SMITH SCHOLARSHIP FOUNDATION Student Handbook

Transcription

1 DRAFT SMITH SCHOLARSHIP FOUNDATION Student Handbook Ahrian Tyler Dudley, Executive Director 400 Caldwell Trace Birmingham, AL Phone: Fax:

2 Table of Contents Welcome to the Smith Scholarship Foundation Scholarship Program... 1 How the Smith Scholarship Works... 2 Financial Information and Unmet Need... 2 The Estimated Family Contribution... 3 FAFSA... 4 Length of Funding and Annual Renewal... 4 Authorization to Release Financial Information... 5 Communication and Contact Information... 5 Change of Address or Phone... 6 Living on Campus... 7 Mandatory Functions Scholars are Required to Attend... 7 Civility and Courtesy... 9 Integrity/Credibility... 9 Grade Point Average Requirement and Annual Renewal of Your Smith Scholar Award... 9 Appeal Process Tutoring Counseling Completing Your Degree in a Timely Manner Dropping Below Full Time Enrollment Internships and Cooperative Work Opportunities Work Study Off Campus Employment How to Request Study Abroad, Summer School, or Graduate Funding Study Abroad Summer School Graduate Funding Availability of Scholarship Funds Your Smith Scholarship Award and the IRS Leaves of Absence Taking Your Smith Scholarship to Another School Re Application Form/Self Evaluation Letter Requirements Cultural and Ethnic Diversity Experience Volunteer Work Adherence to Guidelines Acknowledgment of Guidelines Guidelines for Preparing the Mandatory Annual Self Evaluation Letter... 21

3 Welcome to the Smith Scholarship Foundation Program Welcome to the Smith Scholarship Foundation ( SSF or Foundation ) Accountability Program. This handbook is designed to provide you with information about your SSF scholarship, including certain mandatory requirements. As you proceed through college, you may find that situations arise that could affect your scholarship. This handbook will address those situations, tell you who to contact when questions or problems arise, and provide guidelines regarding your responsibilities to the program. The Foundation has carefully chosen you to be a Smith Scholar based on a variety of criteria including academic potential, leadership, and financial need. The Foundation is committed to investing a substantial amount of finances, time and other Foundation resources in your education. Your cooperation in carrying out your responsibilities as outlined in this handbook will be one way that you can show your appreciation for this interest and investment. The Foundation has traditionally awarded scholarships for up to eight semesters to high school seniors who enter college as a freshman. The Foundation began in 2014 to award Graduate Scholarships to scholars who have successfully completed the SSF undergraduate program with outstanding grades and extraordinary assistance to the Foundation and other scholars. 1

4 How the Smith Scholarship Works There is a lot of important information to be aware of in regards to a Smith Foundation Scholarship. This section will detail how the scholarship works. Financial Information and Unmet Need The Smith Foundation Scholarship is a last dollar, need based scholarship awarded to those recipients who have demonstrated the potential for leadership by overcoming obstacles and giving back to their community. What is a last dollar scholarship? A lastdollar scholarship is funding that is provided after all other financial aid has been awarded. This type of scholarship is designed to fill in the gap by funding a scholar s unmet need that is not covered by other sources, i.e., grants, scholarships, the EFC. Any refund or overpayment received by the Scholar as a result of the Scholar s failure to advise the Foundation (for example a Scholar receives an additional scholarship or grant not listed on the DFCOA and the student failed to correct this error and receives a $5,000 overpayment refund) must be returned to the Foundation. Also if a student drops a class and receives a refund, these funds must likewise be returned to the Foundation. How is unmet need determined? Unmet need is calculated by subtracting other grants, scholarships, and the Estimated Family Contribution (EFC) from the school s Direct Cost of Attendance (DCOA). Direct Cost of Attendance includes tuition, books, fees, room and board and does not include transportation, maintenance and incidentals. SSF will rely on the school s calculation of DCOA modifying the DCOA by adding back the EFC to the unmet need. DCOA (Grants, Scholarships & EFC) = Unmet Need In other words, unmet need is the direct cost of attendance minus grants, other scholarships and the EFC. For each Scholar, the unmet need may vary. The following is a good example of how unmet need is calculated: Troy University for : $17,663 Financial aid package (other scholarships & grants): $ (7,000) Estimated Family Contribution (EFC): $ (3,000) SSF Modification (add back EFC) $3,000 Unmet Need: $ 10,663 Smith Foundation Contribution for : $ 10,663 2

