Regents (Board Of), Administration

Rule R765-609

Regents' Scholarship

Notice of Proposed Rule

(Amendment)

DAR File No.: 34798
Filed: 05/10/2011 01:35:57 PM

RULE ANALYSIS

Purpose of the rule or reason for the change:

Updates are needed for definitions, grade requirements, and clarification regarding probation status and scholarship forfeiture. The appeals process is more fully explained and rules added for completing course work. This amendment also addresses award amounts based on available funding.

Summary of the rule or change:

Changes to this rule include distinction between applicant and recipient, clarification of requirements for home-schooled applicants, and GPA requirements. Beyond the base award, this amendment addresses funding and enrollment requirements for the Exemplary Academic Achievement award. Award amounts will be determined each year by the Board of Regents based on legislative funding and number of applicants. Section R765-609-9 has been added to outline rules for completing course work that would qualify an applicant for this scholarship.

State statutory or constitutional authorization for this rule:

• Section 53B-8-108

Anticipated cost or savings to:

the state budget:

Implementation of these changes will allow awarding of scholarships to conform with annual funding of the program as provided by the Utah legislature. There are no additional costs to the state budget as a result of these amendments to Rule R765-604. Without the amendments of this rule, there would be potential for additional costs to fund scholarships beyond what could be anticipated each year. This amendment provides direction to assure that awards do not exceed the amount of annual allocations.

local governments:

There are no local government costs nor savings from this amendment as this rule does not apply to local governments.

small businesses:

Since this rule only applies to individuals who may be eligible for scholarship funds there are no costs nor savings to small businesses.

persons other than small businesses, businesses, or local governmental entities:

This rule affects potential awardees of Regents' Scholarship funds. There are no compliance costs to these individuals as the scholarship requires academic eligibility. There are no direct savings for any individual. Indirect savings may be anticipated by qualifying students who choose to attend an eligible institution and receive funds from this program to reduce the total amount of their tuition charges.

Compliance costs for affected persons:

Persons eligible for Regents' Scholarship funds will have no costs as a result of implementation of this rule change. There are no compliance costs associated with this rule for any individual, affected person, or entity, or any aspect of this rule.

Comments by the department head on the fiscal impact the rule may have on businesses:

There are no fiscal impacts to businesses from this rule since it only applies to high school students who wish to apply for scholarship funds through the Regents' Scholarship program.

William A. Sederburg, Commissioner

The full text of this rule may be inspected, during regular business hours, at the Division of Administrative Rules, or at:

Regents (Board Of)
Administration
60 SOUTH 400 WEST
SALT LAKE CITY, UT 84101-1284

Direct questions regarding this rule to:

• Ronell Crossley at the above address, by phone at 801-321-7291, by FAX at 801-321-7299, or by Internet E-mail at rcrossley@utahsbr.edu

Interested persons may present their views on this rule by submitting written comments to the address above no later than 5:00 p.m. on:

07/01/2011

This rule may become effective on:

07/08/2011

Authorized by:

William Sederburg, Commissioner

R765. Regents (Board of), Administration.

R765-609. Regents' Scholarship.

R765-609-1. Purpose.

[To encourage all Utah high school students to take a rigorous high school curriculum as outlined by the Utah Scholars Initiative that will successfully prepare them for postsecondary education and the demands of the modern workforce; to provide incentives for all Utah high school students to prepare academically and financially for postsecondary education; to motivate high school students to complete meaningful course work through their senior year; and to increase the numbers of Utahans enrolling in Utah colleges and universities.]The Regents' Scholarship encourages Utah high school students to prepare for college academically and financially by taking a core course of study in grades 9-12 and saving for college. This statewide scholarship is aligned with the Utah Scholars Core Course of Study which is based on national recommendations as outlined by the State Scholars Initiative. The courses required by the scholarship are proven to help students become college and career ready. In addition, this scholarship encourages high school students to complete meaningful course work through their senior year.

 

R765-609-2. References.

2.1. Utah Code Ann. Section 53B-8-108 et seq., Regents' Scholarship Program.

2.2. Utah Admin. Code Section R277-700-[7]6, High School Requirements (Effective for graduating students beginning with the 2010-2011 School Year).

