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Scholarship Administration

See the Scholarship Guidelines for Scholarships administered by the Mathematics Department.
Scholarship Award Memo Process SAMEMO

PRIOR TO SENDING AWARD LETTERS

Before award letters are sent:

  • Send an email to scholarship committee member requesting the award letters and ask them to confirm that the guidelines listed at the Scholarship Guidelines link above were adhered to in the determination of the awards.
  • Ask them to submit the backup to support their choice to the department's Undergraduate Director's staff assistant (October 2010, this is the Communications Coordinator).  Exception: if the recipient choice can be repeated using historical data kept at UH, this is not necessary.  If there is a algorithm used for the choice, house it as well.  The process needs to be auditable.
  • Attach a pdf print of the Scholarship Guidelines at the link above.  Ask the committee member for a confirmation from someone on the University of Houston Fee Committee that the scholarship guidelines and the selection committee members are acceptable.  As of October 2010, suspected members of the University Fee Committee are John Hardy and Ian Evans.
  • Confirmation of the use of the scholarship guidelines, the backup to support the selection(s), the pdf print of the current Scholarship Guidelines/Applications on the web (above) and the University Fee Committee confirmation of guidelines and committee members must be received and housed in the S drive in the department before a scholarship award letter is released.
  • Confirmation that members of the selection committee removed themselves from the selection process if they had any relation or affiliation to any of the scholarship candidates.

Awarding/Acceptance of a Scholarship

The student(s) awarded a scholarship should be notified of the award as soon as the decision is made and the backup as listed in the above section is received by departmental academic/business staff. 

  • Any notification requirements listed on the Scholarship Guidelines must be followed exactly. 
  • If there are no notification guidelines, send a letter to the scholarship recipient at their UH address notifying them of the award. 
  • The letter should include the name of the scholarship and donor, if applicable (ensure first that the donor does not have restrictions on name usage), acceptance requirements, if any, enrollment requirements, GPA requirements if over multiple semesters), and any other requirements or restrictions. 
  • If the award will require the student to undertake additional responsibilities other than academic during the period over which the award is made, the student should sign an acceptance of the award, agreeing to those responsibilities.

Posting the Scholarship to a Student's Account

  • Follow the instructions on the NSM Scholarship Data Entry procedures. 

  • Note that the Chartfield field is the subaccount field in these data entry instructions.

  • Print a copy of the scholarship memo(s) created, sign it, and send it to the DBA for certifying approval. 

  • If the scholarship is paid by a sponsored project, or non-departmental cost center, attach the cost center manager's approval.

  • Attach award letters/acceptance letters,  as specified above.

  • Upon receipt of the certifying approval, submit the memo to the scholarship coordinator in the Office of Scholarships and Financial Aid.

Records Retention

All records utilized to make a scholarship awarding decision, the award letter, and the acceptance (if applicable) should be retained by the business office, unless the data on which the decision was based is able to be later replicated.