PROCEDURES FOR GRANTING SCHOLARSHIPS
ADOPTED BY THE
CHATTANOOGA STATE COMMUNITY COLLEGE FOUNDATION
April 28, 2008
General Statement of Purpose
- All available funds of the CHATTANOOGA STATE TECHNICAL COMMUNITY COLLEGE FOUNDATION ("Foundation") will be used for the support and benefit of Chattanooga State Community College ("College"). Pursuant to the educational purposes of the Foundation, scholarships are awarded to needy and deserving students who meet the criteria of the specified scholarships. The procedures followed by the Foundation in selecting the recipients of such scholarships are set forth herein. It is intended that these procedures meet the requirements of section 4945 of the Internal Revenue Code and regulations Section 53.4945-4 thereunder, and they should be so construed.
- The use of the words "scholarship" or "grant" herein means a scholarship or fellowship grant, which is excluded from gross income under Section 117(a) of the Internal Revenue Code.
- An educational institution as defined in Section 151(e)(4) of the Internal Revenue Code, to wit: an educational institution which normally maintains a regular faculty and curriculum and normally has a regularly organized body of students in attendance at the place where its educational activities are carried on.
Cost of attendance.
- Scholarships may not result in a student exceeding his/her cost of attendance. Cost of attendance is an estimate of a student's educational expenses for the period of enrollment. Cost of attendance is the cornerstone of establishing a student's financial need, as it sets a limit on the total aid that a student may receive.
- The term "disqualified person" as used herein means a disqualified person as defined by Section 4946(a) of the Internal Revenue Code.
- The Foundation will make an unspecified number of grants to individuals during each academic year. The purpose of the Foundation can best be carried out by varying the number and amount of scholarships from year to year, depending on the number of qualified applicants for scholarships and other charitable uses to which the Foundation's funds could be applied.
Purpose of Grants
- The purpose of the grants is to assist deserving students in furthering their education.
Group From Which Recipients Are Chosen
- Recipients of the scholarships will be chosen from among individuals who attend the College and submit a scholarship application in accordance with established guidelines and are recommended by persons or organizations qualified to make recommendations for scholarships, such as educators and civic and community leaders. The availability of the scholarships will be made known to the general public via written and electronic communications.
Criteria Used in Selecting Recipients
- The principal criteria which will be used in selecting the recipients of the scholarships are as follows:
- The financial need of the applicant.
- The applicant's record of prior academic performance and his/her performance on tests designed to measure scholastic ability and aptitude.
- GPA used for consideration will be the most current (high school or college) unless otherwise specified by scholarship criteria.
- ACT/SAT score used for consideration will be the highest composite score a student obtains during the high school career. Residual ACT scores cannot be used for eligibility.
- GED requirement of 525 required for Performance and Program criteria.
- The recommendations of educators and other persons who are acquainted with the applicant's scholastic and moral background.
- The factors and conclusions which are drawn from the information in the application by members of the Scholarship Committee, who will consider the applicant's motivation, character, ability and potential, together with other factors they deem appropriate.
- If a student alters any qualifying criteria during the initial semester of an academic year (i.e. residency and/or major), then that student will forfeit the scholarship for the following semester within the academic year.
- If qualifying criteria is altered before the beginning of the initial semester of an academic year, the student will forfeit the scholarship for the entire academic year.
- The Scholarship Committee shall not take into account the race, creed, color, sex or religion of an applicant in reaching its decision.
- Recipients must be enrolled for a minimum of twelve (12) full-time credit hours each semester unless the program is approved for fewer hours or unless donor criteria states awards are pro-rated on credit hours. Additionally, students enrolled in cohort-based program on a part-time basis will be considered for scholarships on a pro-rated basis.
- Foundation Scholarships are available for students receiving Academic Service Scholarships and Empowerment Grants. Scholarships are available for those receiving the Lottery Scholarship, Pell grant, and TSAC, if the student has unmet need or scholarship criteria does not stipulate need.
- Scholarship recipients may receive tuition and fee based Unrestricted Foundation Scholarships and a Book Scholarship unless criteria states otherwise.
- International students (non-resident aliens) are eligible for Unrestricted Scholarships.
- Students who hold a degree are eligible for an Unrestricted Scholarship if they have unmet need or donor criteria states eligibility.
- Student Government Association, Activities Programming Board, School Newspaper, Theater, Music and Jo/Joe recipients will be placed or replaced if positions are vacated in the spring or qualified applicants are not identified in the fall.
