09/16/24 – List of Items Needed for Annual Required Financial Aid Report

September 16, 2024 Athletic Department Blog Updates

ALL KHSAA member schools are required to complete the annual financial aid report in compliance with Bylaw 11 for the 2023-2024 academic year. To assist Principals and Athletic Directors in preparing for this report, this checklist of information is provided so that you can spend a few days gathering the required data and information before the deadline to complete the report.

Member schools will have until October 15 to submit this year’s survey. Gathering this information before clicking the link to submit should allow you to quickly complete the report in an expedited fashion. Assistant Commissioner Sarah Bridenbaugh (sbridenbaugh@khsaa.org) will be the contact for sending out the request for submissions and should be able to address any of your questions. The link to submit the report will be sent to the Designated Representative on September 30.

The following is a list of information you should have available when submitting the 2023-2024 Financial Aid Report:

SCHOOL INFORMATION & TUITION

• The specific public school district boundary in which your school is physically located
• Tuition Cost: This includes non-public and out-of-district public school students.
  
  • This may be tuition collected by the school, tuition collected by the school district, or tuition collected through a third-party billing agency. Please be diligent when researching the answer to this question as we have found that though many public schools do not collect tuition from out-of-district students, the district does collect fees and therefore the restrictions would apply. (This does not include free and/or reduced lunch)
• Full published amount of tuition due (be sure and include the full amount even if a reciprocal agreement between public school districts exists)
• Knowledge of any student paying less than full tuition (not specific students’ names at this point)
• List of tuition reductions offered by the school, which can include:
  
  • Financial Need (based on third-party analysis)
  • Merit Award (limited and based on approved testing instruments)
  • J-1 or F-1 Foreign Exchange Student
  • Employee Benefit
  • Multiple Child Discount
  • Tuition waiver as part of 157.350 (reciprocal) agreement between adjacent public school districts

FOREIGN EXCHANGE STUDENTS

• Whether or not your school hosts Foreign Exchange students (J-1 Visa, F-1 Visa)
• If your school does host Foreign Exchange students, does your school waive the fee/tuition for any of those students?
• If your school does host Foreign Exchange students, does any student pay less than the full, unsubsidized cost of education? (The full, unsubsidized per capita (for each student) cost of education is the cost of providing education to each student in the school district where the public school is located.)

DORMS (ROOM & BOARD)

• Room & Board amounts charged to students
• If any students receive discount housing
• The amount charged to any student paying less than the full published amount for Room & Board (list of different amounts if they differ for any student)

MERIT AID

• If your school provides Merit Aid
• Date Merit Aid test was (will be) administered
• Records of any student-athletes who receive Merit Aid beyond 25% of tuition
• Which Merit Aid test the school-administered, which can include:
  
  • High School Placement Test (HSPT)
  • Independent School Entrance Exam (ISEE)
  • Education Records Bureau (ERB, CTP)
  • Stanford Achievement Test – 10th Edition
  • Pearson Educations Assessment (PEA)
  • Otis-Lennon School Ability Test (OLSTAT)
  • School and College Ability Test (SCAT)
  • Terra Nova (McGraw-Hill)
  • Iowa Test of Basic Skills (ITBS, Riverside Publishing)
• # of students (grades 9-12) earning Merit Aid for 2023-24
• # of athletes (grades 9-12) earning Merit Aid for 2023-24

NEED-BASED FINANCIAL AID

• If your school provides need-based aid
• Permitted only if within index limits determined by the approved neutral agency which can include:
  
  • FACTS Grant in Aid Agency (Lincoln, NE), N/A
  • Financial Aid for Student Tuition (FAST) (Wilmington, DE)
  • Financial Aid Independent Review (FAIR) (Rosemount, MN)
  • Independent School Management (ISM) (Hernando, MS)
  • School and Student Service for Financial Aid (SSSFA) (Princeton, NJ)
  • Tuitions Aid Data Service (TADS) (St. Paul, MN)
• Process of school policy to determine the amount awarded to each student after need analysis is completed
• Do all students receive the same percentage of demonstrated need (if yes, please list the percentage given)?
• # of students (grades 9-12) earning Need-Based Financial Aid for 2023-24
• # of athletes (grades 9-12) earning Need-Based Financial Aid for 2023-24

POLICIES AND PROCEDURES

• Be able to provide the school’s financial aid policy (weblink, copy and paste policies into answers or email policies as an attachment to Mrs. Bridenbaugh)
• Determine if the school has a written policy for the collection of fees and be able to explain
• Name/contact information of the administrator overseeing distribution of all aid
• Determine if the school maintains a list of all sources and activities conducted in efforts to raise funds for financial aid for students and the name/contact information of the person overseeing
• Determine if there is any financial aid (merit or otherwise) that is awarded to students from a funding source that is not under the custody and control of your school or its governing board. If yes, be able to provide details
• Determine if any financial aid is given indirectly or directly related to athletic achievement or ability
• Determine whether there are any instances where a student-athlete may have any part of the financial obligation to the member school paid directly or indirectly by individuals outside of the student’s immediate family

COLLECTION OF PAYMENTS

• Process of payment collection for tuition and fees for your school
• If the school utilizes a 3rd party who processes collections and payments, be able to provide company contact information
• Name/contact information of administrator or school personnel in charge of the collection of fees
• Policy for handling student-athletes who may be delinquent in payment of tuition and/or fees

FINANCIAL AID TOTALS

• The total dollar amount of financial obligations that students were unable to meet for 2023-24
• The total dollar amount of financial obligations that student-athletes were unable to meet for 2023-24
• Number of student-athletes unable to meet financial obligations for 2023-24
• Details of any cases where a student-athlete was more than sixty (60) days deficient in the payment of tuition and/or fees

HB563 QUESTIONS

• Additional questions for the 2023-24 report include questions pertaining to 2021 HB563 passed by the General Assembly, detailed at
  https://apps.legislature.ky.gov/law/acts/21RS/documents/0167.pdf
  which amended KRS 157.350, KRS 158.120, KRS 156.070 and multiple new provisions of KRS Chapter 141.
• The information you will need to gather is as follows:
  
  • Are you an A-1 public school as defined by the Kentucky Department of Education? (If no, no additional information will be required.)
  • If yes, do you charge tuition to out-of-district students?
  • If yes, how much tuition is charged?
  • If yes, does your school offer any discounts or waivers for tuition (reminder that the funds in an EOA shall not be used for athletics)?
  • Explain any tuition waivers