5 Since the unmet need in this case is $10,663, the amount of the Smith Foundation Scholarship would be $10,663 for the academic year. Keep in mind that $15,000 is the maximum annual contribution available from SSF. However, due to increasing cost of attendance at many schools, there may be gaps in student funding that will be the Scholar s responsibility to meet. We hope you fill these gaps by securing additional scholarships and working during summer and holiday breaks. If you are unable to fill these gaps in this manner, then student loans will be an option. We strongly discourage the use of these loans unless you plan to pursue a career that provides for student loan forgiveness programs to be utilized. All loans are to be pre approved by the Foundation. Failure to receive pre approval will result in termination of your scholarship. Scholarship funds go out in two disbursements each year (one in August, and one in December). All checks are sent directly to the college or university. The following conditions apply to the calculation of the Smith Foundation Scholarships: As a Scholar s financial aid package changes, the amount of the Smith Foundation Scholarship may be adjusted to account for the resulting change in unmet need. The amount of a Smith Foundation Scholarship is determined by rounding the unmet need to the nearest $500. Unmet need is recalculated every year. The amount of a Smith Foundation Scholarship can vary from year to year due to changes in the cost of attendance, and the financial aid package. As previously stated, all expenditures made on behalf of Scholars are subject to prior approval by the Foundation and the Foundation reserves the right to deny request for expenditures to preserve and protect both the integrity of the program and further the mission of the Foundation, and as such, no scholar is entitled to a specific funding amount in any year. The Estimated Family Contribution The Estimated Family Contribution (EFC) is a figure the federal government uses to indicate how much a Scholar s family is expected to contribute towards his or her college education each year. The EFC is based on figures reported on the FAFSA. Once the FAFSA is filed, the resultant Student Aid Report will have the EFC figure on it. The 3

6 Smith Foundation Scholarship receives the EFC from the financial aid department of the scholar s college, but currently the Smith Foundation does not use it to calculate unmet need (see Financial Information and Unmet Need above). However, high EFC numbers will lead to re evaluation of the scholar s overall financial need and reduction in SSF funding may be made. The EFC is also used to determine whether the Scholar is eligible to participate in the Medical Program as well as other last resort aid programs. DCOA is calculated by your school and is not generated by the Smith Foundation Scholarship. DCOA questions need to be directed to the financial aid department of the college or university the scholar is attending. FAFSA It is required that each Smith Foundation Scholar file a Free Application for Federal Student Aid (FAFSA) as early as possible each year. Not filing your FAFSA could result in termination of the scholarship. The FAFSA should be filed using estimated income if the family s income tax returns are not complete. After the FAFSA has been filed, the Federal Government issues a Student Aid Report to the scholar and to the college or university the scholar is attending. The FAFSA can be filed online for quicker processing at Scholarships and financial need are complex matters. If you have questions, please call the financial aid office at your university for help. If they cannot resolve your question, or if there is a drastic change in your family s financial circumstances, then your Foundation Mentor at the Foundation providing information on the issue and your attempts to resolve including names and dates. In addition to filing your FAFSA early, it is equally important that you respond to any requests made by your university for verification or supporting documents and that you meet your university s priority deadlines. By doing so, you can ensure that your aid application is complete when the Foundation determines SSF funding stipends for the academic year. Length of Funding and Annual Renewal The SSF considers scholars for funding for eight consecutive semesters (fall and spring) or until a baccalaureate degree is attained, whichever comes first. There are no funds available for the summer term. Although the scholarship is renewable, a scholar s unmet need (and thus the scholarship amount) may vary from year to year. Students should plan to work during summer break and holidays to provide for their incidentals and gaps in available funding. 4

7 In the event that a Scholar has no unmet need, he or she will be placed on what is called Non funded Status. Non funded status means that a Scholar is entitled to all Foundation functions and programs but will not receive scholarship funding for that particular school year. Unmet need is re evaluated each year, and the Scholar may receive future funding if he or she is eligible in subsequent years. However, if a Scholar is on nonfunded status for a particular school year, funding will not be carried over for an extra year beyond the eighth consecutive semester of attendance (fourth year). Note: Even though a Scholar is placed on non funded status he or she is still required to adhere to all Smith Foundation Scholarship requirements to stay in compliance. Authorization to Release Financial Information It is required that each Scholar sign and return an Authorization to Release Financial Information form as well as providing passcodes and university forms necessary for verification of aid and cost to our office each year. Once they are signed by the Scholars and returned to the Smith Foundation Scholarship, they are sent to the colleges. The financial aid departments will then complete them and return them to the Foundation office. The form has a place for the direct cost of attendance, the financial aid package and the EFC. This information is used to calculate unmet need and thus determine the SSF award amount issued for the following school year. Failure to return a signed copy of these forms to the Foundation office can result in dismissal from the Smith Foundation Scholarship. Be sure and return this form to the Foundation office and not to the college/university financial aid office. Communication and Contact Information You will receive regular e mails during your college career from the Foundation. Some of these communications will relate to important administrative matters requiring your immediate response. Each Scholar will be assigned a SSF that is to be used when communicating with Foundation staff. It is required that all Scholars communicate with their SSF College Team Leader on a weekly basis and Foundation Mentor at least monthly. Please keep the Foundation updated on your mailing address, telephone number and other important information. Scholars must also provide their school assigned e mail addresses to the Foundation. It is our goal to communicate with you through your assigned SSF e mail address. The Foundation will monitor your receipt of e mails to confirm e mail delivery to and from the Scholar. You will need to check the e mail to obtain additional information. Failure to communicate with your Mentor and the Foundation is a violation of scholarship 5