2.3. Regents' Policy and Procedures R604, New Century Scholarship.

 

R765-609-3. Definitions.

3.1. "Applicant" means a student who is in their last term in high school and on track to complete the high school graduation requirements of a public school established by the Utah State Board of Education and the student's school district or charter school or a private high school in the state that is accredited by a regional accrediting body approved by the Utah State Board of Regents.

3.2. "Base [A]award"[:] means [A]a one-time scholarship to be awarded to [students]applicants who complete the eligibility requirements of section 4.1 of this policy.

3.[2]3. "Board"[:] means [T]the Utah State Board of Regents.

3.[3]4. "Core Course of Study"[:]means [T]the [16.5 credit] Utah Scholars[' curriculum]Core Course of Study taken during grades 9-12, which includes:

3.[3]4.1. 4.0 credits of English;

3.[3]4.2. 4.0 credits of mathematics taken in a progressive manner (at minimum Algebra I, Geometry, Algebra II, and a class beyond Algebra II or Math 3);

3.[3]4.3. 3.5 credits of social studies;

3.[3]4.4. 3.0 credits of lab-based natural science (one each of Biology, Chemistry, and Physics); and

3.[3]4.5. 2.0 credits of the same [foreign]world or classical language, other than English, taken in a progressive manner.

3.5 "Eligible Institutions" means USHE, or at any private, nonprofit institution of higher education in Utah accredited by the Northwest Association of Schools and Colleges.

3.[4]6. "Exemplary Academic Achievement [A]award"[:] means [A]a renewable scholarship to be awarded to students who complete the eligibility requirements of section 4.2 of this policy.

3.[5]7. "Full-time"[:] means [A]a minimum of twelve college credit hours.

3.[6]8. "High school"[:] means [A]a public school established by the Utah State Board of Education or private high school within the boundaries of the State of Utah. If a private high school, it [must]shall be accredited by a regional accrediting body approved by the [b]Board.

3.[7]9. "Home-schooled"[: R] refers to a student who has not [received a high school grade point average]graduated from a Utah high school and received letter grades for the Core Course of Study in grades 9-12.

3.[8]10. "Recipient"[:] means [A]a student who receives an award under the requirements set forth in this policy.

3.[9]11. "Regents' Diploma Endorsement"[:] means [A]a certificate or transcript notation that may be awarded to students who qualify for the Exemplary Academic Achievement [A]award of the Regents' Scholarship.

3.1[0]2. "Reasonable progress"[:] means [A recipient must complete]enrolling and completing at least twelve credit hours during Fall and Spring [S]semester s [or apply for and receive an approved Deferral or Leave of Absence from the Board. If applicable, students attending summer must enroll full-time according to their institution and or program policy regarding full-time status]and earning a 3.0 GPA or higher each semester.

3.13. "Renewal Documents" means a college transcript demonstrating that the recipient has met the required semester GPA and a detailed schedule providing proof of full-time enrollment for the semester which the recipient is seeking award payment.

3.1[1]4. "Scholarship Review Committee"[:] means [T]the committee approved to review Regents' Scholarship applications and make final decisions regarding awards.

3.15. "Two years of full-time equivalent enrollment" means the equivalent of four semesters of full-time enrollment (minimum of twelve credit hours per semester).

3.1[2]6. "UESP"[:] means [T]the Utah Educational Savings Plan.

3.1[3]7. "USHE"[:] means [T]the Utah System of Higher Education, which includes the University of Utah, Utah State University, Weber State University, Southern Utah University, Snow College, Dixie State College of Utah, Utah Valley University, and Salt Lake Community College.

[ 3.14. "Eligible Institutions": USHE, or at any private, nonprofit institution of higher education in Utah accredited by the Northwest Association of Schools and Colleges.

]

R765-609-4. Conditions of the Regents' Scholarship Program and Program Terms.