- The Board of Directors shall appoint a Scholarship Selection Committee of at least three members, none of whom is a member of the Board, to serve at the pleasure of the Board. Representatives of the Financial Aid Office will review applications to determine eligibility. Upon the board's approval of the next academic year budget, the Scholarship Committee will review applicants who are determined qualified and select applicants to be awarded. The Financial Aid Office will be responsible for administering scholarships after they are approved, notifying students (recipients and non-recipients), any follow-up action required, awarding funds on student accounts, and ensuring continuous eligibility throughout the academic year as set forth in the criteria of each individual scholarship. All communications with students having to do with Foundation scholarships will identify the scholarships as those from the Foundation. The Board will not alter selections made and recommended to the Board by the Scholarship Committee so long as the criteria established by the Board are followed by the Committee. The Committee shall present a report to the Board, at least annually, concerning the status of all scholarship recipients. Any change in status or any other information requiring action by the Board, under these procedures shall be reported to the Board immediately. All new categories of scholarships (i.e., Jo/Joe scholarships) must be pre-approved by the Board. The Board shall be involved in setting policy related to scholarships. Deletion of scholarship fund accounts must be approved by the Board.
Scholarship Selection Committee Responsibilities
Chair Responsibilities - One Year Term
- Communicate to committee members regarding meetings, etc.
- Maintain confidentiality of application and award details
- Communicate to the Financial Aid Office regarding weekly agenda, awards, questions, etc., and copy Development Office on all communications
- Establish committee organization for scholarship review (for example, two teams of 3 or one team of the entire committee)
- Ensure that the committee makes appropriate and timely progress in the awarding of scholarships.
Committee Member Responsibilities - Three Year Term
- Maintain confidentiality of application and award details
- Communicate with Chair regarding meeting attendance (if member will miss or be late for a regularly scheduled meeting)
- Avoid conflicts of interest, such as writing letters of recommendation for students applying for Foundation scholarships.
Financial Aid Responsibilities
- Ensure applications are complete for consideration
- Evaluate applications for eligibility
- Email weekly agenda to Chair. Agenda would include information such as name of scholarships, criteria of scholarships, and amounts of scholarships to be awarded. Copy Development Office of these communications.
- Award scholarships as they are determined by the committee.
- Single source of communication with students
- Monitor student eligibility during the academic year
- Ensure students meet any external qualifications of scholarships, such as attending club meetings
- Taking all follow-up action required in maintaining the respect and trust of donors as well as performing whatever duties may be assigned from time to time by the Board
- Attend Scholarship Selection Committee meetings
Supervision of Grants
- The scholarships awarded by the Foundation will be awarded on an academic year basis unless specified by the criteria for a lesser period. Summer scholarships can be made available if budgeted funds are remaining for the fiscal year, thus, allowing for a reallocation of budgeted funds. Current recipients are to receive priority in awarding summer scholarships. The Financial Aid Office will maintain committee records of recipients selected.
Payment of Scholarship Grants
- The Financial Aid Office will award and process all foundation scholarship funds to the student's account. In order to promote effective and efficient use of scholarships funds, all scholarships must be awarded, within reason, prior to the beginning of the academic year.
- Award amount is equal to mandatory tuition and fees and will be pro-rated for less than full-time enrollment, unless the scholarship criteria indicates a specific award amount.
- Award for scholarships that require full-time enrollment, will equal the amount charged for mandatory tuition and fees.
- Scholarships awarded on an academic year basis will be automatically renewed for the spring semester if the recipient remains eligible based on the specific scholarship criteria. Scholarships are not renewed for the next academic year following the initial award, unless the individual scholarship specifies it is a renewal scholarship. Applicants must submit a new application once the initial award period is completed, applicants with renewal scholarships must submit an application, no additional documents are required (i.e. recommendation letters). There is no appeals process for a student who fails to maintain criteria for an awarded scholarship during an academic year. A student may re-apply for scholarships for the following academic year. Programs will determine the number of semesters a recipient may receive an Unrestricted Scholarship. Faculty and staff will make recommendations for the number of semesters required to complete their specific program and take into consideration the prerequisites and difficulty of acceptance into the program.
- The Financial Aid Office will maintain a file of each scholarship awarded. The file will include the scholarship application, criteria for the scholarship, committee recommendations and amount of each scholarship awarded. The list of scholarships awarded and recipients receiving the award will be provided to a Foundation Representative in the Development Office as well as a general file of all those who applied for a scholarship and were not selected. The Financial Aid office will maintain a general file of applications received but not selected by the committee to receive scholarships.
Approved: Executive Staff, 05/20/09
Approved: President's Cabinet, 05/20/09
Approved: President, 05/20/09
Reviewed and Revised by Development, April 28, 2008