8 guidelines and may result in probation or termination of your scholarship. Recognizing that many scholars rely on texting, it is imperative that you check your Smith Scholar e mail daily. Many devices allow you to forward s. You are entering the adult world. The Foundation will accept no telephone calls or e mails from parents. Unless an emergency situation exists, we expect to communicate with you directly. This will be a time of transition for you from high school to college. You will need to be responsible for your education. It is often a difficult process to transverse the maze of the Financial Aid Office, Admissions, Housing and other administrative offices. The Foundation and your Foundation Mentor are here to assist you, but you must take the initiative to start the process so we can help you. If you need assistance, please your Foundation Mentor describing the issue and the steps you have taken to resolve it. Include names and dates. (Please see Mentor Program Policies.) Please contact the Foundation offices by e mail. Your communication will receive a response within three business days. If you have received no response within that time, contact the Foundation offices to confirm that your e mail was received. It is important that you monitor your e mail for confirmation that the Foundation actually received your communication. If the need is urgent, then call the Foundation office during office hours. Phone calls directly to your mentor or staff should only be made after communication or if an emergency situation exists. Please be considerate of your Mentor s time and limit after hour calls to emergencies. Change of Address or Phone It is very important to the Foundation that up to date information be on file at all times so that you can be readily contacted when necessary. Your contact information, as well as other data, is available online via your Scholar Portal on the Foundation web site at If you have not already done so, please visit your on line Scholar Portal and secure a password (assigned to current and alumni Scholars only). You should periodically review your profile information via the website portal and make any necessary corrections and/or revisions. Please notify the Foundation immediately of changes in your: 1) e mail address; 6

9 2) personal cell phone number and permanent (usually hometown) phone number; 3) on campus address; or 4) permanent (usually your hometown) mailing address. For questions or assistance concerning access to the web site, contact Urist McCauley via at or Living on Campus First year SSF Scholars are required to live on campus. Some universities have specific residence halls in which freshmen Scholars are required to reside; if a university has such a residence hall, freshman Scholars are required to live there for their freshman year. (Many schools will offer assistance with this cost so make every effort to obtain assistance by securing a housing scholarship.) After their freshman year, Scholars are free to live off campus if they wish to do so. However, living off campus can be significantly more expensive and the scholarship amount set by the Foundation is based on the estimated cost of living on campus. All Scholars must submit a budget illustrating their ability to cover tuition, fees, books, housing, utilities and food cost. If the amount required exceeds available funding from SSF, an explanation of the Scholar s plans to cover such costs is required. Budget forms are available on the Scholar Café portion of the website. Mandatory Functions Scholars are Required to Attend The Foundation hosts seminars aimed at providing support for new college scholars and professional and career oriented workshops for upperclassmen scholars. At these programs, the upperclassmen have a chance to meet new scholars and give practical suggestions on classes and volunteer opportunities. New scholars also receive valuable information about the nature of the Smith Scholarship and what is expected from them to continue their scholarships. Because of the large number of scholars attending these functions, family and friends may only attend the designated events. It is our hope and intention that the scholars will use their time at these functions as an opportunity to network with other scholars, Directors and Trustees of the Foundation. 7

10 Your attendance at each of these functions is mandatory, unless otherwise noted. The dates will be published in advance. Failure to attend mandatory events will result in probation or termination. Request for waivers must be made to the Executive Director in writing. Exceptions will not be made for work, sorority, fraternity functions or vacations. 1. ORIENTATION/BOOT CAMP I. The Foundation holds an orientation session where freshmen Scholars receive valuable information about the SSF program. At the same meeting, Foundation representatives, as well as educational professionals, discuss development of effective study skills to help a Scholar make the most of the educational opportunity offered by the Foundation. Attendance at the orientation is mandatory for freshmen Scholars and upperclassmen selected to present or assist. Dress for this event is casual. 2. BOOT CAMP II. This session will enable the Foundation to provide training and coping skills for campus life. Dorm packs and supplies will be delivered at this event. This event is mandatory for freshman and selected upperclassmen. 3. PROFESSIONAL SEMINAR. Sophomores, juniors and seniors who desire to participate in the SSF Internship Program are required to attend the SSF professional seminar wherein the Scholars participate in a wide array of business training including resume preparation, interview skills, professional attire and dining etiquette. Only those Scholars who successfully complete the Internship requirements will be eligible for suits, stipends and internship assistance. (Please see separate requirements of the Internship Program.) 4. UNIVERSITY DINNER. Once a year the SSF will host a dinner at each participating university. Coordination with university and Foundation officials will include university personnel, alumni and Foundation staff. Attendance by all Scholars is mandatory. 5. HOLIDAY PARTY. A holiday party is typically held each year during December. This is an opportunity for you to meet and mingle with the Directors, student officers and Foundation staff, other Scholars, as well as SSF alumni. Attendance is encouraged but not required. Scholars are reminded to show professional respect to program speakers. Laptops, ipads, electronic readers, or other similar devices are not allowed at Foundation 8