4.1. Base Award: To qualify for the Regents' Scholarship Base [A]award, the applicant [must]shall satisfy the following criteria:

4.1.1. Complete the Core Course of Study[:] as defined in section 3.4 of this policy[ The applicant must submit an official high school transcript, and college transcript if the student has completed any college courses that are part of the Core Course of Study during grades 9-12, even if the concurrent/college classes is reflected on the high school transcript, (Information regarding courses satisfying the core requirements can be found online). If the core course is one full credit students must complete the full unit in order to satisfy the credit requirement in a specific core area].

4.1.2. GPA[and Weighted Courses]: The applicant [must]shall demonstrate completion of the Core Course of Study with a cumulative high school GPA of at least 3.0[, with no individual core course grade lower than a "C" on a transcript. The grade earned in any course designated on the student's high school transcript as Advanced Placement (AP) or a college course concurrent enrollment shall be weighted (only if college transcript is provided) according to the Scholarship Review Committee's standard procedures].

4.1.3. [College Course Work: The Regents' Scholarship Review Committee reserves the right to apply a 3:1 ratio in relation to college course work. If a student enrolls in and completes a college course worth three or more college credits, this may be counted as one full credit towards the scholarship requirements, however; the student then is evaluated on the college grade earned, with the weighted added to the college grade.]Minimum Grade requirement: the applicant shall have no individual core course grade lower than a "C" on a transcript. Certain courses may receive a weighted grade as outlined under subsection 9.5 of this policy.

4.1.4. ACT Score: The applicant [must]shall submit at least one verified ACT score.

4.1.5. Utah High School Graduation: The applicant [must]shall have graduated from a Utah high school.

4.1.6. Citizenship Requirement: A recipient shall be a citizen of the United States or a noncitizen who is eligible to receive federal student aid.

4.1.7. No Criminal Record Requirement: A recipient shall not have a criminal record; with the exception of a misdemeanor traffic citation.

4.1.8. Mandatory Fall Term Enrollment: A recipient shall enroll full-time at an eligible institution by Fall semester immediately following the student's high school graduation date or receive an approved [D]deferral from the Board under subsection 7.2.

4.1.9. New Century Scholarship: A recipient shall not receive a Regents' Scholarship and the New Century Scholarship established in Utah Code Section 53B-8-10[8]5 and administered in R604.

4.2. Exemplary Academic Achievement [A]award: To qualify for the Regents' Scholarship Exemplary Academic Achievement [A]award, the applicant [must]shall satisfy all requirements for the Base [A]award, and additionally meet all of the following requirements:

4.2.1. Required GPA: The applicant [must]shall have a cumulative high school GPA of at least 3.5[,].

4.2.2. Minimum Grade requirement: the applicant shall have[with] no individual core course grade lower than a "B" on a transcript. Certain courses may receive a weighted grade as outlined under subsection 9.5 of this policy.

4.2.3 Required ACT Score: The applicant [must]shall submit a verified composite ACT score of at least 26.

4.2.[2]4. Duty of Student to Report Reasonable Progress Toward Degree Completion: In order to renew the Exemplary Academic Achievement Award, the recipient [must maintain and report]shall submit renewal documents, providing evidence of reasonable progress toward degree completion[ by achieving a 3.0 GPA each semesters and by enrolling full-time (twelve credit hours) each semester].

4.2.4.1. If the recipient fails to maintain a 3.0 GPA [for two consecutive semesters]in a single semester the recipient is placed on probation and shall earn a 3.0 GPA or better the following semester to maintain eligibility. If the recipient again at any time earns less than a 3.0 GPA or fails to enroll [full-time]and complete twelve credit hours, except as outlined in section 7.2 of this policy, the scholarship will be revoked.[ Students will be required to pay back the entire payment received for the semester in which the student did not enroll full-time.]

4.2.[2.1]4.2. Each semester, the recipient [must]shall submit renewal documents to the Scholarship Review Committee [an official college transcript verifying his/her grades to demonstrate that he/she is meeting the required GPA and is making reasonable progress as well as detailed schedule as proof of full-time enrollment by the dates listed below. A recipient must apply for and receive and approved Leave of Absence if he or she will not enroll full-time in continuous Fall and Spring Semesters.]providing evidence of making reasonable progress, by the deadlines listed below:

4.2. 4.2.[2]1. [Proof of enrollment f]For Fall [S]semester [and proof of completion of the previous semester must]renewal documents shall be submitted by September 30.

