SCHOLARSHIPS/FINANCIAL AID
Athletic Department Liaison to Financial aid Office
The NCAA has advised institutions that there should be one person in the athletic
department designated as the liaison with the financial aid office. Our person so
designated is the Associate Athletic Director for External Operations.
Period of Athletic Grant-In-Aid Award (NCAA Bylaw 14.3)
In accordance with NCAA Bylaw 14.3, an athletic grant-in-aid may be awarded
for a period of one year only and may be renewed on a yearly basis. However, it
can be renewed as long as the student-athlete maintains eligibility.
Athletic grant-in-aid cannot be increased, reduced or canceled during the period
of award because of the student-athlete's athletics performance, ability, or for any
athletics reasons (e.g., injury, does not perform as well as expected, performs
better than expected, etc.).
All of the following financial aid that a student athlete may receive is administered
through the Financial Aid Office and meets the requirements of Butler University
and meets the requirements of the NCAA.
1.
Athletic Books & Fees
2.
Athletic Special Awards
3.
Butler University Grants
4.
State & Federal Government Awards
5.
Outside Awards
6.
Others
7.
Summer School
8.
Off Campus Living
9.
Employment
Athletic aid must be reduced if student-athletes exceed the limits established by
NCAA regulations. This means other scholarships, awards or employment
earnings made (including employment earnings made while working as an
intern for course credit) during the academic year may require a reduction
in financial aid.
Athletic aid must be cancelled if student-athletes are either under contract to a
professional sports organization or are being paid by a professional sports
organization.
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Student-athletes may obtain loans without affecting their athletics awards if
the loans:
 Are available on the same basis to all students who meet the loan
eligibility requirements.
 Have a regular schedule for repayment.
Refer to the Butler University Financial Aid Policy Guidelines, the NCAA
Division I Manual and the Butler University Student-Athlete Handbook.
Initial Athletic Grants-In-Aid
To request the issuance of an initial athletic grant-in-aid, coaches must provide
specific information on the BUTLER ATHLETIC SCHOLARSHIP REQUEST
form (page 10), and give the completed form the Associate Athletic Director.
Once the completed form has been submitted to the Associate Athletic Director,
a Butler Letter of Intent (pages 11-15) will be issued as will a National Letter of
Intent (pages 16-18), when applicable.
The Associate Athletic Director will keep the coaches informed of amounts used
in grants-in-aid, but it is the ultimate responsibility of each coach to make certain
that his/her grant-in-aid budget and the NCAA maximums are not exceeded.
Athletic Grant in Aid and Academic Aid Policies
No limitation on the use of AGIA and Academic Aid with the following head count
sports: Men’s Basketball, Women’s Basketball and Women’s Volleyball.
All other sports have some limitations:
1. AGIA + Academic Aid cannot exceed Full Tuition
2. 75% Academic Aid Policies: Limit of 32 SA in any one year can exceed 75%
of tuition using AGIA + Academic Aid and any other Butler money.
3. Limit of 14 in freshman class: 75% Academic Rule.
4. State, Federal and outside awards don’t count toward the 75%
No stacking of need based aid (Butler Grant) and AGIA
Other Differences in AGIA and Financial Aid Policies
1. Full Tuition must be met before AGIAR and/or AGIAB can
be awarded.
2. Graduate Students can be awarded AGIA
3. SA can receive AGIA for summer school. (Limited Bases)
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Monitoring Initial Financial Aid:
1. A budget for athletic financial aid is determined. The budget is then
communicated to each head coach.
2. The head coach will then submit requests for initial financial aid to the
Associate Athletic Director in charge of Financial Aid (with an Athletic
Scholarship Request Form. (Page 10)
3. The Associate Athletic Director in charge of Financial Aid reviews all requests
and checks for compliance with NCAA and University rules. Must be entered
in the NCAA Clearing House.
4. The head coach is informed of the approval of the National Letter of Intent.
5. The National Letter of Intent is mailed to the student-athlete. A TENDER OF
FINANCIAL ASSISTANCE AND DECLARATION OF INTENT Form (pages
11-15) may also accompany the National Letter of Intent (pages 16-18). After
it is completed and signed, the National Letter of Intent is returned to the
Associate Athletic Director in charge of Financial Aid. The Associate Athletic
Director in charge of Financial Aid files the National Letter of Intent in his
office.