11 events. Do not study or do other homework during Foundation events. Similarly, do not text or use electronic devices during the event program and limit any nonemergency texting or phone use in order to concentrate on in person interaction with other Scholars physically present. If you anticipate a conflict with any mandatory Foundation event, you must obtain an excused absence from the Foundation. You should meet first with your College Team Leader to review the merits of your request. If your Team Leader indicates that your request should then be reviewed by the Foundation, you should then contact your Mentor in writing who will review it with the Executive Director. Remember that a decision regarding an excused absence can only be granted by the Executive Director; this decision will take into account input from your Team Leader and Mentor and will always be communicated to you in writing. Civility and Courtesy The staff and volunteers of the Smith Foundation are dedicated to providing assistance and encouragement at all levels of your college experience. Treat all instructors, school administrators, and members of the Foundation with civility, courtesy and respect. Attitude is important in the professional world. Please practice politeness and demonstrate maturity in all communications whether verbal, e mail and even text. Honesty, integrity, and complete disclosure are required of every scholar. Manipulation of the guidelines, school rules or taking unfair advantage of those who are assisting you will not be tolerated and such actions are grounds for termination. Integrity/Credibility Each scholar represents the Smith Foundation. Your individual actions reflect on the entire Foundation and its credibility with both the academic and professional community. Think before you speak and conduct yourself with pride. Never compromise your integrity, because you are accountable for your own actions. Failure to exercise civility, courtesy, integrity or lying and/or misleading Foundation staff or university staff is an offense that can lead to termination of a scholarship. Grade Point Average Requirement and Annual Renewal of Your Smith Scholar Award The SSF will fund a maximum of eight full semesters of undergraduate education. The Smith Scholarship is renewable annually at the discretion of the Foundation. Under certain circumstances (described below), Smith Scholars may apply for additional funding (see Graduate Funding). 9

12 To maintain the Smith Scholarship, and in addition to any other requirements that the Scholar s university may impose, a Scholar must: maintain a cumulative grade point average of at least 2.5 and a grade point average for each semester of at least 2.0; write and submit by the required deadline an acceptable annual selfevaluation letter; attend the functions sponsored by the SSF (described above); provide proof of required volunteer and community service work; provide proof of tutoring if required; provide proof of counseling; provide proof of ethnic and cultural diversity experiences; provide proof of your application to at least two additional scholarships; and comply in all respects with your university s code of conduct and the provisions of the Foundation s Scholar Handbook. If a Scholar s cumulative grade point average drops below the 2.5 required minimum, the Scholar will be placed on probation for one semester and given the opportunity to bring the grade point average back into compliance. If at the end of the probationary period the cumulative grade point average is still below 2.5, the Scholar will be terminated immediately from the program. There is also a specific minimum grade point average requirement applicable to each semester s current semester grades. If a Scholar receives a grade point average in any semester that is less than 2.0, that Scholar s scholarship will be terminated, regardless of the Scholar s cumulative grade point average. Scholars must submit transcripts within 14 days after they are made available to the Scholar. 10

13 Appeal Process To appeal a termination from the program, the Scholar must: 1. notify the Foundation immediately of the Scholar s intent to appeal; 2. provide the Executive Director with a detailed statement describing the Scholar s academic problems and/or failure to comply with the handbook and the Scholar s plan to correct these problems. The Scholar will then be notified in writing regarding the outcome of the appeal and, if the appeal is granted, any conditions imposed by the Foundation for continuing the scholarship. Tutoring All incoming freshmen must work with the tutoring center and participate in the tutoring program. Written confirmation of your attendance is required. Returning scholars who receive midterm or final grades of a C or less are required to secure the services of a tutor. This is a mandatory requirement designed to maintain your GPA and status within the program. If you make a C or lower contact your assigned Foundation Mentor immediately and follow up with them on your tutoring plan. Confirmation sheets to document your participation in tutoring are located on the Foundation s website (Scholar Café tab). These documents must be filled out by your tutor and given to your Campus Team Leader on a weekly basis. Failure to timely submit these forms will be grounds for probation and/or termination. The Foundation understands that Scholars may encounter academic difficulties, but we expect you to seek assistance. If you have a bad semester, don t be embarrassed about it seek appropriate help and let us know what you are doing to improve your performance. You may also want to contact your faculty adviser on campus and/or your college s advising office for advice about improving your grades. Tutoring and study groups may be helpful. Ask your SSF Team Leader for suggestions as well. Many Smith Scholars tutor other scholars as part of their volunteer work. Also, remember that time management is a key component of academic success. Whatever you do, don t ignore the problem. 11