4.2. 4.2.[3]2. [Proof of enrollment f]For Spring /Winter [S]semester [and proof of completion of the previous semester must]renewal documents shall be submitted by February 15.

4.2. 4.2.[4]3. [Proof of enrollment f]For Summer [S]semester [and proof of completion of the previous semester must]renewal documents shall be submitted by June 30.

4.2. 4.2.[5]4. [Proof of enrollment i]If [you are]the recipient is attending Brigham Young University during [Winter]Spring [Semester]term [and proof of completion of the previous semester must]renewal documents shall be submitted by [February 15. Proof of enrollment if you are attending Brigham Young University during Spring Semester and proof of completion of the previous semester must be submitted by ]May 30.

[ 4.2.2.6. Proof of enrollment if you are attending Brigham Young University during Summer Semester and proof of completion of the previous semester must be submitted by July 30.

4.2.3. If a student earns less than a 3.0 GPA in any single semester, the student must earn a 3.0 GPA or better the following semester to maintain eligibility for the scholarship.

] 4.2.[4]5. A [student]recipient will not be required to enroll full-time if the student can complete his/her degree program with fewer credits.

4.3. Replacing Low Grades by Retaking a Course: A n [student]applicant may retake a course to replace a low[ received] grade received. When retaking courses to replace a grade the following subsections apply:

4.3.1. The Entire Course: The [student must]applicant shall either (1) retake the entire original course, or (2) complete an approved course equal to or greater in credit value in the same subject-area. The math and foreign language requirement of progression [must]shall be shown. This is true even if the [student]applicant only received a lower grade in a single semester, term, trimester, or quarter.

4.3.2. The Higher of Two Grades: The higher of two grades in the same or an approved course will count towards meeting the scholarship requirements.

4.3.3. Approved Courses and Progression Determined by the Regents' Scholarship Review Committee: The Regents' Scholarship Review Committee reserves the right to determine if the repeated course qualifies as an approved course in the same subject-area and if progression is required and demonstrated.

4.4. [Eligible Institutions: Both the Base Award and the Exemplary Academic Achievement Award may be used at any public college or university within USHE, or at any private, nonprofit institution of higher education in Utah accredited by the Northwest Association of Schools and Colleges.

4.5.] Student Transfer: A scholarship may be transferred to a different eligible institution upon request of the student.

4.[6]5. "P" and "I" Grades not Accepted: Pass/fail or incomplete grades do not meet the minimum grade requirement, nor do they qualify toward[s] the scholarship renewal requirements.

 

R765-609-5. Application Procedures.

5.1. Application Deadline: [Students must]Applicants shall submit a scholarship application to the Scholarship Review Committee no later than February 1 of the year that they graduate from high school. A priority deadline may be established each year. [Students]Applicants who meet the priority deadline may be given first priority or consideration for the scholarship.

5.2. Required Documentation: Scholarship awards may be denied if all documentation is not complete and submitted[,]by the specified deadlines. [i]If any documentation demonstrates that the applicant did not satisfactorily fulfill all course and GPA requirements, or if any information, including the attestation of criminal record or citizenship status, proves to be falsified the scholarship award may be denied. Required documents that [must]shall be submitted with a scholarship application include:

5.2.1. the official online application;

5.2.2. an official high school paper or electronic transcript, official college transcript(s) when applicable, and any other miscellaneous transcripts demonstrating all completed courses and GPA. A final transcript showing the last semester of coursework will be requested if the student is found conditionally approved, meaning that the student appears to be on track to receive the scholarship;

5.2.3. verified ACT score (s ); and

5.2.4. a class schedule form, provided by the Board, demonstrating the courses and credits that the student will complete[d] during grade twelve. Simply submitting a high school transcript does not satisfy this requirement.

5.3. Incomplete Documentation: Applications or other submissions that have missing information or missing documents are considered incomplete, and will not be reviewed.

 

R765-609-6. Amount of Awards and Distribution of Award Funds.

6.1. Funding Constraints of Awards: The Board may limit or reduce the Base [A]award and/or the Exemplary Academic Achievement [A]award, as well as supplemental awards granted, depending on the annual legislative appropriations and the number of qualified applicants.

