Departmental Scholarships: FAQ
The information on this page is designed to be a resource for UAA staff and faculty in awarding departmental or Foundation scholarships to students. It is not intended to be a student resource.
How do departmental scholarships or prizes affect student aid?
Gifts or awards given to students must be counted as a resource against their cost of attendance (COA) and federal law requires the total aid and awards do not exceed the COA. To determine whether your award will negatively affect a student’s aid package, departments should contact the UAA Office of Student Financial Assistance prior to making the award.
What is counted as a resource?
Resources counted for aid purposes include any funds that are granted to a student by an unrelated third party (private donor, community organization, federal, state, or university department) that are given based upon the student’s status as a student and that are intended to assist with educational costs. The only exception is Veteran’s Benefits or ROTC Scholarships, which are not counted as resources per federal regulation.
What are standard educational costs?
What gifts or awards may qualify for special consideration so as not to require a reduction of existing aid?
Gifts or awards meant to cover:
If you are awarding money to a student (regardless of whether it's called a scholarship, gift, prize), the Office of Student Financial Assistance must be notified. If the award is specifically limited to costs associated with one of the special costs above, you must provide written documentation when authorizing payment to arrange for an increase of the student’s COA. This written documentation can be an explanation of what the award was provided for and will prevent the award from counting against the student's COA.
What resources are not counted against the COA?
How does a department request to make Foundation awards to students for funds that do not require a UAOnline scholarship application?
For awards that go through the UAA Office of Financial Aid (i.e. prizes, scholarships, and student awards) the department should either complete the UAA Foundation Fund Payment Request Form or send an email to the UAA Scholarship email address [email@example.com] with the following information bullets completed:
Also include a statement verifying how the "signature authority requirement" has been met. Example statement:"For the specified fund, I am the signature authority, UA Foundation approved designee, or acting on behalf of the signature authority of record. The required signature has been affixed to the relevant authorization document requesting this transaction, and will be available for examination upon request by the UA Foundation. Furthermore, I verify that the (expenditure, i.e. scholarship selection) is being made in accordance with the terms of the fund agreement governing this fund."
Note:If the signature authority on the fund agreement is not the author of the emailed award request, please "cc" them, so they are aware an award is being made from a fund they manage.
Payment Dates: There are no longer semester payment deadlines. Payments may be made to students in fall, spring, or summer semesters (including retroactive payments) as long as it is within the same fiscal year.
For awards that will continue to go through UAA Grants &Contracts (i.e. research reimbursements for supplies, travel, research-related stipends, internships, and fellowships) departments should continue to send payment requests using the Scholarship Payment Request Form and resolve questions or concerns directly with G&C. For fund category questions, please contact the UA Foundation directly (email link provided).
Still have a question about authorizing or awarding institutional and/or Foundation scholarships? Have a suggestion for a FAQ that should should be added to our website? The Office of Student Financial Assistance would like your feedback! Please use the following form to submit your question for consideration on this website.