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Enrollment Management Policies

Identification Cards

Number: AENR 100

Section: Enrollment Services

Subject: Identification Cards

Date: November 1, 2009

Issued by: Associate Vice Chancellor for Enrollment Management

Authorized by: Associate Vice Chancellor for Enrollment Management

 

I. Policy

All University of South Carolina Aiken students, faculty, and staff are required to obtain and maintain a University-issued photo identification card. The university issued ID the official University ID card and is not transferable to another person and must be returned upon request.

  1. Oversight
    1. The University ID card is issued to USC Aiken faculty, staff and students through the USC Aiken Records Office.
    2. There is no charge for the initial card. Lost or damaged cards are replaced at a rate approved by the University Board of Trustees. Replacement charges may be waived for fading or aged cards or cards damaged for reasons beyond the control of the cardholder or at the discretion of individual processing the replacement.
    3. The USC Aiken ID card and its accounts and all forms, records, and transcripts of its use are the property of the University.
    4. Cardholders are expected to protect the card and abide by all terms and conditions associated with the card from the Cardholder Agreement and other campus policies and procedures
  2. Cardholder Identification
    1. Initial cards are issued based upon confirmation of identification through government issued documents such as drivers license, passport military ID or verification of personal identification information as noted in the University data base (Last four digits of SSN, permanent address, date of birth, enrolled courses and the like)
    2. Cardholders are required to required to sign the Cardholder Agreement

II. Procedures

Upon providing designated identification, the Records Office takes the photograph and produces the Identification Card.

III. Related Policies and Publications

Cardholder Agreement

IV. Reason for Revision

 To reflect update in procedures

Student Employment

Number: AENR 101

Section: Enrollment Services

Subject: Student Employment

Date: November 1, 2009

Reviewed on: August 1, 2013

Issued by: Director of Career Services

Authorized by: Associate Vice Chancellor for Enrollment Management

 

I. Policy

The student employment program at USC Aiken provides part-time on-campus and community service employment to USC Aiken students.  There are two categories of student employees at USC Aiken:  Federal Work-Study (FWS) students and Institutional Student Employment (ISE) students.  The following procedures should be followed when a department wishes to hire a student employee.

II.  Procedure

  1. Budget

    Departments will be allocated specific dollar amounts for FWS and ISE in the departmental budget.  Supervisors will monitor their student workers’ earnings in relation to the departmental budget and the students’ FWS award.

  2. Federal Work-Study

    Students seeking employment under the FWS program must apply for financial aid by completing the Free Application for Federal Student Aid (FAFSA).  FWS awards will be made by the Office of Financial Aid based on federal regulations.  FWS students will receive a Financial Aid Award Letter listing the student’s FWS award as total expected earnings.

  3. Hiring

    Departments wishing to hire student employees should contact the Office of Career Services to post jobs online or on Pacer Career Connection.  Since application procedures vary between departments, students obtain applications and hiring procedures directly from the department they wish to work for.
    Once a student is offered and has accepted a position on campus, the hiring supervisor will complete the first half of the form as well as the I-9/E-Verify paperwork, a confidentiality agreement, and a one-time student employment orientation.  Once all paperwork is complete, the student must return the Student Hire Paperwork Checklist to the hiring supervisor. The student may begin to work at this time, although it will take approximately two weeks for Payroll in Columbia to complete the process of adding the student to the employee database.
    Once Payroll has received and processed the student’s hire paperwork, the hiring supervisor can then hire the student in VIP, dating supervision back to the original start date. The student will be able to access their VIP employee account at this time.

  4. Pay

    Hourly student employees are paid semi-monthly according to the Hourly Employee Pay Schedule based on the number of hours worked.  Paychecks will be distributed through paroll direct deposit, so students must set this up as soon as they have access to their VIP employee accounts.  If a student earns a paycheck before the direct deposit account has been set up and verified, then a paper paycheck will be sent from Columbia to Human Resources.
    Student employees must be paid at least the current minimum wage. Higher pay rates may be paid based on the nature and complexity of the position's duties.
    Each hourly student employee must complete a weekly time card to be approved by their supervisor on ITAMS

  5. Stipends and One-Time Pay

    Hiring procedures for student employee positions paid by stipend or one-time pay (yearly or at the end of each semester) are the same as hourly FWS and ISE students. They must complete all paperwork, orientation, and E-Verify prior to beginning work.
    Supervisors are responsible for entering one-time payments in VIP once the student’s services are provided. The payment amount is set forth before the student begins work.