6. The Associate Athletic Director in charge of Financial Aid sends a copy of the
National Letter and Butler Letter of Intent to the appropriate person at the
Horizon League office.
Monitoring Continuing Financial Aid
The step-by-step procedure for monitoring continuing financial aid is as follows:
1. The budget for athletic financial aid is determined. The budget is
communicated with each head coach.
2. The head coach will submit all ATHLETIC SCHOLARSHIP REQUEST
FORMS to the Associate Athletic Director in charge of Financial Aid. (Page
10)
3. The Associate Athletic Director in charge of Financial Aid will review all
renewal requests for compliance with NCAA and University rules.
4. Financial Aid renewals are typed onto the Tender of Financial Assistance and
Declaration of Intent Form.
5. The Tender of Financial Assistance and Declaration of Intent Form are sent to
the Department of Financial Aid. The Associate Director for Financial Aid
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reviews all renewal requests and checks for compliance with University rules.
The Associate Director for Financial Aid signs all Tender of Financial
Assistance and Declaration of Intent Forms.
6. The Tender of Financial Assistance and Declaration of Intent Form is returned
to the Associate Athletic Director in charge of Financial Aid.
7. The Associate Athletic Director in charge of Financial Aid returns the signed
Tender of Financial Assistance and Declaration of Intent Form to each head
coach.
8. The head coach gives the student-athlete the Tender of Financial Assistance
and Declaration of Intent form for him/her to sign.
9. The head coach will return the Tender of Financial Aid and Declaration of
Intent Form to the Associate Athletic Director in charge of Financial Aid. The
Associate Athletic Director in charge of Financial Aid keeps all Tender of
Financial Aid and Declaration of Intent Forms on file. In addition, the Financial
Aid Office, the student-athlete, and the Horizon League receive copies of the
Tender of Financial Aid and Declaration of Intent Forms.
Summer School Aid:
Athletes must request AGIA for summer school by filling out the Athletic
Summer School request form (page 19) by April of each year. AGIA will be
issued if and when funds are available for summer school.
Athletic Grant-In-Aid Renewal, Non-renewal, Withdrawal
In late March/early April the Associate Athletic Director will meet with each
coach to confirm grant-in-aid renewals/non-renewals for the following year.
After this meeting the Associate Director will prepare the athletic grant-in-aid
renewal letters which will then be distributed to the student-athletes to be signed
and returned. As per NCAA regulations, all renewal offers must be made no
later than July 1st.
If the decision is made to reduce or not to renew a student-athlete's grant-in-aid
for the following year, he/she must be notified of this decision, in writing, prior to
July 1st. The coach is to notify the Associate Athletic Director of this decision
who will then request the Director of Financial Aid to write a non-renewal
notification letter to the student-athlete. The letter to the student-athlete will
include information about a hearing process should he/she decide to appeal this
decision.
Butler Athletic Department policy will not reduce or remove athletic aid based on
poor athletic performance.
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In accordance with NCAA rules, athletic grants-in-aid can be withdrawn during
the year for only four reasons:
1. student-athlete engages in serious misconduct;
2. student-athlete becomes ineligible to participate;
3. student-athlete intentionally provides false information on the letter of
intent;
4. student-athlete withdraws from the sport for personal reasons before the
first competition in that sport.
Student-Athlete Appeal Process for Non-Renewal or Reduction of Athletic
Grant-In-Aid
1. The Scholarship Appeals Committee will hear appeals involving non-renewal
or reduction of an athletic-grant-in-aid. The Scholarship Appeals Committee
is chaired by the Director of Financial Aid, and faculty and staff who are not a
part of the athletic department.
2. Before seeking a hearing from the Scholarship Appeals Committee, a
student-athlete must exhaust all administrative channels of appeal, including
the relevant head coach, Associate Director of Athletics responsible for
Financial Aid, and the Director of Athletics.
3. A student-athlete who wishes to submit an appeal to the Scholarship Appeals
Committee must file a written request with the Director of Financial Aid within
14 days of receiving the non-renewal letter from the Office of Financial Aid.
Appeals should include a written statement explaining why your athletic grantin-aid should be renewed for the up-coming school year, and any
documentation that will substantiate claims made in your written statement.
All correspondence must be submitted by the student.

The act of filing a written statement is construed as authorizing all panel
members to have full access to all records, including academic records,
which may have a bearing on deliberations.

The burden shall be upon the student to prove his or her case by a
preponderance of evidence.
