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Athletic Financial Aid Appeal Policy and Procedures

Policy

In accordance with NCAA regulations 15.3.2.3, the institution's financial aid authority shall notify the student-athlete in writing of the opportunity for a hearing when institutional financial aid based in any degree on athletics ability is to be reduced or canceled during the period of the award or is reduced or not renewed for the following academic year or years.

During the period of award, a reduction or cancellation of athletic scholarship is permissible if any of the following are met (per NCAA bylaw 15.3.4.2): the student-athlete renders himself or herself ineligible for intercollegiate competition; fraudulently misrepresents any information on an application; letter of intent or financial aid agreement; engages in serious misconduct warranting substantial disciplinary penalty; voluntarily withdraws from the sport at any time per personal reasons; provides written notification of transfer to the institution; however, the student-athlete's financial aid may not be reduced until the end of the academic term in which written notification of transfer is received.

Drexel University Athletic scholarships are one-year contracts and are renewable for the upcoming academic year at the athletic department’s discretion. Therefore, athletic scholarships are not guaranteed for the four-year period.

Procedures

Appeals Committee:

The Appeals Committee is comprised of an Appeals Chair (Assistant Director of Financial Aid) and Drexel University administrators selected by the Appeals Chair. All committee members are employed outside of the Athletic Department and therefore, do not report to a supervisor within the Athletic Department.

Requesting an Appeal:

  1. The student submits the appeal in writing to the Office of Financial Aid within fourteen days of the date on the Cancellation or Reduction Notification letter.
  2. The appeal must include:
    • Student’s name, ID number, year in school, sport;
    • Reasons for believing that the decision was improper, including names of institutional staff members (e.g., coach, Enrollment Services staff, etc.) with whom the student has discussed the aid;
    • Copies of any relevant documents (e.g., letter regarding athletics award);
    • Indicate type of appeal process requested (see Options 1 and 2 below).

Option 1: Written Appeal

  • If the student-athlete elects not to have an in-person hearing, the student should send the written appeal to the Office of Financial aid in the office of EMSS. The Office of Financial Aid shall direct the written appeal to the Student Athletic Financial Aid Appeals Committee within 10 business days of receiving the Appeal from the student-athlete. The office of Enrollment Services shall also notify the Athletic Department of the Appeal and allow two weeks for a response.
  • The Committee may request additional information if necessary.

Option 2: In-Person Hearing

  • The student-athlete shall submit with the Appeal, a written request to the Office of Financial Aid in the office of Enrollment Services for an Appeal hearing before the Athletic Financial Aid Appeals Committee. The request for a hearing must be included with the Appeal and must be received within fourteen days of the date on the Cancellation or Reduction Notification letter. The Athletic Department will be notified and given adequate time to prepare a written response.
  • A hearing will be scheduled within 10 business days of receipt of the appeal, and the student-athlete and Athletic Department will be notified of the time and place.

In-person hearing guidelines:

  1. A hearing will be scheduled within ten business days of receipt of the appeal. The actual date of the hearing may be outside of the ten business day window.
  2. The student and appropriate member(s) of the Athletic Department are notified by the Appeals Chair of the time and place.
  3. Two business days prior to the hearing, the following needs to be submitted to the Director of Financial Aid for the Appeals Committee to review:
    • Written evidence sent from the student-athlete
    • Written documentation from the Athletics representatives
    • A list from both parties of all individuals attending the hearing.
      • The student-athlete may be accompanied by parent(s) or guardian(s). Lawyers, attorneys, parents and guardians are not permitted to attend the appeal on behalf of the student-athlete.
      • Athletic Department representatives may include Compliance Officer(s), Sport Administrator (s), and Designated Coaching Staff.
      *Individuals not disclosed to the Assistant Director of Financial Aid will not be permitted to attend the hearing.
  4. Conduct of the Hearing:
    • All parties involved should plan to attend the appeal in appropriate dress.
    • Both parties will bring copies of the additional documentation that was previously sent to the Director of Financial Aid.
    • The Appeals Chair will serve as the moderator of the hearing.
    • The student-athlete will have the opportunity to present their arguments to the Appeals Committee.
    • The Athletic Department representative will have the opportunity to present their arguments to the Appeals Committee.
    • The Appeals Committee will ask any further questions.
    • The Appeals Committee will excuse all parties from the hearing.

Notice of Decision:

After the conclusion of the hearing, the Appeals Committee will meet privately to deliberate on the evidence presented until a verdict is reached by majority vote. A written response to the appeal will be sent to the student and other appropriate parties within ten business days after the appeal has been heard. The decision will be one of following: the student-athlete's appeal is denied, or the student-athlete's appeal is honored. The Committee’s decision is final.