Requesting Department Scholarships Instructions - UMBC...For UMBC faculty and staff requesting to award department scholarships to degree-seeking students for the current semester’s

UMBCScholarships Page|1

UMBCScholarshipsDepartmentScholarshipsAdministratorTrainingManualForUMBCfacultyandstaffrequestingtoawarddepartmentscholarshipstodegree-seeking

studentsforthecurrentsemester’senrollmentatUMBC.

TABLEOFCONTENTS:Title PageNumber

1. CheckingEligibility 2-4

a. SubmittingtheCandidateEligibilityForm 2

b. EnteringScholarshipDetails 3

c. WhyisFinancialNeedImportant? 3

d. EnteringTopCandidates 4

e. SuccessfulSubmission 4

f. UnderstandingSubmissionResults 5

2. RequestingDisbursements 6-7

a. SubmittingtheAward&DisbursementRequestForm 6

b. Pending/IncompleteDisbursements 8

c. SubmittingtheUSMFoundationDisbursementForm 8

3. AuthorizingDisbursements 9

4. Deadlines 9

5. DepartmentAwardwith10+Recipients 10

6. FrequentlyAskedQuestions 10-11

7. DepartmentIDS 12-13

8. Index 13-15


1. CheckingEligibilityIfDepartmentshavemultiplecandidatesorneedmoreinformationindeterminingifastudentis

eligibletoreceiveascholarship,theyshouldsubmittheCandidateEligibilityFormpriorto

submittingadisbursementrequest.

1a.SubmittingtheCandidateEligibilityForm:

• DepartmentsshouldcompleteoneCandidateEligibilityFormperscholarship.Multiple

studentscanbesubmittedperscholarship.

• Thereviewwilldetermineifthestudentdemonstratesfinancialneedasdeterminedby

theFAFSA,andifthestudentiseligibletocollectadditionalscholarshipfunding.

• Submittingtheeligibilityformisnotarequestforpostingoffundstothestudent’s

account.Thisformisintendedasareferenceonly.

https://scholarships.umbc.edu/departmentawarding/


1b.EnteringScholarshipDetails:

TheDepartmentisrequiredtolistoutalldetailsofthescholarship.Theformmustbe

completedinfulltobereviewedbyOFAS.

• Acontactpersonandtheiremailaddressmustbelistedincasemoreinformationis

needed.

• Themaximumdollaramountperawardmustalsobelisted,todetermineifeach

individualstudentiseligibleforthatawardamount.

• DepartmentsshouldcompleteoneCandidate

1c.WhyisFinancialNeedImportant?

• FinancialneedisdeterminedbytheDepartmentofEducationwhenastudentsubmitsa

FAFSA(FreeApplicationforFederalStudentAid)application.Ifastudentisreceiving

financialneedgrantsandscholarships,yourdepartmentawardmaynegativelyeffectwhat

thestudentmaycontinuetoreceiveand/orhavetoreturn.

• TherequestingDepartmentmustindicatewhetherfinancialneedisafactor(important)

ornottoconsiderwhencheckingforawardeligibility.

• Needwillbedeterminedbythestudent’sFAFSA,andwillbereportedas:

o “High,”–eligibleforfederalpellgrantandstrongneed.

o “ModerateNeed,”-aboveeligibilityforfederalpellgrant,howeverstill

declaredneedy.


o “LowNeed”–Outofrangeforfederalpellgrantandlowfreeaidfunds

o “NoNeed”–Outoffederalpellgrantrangeandabovecostofattendance

o “NoFAFSA”–NoFAFSAonfileforstudent;unabletodeterminefinancialneed

1d.EnteringTopCandidates:

• Additionalstudentscanbeaddedbyclickingonthe+button.

OncetheDepartmenthasenteredallcandidates,theformcanthenbesubmitted.

• TheformcanbesubmittedbyclickingtheSubmitbutton.

• TheformcanbeclearedbyclickingtheResetbutton.

1e.SuccessfulSubmission:

TheSubmitbuttonmustbeselectedtosendtheformtoUMBCSCHOLARSHIPSforreview.

Uponsuccessfulsubmissionaconfirmationscreenwillbedisplayed.

*Anemailresponsewillbesenttothecontactpersonlistedwithin5businessdays.

