REG 09.00.01 – Reduction, Revocation, or Non-Renewal of Athletically Related Financial Aid

Authority: Executive Vice Chancellor and Provost

History: First Issued: April 1, 2001. Last Revised: January 24, 2012.

Related Policies:
UNC Policy 1100.1 – Intercollegiate Athletics
UNC Code Appendix I Section  XIII – Intercollegiate Athletics
NCSU REG11.00.02 – Hearing Procedures for the Scholarships and Student Aid Committee
NCSU POL04.25.05 – Equal Opportunity and Non-Discrimination Policy Statement

Contact Info:
Sr. Associate Athletic Director for Compliance (919-515-0604)
Associate Vice Provost and Director of Scholarships and Financial Aid (919-515-2334)

  1. REDUCTION, CANCELLATION, OR NON-RENEWAL OF ATHLETICALLY RELATED FINANCIAL AID:

1.1  The reduction, cancellation, or non-renewal of a student-athlete’s athletically related financial aid is subject to the provisions of NCAA Bylaws, and must be based on the conditions set forth in the student’s University Athletics Financial Aid Agreement.

1.2  The Head Coach’s recommendation of a reduction, cancellation, or non-renewal of a student-athlete’s athletically related financial aid during the period of the award or for the succeeding academic year shall be submitted to and approved by the appropriate Sport Administrator and then submitted to the Senior Associate Athletics Director for Compliance and Director of Athletics for their approval.

1.3  This recommendation shall include an explanation of the reason(s) for the reduction, cancellation or non-renewal, and a copy of any relevant verbal and written communication (including emails) the Head Coach has had with the student-athlete or the student-athlete’s parents or legal guardians.

1.4  The compliance staff will then provide all relevant information to the Director of the Office of Scholarships and Financial Aid, once the Director of Athletics has agreed to advance it.

1.5  Upon receipt, the Director of the Office of Scholarships and Financial Aid, will provide written notice to the student-athlete of a decision to reduce, cancel, or not renew a student athlete’s athletically related financial aid and inform the student-athlete of his or her right to appeal the coach’s decision.

1.6  The written notice to a student-athlete of a decrease, cancellation or non-renewal must come from the Director of the Office of Scholarships and Financial Aid and must be made prior to July 1 preceding the upcoming academic year.

  1. APPEALS

2.1  The receipt of a student-athlete appeal of a decision resulting in the reduction, cancellation or non-renewal of financial aid must be received within the timeframe described in the written notification.  Failure to submit the written notice of appeal within this time limit will render the original decision final and conclusive.

2.2  The student-athlete’s written appeal must contain a statement describing the student-athlete’s grounds for appeal, any other relevant documentation the student wishes to submit, and contact information, including email addresses and telephone number(s).

2.3  After receiving the student-athlete’s written appeal, the Director of the Office of Scholarships and Financial Aid, shall coordinate the appeal hearing date and convene a panel.  The panel shall be comprised of at least three (3) voting members from the Scholarship and Student Aid Committee, one of whom will be designated as the Chair by the Director.  Any Committee members who were involved in the original decision shall not be eligible to serve on the appeal panel.

2.4  The panel shall send the student’s written appeal to the compliance staff who will forward the materials onto the appropriate Sport Administrator and Head Coach, prior to the hearing being convened.  The Chair may require the Head Coach, Sport Administrator or Compliance staff to provide a written response, with copy to the student, prior to the hearing date.

2.5  If a student-athlete claims a violation of NCSU POL04.25.05 – Equal Opportunity and Non-Discrimination Policy Statement as a basis for the reduction, cancellation, or non-renewal of athletically related financial aid, the matter shall be referred to the NC State Office of Institutional Equity and Diversity for review.

  1.  HEARING PROCEDURE

3.1  The purpose of the hearing is to provide the parties with the opportunity to present their respective cases to the panel.  The Chair is responsible for determining whether the hearing should be conducted by telephone conference call or in-person.

3.2  Formal rules of evidence do not apply at the hearing, and the panel may consider any information presented by the parties that it believes to be relevant and reliable.

3.3  Except in the course of the hearing, panel members should not have any communication with the parties, directly or indirectly, concerning the merits of the case.

3.4  The student-athlete may be accompanied by an adviser, who must be a student, staff or faculty member, who is not an attorney.  Full responsibility for understanding these procedures and presenting the case remain with the student-athlete even where an advisor provides assistance.  In addition to an adviser, the student-athlete may bring an observer to the hearing.  An observer may be a parent, friend, or other person of the student-athlete’s choice.  Observers may confer with the student-athlete during the hearing so long as the observer does not address the Chair or Panel members.  However, observers may not provide representation at the hearing, otherwise actively participate in the hearing, or disrupt or delay it.

3.5  The Department of Athletics must be represented by the Head Coach who made the recommendation to reduce, cancel, or not renew the student’s athletically-related financial aid, as well as the Sport Administrator and/or a Compliance administrator from Athletics.

3.6  Panel members and all other persons involved in the proceeding are expected to maintain confidentiality regarding the proceeding.  State and federal laws govern the privacy rights of students and employees.  Questions about the disclosure of information should be directed to the Office of General Counsel.

3.7  Each party may make an opening and closing statement.  After the opening statement, the student athlete shall present his/her appeal and any other relevant information.  At the close of the student’s presentation, the Head Coach or other Department of Athletics’ representative may present any statements and any other relevant information.  Panel members may ask questions or request additional information at any time during the hearing.  Closing statements, if desired by either party, will conclude the hearing process.

3.8  The panel shall deliberate and reach a decision on the appeal in a closed session.  The decision must be based solely on the information presented at the hearing.  The panel shall review the arguments and documentation submitted and determine whether the Department of Athletics’ decision to reduce, revoke or not renew the student’s athletically-related financial aid should be modified or overturned.

3.9  The Director of the Office of Scholarships and Financial Aid, shall provide the panel’s decision in writing to the parties within a reasonable period of time (not to exceed ten (10) University business days) from the date of the hearing.  The panel’s decision shall be final, and no further appeal is permitted.