AES Program Policies
Policy and Forms
AES recipients may request to defer their scholarship for a maximum of two semester for extenuating circumstances or for study abroad opportunities.
Incoming freshmen: Incoming freshmen that accept an AES award may seek to defer their scholarship for a maximum of two semesters if they do not attend an institution of higher education prior to enrolling at UT Dallas. Students must receive approval from the AES Program prior to the first day of classes.
Current AES Students: Current AES students may seek to defer their scholarship for a maximum of two semesters. Students must receive approval from the AES Program prior to the first day of classes and are not allowed to enroll at an institution of higher education (unless participating in a study abroad program).To request AES award deferral, students must submit the AES Award Deferral Online Form (NetID and password required to access). Please fill out all form fields as complete as possible. Help for each form field is available by moussing over the [?] icon. To expedite processing, provide any necessary documentation substantiating the need for a deferral to firstname.lastname@example.org. If you have any questions about completing the form, please contact the AES program office at 972-883-6708.
Click here to fill out and submit the Request for Deferral Online Form
Exemption to Hours
Prior to the final full-term session withdrawal deadline (see academic calendar), students who intend to enroll in less than 15 UT Dallas unique credit hours may petition to be exempt from being placed on probation.
To request an exemption to the AES program hours requirement, students need to submit the Request for Exemption to Hours Form (NetID and password required to access). Please fill out all form fields as complete as possible. Help for each form field is available by mousing over the [?] icon. If you have any questions about completing the form please contact the AES program office at 972-883-6708.
PLEASE NOTE: A reduction in credit hours may impact other financial aid students may be receiving. For example, some loans, other institutional and third party scholarships, and grants may require the completion of a minimum number of credit hours. Students receiving other forms of financial assistance should contact the Office of Financial Aid before submitting the AES Exemption to Hours Form.
Click here to fill out and submit the Request for Exemption to Hours Form
Appeal for Exception to Policy
In order to appeal an AES Program decision, students must complete and submit the Appeal for Exception to AES Policy Form. Please note, appeals to increase semesters of eligibility beyond the eight originally awarded will not be granted. If your AES has been terminated and you believe there are extenuating circumstances that warrant additional consideration of your termination, you may appeal the termination decision by completing and submitting the Appeal for Exception to AES Policy Form prior to census day (the 14th day of class) of the current semester. To expedite processing, provide any necessary documentation substantiating the need for an appeal to email@example.com.
Click here to fill out and submit the Appeal for Exception to AES Policy Form
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 firstname.lastname@example.org for more information about how other scholarships may affect AES eligibility.
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 guaranteed tuition plan amounts 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. Distance learning and field trip fees are also not paid by AES tuition and mandatory fee funds.
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. As it relates to visa status, per IRS Revenue Code 117, visa holders not eligible for work authorization may not receive the cash stipend, as it is considered taxable income.
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.
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.
AES recipients will not receive priority consideration during the housing application process and are not guaranteed placement in on-campus housing.
Archer Program - AES tuition and fee awards can be applied to Archer Program participation. However, Archer participants will not receive their AES housing stipends.
Eligible Study Abroad Programs - 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 in good academic standing with the AES Program 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 form (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.
These policies may not apply to AES recipients who were admitted in prior academic years. Please contact the AES Program office at 972-883-6708 for clarification.