Guidelines for award of Germanna Guarantee Scholarships

Administration Policy 10170

1. Purpose

This policy provides guidelines for administration of awards to students through the Germanna Guarantee Program (GGP).

2. General

The Germanna Community College Educational Foundation conducts the Germanna Guarantee Program. The program’s goal is to ensure that no student is denied access to education at Germanna Community College because of financial need. The primary consideration in awarding Germanna Guarantee Scholarships is financial need. Top grades are not a requirement for this scholarship. Instead, this program is designed to give students who have potential to succeed, and who require additional financial support, the opportunity to pursue and achieve their educational goals at Germanna Community College. The Germanna Guarantee Program complements federal and state financial aid, and is often awarded after these forms of financial aid have been used.

3. Procedures

a. Eligibility. Students enrolled in a credit program of study at Germanna Community College are eligible to apply for a Germanna Guarantee Scholarship. Applicants must have a minimum Grade Point Average of 2.0 and be potentially eligible to receive financial aid. Applicants must not be in default on a federal student loan or owe money on a federal student grant. Applicants must not be in default on any obligation with the Commonwealth of Virginia.

b. Application. GGP application forms are available in the GCC Financial Aid Office and the GCC Educational Foundation Office. Students must have a current Free Application for Federal Student Aid (FAFSA) on file with the GCC Financial Aid Office. This file is used to verify financial need. Each applicant must include a brief description explaining the student’s situation and what assistance is being requested. Students turn in their applications, with a copy of an official or unofficial transcript, to the Financial Aid Office.

c. Review. The Financial Aid Coordinator reviews and forwards GGP applications with information concerning the students’ financial need to the Germanna Community College Educational Foundation. In the absence of the Financial Aid Officer, the Director of Student Services may also review and provide input regarding GGP applications. Educational Foundation staff review the application using the guidelines provided in paragraph 3h. The College President (who serves as the Educational Foundation Secretary), the Foundation Executive Director, and the Foundation Coordinator hold authority to approve, amend, or decline GGP applications.

d. Notification. Awards are normally determined within seven business days after they are received in the Financial Aid Office. The GCC Educational Foundation provides letters notifying applicants of award approval or disapproval. These letters state the amount of award, what expenses the funds may support, (e.g., tuition, books, education-related expenses, or a combination of the above), and the term of the award (e.g., Fall and Spring Semesters, 2004-2005). Notification to the Financial Aid Office must be done in sufficient time to enter the data in the Student Information System if the awards are to pay for tuition or books.

e. Disbursement. The Financial Aid Office establishes an account from which tuition and book charges may be deducted. In some cases, GGP awards are provided directly to students, typically to meet emergency expenses or to reimburse students for current educational expenses. At mid-semester, the Foundation Coordinator will review award balances. Depending on student’s status and the amount of scholarship funds remaining, the Educational Foundation will request that the College issue a disbursement directly to the student, or return the funds to the Educational Foundation.

f. Procedure for Book Awards: GGP book awards follow the same guidelines as generally found with other forms of financial aid. For example, used books should be purchased before new ones (if available), and items purchased must pertain to the courses in which the student is enrolled. Students requesting scholarships for book expenses must attach an estimate of their book fees, which can be obtained by visiting Book award requests are not considered after two weeks of the start of the semester.

g. Reporting. The GCC Educational Foundation Coordinator maintains a file to include copies of GGP applications and letters of approval or disapproval. The Coordinator records awards and disbursements using a scholarship ledger system. At least annually, the Foundation Coordinator reports to the Foundation Board the numbers of students supported and the amounts awarded through the Germanna Guarantee Program.

h. Guidelines. The following guidelines are designed to provide reasonable flexibility in granting of awards, while ensuring sound fiduciary practice.

Funds must be available to award grants and scholarships through the GGP.

The Financial Aid Coordinator reviews Germanna Guarantee Program applications, and Educational Foundation representatives provide approval. Staff members are to consider applications in light of each student’s circumstances and level of financial need.

GGP award amounts are typically calculated to pay the remaining cost of in-state tuition and books after application of other financial aid. In calculating GGP awards, reviewers consider each applicant’s expected family contribution and remaining financial need.

In the course of their duties, the Financial Aid Coordinator or Director of Student Services, or their designees, may identify students who are candidates for support through GGP. Staff may encourage these students to apply, provide information relevant to students’ extenuating circumstances, and provide a recommendation for approval.

The Germanna Guarantee Program may award

Scholarships to students who have been awarded less than a full Pell Grant, but who have remaining financial need.

Scholarships to students who do not qualify for Pell, but whose Expected Family Contribution (EFC) is less than the Cost of Attendance (COA) at Germanna, as determined by federal financial aid guidelines. Students whose EFC exceeds the Cost of Attendance normally do not qualify for GGP.

Scholarships to students who normally qualify for Pell, but who have temporarily lost eligibility for federal and student aid. Students who have extenuating circumstances may be granted awards of up to the cost of in-state tuition plus books.

Scholarships to students who have applied for federal financial aid, and whose approval is pending. Students who have extenuating circumstances may be granted awards of up to the cost of in-state tuition plus books.

Scholarships to students who, due to unexpected circumstances, have experienced a significant drop in income since their income was recorded on the Free Application for Federal Student Aid. Such applicants may be asked to provide documentation of their change in income.

Grants of up to $350 emergency assistance to students who qualify for financial aid based on family income. Such emergency grants may be used to pay for education-related supplies or expenses such as child-care, transportation repairs and fuel. Applicants must state their financial emergency, and may be asked to provide receipts documenting payment of the approved expense. Requests to pay credit card, loan, rent or mortgage payments will not be approved.

4. Reference

Germanna Community College Educational Foundation Policy Manual (1998)

5. Points of contact

Robert Morris, Director of Institutional Advancement

6. Approval and revision dates

Approved by President’s Council Aug. 20, 2004

Approved by GCCEF Board, Sept. 20, 2004

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