14 Counseling Smith Scholars are chosen in part for their achievement not only in school, but their ability to overcome obstacles that other students use as an excuse to fail to continue their education. The transition to college is stressful for all students today. For Smith Scholars it is a time for the focus of their lives to change from caring for family, working to support family or just surviving to now using their energy and talents to better their own lives and future by obtaining an education. Because of the stress of college and events that have shaped each scholar, the Foundation requires all scholars to seek counseling at their schools to help Scholars overcome emotional issues. Most schools and county health clinics as well as many faith based organizations offer free counseling. The personnel and staffing in these offices have extensive experience working with students and will discuss your situation with you and offer suggestions that will help keep you on track. Academic success is dependent on many factors and an honest conversation with a counselor and your academic advisor may help you analyze areas in which you may be experiencing trouble. All Scholars must submit counseling forms to their College Team Leader who will send them to the Foundation Mentor monthly. Failure to timely submit these forms will be grounds for probation and/or termination. Completing Your Degree in a Timely Manner The Foundation expects you to maintain continuous enrollment in each of the fall and spring semesters following your initial receipt of the Smith Scholarship until you complete your undergraduate degree. Failure to enroll for a fall or spring semester without notification to the Foundation will result in the termination of your scholarship. If your academic progress towards your degree is delayed or slowed for any reason, including dropping classes for personal reasons during a given semester; poor academic progress; a change in major; or any other reason, you will assume personal responsibility for funding your educational expenses following your receipt of eight semesters of funding from the SSF. Dropping Below Full Time Enrollment All Smith Scholars must be enrolled full time during each semester that they receive their Smith Scholarship award. Full time enrollment is defined as at least 12 credit hours per semester of undergraduate enrollment. Most Scholars enroll for 15 to 16 hours depending on the difficulty of classes. Some universities have alternative definitions of 12

15 full time enrollment Smith Scholars must be enrolled for at least the minimum number of credit hours that their university defines as full time attendance. If you wish to drop a class before a semester ends, you must your Mentor to request permission in advance of the drop before the end of drop/add. If a class is not going well contact your Mentor. Do not wait until your only option is to drop the class. Any Smith Scholar dropping below full time enrollment status is in violation of the terms upon which Smith Scholarships are awarded and that Scholar s scholarship is subject to immediate termination at the Foundation s discretion. We recognize that there are a number of reasons why a Scholar may need to drop below full time enrollment. Be aware that you must discuss this with your school advisor and Smith Scholarship Mentor in advance and obtain Foundation written permission in advance or else you are at risk of losing your Smith Scholarship. Also be aware that dropping courses below fulltime enrollment has serious adverse consequences to the timely completion of your degree plan and may jeopardize your timely graduation. Internships and Cooperative Work Opportunities Under the terms of your Smith Scholar award, Smith Scholars are eligible for a maximum of eight semesters of funding. If you accept an internship or a job under a cooperative work arrangement that is approved by your university, then your scholarship will be suspended for up to one year while you complete the internship or cooperative work arrangement. You will not receive your scholarship during the period of your internship and the period of the internship will not count against your eight semesters of scholarship funding. You may require funding during your internship if you are coenrolled. In order to receive your scholarship during this period, you must submit your request in writing in advance. A Smith Scholarship used to fund a co op or internship period will then count as one of your semester stipends. Work Study All Scholars are required to apply for work study on campus jobs as soon as possible at your Financial Aid Office each year. Call today if you have not already signed up. Even if you do not meet the requirements for work study, there are usually other on campus jobs available, if you apply early. These jobs allow more flexible hours than commercial jobs. They also provide spending money for incidental expenses. Scholars are required to work up to 12 hours per week unless written permission is received from the Foundation. The Foundation s policy is to have all Scholars maintain good grades and experience the campus activities offered by the Scholar s university such as newspaper, yearbook, broadcasting, performing arts, political clubs, intramural athletics and 13