• ReturnAddress: finaid-do-not-reply

• EmailSubject: DepartmentScholarshipCandidateEligibility


1f.SubmissionResults:

TheresultsfromtheUMBCSCHOLARSHIPSforreviewyourrequestanddeterminethe

candidate(s)’financialneed(ifrequested)andiftheyareeligibletoreceivetheaward.● Requestswillaskifstudentiseligibletocollectadditionalscholarship

▪ Yes=awardwillhavenoimpactonotheraid,oronlyloanswillbeimpacted

(canprovideadditionalcommentsbydouble-clickingintothebodyofthe

email)

▪ No=studentisnoteligibletocollectadditionalscholarshipduetoCOAorneed

(providecommentsbydouble-clickingintothebodyoftheemail)


2. RequestingDisbursementsOncedepartmentsselectaneligiblestudentcandidatetoreceivetheaward,theymustsubmitthe

Award&DisbursementRequestForm.

2a.SubmittingtheAward&DisbursementRequestForm:

• DepartmentsshouldcompleteoneAward&DisbursementRequestFormperstudent.If

therearemultipleawards,oneformmustbecompletedforeachstudent.

• TheAward&DisbursementRequestFormshouldbecompletedforallfundingsources,

includingtheUSMFoundation(excludingGAANN).

-IffundingisfromtheUSMFoundation,theUSMFoundationDisbursementRequest

Formmustbecompletedinadditiontotheelectronicrequestform.Pleaseseestep

2bformoreinformation.

https://scholarships.umbc.edu/departmentawarding/


• TheDepartmentisrequiredtolistoutalldetailsoftheaward.Theformmustbecompletedin

fulltobereviewedbyOFAS.

-TheDept.Authorizernameandemailmustbeentered.Thedisbursementrequestmustbe

electronicallyapprovedbytheDept.AuthorizerbeforeitcanbeprocessedbyUMBC

SCHOLARSHIPS.Pleaseseestep3formoreinformation.


2b.Pending/IncompleteRequests:

• DepartmentRequestersshouldmaketheirdepartmentapproversawarethattheAward&

DisbursementRequestshavebeensubmittedandfollow-upwiththemdirectly.Many

requestsforapproversgetlostormisplacedintheire-mailboxandarenotprocessedto

studentaccounts.

• PendingRequestsarevisibleonlythroughtheUMBCScholarshipsaccess,however,we

reviewthisqueuemonthlytoreachoutviae-mailtodepartmentsregardingtheseincomplete

statusestoberesolvedimmediately.

Note:Thesedelaysmaycausestudentaccountbalancelatefees,orachangeinaward

eligibility.

2c.SubmittingtheUSMFoundationDisbursementForm:

• DepartmentsshouldcompleteoneUSMFoundationDisbursementRequestFormper

student,inadditiontocompletingtheelectronicrequestform.

-PleaseincludetheDepartment,student’sname,campusID,andtheaward

semester/yearinthebusinesspurposessectionoftheform.

-TheoriginalUSMFoundationDisbursementRequestFormmustbesubmittedvia

campusmailtotheOfficeofFinancialAid&Scholarships.

• TheelectronicrequestformwillnotbeprocesseduntiltheoriginalUSMFoundation

DisbursementRequestFormisreceived,andviceversa.

• UMBCSCHOLARSHIPSwillforwardthesignedandverifiedformstotheUSMFoundation

forprocessing.TheFoundationwillforwardacheckforthescholarshipfundsdirectlyto

thedepartment.


3. AuthorizingDisbursementsOncedepartmentssubmittheAward&DisbursementRequestForm,anemailauthorizationwillbe

senttothelisteddepartmentauthorizerforfinalapproval.

• Theauthorizerwillbesentanemailnotificationcontainingalinktosubmittheapprovalfor

therequesteddisbursement.

-ReturnAddress:finaid-do-not-reply

-EmailSubject: DepartmentScholarshipAwardandDisbursementAuthorization

• Thedepartmentauthorizercanapproveordenytherequest.

-Ifapproved,theformwillbeprocessedbyUMBCSCHOLARSHIPSwithin5to7

businessdays.Aconfirmationemailwillbesenttothecontactpersonlistedonce

completed.

-Ifdenied,theformwillnotbeprocessedbyUMBCSCHOLARSHIPS,andanemail

notificationwillbesenttothecontactpersonlisted.

4. DeadlinesDepartmentscholarshiprequestsmustbesubmittedbytheappropriatedeadlinesforeach

semestertobeprocessedbyUMBCScholarships.