III.  Related Policies

IV.  Reason for Revision

     Annual Review

Academic Scholarship Procedure

Number: AENR 102

Section: Enrollment Services

Subject: Academic Scholarship Procedure

Date: February 2010

Issued by: Scholarship Program Coordinator

Authorized by: Associate Vice Chancellor for Enrollment Management

 

I. Academic Scholarships

  1. Academic Scholarship Database and Early Offers

    1. Creating a table shell for the Access scholarship database
      1. Copy the previous year’s Access database from the FINAID folder in the K:drive
      2. Paste it into the folder, but label the new file with the new year
      3. Open the “Complete Application” and delete all of the old data
      4. Call the Information Resource Consultant in Computer services (Troy) for assistance
      5. Save a copy of the Access scholarship database to the desktop
    2. Populating the database to make an offer
      1. Open the “Complete Applications
      2. If the student cannot be found or this is an early offer, manually populate the appropriate fields by entering (last four digits of the student’s SSN, scholarship name, amount, date offered, renewal and enrollment status, and any special waivers).
      3. Close and proceed to creating the letters using mail merge in Word.

  2. Scholarship Offer

    1. Scholarship Cover Letter Using Microsoft Office 2007 Mail Merge:
      1. Go to “K:\FINAID\20XX-XX Academic Scholarship,” choose the appropriate scholarship agreement, “mailings,” “select recipients,” “use existing list,” “data source,” “desktop,” “Scholarships 20XX-20XX,”  select the appropriate list of notification.  Return to the word document and “edit recipient list” to choose the new recipients, the “preview “ and complete the merge.
      2. If the student is receiving or has received multiple offers, or this is a replacement scholarship, enter an “X” next to the appropriate place on the individual agreement.
      3. Print two copies from the default printer.
      4. Mail the signed cover letter and both agreement forms to the recipient.

  3. Loading Returned Agreements

    1. When signed scholarship agreement forms are returned, date stamp, check accept o decline, and update the “received date” field in the Access scholarship database with the date stamped, and close.  Initial the agreement form.
    2. Go to screen 10, enter the correct term, fund code, minimum hours, and award amount.
      1. Abbreviate the scholarship name on the comment line and initial the agreement
      2. Make a comment on screen 3 for multiple scholarships loaded under the same fund code
    3. Take to the file room for scanning.

  4. Populating the database from the mainframe in early February.

    1. Contact Institutional Effectiveness (IE) in mid-January to verify student list and special indicators databases are ready to “freeze” for the February 1 deadline.
    2. Check with Admissions to verify all runs have been completed
    3. After receiving a “freeze” date from the Financial Aid Director, “freeze” the student profiles from https://iesecure.usca.edu/facstaff/reports W0001Z.aspusing your computer login and password.
      1. Because the database updates weekly, to “freeze” the data, open and save the entire file using an Excel format
      2. Import the students’ SSN, last four digits of SSN, Last and First name, and complete address from the Excel file into the Access database created in A-1.
        1. Save the Excel file again with only columns to export to Access.  Retitle to match Access columns exactly
        2. Close Excel
        3. Open the Access database created in A-1.  Go to External Data and Import Excel
        4. Browse and select Excel file created to import
        5. Select Append a Copy and select Complete Table in drop down box
        6. Click OK
        7. Delete any duplicates from the early offers
    4. Also open and save the Special Indicators list form: https://iesecure.usca.edu/facstaff/reports/W0016X.asp and send them to an Excel format to the HAS committee
    5. Contact Institutional Effectiveness (IE) for access if denied
    6. Call the Information Resource Consultant (Cheryl) for help in exporting the student list into Access   

II. Departmental Scholarship Recommendation Request

  1. Sort or filter the entire Excel file of the student profile list by major, and copy each major into an Excel file.  This list will accompany the scholarship recommendation request outlined below.

