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Intercollegiate Athletics Policy Manual

5.00 Compliance

5.15.1 Bylaw 15 - Financial Aid

Communication with Student Financial Services

1.0 PURPOSE

This procedure establishes guidelines for communicating with Student Financial Services.

2.0 POLICY

The policy of The University of Texas is that Student Financial Services ensures that the institution meets all provisions outlined in NCAA Bylaw 15. Communication with Student Financial Services shall be made only by representatives of the compliance office, student services or athletics directors.

3.0 INDIVIDUAL(S) RESPONSIBLE

Compliance Assistant
Financial Aid Coordinator
Director of Compliance

INDIVIDUAL(S) AFFECTED

Coaching Staffs
Assistant Athletics Director for Academic Services
Men's Athletic Director
Associate Athletics Director for Compliance
Women's Athletics Director
Prospective Student-Athletes
Senior Associate Athletics Director for Student Affairs
Special Assistant to the VP Student Affairs, Student Financial Affairs
Student-Athletes
Faculty Athletics Representative
Senior Associate Athletics Director for Sport Programs

4.0 ASSOCIATED FORM(S)/APPENDICE(S)

4.1 E-mail communication via Outlook

4.2 Student Financial Services Meeting Minutes


5.0 REVISION HISTORY

Date

Rev. No.

Change

Ref. Section

5/31/07

1.0

 New Procedure Not Applicable

6.0 PROCEDURE

6.1 All communication regarding prospective student-athletes and student-athletes should be relayed through e-mail.

6.1.1 Telephone conversations are permitted as long as the outcome is documented either through e-mail, financial aid documents or through meeting minutes.

6.2 All communication sent by e-mail shall be sent to the requestor with a courtesy copy to the primary liaison to Student Financial Services, the secondary liaison to Student Financial Services and the Associate Athletics Director for Compliance.

Meetings with Student Financial Services

1.0 PURPOSE

This procedure establishes guidelines for meetings conducted with Student Financial Services.

2.0 POLICY

The policy of The University of Texas is that Student Financial Services ensures that the institution meets all provisions outlined in NCAA Bylaw 15. Meetings with Student Financial Services are established to ensure the Student Financial Services Office is receiving appropriate support from the Compliance Office.

3.0 INDIVIDUAL(S) RESPONSIBLE

Compliance Assistant
Financial Aid Coordinator
Director of Compliance
Administrative Associate for Athletics Compliance for Compliance

INDIVIDUAL(S) AFFECTED

Assistant Athletics Director for Academic Services
Athletics Director
Associate Athletics Director for Compliance
Athletics Director
William Powers, President
Senior Associate Athletics Director for Student Affairs
Special Assistant to the Vice President Student Affairs, Student Financial Affairs
Faculty Athletics Representative
Senior Associate Athletics Director
Coaching Staffs
Prospective Student-Athletes
Student-Athletes

4.0 ASSOCIATED FORM(S)/APPENDICE(S)

4.1 E-mail communication via Outlook

4.3 Meeting Agenda

5.0 REVISION HISTORY

Date

Rev. No.

Change

Ref. Section

5/31/07

1.0

 New Procedure Not Applicable

12/5/07

1.1

Revisions

All Sections

6.0 PROCEDURE

6.1 Meetings with the Student Financial Services office are scheduled on alternating weeks from 11:30 a.m. - 12:30 p.m.

6.2 Meetings are cancelled/rescheduled if no agenda items are submitted, vacation or out-of-office schedules conflict.

6.3 Agenda items should be submitted by e-mail to the Administrative Associate for Compliance (AAC) the Tuesday prior to each meeting's date.

6.4 The AAC will e-mail a draft agenda to all meeting attendees by the close of business the Tuesday prior to each meeting's date.

6.5 Changes or additions to the draft agenda are due to the administrative associate by noon the Wednesday prior to each meeting's date. Changes or additions should be submitted by e-mail.

6.6 The AAC e-mails the final agenda by 5 p.m. the Wednesday prior to each meeting's date.

6.7 On the day of the meeting, meeting minutes are kept in accordance with the "Student Financial Services Meeting Minutes" policy and procedures (See Financial Aid Meeting Minutes).

Meeting Minutes with Student Financial Services

1.0 PURPOSE

This procedure establishes guidelines for codifying a historical record of meetings between the Student Financial Services and the Compliance Office.

2.0 POLICY

The policy of The University of Texas is that Student Financial Services ensures that the institution meets all provisions outlined in NCAA Bylaw 15. Meetings with Student Financial Services are established to ensure the Student Financial Services Office is receiving appropriate support from the Compliance Office.

