GEAR UP Virginia Scholarship and Achievement Grant Policy Manual 2006-2012 Cohort
CONTENTS GEAR UP Program Overview... 1 Contact Information... 1 GEAR UP Virginia Scholarship... 2 Initial Eligibility Requirements... 2 Renewal Requirements... 2 Eligible Institutions... 3 Awarding Period and Award Year... 3 Maximum Length of Student Eligibility... 3 Award Amount... 3 Student Verification and Payment Process... 4 Use of Funds... 4 Renewal Process... 4 Summer Awards... 4 Loss of Eligibility... 5 Eligibility Appeals... 5 Appeal Process... 5 Institution Financial Aid Suspension Appeals... 6 Leave of Absence... 6 Complete Withdrawals... 6 Transfer Students... 6 Student Responsibilities... 6 Family Educational Rights and Privacy Act (FERPA)... 7 GEAR UP Virginia Achievement Grant (DISCONTINUED)... 8 Amount and Length of Award... 8 Student Verification and Payment Process... 8 Use of Funds... 8 Institutional Administrator Responsibilities... 9 Institution Participation Agreement... 9 Contacts... 9 Online Database... 9 Verification Requirements and Payment Process... 9 Use of Funds... 10 Cost of Attendance/Packaging... 10 Changes in Enrollment... 10 Complete Withdrawals... 11 Payment Reconciliation... 11 Refunds to SCHEV... 11 Updated August 2015
GEAR UP PROGRAM OVERVIEW GEAR UP, an acronym for Gaining Early Awareness and Readiness for Undergraduate Programs, is a federal grant program funded by the U.S. Department of Education. The program is designed to work with an entire cohort of students beginning no later than seventh grade to increase the number of low-income students who are prepared to enter and succeed in postsecondary education. In 2006, the State Council of Higher Education for Virginia (SCHEV) was awarded its second six-year matching grant to serve over 4,000 students in 25 school divisions across Virginia. Before the grant ended in 2012, Virginia s GEAR UP program provided several services, including tutoring, mentoring, career awareness, and college-readiness counseling. A portion of this federal grant is still available to award scholarships to eligible students. Contact Information Administrator(s): Mailing Address: Email Address: GEAR UP Website: Tierney Jackson Associate for Financial Aid tierneyjackson@schev.edu (804) 225-3778 Felix Sam GEAR UP Scholarship Assistant felixsam@schev.edu (804) 225-2632 State Council of Higher Education for Virginia GEAR UP Virginia Scholarship 101 North 14 th Street James Monroe Building, 10 th Floor Richmond, Virginia 23219 GEARUPscholarship@schev.edu www.gearupva.com Disclaimer: As the primary administrator of the GEAR UP Virginia Scholarship and Achievement Grant, the State Council of Higher Education for Virginia reserves the right at its discretion and at any time to make changes to this policy during the awarding period. SCHEV will resolve any issues not specifically addressed in this document or in the federal regulations on a case-by-case basis with appropriate guidance from the U.S. Department of Education. 1
GEAR UP VIRGINIA SCHOLARSHIP The GEAR UP Virginia Scholarship is a financial aid program available to selected students from the 2006-2012 GEAR UP program cohort. In order to be considered for a scholarship, students must have applied and met several requirements, including Pell Grant eligibility. Priority was given to students who demonstrated the greatest financial need. Scholarships are renewable depending on available funding, but are not guaranteed. Initial Eligibility Requirements To be eligible for initial consideration for a GEAR UP Virginia Scholarship, a student must have: Been a member of the original 7 th grade GEAR UP class in 2006-07. Had a signed student information release form on file with SCHEV. Been an active participant in GEAR UP-endorsed program activities. Had a cumulative grade point average (GPA) of 2.0 or above by the end of the first semester of their senior year. Must have maintained a 2.0 or above through graduation. Graduated with a high school diploma from a participating GEAR UP high school by August 31, 2012. Been accepted and enrolled at least half-time in an undergraduate degree, diploma, or certification program at an eligible institution at the start of their college enrollment, which could be no later than the second fall semester following high school graduation. See Eligible Institutions section on page 3. Successfully completed a 2012-13 Free Application for Federal Student Aid (FAFSA). Been eligible for and awarded the Federal Pell Grant. Submitted a complete GEAR UP award application and all required documents to SCHEV by March 31, 2012. Renewal Requirements To maintain eligibility for an annual GEAR UP Virginia Scholarship, students must: Submit a complete renewal application packet by the determined deadline each year. Be admitted into an undergraduate degree, diploma, or certificate program at an eligible institution. Be enrolled at least half-time each semester (excluding summer) from the time of receipt of the initial award. Complete withdrawals result in the permanent cancellation of a student s eligibility unless appealed and approved through SCHEV. Maintain acceptable academic standing (i.e., no academic suspensions) and meet Satisfactory Academic Progress (SAP) financial aid requirements as determined by the institution. Academic and financial aid suspensions result in the permanent cancellation of a student s eligibility unless appealed and approved through the institution. Successfully complete a FAFSA and any financial aid requirements at the institution each year. Be eligible for and awarded the Federal Pell Grant each semester. Not have exceeded the maximum length of eligibility. See Maximum Length of Student Eligibility section on page 3. 2