    Major Code  Department

    050 Nursing Townes

    106  Biology/Geology

    109 Chemistry

    115 English

    126/140 Industrial Math/Math Computer Science

    127 Fine Arts

    136/157 History/Political Science

    159 Psychology

    175 Sociology

    310/311/314/328/378/385 Education

    640 Communications

    991 Business

  2. The Office of Advancement will update the scholarship list in Access and send a Word document of the criteria for the scholarships via email.
  3. Mid-February, send each department head the list of students in their department created from the Excel file and the scholarship criteria from the Office of Advancement, along with a cover email.
  4. Also send the following organizations an email with the cover letter and their respective scholarship(s) criteria; however, they will not have a list of students
    1. Athletics: R. Warrick
    2. Disabilities: C. Justen
    3. Student Activities: A. Samaha
    4. Intercultural: A. Malik
  5. Recommendations are sent in a variety of ways.  Keep a record o all recommendations in the scholarship notebook and create a separate scholarship folder in your Microsoft outlook inbox.
  6. Queries
    1. Parameters are already set and will update when pulled
    2. Open “Queries” from the Access scholarship database.  Select the appropriate query, make adjustments to the margins and paper size, and print on legal size paper.
    3. Upon the Financial Aid director’s request, print the “Complete Application Query: Offers and Accepts” alphabetized by student’s last name or by scholarship name.

Satisfactory Academic Progress

Number: AENR 103

Section: Enrollment Services

Subject: Satisfactory Academic Progress

Date: February 2010

Reviewed on: August 1, 2013

Issued by: Assistant Director of Financial Aid

Authorized by: Associate Vice Chancellor for Enrollment Management

 

I. Policy

Pursuant to federal regulation, the USC Aiken Office of Financial Aid is required to monitor the academic progress of all students who apply for federal financial aid. Financial aid funds can be awarded only to students who are making measurable progress toward the completion of degree requirements within a reasonable period of time.

Students are considered to be making satisfactory progress only if they are meeting all of the standards set forth in this policy.  If a student fails to meet any particular standard or combination of standards, he or she will become ineligible for federal financial aid. 

Undergraduate students are considered to be making satisfactory progress only if they:

  • Are admitted and enrolled as degree-seeking students.
  • The Time Limitation Quantitative Standard, 150 Rule Requirement: Complete requirements for a degree within a reasonable length of time. The total number of hours attempted at any post-secondary institution does not exceed 180 hours of course work for a four-year degree regardless of whether federal financial aid was received.
  • The Incremental Quantitative Standard, Hours Requirement: Earn (pass) 67% of all hours attempted in the USC system plus other hours accepted for transfer by USC Aiken regardless of whether federal financial aid was received.
  • The Qualitative Standard, GPA Requirement: Maintain a cumulative USC System Grade Point Average (GPA) of 2.0.
  • Meet the University standards for continued enrollment as specified in the Academic Regulations section of the University of South Carolina Aiken Undergraduate and Graduate Programs Bulletin available on the USC Aiken website (web.usca.edu). The following chart shows the various levels of grade point hours and system cumulative GPAs for suspension levels:

GPA HOURS

SUSPENSION LEVELS

0 - 14
15 - 30
31 - 45
46 - 89
90 - 105
106 or above

 Not applicable

Below 1.00 system GPA

Below 1.40 system GPA

Below 1.60 system GPA

Below 1.80 system GPA

Below 2.00 system GPA

Graduate students are considered to be making satisfactory progress only if they:

  • Are admitted and enrolled as degree-seeking students.
  • The Time Limitation Quantitative Standard, 150 Rule Requirement: Complete requirements for a degree within a reasonable length of time. The total number of hours attempted in the Master of Science in Clinical Psychology does not exceed 76 hours of course work and in the Master’s Degree in Educational Technology does not exceed 54 hours of course work.
  • The Incremental Quantitative Standard, Hours Requirement: Earn 67% of credit hours attempted.
  • The Qualitative Standard, GPA Requirement: Meet the University academic standards for continued enrollment as specified by the student’s USC Aiken Graduate Program.