16 professional organizations. There is no limit or prohibition on working during summer break or holidays. SSF Scholars are expected to work during these breaks to provide funds for incidental expenses. Off Campus Employment Off campus jobs during the semester are discouraged as they require transportation and can lead to working conditions that are not conducive to the Scholar s safety or studying. How to Request Study Abroad, Summer School, or Graduate Funding If you wish to request to use your optional Smith Study Abroad Scholarship; or if you wish to use your remaining Smith Scholarship towards funding summer school; or if you wish to apply for Graduate Funding, please follow the steps below. 1. Gather information regarding your proposed plan of study, prepare a budget and draft a letter that clearly defines what you plan to do, the credit you will earn, and how that credit will ensure your timely progress towards graduation; and 2. Make your request in writing to the Foundation by sending an to your Smith Mentor and the Executive Director. Study Abroad Juniors and Seniors who have a minimum 3.00 cumulative GPA and desire to study abroad through a program that is sponsored by or affiliated with the university you are attending, the Foundation will award you an additional semester stipend of up to $3,000, specifically designated for study abroad. All funds will be paid to your school. These amounts will not increase to meet additional costs required or incurred by you for the study abroad program. You must earn a minimum of two transferrable semester credit hours during your study abroad program. Your request to the Foundation must include the total number of semester credit hours you expect to earn, along with the dates, location, and length of your program. All payments for funding will be made to the sponsoring university. The use of this additional, optional, study abroad stipend will NOT count as one of your 8 semester scholarship. Other outside aid awarded to you for the purpose of studying 14

17 abroad will NOT impact the amount of your Smith Scholarship study abroad stipend. You will be expected to personally contribute to the cost of your travel. Summer School If you need to attend summer school to maintain your academic degree progress and ensure a timely graduation, then the Foundation, on a case by case basis, may allow you to use your scholarship to attend summer school. You are required to enroll in a fulltime course load (as defined by your university) in the summer for which you request funding; the summer school semester will count as one of your eight semesters of funding unless you have not utilized full funding during the previous fall/spring. In general, the Foundation does not encourage use of the scholarship for summer school until the third or fourth year of study, when it is apparent that attending summer school will clearly and positively impact the Scholar s academic progress toward graduation. (Remedial classwork and attending summer classes to increase a Scholar s GPA should be taken at a community or junior college to reduce the cost as Scholars will be personally responsible for this cost.) There is no carryover of unused aid from one school calendar year to the next. The goal of the Scholar and the Foundation is to conserve funds by obtaining other aid such as scholarships, grants and personal conservation to provide available resources allowing additional students to attend college. Amounts not expended on behalf of a current Scholar allows the Foundation to fund additional scholarships in the following year, as the budget for each year takes into consideration the total funds expended on behalf of all Scholars. All expenditures made on behalf of Scholars are subject to prior approval by the Foundation. The Foundation reserves the right to deny requests for expenditures to preserve and protect both the integrity of the program and further the mission of the Foundation. As such, no Scholar is entitled to a specific funding amount in any year or a total amount over four years. Graduate Funding Graduate Funding may be available but only to select Scholars with a cumulative grade point average of at least 3.0 as of the end of their 7th semester of funding as a Smith Scholar. Scholars may apply for Graduate Funding after the end of their 7th semester of funding. Funding depends on a number of factors: the current and anticipated SSF overall budget, the nature of the Scholar s academic program and the diligence with which the Scholar has pursued their course of study as well as the total cost of funds expended on the Scholar s undergraduate studies. 15

18 Applications for Graduate Studies are available in the forum section of the Scholars Café. Please check the website for deadlines. Graduate Funding is discretionary and applications will be evaluated on a case by case basis. The Foundation s decision on these applications is final. Scholars receiving Graduate Funding are considered Smith Scholars for all purposes and must attend mandatory functions and comply with the Foundation s rules and procedures throughout the Graduate Funding period. Availability of Scholarship Funds The SSF sends funds for all scholarship recipients to each university at the beginning of each semester. The financial aid office at your university will distribute your scholarship funds to you in accordance with their usual scholarship disbursement procedures. As the Foundation does not control these procedures, any questions regarding the timing of your receipt of Smith Scholarship funds should be directed to your school s financial aid office. Once payment is made to your school, no additional payments will be made until the following semester. The Foundation will no longer make separate payments to bookstores or order books online. Scholars must use funds dispersed from their student account to obtain books and supplies. Your Smith Scholarship Award and the IRS Under current tax law, certain portions of grants and scholarships may be taxable as income. It is our understanding that current law provides that any portion of your total grants and scholarships not used for tuition, fees, books, and required supplies is taxable as income. To assist with this calculation, your university will provide you annually with a 1098 T form. The 1098 T verifies the amount paid by you to the university in tuition and required fees for the calendar year. All recipients of Smith Scholar awards can obtain Internal Revenue Service Publication 970 or its equivalent each year to determine if they need to include any part of their award as taxable income. You can obtain this publication via the internet ( or by calling the IRS toll free publications request line at IRS Publication 970 contains worksheets that can help you determine the potential taxability of any part of your financial aid and scholarships. Throughout the year, you may wish to save receipts from all tuition and fee billings from your university, along with receipts for all supplies that are required and therefore deductible. Supplies that are not required by an instructor are not considered deductible; neither are room and board expenses. You certainly may use your 16

