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Scholarship Steward Information

Scholarship Memo Procedures

College/Department Scholarship Memo(s) will be processed in the order that they are received. Please note that Scholarship Memo(s) cannot be processed without signature approval from a representative from the Provost’s Office. Colleges/Departments are advised to request access to SharePoint, from the Provost’s Office in order to upload your award information for approval. You may submit one comprehensive list, if there are multiple students to be awarded.

After Scholarship Memo(s) have been submitted, please continue checking your SharePoint account for approval. It is the College/Department administrators’ responsibility to continue checking with the Provost’s Office or on SharePoint, to make sure all of the supporting documentation that was required for approval was complete and correct; in advance of the submission deadline. Please be mindful of your submission dates to the Provost’s Office, in order to give them ample time to review, approve, and summit your Scholarship Memo(s) to the Scholarship Office for processing.

Once your Scholarship Memo(s) have been approved, please send the Assistant Director of Scholarships, Cynthia E. Ybarra, the approved document(s) to process your award(s.) Only approved Scholarship Memo award information is required to be sent to the Scholarship Office, therefore all other supporting documentation is not required, unless instructed otherwise.

Please keep in mind that your College/Department is expected to keep all approved documentation, in hard copy form, in order to conduct your monthly scholarship fund(s) reconciliation(s ) and also for auditing purposes.

Allow ample time for processing before payment deadlines. Scholarship Stewards will receive an email regarding specific deadline dates for submission to the Scholarship Office prior to the start of each term.

If a College/Department decides to submit Scholarship Memo(s) to the Provost’s Office after submission deadline date, please advise affected students to make other payment arrangements. Please note that submission of Scholarship Memos can be made after the designated submission deadline dates and anytime during the academic year. However, these students will need to make other payment arrangements through the Student Accounting/Cashier’s Office in order to prevent their courses from being dropped, if award is not received by the Scholarship Office prior to the last payment date each term.

Step 1.

Complete Scholarship Memo(s) by providing the following required information:

  1. Name of Scholarship
  2. Department
  3. Department Contact
  4. PeopleSoft Cost Center Account
  5. Banner Detail Code – Awards cannot be processed without this code. (Contact Lauren Bellenger, Director of Student Accounting to set up new Banner Detail codes.)
  6. Phone Ext.
  7. Student’s Last Name, First Name
  8. Student’s ID #
  9. Term code to apply the award
  10. Award amount
  11. Verify Hours Enrolled – College/Department is responsible for verifying hours in Banner.
  12. Indicate student's Residency – International/Non-resident=YES Texas Resident and Tex. Res. HB1403=NO
    *This information must be verified each term, since Residency information can change during the year.
  13. Grant Information – YES or NO
  14. Additional Notes: Reason for adjustment – Misc. Notes – Additional Award, etc.
  15. Approver(s) Name and Signature
  16. Total – This field will automatically populate on form.
  17. Enter Fund Balance

You may submit one comprehensive list, if there are multiple students to be awarded. Please never overlap awards by using the same Scholarship Memo list to award additional students that you have already awarded on a prior Scholarship Memo, in order to avoid duplicate payments. Create a new Scholarship Memo(s), if you need to add additional students under the same Banner Detail code for the same term, later during the semester. Please do not mix terms on the same Scholarship Memo(s), each semester should be handled separately.

Supporting documentation should be included with the Scholarship Memo(s) that you submit to the Provost’s Office for approval. The Assistant Director of Scholarships, Cynthia E. Ybarra, does not need a copy of supporting documentation for processing awards.

Step 2.

Obtaining Approvals:

Approvals from the appropriate College/Department head(s) assigned to review your scholarship awards are required prior to the processing of your Scholarship Memo(s). All Colleges/Departments are advised to request access Share Point, in order to upload and received approved Scholarship Memos from in the Provost’s Office. Please contact the Provost’s Office or Elaine Pearson, if you need detailed instructions regarding obtaining access to that system.

Step 3.

Submitting Scholarship Memos:

The Department/College is required to send a copy of the Scholarship Memo(s) with completed signature approvals to the Assistant Director of Scholarships, Cynthia E. Ybarra, for processing. Awards will not be posted if the Scholarship Memo(s) are not approved by a representative in the Provost’s Office. Please note that a copy of the approved Scholarship Memo is also required directly from the Provost’s Office as a method of checks and balances. It is important that the Assistant Director of Scholarships receives this information from the College/Department and from the Provost’s Office, in order to make sure that no scholarship awards have been missed for processing.

Also, the College/Department is expected to keep a hard copy of their approved Scholarship Memo(s) along with all the supporting documentation for auditing purposes and for their departmental reconciliation records.

Submission of incomplete or inaccurate information may cause a delay in the posting and disbursement of students’ scholarship awards. Please note that in order to allow sufficient time for processing scholarship awards, the Assistant Director of Scholarships must receive your approved Scholarship Memo(s) by the deadline date specified for each term, in order to meet the Tuition Payment deadlines published on the Academic Calendar.

Step 4.

Removal of Scholarship Awards

Please keep in mind that it is each Colleges/Departments’ ongoing responsibility to monitor their students’ enrollment hours. If a student withdraws from a program and is no longer eligible to receive an award(s), please submit a revised Scholarship Memo to remove/cancel award(s). The best time to proceed with monitoring of enrollment hours is just after the last day to drop and add classes. However, if you may submit Scholarship Memo removals/cancellations as soon as you have a firm confirmation from the student that they will not be able to fulfill your College/Department’s enrollment requirements.

Please contact Cynthia E. Ybarra, Assistant Director of Scholarships, if you have any questions regarding these procedures.

Last updated 9/12/2018 8:19 AM