Eligible Institutions An eligible institution is one that: Is physically located in Virginia or its bordering states (i.e. District of Columbia, Kentucky, Maryland, North Carolina, Tennessee, or West Virginia). Also, students may be eligible to receive their award at an institution that participates in the Academic Common Market (ACM) program, only if the student applies and is approved to participate in ACM. Participates in Federal Title IV Student Financial Aid programs, including Pell Grant. Agrees to participate in the GEAR UP Scholarship/Achievement Grant program. SCHEV will contact the institution regarding participation. Awarding Period and Award Year Scholarship funding for the 2006-12 program cohort expires at the end of August 2018. The scholarship award year begins each fall semester. Summer is treated as a trailer semester and is not included in the regular academic year or used to determine continuous enrollment. Maximum Length of Student Eligibility Eligible students may receive a scholarship for four years (i.e. eight semesters or 12 quarters, not including summer) with a possible fifth year of eligibility. Renewal scholarships are contingent upon funding and are not guaranteed. Scholarship eligibility expires once a student no longer meets requirements, reaches the maximum years of eligibility, or is granted their first bachelor s degree; whichever comes first. Scholarship funding for the 2006-12 program cohort expires at the end of August 2018. Award Amount The maximum annual GEAR UP award is determined by SCHEV each year and must be at least equal to the overall maximum Federal Pell Grant award amount for the corresponding award year as determined by the U.S. Department of Education. The GEAR UP award amount may vary from year to year depending on the annual Pell Grant award amount. SCHEV does not set a maximum award amount to match individual student award. Factors that may affect the annual award amount are: availability of funds, changes in federal or state regulations, and number of eligible applicants. The scholarship is divided into two semester or three quarterly payments, depending on whether the institution operates on a semester or quarterly calendar. Students cannot receive more than half of the maximum annual award during one semester or more than one third of the maximum annual award during one quarter. GEAR UP awards, when combined with other gift aid (grants, scholarships, and waivers), cannot exceed the student s estimated cost of attendance (tuition, fees, room, board, and other educationrelated expenses). Institutions may have to reduce GEAR UP awards to prevent the student from exceeding their estimated cost of attendance; however, SCHEV suggests that institutions first reduce loans and work-study to clear up this issue. 3
Student Verification and Payment Process Before payments can be processed, students enrollment and financial aid eligibility must be verified by the participating institution each semester after the final drop date (i.e., last day to drop without withdrawal grade). SCHEV will adhere to the final drop dates listed on the institution s academic calendar. Step-by-Step Process 1. After the final drop date (without withdrawal grade), SCHEV provides the GEAR UP student verification form to the institution via the online database. 2. The institution verifies enrollment and financial aid eligibility, provides the payment amount, and submits the completed form to SCHEV. 3. SCHEV reviews the completed form and submits payment requests to the processing agency. 4. Within approximately two to three weeks, a single, combined payment for all eligible students is sent to the institution via check or ACH bank transfer. 5. The institution applies payments to individual student financial aid accounts. GEAR UP funds, when combined with other gift aid (grants, scholarships, and waivers) must not exceed the student s estimated cost of attendance. Reduce work-study, loans, then GEAR UP if necessary. Use of Funds The GEAR UP Virginia Scholarship should first be applied to any education-related expenses at the institution. If applicable, remaining amounts not exceeding the student s estimated cost of attendance (tuition, fees, room, board, and other education-related expenses) may be refunded to the student per the institution s refund policy. Renewal Process Renewal applications for the subsequent academic year will be available to students in late spring of each year. Students will be reminded of the renewal process and deadline periodically until the determined deadline. If students submit all renewal application materials by the deadline and are in good standing with the institution, they will receive a tentative award letter shortly after the deadline. All other renewal requirements (enrollment and financial aid) will be verified by the institution after the final drop date each semester. See Renewal Requirements on page 2 and Student Verification and Payment Process section above. Summer Awards If a student does not use their full scholarship during the regular academic year because they enrolled at least half-time but less than full-time or did not have room in their estimated cost of attendance, they may be eligible to receive their unused scholarship funds during the summer semester. Students must maintain scholarship eligibility and complete any summer financial aid requirements at their institution to receive their award. Eligible students will be notified by SCHEV in early spring. Summer awards are contingent upon funding and are not guaranteed. 4