6.2. Amount of Awards.

6.2.1. Base Award: The Base [A]award of up to $1,000 may be adjusted annually by the Board in an amount up to the average percentage tuition increase approved by the Board for USHE institutions.

6.2.2. Exemplary Academic Achievement Award[.]: The Exemplary Academic Achievement award is up to the amount provided by law and as determined each spring by the Board based on legislative funding and the number of applicants. The Exemplary Academic Achievement award may be renewed for the shortest of the following:

6.2.2.1. [For a students who graduates from high school in the 2009-10 school year and prior

6.2.2.1.1. If used at a USHE institution, the award is equal in value up to seventy-five percent of the tuition costs at the selected institution; or

6.2.2.1.2. If used at a private, nonprofit institution of higher education in Utah accredited by the Northwest Association of Schools and Colleges, the award is equal in value up to seventy-five percent of the tuition costs at the selected institution, not to exceed seventy-five percent of the average tuition costs of the USHE institutions.

6.2.2.2. For a student who graduates from high school in or after the 2010-11 school year or prior and still has remaining eligibility, the total award is up to $5,000, allocated semester-by-semester throughout whichever of the following time periods is the shortest: Recipients are not entitled to the maximum award.

6.2.2.2.1.] Four semesters of full-time enrollment (minimum of twelve credit hours per semester);

6.2.2.2.[2.] Sixty-five credit hours; or

6.2.2.[2.]3. Until the student meets the requirements for a [B]baccalaureate degree.

6.3. Distribution of Award Funds.

6.3.1. [Tuition]Enrollment Documentation: The award recipient [must]shall submit to the Scholarship Review Committee a copy of the college class schedule verifying that the [student]recipient is enrolled full-time (twelve or more credits) at an eligible institution. Documentation [must]shall include the [student's]recipient's name, the semester the recipient will attend, the name of the institution they are attending and the number of credits [in]for which the [student]recipient is enrolled.

6.3.2. Award Payable to Institution: The award will be made payable to the institution. The institution may pay over to the recipient any excess award funds not required for tuition payments. Award funds shall be used for any qualifying higher education expense[,] including : tuition, fees, books, supplies, equipment required for course instruction, or housing.

6.3.3. Credit Hours Dropped [a]After Award Payment: If a [student]recipient drops credit hours after having received the award which results in enrollment below twelve credit hours, the scholarship will be revoked.

[ 6.3.4. High School Graduates of 2010 and Before: The following subsections only apply to students who graduated from high school in 2010 and before:

6.3.4.1. Tuition Calculation by the Board: The Board will calculate the award disbursement amount based on the published tuition costs at the enrolled institution(s) and the availability of scholarship funding.

6.3.4.2. Added Hours after Award Payment: At the discretion of the Scholarship Review Committee and depending on funding, the student may be awarded up to seventy-five percent of the tuition costs of any hours added in the semester after the initial award has been made. The recipient must submit to the USHE a copy of the tuition invoice and a class schedule verifying the added hours before a supplemental award is made.

6.3.4.3. Credit Hours Dropped after Award Payment: If a student drops credit hours which were included in calculating the award amount, either the subsequent semester award will be reduced accordingly, or the student shall repay the excess award amount to the USHE If the student drops below twelve credit hours.

] 6.4. UESP Supplemental Award to Encourage College Savings: Subject to available funding, a n [student]applicant who qualifies for the Base [A]award is eligible to receive up to an additional $400 in state funds to be added to the total scholarship award.

6.4.1. For each year the [student]applicant is 14, 15, 16, or 17 years of age [that the student]and had an active UESP account, the Board may contribute, subject to available funding, $100 (i.e., up to $400 total for all four years) to the [student's]recipient's award if at least $100 was deposited into the account for which the [student]applicant is named the beneficiary.

6.4.2. If no contributions are made to a n [student's]applicant's UESP account during a given year, the matching amount will likewise be $0.

6.4.3. If contributions total more than $100 in a given year, the matching amount will cap at $100 for that year.

6.4.4. Matching funds apply only to contributions, not to transfers, earnings, or interest.

 

R765-609-7. Time Constraints and Continuing Eligibility.