• Requestsshouldbesubmittedapproximatelyamonthbeforestudentbillsaredue.

o Billsareduethe20thofeachmonth

o Latefeesareassessedonthe25thofeachmonth

• Thestudentisresponsibleforanybalancenotcoveredbytheawardandanylatefees

assessedtotheiraccount.

• Departmentsshouldvisithttp://sbs.umbc.edu/formoreinformationaboutbilling

dates.

o Fallsemesterdeadline:lastdayofclassesinfallsemester

o Springsemesterdeadline:lastdayofclassesinspringsemester

o Summersemesterdeadline:lastdayofclassesinsummersession2

o EndoftheyearclosedateisJune30th.Wecannotre-openafterthisdate.


5. DepartmentAwardRequestsfor10+StudentsDepartmentsrequestingaDepartmentScholarshipfor10ormorestudentsatonetime,may

submitarequestusingamasterspreadsheetinExcel(xls)usingtheScholarshipRequest

Formonline.AtemplatewiththeformatoftheSpreadsheetisattachedbelow.These

requestsmustbeforonlyonedepartmentID(seebelow)atatime.

6. FAQsDepartmentscholarshiprequestsmustbesubmittedbytheappropriatedeadlinesforeach

semestertobeprocessedbyUMBCScholarships.

• Whataredisbursements?

Aiddisbursementsarefundsthatareofficiallyappliedtostudents’accountthroughour

partnershipwithStudentBusinessServices.Whileourofficeplacesawardsonstudent

accounts,theywillonlyappearas“PendingAid”untilthedisbursementsystemprocessis

ranbySBS.

• Whenaredisbursements?

DisbursementsareprocessedweeklyeveryTuesdaymorningapproximately7:00–10:00

AMEST.Therefore,theidealdeadlinefornewdepartmentawardsubmissionsisFriday

by12:00PM.

• USMFormPick-UpDates?

TheuniversitypicksupUSMReimbursementFormseveryWednesdayandFriday

morningsbyinter-officecampusmail.ItisdeliveredwithintheUSMmaildrop.

• ChartStringandDepartmentIDs

Informationonthedepartmentsalreadyassignedtoachartstringisinsection7.Ifyour

chartstringhasnotbeenassigned,youmustrequestaOFASItemTypeSet-UpFormforits

creation.Note.Set-upmaytakeupto3weeks.


• Holds–Refund,Disbursement,Scholarship

RefundholdsmayonlyberequestedandapprovedbyarepresentativefromSBS.Our

officeandstaffdonothaveaccesstoadministertheserequests,therefore,ifyouareneed

ofthisfeature,itisthedepartmentadministrators’responsibilitytocontactSBSdirectly.

• FinancialNeedEligibility?

Financialneedisimportantwhenawardingstudentsandtimingisessential.Utilizethe

CandidateEligibilityFormifyouarequestioningacandidate’sstatus.Theidealtime

frametoawardstudentsisinthebeginningoftheacademicyear.

• DoIneedtosubmitCandidateEligibilityForm?

Again,thisformisnotrequired,however,highlyrecommendedforallawards;especiallyif

youaresubmittingyourrequestmid-semesterormid-year.

• WhataboutWinterSemester?

Wintertermisnotasemesterweadminister,therefore,youwillneedtocontactSBSto

administeranawardforthisterm.Informationisavailableat:

https://scholarships.umbc.edu/departmentscholarships/Thisisthesamefornon-

degreeseekingstudents.

• SemesterTimeline

July27–Deadlinetohavealldepartment/scholarsprogramawardspostedtostudentaccounts

August1–FallBillsIssuedtoALLstudents

August20–BillDueDate

August25–1stLateFeeAssessed

Day11ofSemester–FinalFall/SpringsemesterEnrollment


7. DepartmentswithOFASAwardIDsDepartmentsshouldbeusingtheirDeptIDintheAward&DisbursementRequestFormwhen

requestinganewdepartmentawardforastudent.