Loss of Eligibility The following will result in the cancellation of a student s eligibility: Enrollment at an institution that does not meet GEAR UP requirements. Failure to maintain at least half-time enrollment each semester (excluding summer) in an undergraduate degree, diploma, or certificate program. Students may request a onesemester leave of absence in advance; approval is not guaranteed. Withdrawal from all courses. Eligibility may be reinstated for future semesters through a successful appeal to SCHEV. Loss of Federal Pell Grant eligibility due to: Not submitting a FAFSA and completing all financial aid requirements at the institution each year; Not meeting Satisfactory Academic Progress requirements, resulting in financial aid suspension. Eligibility may be reinstated if the student receives an approved SAP appeal from the institution and continues receiving aid. If the appeal is denied, the student will no longer be eligible for GEAR UP for current or future semesters at any institution; or Increased Expected Family Contribution (EFC) after the initial award. If the students financial situation changes allowing them to regain eligibility for the Pell Grant, they may contact SCHEV to find out if their scholarship can be reinstated. Academic suspension from an institution. Eligibility will not be reinstated even if the student transfers to a new institution. Failure to submit a complete renewal application packet by the established deadline each year. NOTE: Circumstances not covered above will be handled by SCHEV on a case-by-case basis. Eligibility Appeals (For initial scholarship recipients only) Students may submit an appeal to SCHEV for reconsideration of their scholarship eligibility for reasons except the following: Attending an institution that does not meet GEAR UP eligibility requirements. Academic suspension from an institution. Scholarship eligibility expiring due to reaching maximum length of eligibility. Loss of Federal Pell Grant eligibility, unless the student appeals to their institution and has their eligibility reinstated for the semester. All Satisfactory Academic Progress (SAP) appeals are handled by the institution. See Institution Financial Aid Suspension Appeals on page 6. Appeal Process Students should only submit an appeal if they have failed to comply with scholarship requirements due to extenuating circumstances, such as military leave or medical, family, or financial hardships. Students interested in submitting an appeal should contact SCHEV to request an appeal form. Students will be required to submit supporting documentation with their appeal form to verify their circumstances. All appeals regarding the loss of GEAR UP Virginia Scholarship eligibility will be handled by SCHEV. SCHEV will address issues on a case-by-case basis. Submitting an appeal does not guarantee 5
approval. Students will receive notification of the decision by mail. Appeals submitted three months after the affected semester will not be accepted. Institution Financial Aid Suspension Appeals If a student s financial aid has been suspended due to not achieving Satisfactory Academic Progress (SAP), they will no longer be eligible to receive the GEAR UP Scholarship for the current semester or any future semesters. However, if the student submits a SAP appeal to their institution and their institution approves the appeal, removes the suspension, and allows the student to continue receiving financial aid (without a break), the student may remain eligible for the GEAR UP Scholarship provided that they continue meeting all requirements. Students should contact their institution s financial aid office for information regarding SAP requirements and appeals. Students must notify SCHEV immediately if their appeal is approved. Leave of Absence Students must maintain continuous half-time enrollment each semester (excluding summer) from the time of receipt of the initial award; however, if needed, the student may request a leave of absence for extenuating circumstances, such as military leave or medical, family, or financial hardships. Such requests should be submitted to SCHEV prior to the semester in which the leave is needed. Students may be required to provide supporting documentation with their request. Leave of absence requests will be decided on a case-by-case basis. Submitting a request does not guarantee approval. Complete Withdrawals If a student withdraws from all courses, their award may be reduced by their institution. The institution will determine what percentage of the GEAR UP Scholarship the student earned using the Federal Return of Title IV calculation, and the unearned portion of the scholarship will be returned to SCHEV. Withdrawing from all courses will result in the cancellation of the student s eligibility for future semesters, unless they receive an approved appeal from SCHEV. Transfer Students Students are responsible for notifying SCHEV of their plans to transfer to another institution. Transfer students will be required to submit proof of admission from the new eligible institution and their official transcript from their previous institution to confirm final academic standing. SCHEV will also confirm that the student was not placed on financial aid suspension prior to the transfer. Students who have been placed on academic or financial aid suspension will permanently lose their scholarship eligibility, even if they transfer to a different institution. Transferring without notice could affect the student s scholarship eligibility. Student Responsibilities SCHEV expects GEAR UP students to: Notify SCHEV of any changes in their contact information (mail, email, phone) or enrollment (transfers, withdrawals, etc.). Frequently check for GEAR UP emails and respond promptly to all requests from SCHEV. Remain informed of and comply with all scholarship requirements, policies, and procedures. 6
