Scholarship and Recognition Responsible Administrative Unit:
Award Policy
Enrol ment Management


Policy Contact:
Issued: July 1, 2010
Director of Financial Aid
Revised: June 3, 2016
jirobert@mines.edu

1.0 BACKGROUND AND PURPOSE
The Colorado School of Mines (Mines or School) must comply with applicable rules and regulations
related to scholarships funded by donations or institutional funds. In compliance with federal
regulations (34 C.F.R. Part 673.5(c)), the Mines Scholarship and Recognition Award Policy
provides consistent guidelines to the Mines’ community for the awarding of internal scholarships.
For the purposes of this policy, Outstanding Student Awards are considered internal scholarships.
2.0 POLICY
As a public university, the Colorado School of Mines awards scholarships to graduate and
undergraduate students based on need or merit qualifications. Scholarships awarded through
endowments must follow donors’ intentions or stated guidelines. Al awards are subject to the
provisions of this policy, which requires that students receive awards processed only through the
Financial Aid Office.

2.1
Awarding and Co-Managing Scholarship Funds
Scholarships may be awarded by the following institutional units:

• The Financial Aid Office using Foundation or institutional funds.
• A program or academic department using Foundation funds or institutional funds.
• A program, organization or academic department as part of an Outstanding Graduating
Senior recognition program.
All scholarship funds wil be co-managed by the department/program/organization and the Financial
Aid Office.
2.2
Role of the Financial Aid Office
Regardless of the awarding unit, the Financial Aid Office has a mandatory role in the processing of
awards. Scholarships are included in a student’s total cost-of-attendance (COA) budget for an
academic year. The COA budget includes allotments for educational expenses (tuition, fees,
books, room, board) as well as personal expenses. Financial aid awards may also include need-
based funding such as federal, state, or institutional grants, or funds from Mines’ gift or endowment
accounts, many of which have certain restrictions (e.g., GPA, number of credits completed
satisfactorily, etc.). After the initial award is made to a student, the Financial Aid Office may reduce
or cancel these awards if it is determined that a student is now over his/her calculated need (COA
minus Estimated Family Contribution) or COA budget. Consequently, any offices or programs
making awards must inform the Financial Aid Office.

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Scholarship and Recognition Responsible Administrative Unit:
Award Policy
Enrol ment Management


Policy Contact:
Issued: July 1, 2010
Director of Financial Aid
Revised: June 3, 2016
jirobert@mines.edu

2.3 Role of the Departmental Fund Manager
For Foundation endowed or gift funds that specify a departmental fund manager, the fund manager
may choose to select recipients and the scholarship amounts to be awarded. The department is
responsible for communicating the award information to the Financial Aid Office, which wil post the
award to the student’s account. The departmental fund manager must submit the Student Award
Form (see “Attachment” below) by December 1st or May 1st (of the fall or spring semester,
respectively) to ensure sufficient processing time.
2.4 Applicability
This policy does not apply to all financial aid awards including:

• The Graduate Fellowship Program: Graduate fellowships follow a process established by the
Graduate Office.

• Noncash Awards: This policy is not to be used for non-cash awards, such as purchased items (e.g.
plaque). Noncash awards must be awarded in accordance with appropriate expenditure guidelines
for the specific fund. Note that gift certificates and gift cards are considered a cash award, and are
therefore subject to this policy.
3.0 PROCEDURES
Campus departments must submit the request for recognition awards to the Financial Aid Office.
For outstanding senior awards, the Student Award Form must be submitted by December 1st for fall
awards, or May 1st for spring awards to ensure sufficient processing time. This form is available on
the Controller Office’s website and the Financial Aid website (see “Attachment” below). The checks
for these awards for the graduating students wil be run on the graduation day to keep the surprise
element of the process. These checks wil be available for student pick-up at the Cashier’s Office
that afternoon. It wil be important for the departments to inform students when their check wil be
available at the Cashier’s Office. Checks not picked up within one week wil be mailed.
Departments may provide students with a certificate in their departmental graduation events.
4.0 RESPONSIBILITIES
As part of the awarding process, different offices have compliance responsibilities, which vary
depending on the types of funds utilized. The chart below provides guidance on these
responsibilities:

Page 2 of 4





Scholarship and Recognition Responsible Administrative Unit:
Award Policy
Enrol ment Management


Policy Contact:
Issued: July 1, 2010
Director of Financial Aid
Revised: June 3, 2016
jirobert@mines.edu


In the case of…
Then…

Scholarships awarded through the
The Financial Aid Office must ensure
Financial Aid Office using Foundation or
compliance with state and federal rules and
institutional scholarship funds…
regulations or Foundation guidelines.

Scholarships awarded through a program
The Financial Aid Office to ensure
or academic department using
compliance with state and federal rules and
Foundation funds…
regulations or Foundation guidelines.

Scholarships awarded through a program
The department must ensure compliance
or academic department using
with fund restrictions; the Financial Aid
institutional funds designated for
Office in partnership with the academic
departmental use (e.g. discretionary
department wil ensure compliance with
funds)…
state and federal regulations.
The departmental fund manager must
Scholarships awarded through a program,
ensure compliance with fund restrictions; the
organization or academic department as
Financial Aid Office in partnership with the
part of an outstanding student award...
academic department must ensure
compliance with state and federal
regulations.

Additional Responsibilities
Financial Aid Office: Reconciliation of scholarship awards and communication of concerns
to the Controller’s Office. Communication with the associated department if spending from
the endowments produces an over award for the student.
Controller's Office: Communication with the associated department if spending from the
endowments does not meet criterion established by the donor.


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Scholarship and Recognition Responsible Administrative Unit:
Award Policy
Enrol ment Management


Policy Contact:
Issued: July 1, 2010
Director of Financial Aid
Revised: June 3, 2016
jirobert@mines.edu

5.0 DEFINITIONS
Co-managed – Foundation funds with a departmental fund manager designation wil also list the
Director of Financial Aid as a manager.
Department – An academic department, organization, or campus program.
Outstanding student awards - Any awards or prizes given to students by departments or
programs at different levels including Junior and Senior awards. For the purposes of this policy,
these awards are considered internal scholarships.
Scholarship – An award of financial aid for a student to further his/her education. Scholarships are
awarded on various criteria usually reflecting the values and purposes of the donor or founder of the
award.
6.0 DISCLAIMER
Financial assistance may be impacted as awards are posting against student account balance.
7.0 ATTACHMENT
Student Award Form
8.0
HISTORY
The policy was issued July 1, 2010 and Revised August 1, 2012. On June 3, 2016, updates were
made including: hyperlink, spacing, and addition of a History section 8.0 addition.
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