Policies and Procedures for the Administration of Financial Aid
Scholarships - Initial and Renewal
Coaches must request financial aid for any incoming or returning student-athlete by completing the Baylor Athletics Scholarship Request form. The form must be signed by the head coach and the appropriate sport supervisor and then submitted to the Compliance Office. If the student-athlete is an incoming student, the Compliance Office will prepare the NLI and/or Financial Aid Contract (as requested on the form) and send by overnight mail to the designated address with a return overnight mail envelope. Upon receipt of the returned NLI and/or Financial Aid Contract, the Compliance Office will verify appropriate signatures, dates and times. If the NLI is valid, a copy of the NLI and Financial Aid Contract will be sent by the Compliance Office to the Big 12 Conference within the requisite deadline. The Compliance Office will then prepare a "Student-Athlete Addition" email and send to the appropriate offices, including the Financial Aid Office. A scholarship authorization will then be prepared by the Compliance Office based on the information from the request form and e-mailed to the Financial Aid Office. The Financial Aid Office shall set up the student-athlete's scholarship according to the authorization. Again, coaches must request financial aid for any returning student-athlete by completing the Baylor Athletics Scholarship Request form. For those student-athletes whose scholarship is being renewed, the Compliance Office shall prepare a scholarship authorization and e-mail it to the Financial Aid Office. The Financial Aid Office shall set up the student-athlete's scholarship according to the authorization. A student-athlete may receive a maximum of five years of athletics aid within a six year period that starts with the first term of full-time collegiate enrollment at any school (please refer to NCAA Bylaw 15.01.5).
The NCAA Squad Lists are required to be completed, signed and sent to the Big 12 Conference for each sport prior to the date of their first competition. The completion of Squad Lists and submission to the Big 12 is to be done along with Eligibility Reports prior to the first competition. A final revised Squad List will be submitted to the Big 12 by the Compliance Office at the end of the academic year to reflect all changes throughout the academic year.
The Compliance Office has the responsibility of inputting all financial aid information into the NCAA Compliance Assistant program. The Compliance Office submits the final Squad Lists to the Financial Aid Office at the end of the academic year for a complete and independent check for accuracy in reporting prior to signing the Squad Lists. The final Squad Lists are signed by the respective Head Coach, Athletics Director, Compliance Office and Financial Aid Office.
For all financial aid received by a student-athlete that does not count against their team's overall scholarship limits, a certification letter must be on file. The Compliance Office shall use the NCAA Compliance Assistance program to prepare all Non-Counter Letters. The Compliance Office shall obtain appropriate signatures on all such letters and maintain a copy of the completed letter in each student-athlete's file.
All outside scholarships received by the University for student-athletes will be held and shall not be placed on the student-athlete's account until cleared by both the Financial Aid Office and the Compliance Office. The Financial Aid Office shall review all student-athletes for outside scholarships and will determine what role athletics played in granting the scholarship. The Financial Aid Office shall send a letter to the originator of the scholarship to determine the role athletic participation played in granting the scholarship. After the criterion of the outside scholarship has been determined, the Compliance Office shall enter the information into the Compliance Assistance program. If it is determined that the outside scholarship is countable against the team's overall scholarship limits, then the Compliance Office shall notify the head coach.
Scholarship - Reductions and Non-Renewals
If a coach is going to reduce or cancel a student-athlete's scholarship for the following academic year they must complete the Baylor Athletics Scholarship Request form and indicate that they are reducing or non-renewing the athletics aid of the student-athlete. The Compliance Office will then forward the reduction or non-renewal to the Financial Aid Office who will prepare the reduction/cancellation letter and mail the letter, along with the Financial Aid Appeal Procedures, to the student-athlete no later than July 1.