Family Educational Rights and Privacy Act (FERPA) The Family Educational Rights and Privacy Act (FERPA) (20 U.S.C. 1232g; 34 CFR Part 99) is a Federal law that protects the privacy of student education records. All GEAR UP Virginia Scholarship recipients must have a FERPA release on file with SCHEV permitting the sharing of student-specific information between the State Council of Higher Education for Virginia (SCHEV), Virginia College Savings Plan, the attending institution, and any individual to whom the student has given written permission. Such information includes, but is not limited to, student identification numbers, social security numbers, birth dates, college acceptance, enrollment, academic standing, financial aid eligibility, program completion, and any financial information necessary to effectively administer awards. 7
GEAR UP VIRGINIA ACHIEVEMENT GRANT The GEAR UP Virginia Achievement Grant is a one-time grant awarded to eligible GEAR UP students who were not selected for the GEAR UP Virginia Scholarship. GEAR UP Achievement Grant requirements and policies should be assumed to be the same as GEAR UP Scholarship policies except for the following: Students do not have to qualify for the Federal Pell Grant to receive the award. The grant is a one-time award and is not renewable. Students must submit a distribution request form to SCHEV for the semester in which they want to receive their one-time payment before they are added to a verification form. Student verification is not completed using the online GEAR UP database. Instead, SCHEV will send a verification form by email to participating institutions. Amount and Length of Award The GEAR UP Achievement Grant is a one-time award worth $2,000 to be used for one semester during the 2012-13 or 2013-14 academic year. The student will receive the full $2,000 award for one semester as long as they are enrolled at least half-time and the award does not exceed their estimated cost of attendance. Student Verification and Payment Process Achievement Grant recipients must submit a GEAR UP distribution request form at least two weeks before the start of the semester in which they want to receive their payment. Once SCHEV receives the distribution request form, students names will be added to the GEAR UP student verification form for the semester in which they have chosen to receive their payment. Step-by-Step Process 1. After the final drop date (without withdrawal grade), SCHEV provides the GEAR UP student verification form to the institution. 2. The institution verifies enrollment and financial aid eligibility, provides the payment amount, and submits the completed form to SCHEV. 3. SCHEV reviews the completed form and submits payment requests to the processing agency. 4. Within approximately two to three weeks, a single, combined payment for all eligible students is sent to the institution via check or ACH bank transfer. 5. The institution applies payments to individual student financial aid accounts. GEAR UP funds, when combined with other gift aid (grants, scholarships, and waivers) must not exceed the student s estimated cost of attendance. Reduce work-study, loans, then GEAR UP if necessary. Use of Funds The GEAR UP Virginia Achievement Grant should first be applied to any education-related expenses at the institution. If applicable, remaining amounts not exceeding the student s estimated cost of attendance (tuition, fees, room, board, and other education-related expenses) may be refunded to the student per the institution s refund policy. 8
INSTITUTIONAL ADMINISTRATOR RESPONSIBILITIES The State Council of Higher Education for Virginia (SCHEV) is the primary administrator of the GEAR UP Virginia Scholarship and Achievement Grant. SCHEV will rely on participating institutions to assist in verifying and monitoring student eligibility. Institution Participation Agreement Due to the unique nature of the GEAR UP Virginia Scholarship program, all institutions at which the scholarship will be distributed must complete a participation agreement. Participating institutions must abide by all federal and state program requirements. Students are not eligible to receive an award at an institution that chooses not to participate in this program. Family Educational Rights and Privacy Act (FERPA) In accordance with the FERPA, all GEAR UP Virginia award recipients have a FERPA release on file with SCHEV permitting the sharing of student-specific information between the State Council of Higher Education for Virginia (SCHEV), Virginia College Savings Plan, the attending institution, and any individual to whom the student has given written permission. Such information includes, but is not limited to, student identification numbers, social security numbers, birth dates, college acceptance, enrollment, academic standing, financial aid eligibility, program completion, and any financial