3.0 INDIVIDUAL(S) RESPONSIBLE

Compliance Assistant
Financial Aid Coordinator
Director of Compliance

INDIVIDUAL(S) AFFECTED

Athletics Director
Associate Athletics Director for Compliance
Financial Aid Coordinator
Athletics Director
Director of Compliance
Special Assistant to the VP Student Affairs, Student Financial Affairs
Faculty Athletics Representative
Senior Associate Athletics Director

4.0 ASSOCIATED FORM(S)/APPENDICE(S)

4.4 Student Financial Services Meeting Agenda

4.5 Student Financial Services Meeting Minutes Template

5.0 REVISION HISTORY

Date

Rev. No.

Change

Ref. Section

12/20/06

1.0

 New Procedure Not Applicable

5/31/07

1.1

Revised policy and procedures to reflect the minutes only. 

All sections

6.0 PROCEDURE

6.1 The primary and secondary liaisons to Student Financial Services meet with the Financial Aid Coordinator every other week to discuss any interpretative issues, business concerns and to assess the athletics financial aid process.

6.2 Beginning January 8, 2007, Student Financial Services and Compliance will alternate writing the meeting minutes. Recording of financial aid meeting minutes began on December 19, 2005.

6.3 A draft of the meeting minutes is due 48 business hours following the meeting date. An e-mail containing the draft minutes is sent to all meeting participants.

6.4 Meeting participants have five business days after the minutes draft is due to make any necessary changes or additions. All changes or additions must be sent to the appropriate drafter via e-mail utilizing the "Track changes" feature found in Microsoft Word.

6.5 The drafter of the meeting minutes has 48 business hours after the changes deadline to make the requested changes.

6.6 The compliance office sends out the final meeting minutes within 24 business hours after the final changes deadline. The cc: list includes:

Charles Sorber, Special Assistant to the Vice President Student Affairs, Student Financial Affairs
DeLoss Dodds, Athletics Director
Associate Athletics Director for Compliance
Christine Plonsky, Athletics Director
Butch Worley, Senior Associate Athletics Director
Jim Vick, Faculty Athletics Representative

Interpretation Requests from Student Financial Services

1.0 PURPOSE

This procedure establishes guidelines for obtaining interpretation requests on behalf of Student Financial Services.

2.0 POLICY

The policy of The University of Texas is that Student Financial Services ensures that the institution meets all provisions outlined in NCAA Bylaw 15. Interpretations of the legislation are obtained by the compliance office from either the Big 12 conference office or the NCAA national office.

3.0 INDIVIDUAL(S) RESPONSIBLE

Compliance Assistant
Financial Aid Coordinator
Director of Compliance

INDIVIDUAL(S) AFFECTED

Coaching Staffs
Assistant Athletics Director for Academic Services
Men's Athletic Director
Associate Athletics Director for Compliance
Women's Athletics Director
Prospective Student-Athletes
Senior Associate Athletics Director for Student Affairs
Special Assistant to the VP Student Affairs, Student Financial Affairs
Student-Athletes
Faculty Athletics Representative
Senior Associate Athletics Director

4.0 ASSOCIATED FORM(S)/APPENDICE(S)

4.1 E-mail communication via Outlook

4.2 UT Interpretations Database

4.3 Big 12 Conference Interpretation Request Form

5.0 REVISION HISTORY

Date

Rev. No.

Change

Ref. Section

5/31/07

1.0

 New Procedure Not Applicable

6.0 PROCEDURE

6.1 The Student Financial Services office is responsible for ensuring the requirements of Bylaw 15 are being met by the institution. However, at any point that the Student Financial Services office needs an interpretation of NCAA legislation Compliance will facilitate that process.

6.2 Compliance reviews the issue through its interpretive process on the proper application of the legislation, Compliance issues an interpretation via the UT interpretations database.

6.3 If Compliance feels that further clarification is required, the primary liaison to Student Financial Services submits a request for interpretation to the Big 12 conference office on the prescribed form, copying the secondary liaison to Student Financial Services, the financial aid coordinator and the associate athletics director for compliance.

6.4 The Big 12 conference office issues an interpretation, seeking NCAA assistance, if required.

6.5 The Big 12 Conference office returns the prescribed interpretation form to Compliance.

6.6 If not copied on the response by the Big 12 conference office, the primary liaison to Student Financial Services forwards the response to all individuals initially copied on the interpretation request.

6.7 Upon receipt of the interpretation any additional discussion that's needed will occurs in the bi-weekly financial aid meeting.

 

 

last updated: February 11, 2009