10/6/2025 – List of Items Needed for Annual Required Financial Aid Report
PrintALL KHSAA member schools are required to complete the annual financial aid report in compliance with Bylaw 11 for the 2024-2025 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 31 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 primary contact for sending out the request for submissions and should be able to address any questions you may have. The link to submit the report will be sent to the Designated Representative on October 13.
The following is a list of information you should have available when submitting the 2024-2025 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 Visa Status Foreign Exchange Students (not usual, see below)
- F-1 Visa Status Foreign Students in compliance with the analysis required in Bylaw 11
- Employee Benefit
- Multiple Child Discount
- Tuition waiver as part of KRS 157.350 (reciprocal) agreement between adjacent public school districts if such agreement remains a formal document
FOREIGN EXCHANGE STUDENTS WITH J-1 VISA STATUS
- Whether or not your school hosts J-1 Visa Status Foreign Exchange students
- If your school does host Foreign Exchange students with J-1 Visa Status and charges tuition to any other student (i.e. through KRS 157.350), does your school waive any of the fee/tuition for any of those students?
- If your school does host J-1 Visa Status 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.)
- Please note that that the Kentucky Department of Education has further details related to Foreign Exchange students with J-1 status contained in its guidance document at KDE Pupil Attendance Manual.
- Please note that per state regulations and guidance, Students with J-1 VISA status do not normally pay tuition. J-1 programs are authorized by the Department of State. The J-1 Visa Fact Sheet gives detailed information about the program. For more information on the J1 VISA Student and Exchange Visitor Program (SEVP), please use the Web site listed to find your federal contact person: J1 Visa Programs
- Please note that without knowledge of a foreign student VISA status, they are in eligible per Bylaw 7 to participate in the privilege of interscholastic athletics.
FOREIGN STUDENTS WITH F-1 VISA STATUS
- Whether or not your school hosts F-1 Visa Status Foreign students
- If your school does host Foreign students with F-1 status, does your school waive any of the fee/tuition for any of those students through the provisions of Bylaw 11?
- If your school does host F-1 Visa Status Foreign students, does any student pay less than the full, unsubsidized cost of education?
- Please note that that the Kentucky Department of Education has further details related to Foreign students with F-1 status contained in its guidance document at KDE Pupil Attendance Manual.
- Please note that F1 VISA authorized schools are monitored by the Department of Homeland Security. Students with F1 VISAs must pay tuition to attend school. They must be student and exchange visitor program (SEVP) certified and can only attend SEVP-certified school. F-1 students cannot spend a year at one public high school and then transfer to another. As public schools are funded through tax revenue and not tuition, F-1 students attending an SEVP-certified public secondary school must pay the full, unsubsidized per capita cost of attending school for one year. Please see the Web site listed for details in becoming a SEVP certified school. Kindergarten to Grade 12 Schools
Student and Exchange Visitor Information System (SEVIS) - Please note that per state regulations and guidance, Non-immigrant foreign students qualifying for F-1 immigration status or who obtain an F-1 student visa may be admitted to the District based on the following guidelines:
1. These students shall not be permitted to attend any publicly funded adult education program.
2. These students may be permitted to attend in grades nine through twelve (9-12), but not at earlier grade levels.
3. As required by law, these students shall pay a tuition fee equal to the full, unsubsidized per capita cost to the District for providing education to the student for the period of attendance.
4. The period of attendance shall not exceed twelve (12) months.
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- Please note that without knowledge of a foreign student VISA status, they are in eligible per Bylaw 7 to participate in the privilege of interscholastic athletics.
- Please note that 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 and is required to be determined by each local board of education or comparable entity at a non-public school..
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 2024-25
- # of athletes (grades 9-12) earning Merit Aid for 2024-25
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 2024-25
- # of athletes (grades 9-12) earning Need-Based Financial Aid for 2024-25
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
- Be able to provide the local board of education-determined unsubsidized per capita cost of education as required by state regulations, with particular emphasis on the applicability to students with J-1 or F-1 Visa status.
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 2024-25
- The total dollar amount of financial obligations that student-athletes were unable to meet for 2024-25
- Number of student-athletes unable to meet financial obligations for 2024-25
- 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 2024-25 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