II. Procedure

Students who are determined to be ineligible for federal financial aid under this policy may appeal this determination under specifically prescribed conditions.  Such appeals are subject to all applicable deadlines.  Detailed information regarding the appeal process can be obtained from the Office of Financial Aid.

The standards set forth in this policy apply to all federal financial aid programs including grants, loans and work funds.  These standards will be applied to any determination or certification of satisfactory progress standing.

USC Aiken has an established Academic Forgiveness Policy.  When reviewing satisfactory academic progress for a student who has been granted Academic Forgiveness in consultation with the Scholastic Standing and Petitions (SS&P) Committee, the Office of Financial Aid insures that the monitoring compliments the SS&P policy and is in compliance with Title IV satisfactory academic progress regulations.   

III. Related Policies

IV.  Reason for Revision

Annual Review

Georgia In-State Tuition Program

Number: AENR 104

Section: Enrollment Services

Subject: Georgia In-State Tuition Program

Date: March 17, 2010

Issued by: Associate Vice Chancellor for Enrollment Management

Authorized by: Residency Office

 

I. Policy

The University of South Carolina Aiken may offer in-state tuition to any student whose legal residence is in the Richmond/Columbia County area of the neighboring state of Georgia, provided the student is accepted as a USC Aiken undergraduate or graduate student taking USC Aiken undergraduate or graduate courses. This provision shall not be in effect should the Georgia Board of Regents discontinue the Georgia tuition program offering in-state tuition to those students residing in the Aiken/Edgefield County area of South Carolina.

In order to quality as a legal resident of Richmond and Columbia County for tuition purposes, students must meet the same requirements to establish residency (as Richmond and Columbia County residents) that South Carolina students meet to be considered South Carolina residents for tuition and fee purposes.

  1. Be a dependent (claimed on federal income tax return) of a person who has physically resided and established domicile in Richmond or Columbia County for at least 12 months preceding the term the student is requesting admission.
  2. Be an independent person who has physically resided and established a domicile in Richmond or Columbia County for at least 12 months immediately preceding the term the student is requesting admission.

    (If an independent student or dependents' parents are full-time employees in South Carolina, Richmond or Columbia County and appropriate steps have been made to establish permanent domicile in one of these areas -- the 12 month waiting period 'may be' reduced.)
  3. Be on active military duty in Richmond or Columbia County or the dependent of someone on active military duty in Richmond or Columbia County.

II. Procedure

Submit residency application and legal documents requested therein to establish appropriate classification to the USCA Enrollment Services Office.

III. Related Policies

IV.  Reason for Revision

Scholarships

Number: AENR 105

Section: Enrollment Services

Subject: Scholarships

Date: April 10, 2000

Issued by: Director of Financial Aid

Authorized by: Associate Vice Chancellor for Enrollment Management

 

I. Policy

The USC Aiken Development Office raises money for scholarships through the Family Fund, the Annual Fund, corporate solicitation, and through gifts to the Partnership.  Scholarships are made available for USC Aiken students and potential students from endowment funds and yearly contributions.  The Development Office, the Financial Aid Office, and the Admissions office staff review current scholarship and future scholarship programs to ensure that these programs support the overall mission of USC Aiken.

The applicable policies and procedures for each of the scholarships awarded by USC Aiken are listed below.  The following represents general guidelines for these scholarships.

  1. USC Aiken Scholarships Awarded by HAS Committee

    The mission of the Honors, Awards, and Scholarship Committee as defined in the USC Aiken Faculty Manual is to establish criteria for awards, to organize and facilitate an annual awards day program and to administer Educational Foundation funds as well as other scholarship funds entrusted to the University.  Membership shall include five faculty members; the Vice Chancellor for Academic Affairs, the Director of Financial Aid, and the Vice Chancellor for Development are ex officio members.