information necessary to effectively administer awards. Institutional GEAR UP Administrators/Contacts The primary institutional GEAR UP administrator and contact is usually a member of the financial aid office. Secondary contacts can be other staff members of the financial aid office and/or student accounting/bursar s office. Online Database Participating institutions will have access to an online GEAR UP Virginia Scholarship database. Institutions will use this database to verify student eligibility, update contact information, and view reports. In the event that the online database is unavailable, institutions will receive an Excel version of verification forms via email from the scholarship administrator. Verification Requirements and Payment Process Before payments can be processed, institutions must complete and submit GEAR UP student verification forms to verify student eligibility, including enrollment, academic standing, Pell Grant eligibility, cost of attendance, and gift aid. Verification forms are available the day after the institution s final drop date (last day to drop without withdrawal grade) each semester. Students who continue meeting all requirements will be included on each verification form. Students must successfully pass verification each semester to receive their payment. See Step-by-Step Process section on the next page. 9
Step-by-Step Process 1. After the final drop date (without withdrawal grade), SCHEV provides the GEAR UP student verification form to the institution via the online database. 2. The institution verifies enrollment and financial aid eligibility, provides the payment amount, and submits the completed form to SCHEV. 3. SCHEV reviews the completed form and submits payment requests to the processing agency. 4. Within approximately two to three weeks, a single, combined payment for all eligible students is sent to the institution via check or ACH bank transfer. 5. The institution applies payments to individual student financial aid accounts. GEAR UP funds, when combined with other gift aid (grants, scholarships, and waivers) must not exceed the student s estimated cost of attendance. Reduce work-study, loans, then GEAR UP if necessary. Use of Funds GEAR UP awards should first be applied to any education-related expenses at the institution. If applicable, remaining amounts not exceeding the student s estimated cost of attendance (tuition, fees, room, board, and other education-related expenses) may be refunded to the student per the institution s refund policy. Cost of Attendance/Packaging GEAR UP awards may exceed a student s need; however, the award, when combined with other gift aid (grants, scholarships, and waivers) must not exceed their estimated cost of attendance (tuition, fees, room, board, and other education-related expenses). Therefore, the institution may allow the award to replace a portion of a student s Expected Family Contribution (EFC). Virginia institutions should refer to VSFAP regulations (8 VAC 40-130) when awarding. SCHEV suggests that institutions first reduce loans and work-study to clear any over-awards created by the awarding of GEAR UP. Suggested Awarding Order 1. Federal Pell Grant 2. Other gift aid (grants, scholarships, and waivers) 3. GEAR UP Virginia award* 4. Loans and work-study awards * Institutions are encouraged to post GEAR UP scholarships to students financial aid accounts in a pending status until funds are received. Changes in Enrollment Institutions should closely monitor enrollment for all GEAR UP recipients. SCHEV should be made aware of any changes in student enrollment that occur during the academic year after the final drop date. 10
Complete Withdrawals If a student withdraws from all courses, the institution must calculate the unearned portion of the award based on the percentage used for Federal Return to Title IV program purposes. For example, if the student earned 15% of federal aid, then the student earned 15% of GEAR UP (rounded to the nearest dollar). If adjustments are made, institutions must contact SCHEV to make arrangements to return remaining funds. Complete withdrawals from all courses result in the cancellation of the student s eligibility for future semesters, unless they receive an approved appeal from SCHEV; therefore, SCHEV needs to know about all complete withdrawals, regardless of whether or not funds need to be returned. Payment Reconciliation At the end of each academic year, participating institutions should verify that the payment information in their financial aid system matches SCHEV s financial aid reports. Any discrepancies must be reconciled with SCHEV. Refunds to SCHEV Institutions may need to return scholarship funds to SCHEV for several reasons, including: Changes in enrollment after drop/add date. Withdrawals from all courses resulting in Return of Title IV adjustments. Changes in EFC, making student ineligible for the Pell Grant. Cost of attendance over-award created by the awarding of additional financial aid. Institutions must contact SCHEV before returning any funds to make sure a refund is necessary. If it is determined that the institution owes SCHEV a refund, the institution should promptly return funds using the instructions below. Refund Instructions 1. All refunds should be returned by check only made payable to Virginia529, GEAR UP. 2. Include the student s name, semester, and refund amount with the check. 3. Mail refund checks to: Virginia529, GEAR UP Elizabeth Angle 9001 Arboretum Parkway North Chesterfield, VA 23236 11