4. The Chair of the Scholarship Appeals Committee will set a meeting for the
earliest possible date, but no later than fourteen days after the filing deadline
for the appeal.
5. The Scholarship Appeals Committee will review the written documentation
provided by both the appellant, and the Department of Athletics in order to
make a decision.
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6. If the committee is not able to make a decision, using the written
documentation, all parties may be afforded the opportunity for reasonable oral
arguments.

The Chair of the Scholarship Appeals Panel will set a hearing for the
earliest possible date, within fourteen days of the initial committee
meeting. At that time, all the appropriate parties involved will be notified of
the time and place of the hearing.

At least forty eight hours before the appeal hearing, the appellant and the
Athletic Department must present to the Chair of the Scholarship Appeals
Committee all tangible evidence and supporting documents that will be
introduced at the hearing, including short statements summarizing the
testimony that may be presented by witnesses.
7. Upon completing the deliberations, a formal letter will be sent to all interested
parties, with a copy to the President of the University, confirming the
Scholarship Appeals Committee decision.
Athletic Housing Policies
All student athletes (SA) must live on campus until their Senior Year or live with a
parent or guardian (Commuters). After their Junior year, a SA receiving Athletic
Grant In Aid Room (AGIAR) and/or Athletic Grand In Aid Board (AGIAB) has to
request living off campus by completing an off campus housing form (page 20),
which must be approved by a parent, if student is not 21, head coach and
athletic administrator. They may appeal these policies through the Vice
President of Student Affairs. Any student can appeal the university housing
policies through the Student Affairs Office.
Full AGIAR budgets are based on the average of the cost between
Ross/Schwitzer Halls and ResCo (Double Room). Any SA on Full AGIAR will
receive the total cost of Ross, Schwitzer or ResCo. If a SA, in their sophomore
year, choices to live in the University Terrace (UT) they will only receive the cost
of ResCo. SA living off campus, on full AGIAR, will receive the average cost
between Ross/Schwitzer and ResCo.
Full AGIAR And AGIAB Juniors/Seniors living in Apartment Village or UT will
receive the actual cost for room and must get a board contract for meals on
campus. SA on partial AGIRA and AGIAB will not have to get a board contract.
They may receive a refund if the total of AGIAR and AGIAB is more than the cost
of AGIAR at Apartment Village/UT.
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Off Campus Refunds AGIAR/AGIIAB
A student-athlete who is approved to live off campus and have AGIAR and/or
AGIAB can receive refund checks after the university census day each term.
The check dates will be determined by student accounts. If a SA has full AGIAR
and full AGIAB they will receive four checks each semester. If a student is on a
partial AGIAR and/or partial AGIAB they may receive one check each semester.
Book Purchase and Return Procedures
1. The Coordinator of Academic Support will provide a list of student-athletes
who receive books purchased by athletics prior to the beginning of the
semester to the bookstore staff. Brian Brailer, the manager of text books, will
input the names into the computer so that they will be flagged as athletes
during the buy back process.
2. The student-athlete (SA) will bring a Book Authorization Form (BAF)
(page 21), course schedule, and student identification card to the bookstore.
The BAF verifies that the student is also an athlete. The SA’s name can be
checked against the list that has been provided. After selecting their courserelated books and other possible course-related items, the SA will go to a
check out station and give the BAF to the cashier. THE SA SHOULD
CHARGE THEIR BOOKS TO THEIR STUDENT ACCOUNT.
**If, prior to purchasing their books, a SA decides that he/she will want
to keep a particular book, he/she should purchase that book separately
from the others and refrain from charging it to their student account.
3. The cashier will:
a. Accept the BAF, check the list of athletes for the SA’s name,
proceed with check out
b. Provide the SA with a receipt
c. Attach a copy of the receipt to the BAF and place them into a
folder designated for athletics transactions.
4. On a date to be determined, the Coordinator of Academic Support will collect
all of the book receipts from the bookstore.
5. If a SA wants to drop a course prior to the designated drop date, the SA must:
a. See the Coordinator of Academic Support or Assistant Athletic
Director for Compliance/SWA, to inform them of the schedule
change and receive a change in schedule memo
b. Take the memo to the bookstore staff along with the book that is
being returned.
6. The cashier will:
a. Credit the SA’s account for the returned book(s)
b. Present the SA with a receipt of the transaction
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c. Attach a copy of the receipt to the memo and place them in a
folder designated for athletics transactions.