  2. Application Requirement for Scholarships

    All students awarded scholarships through the HAS committee must have completed and submitted an academic scholarship application to the USC Aiken Financial Aid Office by the specified application date.  Late applications may not be given full consideration.  The only exception to the application requirement is if no applicant meets the donor’s awarding criteria, then the HAS committee may solicit nominations from faculty and staff in the particular discipline of the scholarship.

  3. The academic scholarship application is the only application necessary to be considered for all scholarships at USC Aiken administered by the HAS committee.  The HAS committee will match applicants’ qualifications with the donor’s awarding criteria.

    To be considered for a Chancellor’s Scholarship, applicants must complete the academic scholarship application, score at least 1000 on the SAT and rank in the top 10% of their high school class.  The Financial Aid Office will distribute and advertise the availability of Academic Scholarship applications as well as the deadline date.

II.  Procedure

  1. The HAS committee will award each scholarship according to the criteria set by the individual donor.  If a suitable applicant is not found, one of two options will occur:
    1. The scholarship is not awarded and, when permissible, carried over to the next year.
    2. Nominations are solicited from faculty and staff.

  2. It is the policy of USC Aiken to award one scholarship per student.  The only exceptions to this are when several small awards are combined to equal a more meaningful dollar figure or if a student is the only qualified applicant for several scholarships.  If more than one award is offered, the combined value may not ordinarily exceed full-tuition for a full-time student.

    The majority of scholarships awarded by the HAS committee go to students who are enrolled full-time (12 or more hours or 10 or more hours for nursing majors).  Chancellor’s Scholarship recipients are required to take a minimum of 15 hours each semester.  The remaining scholarships awarded by HAS may be awarded to part-time students, but the dollar amount awarded may not ordinarily exceed the tuition charged.  This is to help support the evening/non-traditional recruitment/retention effort.  Exceptions to the hour requirement may be granted on a case-by-case basis by the Director of Financial Aid and, if necessary, in consultation with the student’s academic advisor.

  3. Renewability

    Unless otherwise stated by the individual scholarship, USC Aiken scholarships are not renewable.  Recipients must apply each year for future consideration. Receipts of a scholarship in one year does not necessarily guarantee future awards.  At the time of this policy, the following scholarships are renewable.  This list is subject to change:

    1. Chancellor’s Scholarship

      Renewable for 3 additional years pending a 3.0 GPA

    2. Valedictorian Scholarship

      The Valedictorian Scholarship is offered annually by USC Aiken to the valedictorian of each Aiken, Barnwell, Edgefield, Allendale, Richmond (Georgia), and Columbia County (Georgia) high school.  This is a four-year, full-tuition scholarship paid through the use of fee waivers.  Valedictorian applicants must have a minimum 100 SAT or ACT equivalent or a predicted USC Aiken GPA of 3.0 or greater.  Renewability is based upon a 3.0 GPA and 15 hours each semester.  There is no application for this scholarship.  GPAs will be checked after sprint semester.  If the student requests, grades will again be checked after the Summmer II session.  Under exceptional circumstances, the Director of Financial Aid, in consultation with the USC Aiken Financial Aid Committee, may waive the grade requirement for one semester.

    3. Other Scholarships

      The following scholarships are awarded by USC Aiken through means other than the HAS committee.  Unless otherwise noted, the terms and conditions are the same as those awarded by the HAS committee.

      1. Palmetto Fellows

        Palmetto Fellows are selected by the CHE and USC Aiken matches the state award through private resources.

      2. Chancellor’s Discretionary Scholarships

        The Chancellor of USC Aiken or his/her designee may award discretionary scholarships for special circumstances.  Before the student may receive the award, the scholarship must be approved by the executive board of the Aiken Partnership or HAS, depending on the source of the funding.  If the board cannot approve the request in a timely manner, the Financial Aid Office will write a tuition defement at no charge to the student until approval is granted.

        The following form must be completed for all students receiving discretionary scholarships.  This form will be put in the student’s file in the Financial Aid Office.

