings held to discuss and award scholarships to the Office of Financial Aid & Scholarships.

7.      The Office of Financial Aid & Scholarships will notify all applicants by email and letter no later than April 15, 2009.

8.      Thank you notes will be required of all students.  Scholarship awards will not be disbursed to students until they have submitted a thank you note.  The Office of Financial Aid & Scholarships will track the receipt of and mail all thank you notes.

 

The scholarship application form is located at:

http://www.tamu-commerce.edu/home/finaidnew/pdf/UndergraduateScholarshipApplicationForm.pdf

 

A listing of scholarships is located at:

http://www.tamu-commerce.edu/home/finaidnew/scholarships/listings.aspx <http://www.tamu-commerce.edu/home/finaidnew/scholarships/listings.aspx> 

 

 

Office of Financial Aid & Scholarships

Halladay Student Services Building - Room 302

903.886.5915

 

Mary W. Hendrix, Ph.D.
Vice-President for Student Access and Success
Texas A&M University-Commerce
P.O. Box 3011
Commerce, TX  75429
903.468.8706
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