19 scholarship money for these expenses, but you may want to remember that this portion may be considered income (for tax purposes). If you have any questions about the tax status of your scholarship, you should contact the IRS or some other source of tax expertise. Neither the Foundation nor the financial aid office at your university can answer questions or provide advice regarding tax matters. Leaves of Absence Once you have entered college, it is assumed that you will be physically in attendance each consecutive semester, except summers, until you utilize all eight semesters of your Smith Foundation award or complete your degree, whichever comes first. If a Scholar is absent from school for a school approved activity such as a work study program, study abroad, or internship program that does not last longer than one year, the scholarship will remain available for the full remaining award and the time absent does not count against the scholarship when the Scholar returns. If a Scholar takes time off (other than summers) for personal reasons, the Smith Scholarship is terminated and the Foundation cannot guarantee that the scholarship will be available if and when the Scholar returns to school. If you find that some extraordinary circumstance makes it necessary for you to leave college for a period of time, you may request a leave of absence from the Smith Foundation. You should make your request in writing to your Smith Foundation Mentor. You should state in your written request the reasons why you need to leave school, how long you will be away, and when you plan to return. If your request is granted by the Executive Director, you will receive a written reply that provides you information regarding the reinstatement of your Smith Scholar award when you return to campus. Taking Your Smith Scholarship to Another School SSF Scholarships can only be used at participating SSF affiliated public universities. (See list of current participating institutions posted in the Scholar Café.) Students accepting a scholarship must use their Smith Scholar award at the university for which they selected or where assigned during their initial year in the SSF program. Following the completion of the initial year, Scholars may elect to use their scholarship at any SSF affiliated institution, as long as the student has met all requirements for admission and entrance to the new institution and has provided, in writing, timely notification to the Foundation of the change. Students are responsible for all academic procedures and obtaining verification that credits will transfer. Any delay in graduation 17

20 due to changing schools or loss of school scholarships will be economic costs assumed by the student. For example, if a student attends school A and receives a Smith Scholarship stipend payment of $5,000 and has a $2,000 school scholarship then transfers to school B that provides no school scholarships, the Scholar s Smith Scholarship funding is still limited to $5,000. Budgets are adopted when a Scholar enters a college program based on the cost of attendance at that college. Request for exemption from this policy can be made but are rarely granted. Re Application Form/Self Evaluation Letter Requirements By June 1st of each year (or, if June 1st falls on a weekend, the first business day following June 1st), each Smith Scholar is required to submit a re application form containing a self evaluation letter to the Foundation. This letter should: 1. discuss how well the Scholar has achieved the educational, leadership, and other individual goals set the previous year; 2. establish goals for the coming year, and 3. describe the specific steps that the Scholar intends to take to meet each of those goals. These letters are not graded, but they are carefully read by the Foundation s staff. Foundation staff members will counsel those whose letters are considered unsatisfactory. When you submit your self evaluation letter, we will acknowledge receipt of your letter via e mail within three business days. If you have received no response within that time, contact the Foundation offices to confirm that your letter was received. The submission of your self evaluation letter is not complete until you receive confirmation of receipt from the Foundation. The timing and content of these letters are discussed in more detail in the Guidelines for Preparing the Mandatory Annual Self Evaluation Letter that follow. Submissions that do not conform to the directives in the guidelines will be returned. Cultural and Ethnic Diversity Experiences. You must attend each of the following: music performance, dance performance, theater performance, multi cultural event and an art exhibition each year. In addition 18

21 to the events offered by your school, the Foundation will sponsor group activities to assist scholars in fulfilling these requirements. Many campus events are free of charge. Volunteer Work Your selected community service must be approved in advance by your Mentor. your Mentor as soon as you select your volunteer work to determine if it is sufficient. 1. Each scholar must complete 20 hours of volunteer work during the fall and spring Semesters for a total of 40 hours per year. Your College Team Leader and the Foundation will offer several opportunities for volunteer work as well. 2. Beginning your junior year, one half (½) of your 40 volunteer hours must be related to your major or career. 3. Adherence to Guidelines Failure to abide by these policies and guidelines may result in probation or immediate termination of your scholarship. Scholars are required to act within the spirit of the guidelines instead of attempting to avoid application of requirements by technical or trivial objections or arguments. These guidelines are to protect both the scholar and the integrity of the Foundation while conserving expenditures when appropriate for future scholars education costs. 19