      3. Recruiters Scholarship

        USC Aiken Admissions staff is authorized to award recruiters scholarships each year.  The number of scholarships available for the following year will be determined prior to the Fall semester.  The purpose of the recruiters’ scholarships is to attract high quality students to USC Aiken, particularly in targeted academic, service, or extracurricular areas of need.  Candidates must meet regular admissions requirements at USC Aiken.  This is a non-renewable scholarship for full-time students.  Exceptions to the full-time requirement may be made on an exceptional, case-by-case basis.  Students receiving recruiters’ scholarships may be granted other USC Aiken scholarships.

      4. Etherredge Center Scholarships

        The Etherredge Center endowment provides scholarship funds for students in the areas of art, music, and drama.  The recipients are recommended by the faculty, and approved by the HAS committee.

      5. Cheerleaders Scholarship

        USC Aiken annually provides $250 in scholarship funds each semester to every member of the USC Aiken cheerleading squad.

      6. Athletic Scholarships

        The USC Aiken Athletic Department has its own budget and awards scholarships to students based on their athletic abilities and in accordance with NCAA rules and USC Aiken admissions/financial aid criteria.

    4. Waiver of Out-of-State Fees

      Pursuant to section 59-114-70 of the S.C. Code: “Any out-of-state student receiving scholarship aid of $250 or more per semester  or term from the University will be allowed to pay fees at the in-state rate.”  All such scholarships involving waiver of out-of-state fees (athletics, Etherredge Center, academic) are approved by the HAS Committee

III.  Related Policies

IV.  Reason for Revision

Annual Review

Awarding Procedures – 2% Fee Waivers

Number: AENR 106

Section: Enrollment Services

Subject: Awarding Procedures – 2% Fee Waivers

Date: March 18, 2010

Issued by: Director of Financial Aid

Authorized by: Associate Vice Chancellor of Enrollment Management

 

I. Policy

The 1988-89 State of South Carolina Appropriations Act enables public institutions of higher education to offer educational fee waivers to undergraduate students in an amount based on two percent of the prior year's tuition revenue. The two percent calculation is determined yearly by multiplying the prior academic year's (fall & spring) undergraduate enrollment, reduced for bonded indebtedness times two percent. USC Aiken has established a base program funded in the amount of $56,000. For the purpose of this policy, an educational fee waiver will be called a "tuition award."

The basic tuition award program at USC Aiken is a component of the Chancellor's and Dean's scholarship programs. Private donations fund year 1 of the Chancellor's and Dean's Scholarships and the tuition award will fund years 2, 3 & 4. This, in combination, provides a total of 8-10 scholarship awards. The basic usage of the tuition award program will not change, as USC Aiken has chosen to use it for long term commitments to exceptional entering freshmen. These tuition awards also fund the USC Aiken Valedictorian Scholarships at an amount of $5000.00 each year, up to a total of four years. The funding supports 3-8 scholarships each academic year.

Any usage of tuition awards generated beyond the "basic" program as a result of an increase in tuition revenues will be reviewed annually by the Business Services Office,  Office of Financial Aid , Admissions Office and Honors and Awards Committee. Excess revenue usage will be modified each year as is necessary to meet the recruiting needs of the campus. Examples of such usage are: to increase the pool of underrepresented majors, to secure early admission commitments from high school scholars or specially talented students, to attract outstanding transfer students for specific majors, etc.; to assist in the recruitment of academically superior and specially talented students; to provide an additional source of student aid based on the student's unmet financial need; to accomplish desegregation and affirmative action objectives and in consideration for University service.

Both the basic and additional tuition award programs (dollar amount and planned usage) will be incorporated into the annual USC Aiken operating budget, and as such, be presented to the Board of Trustees as a line item in the budget for their approval.

II. Procedure

This process is reviewed timely by the appropriate USC Aiken officials. For details on the awarding process and eligibility conditions refer to Policy AENR 105

III. Related Policies

See also AENR 105

IV. Reason for Revision

Special Loan Funds

Number: AENR 107

Section: Enrollment Services

Subject: Special Loan Funds

Date: August 15, 2000

Issued by: Director of Financial Aid

Authorized by: Director of Financial Aid

 

I. Policy

  1. The Town and Country Loan

    The Town and Country Loan fund is available to Aiken County residents who attend USC Aiken. The loan is not transferable to any other institution. Students accepted for admission or currently enrolled at USC Aiken may apply for up to $4000 per academic year July 1- June 30). The total aggregate loan may not exceed $14,000.