Department Fund DeptID ProgFIN Account Project/GroupUMBCANCSDeptAward 1113 10012 171 7129900 5145UMBCAlexBrownCenterDept 1113 10717 171 7129900 5145UMBCAthleticDeptAward 1113 10445 171 7129900 5145UMBCBiologyDeptAward 1113 10423 171 7129900 5145UMBCCASPRDeptAward 1113 10338 171 7129900 5145UMBCCASTDeptAward 1113 10622 171 7129900 5145UMBCCOEITDeptAward 1113 10144 171 7129900 5145UMBCCSEEDeptAward 1113 10463 171 7129900 5145UMBCCUEREDeptAward 1113 10337 171 7129900 5145UMBCCUERESummerAward 1113 10337 171 7129900 5145UMBCChemEngrDeptAward 1113 10145 171 7129900 5145UMBCChemistryDeptAward 1113 10424 171 7129900 5145UMBCCivilEngrDeptAward 1113 10142 171 7129900 5145UMBCClubWaiver 1113 10445 171 7120420 CV350320UMBCCyberAward 1111 10602 171 7120420 UMBCDPSDeptAward 1113 10589 12 7129900 1217UMBCDanceDeptAward 1113 10021 171 7129900 5145UMBCEconomicsDeptAward 1113 10492 171 7129900 5145UMBCEducationDeptAward 1113 10425 171 7129900 5145UMBCEnglishDeptScholarship 1113 10013 171 7129900 5145UMBCEnvironSafetyDeptAward 1113 10287 171 7129900 5145UMBCEricksonDeptAward 1113 10585 171 7129900 5145UMBCGRADSchoolSummerAwd 1113 10458 171 7129900 5145UMBCGeographyDeptAward 1113 10333 171 7129900 5145UMBCGerontologyDeptAward 1113 10495 171 7129900 5145UMBCGraduateSchoolDeptAwd 1113 10458 171 7129900 5145UMBCHAPPDeptAward 1113 10494 171 7129900 5145UMBCHistoryDeptAward 1113 10501 171 7129900 5145UMBCHonorsCollegeDeptAward 1111 10132 11 7029900 UMBCISDeptAward 1113 10496 171 7129900 5145UMBCITAdminDeptAward 1113 10427 171 7129900 5145UMBCITDeptAward 1113 10419 171 7129900 5145UMBCITDeptAward 1113 10119 171 7129900 5145UMBCInformationSystemsAwd 1113 10496 22 7129900 CV390198UMBCInterScienceDeptAward 1113 10211 171 7129900 5145UMBCInterStudiesDeptAward 1113 10097 11 7129900 5145UMBCInternlEdSrvDeptAward 1113 10216 171 7129900 5145UMBCJCETDeptAward 1113 10139 171 7129900 5145UMBCLLCDeptAward 1113 10584 171 7129900 5145UMBCMIPARDeptAward 1113 10136 171 7129900 5145UMBCMLLDeptAward 1113 10331 171 7129900 5145UMBCMarineBiotechnologyDept 1113 10422 171 7129900 5145UMBCMathDeptAward 1113 10034 171 7129900 5145UMBCMechEngrDeptAward 1113 10200 171 7129900 5145UMBCMeyGradDeptAward 1113 10424 171 7129900 5145


UMBCMeyerhoffDeptAward 1113 10252 171 7129900 5145UMBCMusicDeptAward 1113 10026 171 7129900 5145UMBCOIADeptAward 1113 10372 171 7129900 5145UMBCOUEDeptAward 1113 10434 171 7129900 5145UMBCOffCampStdSerDept 1113 10407 171 7129900 5145UMBCPhysicsDeptAward 1113 10035 171 7129900 5145UMBCPoliSciDeptAward 1113 10088 171 7129900 5145UMBCProfStudiesDeptShady 1113 10439 171 7129900 5145UMBCPsychologyDeptAward 1113 10090 171 7129900 5145UMBCResLifeDeptAward 1113 10535 171 7129900 5145UMBCSTEMDeptAward 1113 10563 171 7129900 5145ShadyGroveTLSTAward 1111 10439 11 7129900 TLSTUGRDUMBCShriverCenterDeptAward 1113 10237 171 7129900 5145UMBCSocialWorkDeptAward 1113 10113 171 7129900 5145UMBCSocy/AnthDeptAward 1113 10494 171 7129900 5145UMBCStdAffairsDeptAward 1113 10594 171 7129900 5145UMBCStdSupServDeptAward 1113 10573 171 7129900 5145UMBCTheaterDeptAward 1113 10023 171 7129900 5145UMBCVisualArtDeptScholarsh 1113 10022 171 7129900 5145

8. IndexArticle1.MassDepartmentalScholarshipSpreadsheetTemplate


Article2.OFASItemTypeSet-UpRequestForm


Article3.SampleDepartmentAwardNotification

Documents

Requesting Department Scholarships Instructions - UMBC...For UMBC faculty and staff requesting to award department scholarships to degree-seeking students for the current semester’s