22 ACKNOWLEDGMENT I have received and reviewed the Policies and Guidelines of The J. Craig & Page T. Smith Scholarship Foundation, Inc. (revised April 2015). I agree to abide by the terms and conditions of the Foundation Guidelines. Date: Scholar Signature Scholar Name Printed These guidelines are subject to change as determined by the Foundation s officers in their sole discretion to continue to uphold the policies, goals and standards of the Foundation. Scholars are required to abide by current guidelines not withstanding publishment subsequent to original execution. Current guidelines are posted on the Foundation website and copies can be obtained from the Foundation office (Scholar Café forms). 20

23 GUIDELINES FOR PREPARING THE MANDATORY ANNUAL SELF EVALUATION LETTER 1. What is the purpose of these self evaluation letters? The primary purpose is to encourage Scholars to develop the habit of setting goals, developing specific plans to achieve those goals, and evaluating whether or not they have been achieved, and if not, why not. In addition, these letters enable the staff to keep up with what each Scholar is doing on an ongoing basis. Many scholars have told us that this simple exercise is one of the most beneficial parts of the Smith Foundation Scholar Program. 2. When is it due? You should send your letter so that it arrives at the Foundation offices no later than June 1st (or, if June 1st falls on a weekend, the first business day following June 1st), of each year during which you are a Smith Scholar. 3. Where should it be sent? The letter should be e mailed to the Foundation at the address posted in the Scholar Café as a WORD (.doc or.docx) or.pdf attachment to your e mail. 4. How should my document be labeled? The letter should be attached as a word (.doc or.docx) or.pdf and saved as: School_Year Started LastName, FirstName Example: Troy 2015 Doe, Jane 5. How can I confirm that the Foundation has received my letter? You will receive a return e mail from the Foundation contact confirming the receipt of your letter. If you do not receive confirmation within three business days, please follow up with the Foundation to ensure that your letter was received. 21

24 6. How should I identify my letter? It is very important that you place at the top of the first page of your letter your full name, the first year that you were a Smith Scholar, the university you are attending, and the date. Letters without the proper identification will not be accepted and will be returned. Example: Joe Scholar 201 Scholar (Name of University) June, 201_ Self Evaluation Letter Dear Smith Scholarship Foundation: 7. What should my letter contain? Generally, the letter should set some specific goals for the coming year (both academic and non academic), and outline an action plan for how you intend to meet the goals. In addition, if this is not the first such letter you have written, you should review the goals you set in your previous letter and candidly evaluate how well you achieved those goals. If you failed to meet certain goals, it should include a discussion of why and how you intend to improve. Many scholars describe the activities they participated in during the school year and also tell us about awards they received or leadership activities in which they were involved. Some also tell us a little about their summer plans. 8. What should not be in a self evaluation letter? Please do not put in your self evaluation letter information about changed financial circumstances or scholarships that have been supplemented or lost. These types of communications are important but should not be included in this letter; instead, this information should be sent to the Foundation Mentor in a separate posted in the Scholar Café. Also, do not include in your letter changes of address or telephone numbers. To notify the Foundation of address or telephone changes, navigate to your Scholar profile in your Scholar Portal on the website and update the appropriate data fields with your new information. 9. How long should my self evaluation letter be? 22

25 Your letter should be a minimum of two double spaced pages. There is no maximum length, as the length of the letter may depend upon the number of individual goals and each scholar s writing style. However, you should organize your thoughts and strive to be as concise as possible. Our experience is that the requirements described above can rarely be met in less than 2 3 pages. 10. Is any particular format required? Letters must be double spaced and submitted as a WORD (.doc or.docx) or.pdf attachment to your e mail. We also request that you reread and proof your letter for grammatical and spelling errors prior to sending it. 11. Are graduating seniors required to submit a letter? No. Although graduating seniors (or Scholars who have completed the program s eight semesters of funding) are not required to submit a self evaluation letter, the Foundation certainly enjoys hearing from you. We welcome a letter from you, updating us on your recent achievements and/or future plans. 12. Will I receive a response to my letter? All of the letters are read by the SSF staff. Because of the large number of letters that are received, however, it is not possible to generate a specific reply to each letter. The SSF staff occasionally sends written comments to scholars about their self evaluation letters, but if you do not receive a response, please know that it is not because your letter is not being read. 13. Self evaluation letter checklist: before you send, be sure that your letter has a completed checklist, coversheet and: a) has your name, university, and the first year you were a Smith Scholar in the heading on the first page (see #6 above); b) is double spaced & proofed for grammar and spelling; and c) your document should be saved as School_Year, Started_LastNameFirstName (see #4 above). Checklist for Attachments to Self Evaluation Please attach to self evaluation letter with the following documents: 23