    No interest will be charged on the loan as long as the student maintains at least half time enrollment at USC Aiken. The aggregate loan amount shall bear interest at the rate of 5% per annum for a period of two years commencing six months after graduation, or termination of enrollment, or dropping below half time enrollment at USC Aiken. After expiration of the said two years, the said sum shall bear interest at the rate of 10% per annum until fully paid; the said sum shall be repaid in up to sixty equal successive monthly installments with a minimum payment of $50 each month together with interest. The privilege of payment, in whole or in part, before maturity with interest then to cease on any sum so paid, is permitted.

  2. The Rich Loan

    The Rich Loan is a short term, (one year) emergency loan for students attending USC Aiken. The amount of the loan cannot exceed $500 for any student at any one time. 

II. Procedure

  1. To apply for the Town and Country Club Loan, students must complete an application, available from the USC Aiken Financial Aid Office. The Financial Aid Office will act on the application, giving priority to students who do not qualify for federal aid programs. The number of loans awarded annually will vary and will be based on collections from the previous year and the number of outstanding notes. USC Aiken may obtain a credit bureau report on both the borrower and the guarantor.
  2. Students can apply for the loan through the Financial Aid Office and must demonstrate the ability to repay the loan within the year. The Financial Aid Office will determine the student's eligibility based upon federal aid guidelines and upon the memorandum of agreement on file in the Development Office.

III. Related Policies

IV. Reason for Revision

Annual Review

Computer Access to Student Records

Number: AENR 108

Section: Enrollment Services

Subject: Computer Access to Student Records

Date: May 19, 2010

Issued by: Registrar

Authorized by: Associate Vice Chancellor for Enrollment Management

 

I. Policy

It is the policy of the University of South Carolina Aiken to require all users of a password granting them access to the information Management System (IMS), the database containing student records information, to sign a confidentiality agreement at the time the access is initially granted to insure that the user understands all federal laws and regulations as well as University policies that pertain to that information. During training, these federal and campus policies will be discussed. Both sets of regulations are listed on the confidentiality agreement and accompanying memo and will be explained by the Registrar or a representative of that staff prior to signing the agreement. Failure to maintain the confidentiality of such records and to observe all regulations concerning them will subject the user to reprimand or other action which may be deemed appropriate according to the severity of the violation.

II. Procedure

To obtain initial access to such screens, an employee's supervisor should submit a written request to the Office of the Registrar documenting why that access is needed. In cases where access to Admissions or Financial Aid information is needed, the respective department head would contact the appropriate programmer or data steward at USC Columbia for the additional access.

III.  Related Policies

IV.  Reason for Revision

Emergency Loan Policies

Number: AENR 109

Section: Enrollment Services

Subject: Emergency Loan Policies

Date: August 1, 2010

Issued by: Associate Vice Chancellor for Enrollment Management

Authorized by: Director of Financial Aid

 

I. Policy

  1. Emergency loans are available for registered students at USC Aiken only during semesters for which they are registered. These should be used only for situations which are beyond the student's control such as returning home for a family emergency or something that would prevent the student from attending school or work.
  2. The amount of loan normally shall never exceed $150.00.
  3. Loans can be written for a maximum of 30 days; however, the due date must be on or before the last day of classes for the semester in which the loan was made.
  4. Students may have only one outstanding debt at a time to USC Aiken. This includes both emergency loans and delayed payment agreements.
  5. Once the loan becomes more than 10 days past due, the student is not longer eligible to receive emergency loans or any other University based financial assistance.
  6. Before the loan becomes due, a student can arrange to extend the due date up to 30 days. The new date must fall within the semester in which the loan was originally written. Extensions will be granted one (1) time only and are at the discretion of the Vice Chancellor for Enrollment Services.
  7. Students should only be approved for one emergency loan per academic year.

