AES Policies and Request Forms

Form Information

Award Deferral+

Incoming Freshmen: Incoming freshmen who accept an AES award may seek to defer their scholarship for one year if they do not attend an institution of higher education prior to enrolling at UT Dallas. The incoming freshman deferment of AES is a two-step process.

  • Step 1: Defer admission through the Office of Admission and Enrollment. The admissions deferment form is available online through Galaxy under “Orion Self-Service” in the Admissions Forms Folder.
  • Step 2: Email [email protected] your deferment of freshman scholarship request

Please note: In order to qualify for a freshman deferment of an AES scholarship, both deferment steps must be completed prior to the first day of the term for which you were initially admitted.

Current AES Students: AES recipients are required to enroll in both fall and spring semesters. Summer term enrollment is optional. However, AES recipients who have attended UT Dallas at least one semester may seek to defer their scholarship for a fall or spring semester. Students must receive approval from the AES Team prior to the first day of class and are not allowed to enroll at another institution of higher education (unless participating in a study abroad program).

The AES Student Deferment Form is now available.

AES Exemption to Hours+

Prior to first day of class (see academic calendar), students who intend to enroll in less than 12 unique UT Dallas credit hours should submit an exemption to hours form. There is no limit to the amount of times a student can request an exemption to hours as long as a student is on track for a timely graduation. Courses taken for grade replacement do not count towards the unique hour requirement.

Students who seek to drop a course on or after the first day of class should consult with their academic advisor and review the Maintaining AES Scholarships requirements for potential impacts.

The Exemption to Hours form for the spring 2020 term will be available at a later date.

PLEASE NOTE: A reduction in credit hours may impact other financial aid students may be receiving. For questions regarding enrollment requirements for other forms of financial aid, please contact the Office of Financial Aid.

AES Graduate Usage+

The AES program awards a set amount of funded semesters. Under the Graduate Usage Policy, AES recipients who complete their undergraduate degree before exhausting all eight semesters of AES funding eligibility, may request to apply their remaining semesters of AES support toward graduate studies at UT Dallas. AES funds may not be applied towards a second baccalaureate degree, post-baccalaureate, or graduate certificate.

To apply remaining AES semesters of eligibility to graduate school at UT Dallas, graduate matriculation must occur the long semester immediately following undergraduate completion, students must be meeting the AES requirements, and students must receive approval from the AES Team during their final undergraduate semester.

The AES Graduate Usage Form is now available.

AES Summer Usage+

AES recipients may opt to utilize their AES during a summer term. Please note – receipt of AES during a summer semester counts as one semester towards overall scholarship eligibility. Approval is required before summer classes begin, as AES funding does not automatically apply to summer balances.

The 2020 AES Summer Usage Form will become available at a later date.

Policy Information

Application of Funds+

The Academic Excellence Scholarship provides funds to defray some or all of the costs of UT Dallas tuition and mandatory fees. Cash stipends that accompany some levels of AES are intended to offset other costs that students incur during their university studies such as housing, books and supplies, and meal plans. To maintain the AES award for a maximum of eight semesters of eligibility, students must be meeting the AES Requirements. Once a student graduates with an undergraduate degree, any remaining semesters of eligibility can only be applied towards a degree-seeking graduate program at UT Dallas as long as a student is approved for Graduate Usage. AES funds may not be applied towards a second baccalaureate degree, post-baccalaureate, or graduate certificate. AES funds are distributed by semester and cannot be combined or extended beyond the 8 semesters of eligibility.

Tuition Waivers and Other Scholarships+

In addition to the funds provided by an AES award, students may receive support from private third-party scholarships. Any private third party tuition scholarships and state tuition and fee waivers are applied in lieu of the AES tuition and fee award. For example, a student receiving a tuition waiver, such as the State of Texas Exemption for Highest Ranking High School Graduate or Hazelwood Exemption, will not receive AES tuition and fee funds during the semesters in which the waiver is applied.

PLEASE NOTE: Recipients of third party or institutional scholarships that provide complete coverage of tuition and mandatory fees may be ineligible to receive AES awards. Please contact the AES office at [email protected] for more information about how other scholarships may affect AES eligibility.

Competitive Waiver+

AES recipients may receive the competitive scholarship waiver for one subsequent semester after their last semester of AES usage or eligibility. This must occur within the same academic year. This option is not available if they complete an undergraduate degree and exhaust AES eligibility or have been terminated from the AES Program. Continuing students who receive an AES award and are in good standing with the AES Program may also receive the competitive scholarship waiver during short semesters (five week, eight week, or full summer terms) in which they do not receive AES funds. The term must be within the same academic year of the last semester in which they received AES scholarship support.

Tuition and Fee Coverage+

AES tuition and mandatory fee funds are applied to tuition and supplemental designated tuition fees. Tuition and mandatory fee funds provided by AES do not apply to other required and non-mandatory fees including, but not limited to the following: other course fees, international student fees, health insurance, fees associated with new student applications, special use fees, required testing, registration, and orientation.

Disbursement+

It is AES policy not to disburse funds until classes begin. AES funds disburse between the first day of class and Census Day. AES award disbursement could be impacted by several factors such as holds, course load, and visa status.

Unique Hours+

Per the UT Dallas Undergraduate Catalog, “regardless of the number of times a course is repeated, any single course can contribute only once to the number of semester credit hours required for graduation.” A limited number of courses, such as independent study or special topic classes, may be repeated for credit and count toward the AES unique credit hour requirement. AES recipients are encouraged to review the applicability of their courses toward the AES hours requirement with the AES Program.

If a student retakes a course as one of the three grade-bearing enrollment attempts, the second and if applicable, third attempt, will not count toward the AES unique credit hour requirement. AES recipients retaking a non-repeatable course must remain enrolled in a minimum of 12 unique UT Dallas credit hours and receive approval for an AES exemption to hours. AES funds will not be applied to the penalty fee assessed when a student attempts the same class for the third time.

Housing+

AES recipients will not receive priority consideration during the housing application process and are not guaranteed placement in on-campus housing.

Excessive Hours+

Section 54.014, Texas Education Code, establishes a maximum number of semester credit hours that an undergraduate Texas resident may attempt while paying tuition at the rate provided for Texas residents. The Academic Excellence Scholarship will not cover the cost of non-resident tuition rates charged to students who exceed the maximum number of semester credit hours. To find out more information about this policy, visit the Office of the Registrar.

Study Abroad and Specialty Programs+

Archer Program – AES tuition and fee awards will be applied to Archer Program participation.

Green Fellowship – AES tuition and fee awards will be applied to the Green Fellowship program.

Exchange Mobility Study Abroad – AES tuition and fee awards are applicable only to Exchange Mobility study abroad programs. In order to receive AES funds toward an Exchange Mobility program, AES recipients must be in good standing with the University and the AES Program. Students must complete all necessary protocol through Education Abroad. Students must be meeting the AES requirements in order to receive AES funds toward an Exchange Mobility program.

Non-Exchange Mobility Study Abroad – AES recipients who satisfied all required Education Abroad protocol for any non-Exchange Mobility study abroad program must submit an AES Award Deferral online request (and receive deferral approval) in order to retain their AES.

Suggestions for Students – You should begin the necessary paperwork (application process and other required activities) with Education Abroad six months before the semester you wish to study abroad.

The University of Texas at Dallas | Office of Admission and Enrollment 1-972-883-2270
Student Services Bldg | 800 W. Campbell Rd, Richardson, TX 75080-3021 1-800-889-2443