7.1. Time Limitation: A Regents' Scholarship recipient [must]shall use the award in its entirety within five years after his/her high school graduation date.

7.2. Deferral or Leave of Absence[.]: A recipient shall apply for a deferral or leave of absence if they do not continuously enroll full-time.

7.2.1. Deferrals or leaves of absence may be granted, at the discretion of the Scholarship Review Committee, for military service, humanitarian/religious service, documented medical reasons, and other exigent reasons.

7.2.2. An approved deferral or leave of absence will not extend the time limits of the scholarship. The scholarship may only be used for academic terms which begin within five years after the recipient's high school graduation date.

7.3. No Guarantee of Degree Completion: Neither a Base [A]award nor an Exemplary Academic Achievement [A]award guarantees that the recipient will complete his or her [A]associate or [B]baccalaureate program within the recipient's scholarship eligibility period.

 

R765-609-8. Scholarship Determinations and Appeals.

8.1. Scholarship Determinations: Submission of a scholarship application does not guarantee a scholarship award. Individual scholarship applications will be reviewed, and award decisions made, at the discretion of a Scholarship Review Committee[,]. Awards are based on available funding, applicant pool, and applicants' completion of scholarship criteria. Each applicant will receive a letter informing the applicant of the decision on his/her application.

8.2. Appeals: Applicants [may]and recipients have the right to appeal a n adverse decision.[ denial of the scholarship by submitting a written appeal to the USHE within 30 days of receipt of the decision letter.]

8.2.1. Appeals shall be (postmarked) within 30 days of date of notification by submitting a completed Appeal Application found on the program Web site.

8.2.2. An appeal filed before the applicant/recipient receives official notification from the Scholarship Review Committee regarding their application, will not be considered.

8.2.3. The appeal shall provide evidence that an adverse decision was made in error, such as that in fact, the applicant/recipient met all scholarship requirements and submitted all requested documentation by the deadline.

8.2.4. Appeals are not accepted for late document submission.

8.2.5. A submission of an appeal does not guarantee a reversal of the original decision.

8.2.6. It is the applicant/recipient's responsibility to file the appeal, including all supplementary documentation. All documents shall be mailed to the Regents' Scholarship address.

8.2.7. Appeals will be reviewed and decided by an appeals committee appointed by the Commissioner of Higher Education.[ A list of required documents for an appeal is listed on the Regents' Scholarship Appeal Form.]

 

R765-609-9. Rules for Completing Course Work

9.1. Although a course may meet state and individual district high school graduation requirements, the course may not meet the scholarship requirements. If a required course is not taught at the school the student attends they can elect to enroll in the Utah Electronic High School, distance education concurrent enrollment, or a course offered at another accredited Utah high school or college. Course work found at additional online sources shall be from an accredited institution approved by the Board.

9.2. Applicants are required to complete the entire curriculum for a course. For example, if a course is designed to be taken as a full year or for one full credit, the student shall complete the entire course in order to have it count toward the completion of a requirement for the scholarship.

9.3. Course work that is "tested out" of is not accepted for the Regents' Scholarship.

9.4. In each content area, the courses completed shall be unique.

9.4.1. Students cannot take a standard course and then enroll in the honors version of the same class and count both toward meeting the credit requirement and, in cases, the requirement of progression.

9.4.2. Repeated course work does not count toward the credit fulfillment.

9.5. Weighted Grade: The grade earned in any course designated on the student's high school transcript as Advanced Placement (AP) or a college course concurrent enrollment shall be weighted (only if a college transcript is provided) according to the Scholarship Review Committee's standard procedures.

9.6. College Course Work: The Scholarship Review Committee reserves the right to apply a 3:1 ratio in relation to college course work. If an applicant enrolls in and completes a college course worth three or more college credits, this may be counted as one full credit toward the scholarship requirements. However, the student then is evaluated on the college grade earned, with weights added to the college grade earned.

 

KEY: higher education, scholarships, secondary education

Date of Enactment or Last Substantive Amendment: [July 15, 2010]2011

Authorizing, and Implemented or Interpreted Law: 53B-8-108