II. Procedure

  1. If the note becomes 5 days delinquent, the student will be sent a letter by the Vice Chancellor for Enrollment Services.  The letter will explain that he/she is no longer eligible to receive emergency loans, and that the loan must be paid in full within l0 days of the letter or it will be turned over the courts for collection.
  2. Once the note becomes 5 days delinquent, a late processing fee will be added onto the balance owed. The fee charged will be ten ($10) dollars for every five days the note remains outstanding.
  3. In addition, if after ten days the loan has not been repaid, the University will place a hold on all the student's records, registration, financial aid checks, et al.

III. Counseling Students

  1. The student must fill out a loan request form in the Office of Financial Aid or the Business Services Office.
  2. If the student asks how much he can borrow - ask him how much he needs. Do not volunteer the $150.00 figure.
  3. Agree on a suitable payment date keeping date restrictions in mind. Emphasize importance of meeting this debt within the allotted time.
  4. Document how the student plans to pay off the loan.
  5. Counseling Students
    1. Check the student's records and make sure there are no outstanding notes or loans.
    2. Have the student fill out a loan request form and initial check list.
    3. Complete an emergency loan check authorization.
    4. The form is finalized in the Business Services Office. The Business Services office writes the check and places the debt on accounts receivable.
    5. A bill/reminder is sent to the student approximately 5 days before the due date.

IV. Related Policies

V. Reason for Revision

Annual Review

Deceased Students

Number: AENR 110

Section: Enrollment Services

Subject: Deceased Students

Date: April 22, 2010

Issued by: Associate Vice Chancellor for Enrollment Management

Authorized by: Associate Vice Chancellor for Enrollment Management

 

I. Policy

In the event a University student dies while enrolled, the Office of the Registrar will submit to the Registrar's Office at USC Columbia a request to have the "deceased indicator" placed on the student's records. An obituary will suffice as proof of death. The Registrar's Office in Columbia will then withdraw the student from current classes and take other precautions to prevent his/her name appearing on any data regarding current students. All of the student's professors are notified that the student's name will disappear from the class rolls for that semester. No grades will be recorded.

A student's rights under the Family Education Rights and Privacy Act of 1974 expire at the time of the student's death. The University may release directory information on the student. The student's academic records, however, are still sealed for a period of 25 years as protection from the media and other entities. The University may release, upon request, other student records information to the individual listed as the deceased student's next of kin. The next of kin would need to provide identifying information such as birth and death certificate of the deceased.

If the student's death is under investigation by law enforcement agencies, the University can release directory information. If other students who knew or have been in contact with the deceased are thought to be in danger, directory information on those individuals can also be released to law enforcement. Photos from the student ID card data base are considered as directory information and as such can be used for identifying purposes; however, they will not be released to the media.

Other student records information, such as grades, GPA, etc., can only be released to law enforcement agencies with a subpoena issued by a judge. Such requests are forwarded to the Registrar's Office at USC Columbia, since USC Aiken does not have the official transcripts.

The Vice Chancellor for Business and Finance will process a 100% refund for the student for the semester in which the death occurs so that funding can be directed back to financial aid sources as necessary or to the next-of-kin of the deceased student, whichever is applicable. The Office of Financial Aid will also require an obituary as proof of death so that federal aid providers and lending agencies can also be notified of the student's death.

The University of South Carolina Aiken may deem it appropriate to award a degree to a deceased student on who said degree was not officially conferred.

A degree may be awarded posthumously when death occurs during the term of enrollment in which the student would, based on normal expectations, have completed degree requirements. Such action must be requested and endorsed in writing by the Executive Vice Chancellor for Academic Affairs. The Executive Vice Chancellor for Academic Affairs should affect completion of a degree application on behalf of the student and submit it to the Registrar, accompanied by the letter of request.

A posthumous degree may be awarded to a graduate student who was not currently enrolled, but whose active degree pursuits can be documented by the Executive Vice Chancellor for Academic Affairs and the program chairperson.

II. Procedure

The Office of the Registrar will take appropriate actions to ensure that the awarding of the degree appears in the appropriate commencement program and on the student's official record.

III. Related Policies

IV. Reason for Revision

Annual Review