Scholarship Awarding and Administration (II.D.2)

Volume II: Business and Finance
Chapter D: Tuition and Scholarships
Responsible Executive: Executive Vice President for Academic Affairs and Provost
Responsible Office: Division of Financial Aid
Originally Issued: September 11, 2003
Date Last Revised: January 29, 2015

TABLE OF CONTENTS

Contacts
Statement of Policy
Reason for This Policy
Individuals and Entities Affected by This Policy
Exclusions
Responsibilities
Definitions (defined terms are capitalized throughout the document)
Related Documents, Forms and Tools
Website Address for This Policy
History and Updates
Appendix

CONTACTS

STATEMENT OF POLICY

Purdue University provides undergraduate Scholarships to students who are enrolled in degree programs through funds provided by alumni, private donors, federal and state government, and University general funds.

Enrollment Management is provided flexibility to accomplish annual enrollment targets through the coordination of Scholarships. Centralized management of Scholarship funds on each campus is conducted through each campus's financial aid office.

REASON FOR THIS POLICY

Student recruitment and retention are key components of the University's strategic plan. University Scholarships must be leveraged to ensure the maximum utilization of funds in order to meet the University's enrollment goals and to attract students of high ability, students who will contribute to the diversity of the student population, and students who are qualified to attend the University but whose ability to do so is hindered by financial barriers. In order to accomplish these goals, a high level of coordination in the awarding of Scholarships is required. Flexibility is a key component in allowing Enrollment Management to meet the changing demographics of our student population. Clear University procedures need to be maintained to enhance overall coordination of Scholarships with the individual schools and personnel involved in the Scholarship awarding process across the University system. In addition, centralized coordination of Scholarships assists in meeting federal, state and donor compliance requirements.

INDIVIDUALS AND ENTITIES AFFECTED BY THIS POLICY

All offices and personnel of the University involved in the solicitation, management and awarding of funds used to provide Scholarships, Grants, Prizes, Awards and Fellowships to students of the University.

EXCLUSIONS

None.

RESPONSIBILITIES

Enrollment Management

• Provide oversight to the financial aid office regarding Scholarship administration.

Financial Aid Offices

• Serve as the campus authority on determining student financial need, to include coordination, determination of eligibility and selection of recipients for all need-based Scholarships and merit Scholarships that have a need-based requirement.
• Interpret Scholarship language in existing donor agreements with respect to Scholarship awarding requirements and make determinations for awarding, in consultation with applicable development personnel when needed, keeping in mind that executors, friends and family members of the donor or his/her estate cannot add to or change criteria or compel the University to administer the funds in a way that differs from the donor’s written wishes.
• Determine the usage of Scholarship funds for existing agreements when the donor is silent on financial need and merit requirements.
• Ensure proper stewardship of funds based on donor wishes while meeting enrollment management strategic goals.
• Serve as the centralized office for all disbursements of Scholarship, Grant, Award, Fellowship and Prize payments in accordance with Purdue University policy, federal law and student aid regulations, state regulations and any other established criteria.
• Maintain procedures and a schedule of deadlines for timely awarding and renewal Scholarships.
• Review extenuating circumstances and special situations to determine if exceptions to an awarding deadline should be granted. 

Treasurer's Office (West Lafayette) and Finance and Administration (Regional Campuses)

• Determine allowable costs that are beyond the use of Scholarships and can be charged to restricted funds.

Development Personnel

• Use standard Scholarship agreement templates for all new agreements, and consult directly with the following University-designated departments/individuals  prior to accepting a non-standard Scholarship agreement:Educate donors on awarding deadlines as established by the financial aid office to ensure receipt of funds in a timely manner.
  • Academic dean (or designee)
  • Planned giving representative/specialist
  • Business services
  • Financial aid office
• Recommend utilization of bequests that are silent on need or merit to meet campus Scholarship gift establishment goals.

Colleges and Other Awarding Units

• Adhere to schedules and procedures for timely awarding and renewal of Scholarships as established by the campus financial aid office.

DEFINITIONS

All defined terms are capitalized throughout the document. Additional defined terms may be found in the central Policy Glossary.

Award
Financial support based on achievement, performance or other criteria. The benefactor typically does not specify that the money must be used for educational expenses.

Fellowship
Financial support provided to reduce the cost of a student's pursuit of a course of study or research. Some fellowships include a tuition waiver or a payment to the University in lieu of tuition. Fellowships may include stipends to cover living expenses. A Fellowship is not a payment for teaching, performing research or other services.

Grant
Financial support based on academic achievement or other criteria that may include financial need. A grant recipient is selected based on specific criteria, which is typically set by the federal or state government or the institution. Generally the funds are granted for the student’s performance or criteria met during the previous academic year to offset education costs for an upcoming or current academic year.

Prize
Recognition based on competition or other criteria.

Scholarship
Financial support based on academic achievement or other criteria that may include financial need. The benefactor sets the criteria for recipient selection. The funds are used to offset the cost of the student's education for an upcoming or current academic year, depending on when the student receives the funds.

RELATED DOCUMENTS, FORMS AND TOOLS

Examples and tax implications of scholarships and other awards 

WEBSITE ADDRESS FOR THIS POLICY

www.purdue.edu/policies/business-finance/iid2.html

HISTORY AND UPDATES

January 29, 2015: Policy was reformatted into the current policy template and revisions were made to align language with the current administrative structure.

November 18, 2011: Policy number changed to II.D.2 (formerly II.8.1).

APPENDIX

There are no appendices to this policy.