7. If a SA wants to add a course, the SA will:
a. See the Coordinator of Academic Support or Assistant Athletic
Director for Compliance/SWA, to inform them of the schedule
change and receive a change in schedule memo
b. Purchase the books following the same policies as used above
and give the memo to the cashier.
8. The cashier will:
a. Follow the procedures for a normal book purchase EXCEPT the
receipt for the transaction will be attached to the memo and
placed into a folder designated for athletics transactions.
9. If a SA wants to withdraw from a course, the SA will:
a. Keep the book(s) corresponding with the course in their
possession until the end of the semester when they return the
remainder of their course-related books.
All SA’s who are receiving books will provide the Coordinator of Academic
Support with a copy of their course syllabi as proof that the books purchased are
required for their courses.
10. Prior to returning books at the end of the semester, the SA will receive a
Buy Back Form (BBF) (page 22) from their respective coaches.
11. By the end of the work day on the Friday of finals week, the SA will return
their books to Hinkle Fieldhouse on the three days that the buy back station is
in that location, OR, following the closing of the Hinkle location, they can
return books to the bookstore where an “athletes only” station will be
available. The SA will provide the cashier, prior to returning their books, with
a buy back form that will again identify them as athletes. The cashier will:
a. Look up the SA in the computer, which will have SA flagged for
special assistance notice
b. Retain the “dead books” or books not bought back by the
university to be picked up by the Coordinator of Academic
Support in a location separate from all other books
c. Attach the amount received for the returned books to the buy
back form and place in a folder designated for athletics to be
given to Allison Bonez Scott or Brian Brailer.
12. On the Monday following the completion of finals week, the Coordinator of
Academic Support will retrieve any buy back dollars and any “dead books”
retained from the bookstore.
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13. PER NCAA RULES, STUDENT-ATHLETES WILL ONLY BE REIMBURSED
FOR THE COURSE-RELATED BOOKS OR COURSE-RELATED
SUPPLIMENTAL MATERIALS THAT ARE REQUIRED BY BUTLER
UNIVERSITY FOR THE COURSES THAT THEY ARE REGISTERED FOR
DURING ANY GIVEN SEMESTER. AT NO TIME WILL A STUDENTATHLETE RECEIVE REIMBURSEMENT FOR PURCHASES UNRELATED
TO THE COURSES REGISTERED FOR IN ANY GIVEN SEMESTER.
SHOULD A STUDENT-ATHLETE KNOWINGLY DISREGARD ANY OF THE
ABOVE POLICIES, HE/SHE COULD RENDER THEMSELVES INELIGIBLE
AND COULD HAVE THEIR SCHOLARSHIP REVOKED. THERE WILL BE
NO EXCEPTIONS.
NCAA Special Assistance Fund
The Needy Special Assistance Fund was established by the NCAA to assist
those student-athletes who are recipients of Pell Grant funds or who are
receiving full athletic grant-in-aid awards. The purpose of the fund is to provide
money for expenses for which the student-athlete has a need but has no money
to cover that expense. The following uses of the moneys are permissible:
1. Medical expenses (except those covered by another insurance policy,
either institutional or personal);
2. Hearing aids;
3. Vision therapy (e.g., contact lenses, eyeglasses);
4. Off-campus psychological counseling;
5. Travel expenses for parents or student-athletes for family emergency;
6. Purchase of expendable academic course supplies (e.g., notebooks,
pens, calculators, etc.);
7. Rental of nonexpendable supplies (e.g., computer equipment, cameras);
8. Clothing and shoes, up to $500.
Coaches are to inform student-athletes on their team who are receiving Pell
Grant money that this fund does exist and, if they have a need which fits into one
of the above categories, they should see the Assistant Athletic Director for
Compliance to apply for funds.
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Athletic Scholarship Request Form
Date:
Sport:
Prospective Student Information:
Coach's Name:
Name:
Tuition:
$
SS#:
Room:
$
Address:
Board:
$
Last
First
MI
Total Scholarship
Amount Requested: $
$0.00
NCAA I.D.#
Date of Birth:
Academic
Aid:
Last School
Attended:
On/Off
Campus
Plus:
$
Other Scholarships:
Highest SAT/ACT:
Intended major:
Financial Need
Pre-Analysis:
Yes
No
OFFICE USE ONLY
Signing Date:
Period of Award:
Date Letter of Intent
Returned:
Sent to Horizon League:
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(Date)
Dear (First Name),
We are pleased to be able to offer you an athletic scholarship to Butler University. This National
Letter of Intent and financial aid offer is a testament to your commitment to academic and
athletic success. In order for this NLI to be valid, it must be completed in full. You can use the
following checklist to make sure that you have filled everything out. Please call me if you have
any questions. Good luck with the rest of your senior year and we look forward to your being a
Bulldog next year!









Sign your name
Fill in the date and time when you sign the two copies of the NLI (remember that you or your
parent/guardian cannot sign earlier than (time date) or later than (time date).
Check whether they are your parent/guardian. Have your parent/guardian sign their name,
print their name, fill in their telephone number and parent/guardian fill in the date and time
that they sign the NLI.
You and your parent/guardian must sign and date the Tender of Financial Assistance and
Declaration of Intent.
Return the white copy of the Tender of Financial Assistance and Declaration of Intent form
and one copy of the NLI in the enclosed envelope.
For access to Butler University’s Graduation Rate Report and Graduation Success Rates,
please visit http://web1.ncaa.org/app_data/gsr2008/87.pdf and
http://web1.ncaa.org/app_data/inst2008/87.pdf
For access to Butler University’s Academic Progress Rate Report, please visit
http://web1.ncaa.org/app_data/apr2007/87_2007_apr.pdf
For more information on Initial Eligibility and amateurism requirements, please visit
http://www.ncaa.org/wps/ncaa?ContentID=263
To view the NCAA Banned Drug List and Information about Nutritional Supplements, please
visit http://www.ncaa.org/wps/ncaa?ContentID=282
Sincerely,
Don Benbow
Associate Athletic Director
Butler University
Enclosures
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Butler University
Athletic Department
Summer 2009 Application for Financial Aid
Please Print:
_____________________________________________
Last Name
First Name
MI
___________________
Today’s Date
_______________________________________
Social Security Number
___________________
Student ID Number
List the complete Course Number(s) including sections, Course Name, Credit Hours and length of class.
SUMMER ONE
Course Number
Course Name
Credit Hours
# Weeks
_____________
____________________________
_____________
_______
_____________
____________________________
_____________
_______
_____________
____________________________
_____________
_______
_____________
____________________________
_____________
_______
SUMMER TWO
SUMMER LIVING ARRANGEMENTS: (check one)
On Campus: _________________
Residence
___ Off Campus
___ With Parent or Relative
Summer Address: ____________________________________________________________
Street
City
State
Summer Phone:
___________________________
Student Signature: ___________________________
Date: _____________
Please state the reason(s) for going to summer school on the backside of this form.
Return this completed form by April 10, 2009 to: Don Benbow, Associate Athletic Director, Hinkle
Fieldhouse.
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2009-2010
OFF CAMPUS HOUSING PERMISSION
REQUEST
I, ________________________ , wish to receive my athletic room
(Print Name)
and board stipend in 8 monthly payments. (4 per semester) in order
to live off-campus during the 2008-09 academic year. I understand I
must meet all the qualifications: (3 years on campus residency or
transfer, minimum of 2.0 GPA, full tuition grant) and must have the
approval of my coach and parents or guardian.
__________________________
Student Athlete Signature
____________
Date
I hereby give my permission to allow ______________________to
(Print Name)
use his/her athletic room and board grant to live off-campus.
_____________________________
Coach’s Signature
____________
Date
_____________________________
Parent or Guardian Signature
____________
Date
______________________________
Financial Aid Signature (AD-Financial Aid)
____________
Date
______________________________
Academic Signature (AD-Compliance)
____________
Date
______________________________
Athletic Director’s Signature
____________
Date
This form must be completed and returned to the Athletic Director by
April 30th.
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Butler Athletics Book Authorization Form
Date _________________
________________________ is a student-athlete at Butler University. Please
allow him/her to purchase the course-related books for the classes on the
attached class schedule. Please charge the total amount for the books to their
student account. The student must show their identification card prior to their
purchase. Thank you.
___________________________
Sonya Hopkins
Coordinator of Academic Support
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Butler Athletics Book Buy Back Form
Date ______________
________________________ is a student-athlete at Butler University. Please
allow him/her to return books originally purchased from the BU Bookstore.
Please attach the form stating the amount due from the buy back transaction to
this form and retain for the bookstore staff. Thank you. (only one signature
needed below)
____________________________
Sonya Hopkins
Coordinator of Academic Support
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