Undergraduate Awards Policy
These policies govern all undergraduate scholarships, bursaries, awards and prizes (collectively referred to as “awards”) regardless of the college, department or unit responsible for administration, with the exception of awards administered by Huskie Athletics, which are subject to Canadian Interuniversity Sport (CIS) regulations
ResponsibilitiesStudent Finance and Awards administers undergraduate awards, revises undergraduate award policies and procedures, and authorizes payout of college and department administered awards on behalf of the Scholarships and Awards Committee of University Council. The College of Graduate Studies and Research is responsible for graduate awards and polices.
The Payout Procedure Manual was developed with the goals of clarifying procedure and expediting process and is to be used as a companion document to the Undergraduate Awards Policy Manual.
Each college has a Development Officer (DO) that works with the college and University Advancement (UA).
Development Officers initiate and facilitate contact with donors. Any donor interaction, award related or not, should be discussed with the DO for your college.
If a donor wishes to establish an award, your DO will discuss the award with the donor and then will contact Student Finance and Awards in order to draft terms of reference for the award. The DO will facilitate contact with the donor using their discretion for each individual situation.
Once an award is established, the DO, in conjunction with the Award Committee (college or department), will be responsible for maintaining appropriate contact with each donor.
For endowed awards (awards funded from trusts), contact your financial analyst in the Financial Services Division (FSD) to confirm the amount of money available for awards in the upcoming year. Also confirm that the conditions, application procedures and deadline date are correctly reflected in the online searchable awards database. Notify Student Finance and Awards if any changes are required.
Annually funded awards
For annually funded awards, the DO should write to all donors to confirm that the award will be funded in the upcoming year and to ensure that the number, value, and conditions of the award are correct. Donors should be reminded that funds for annual awards should be received by the University by June 1 of each year. Receipt of funds can be confirmed with the Financial Services Division.
Confirming student is eligible
Whether the award amount is transferred from a trust fund or given as an annual donation, once funds have been confirmed with FSD, select the recipient that meets all award eligibility criteria (as outlined in the award’s Terms of Reference) and the policies of the Scholarships and Awards Committee.
Prior to notifying the recipient, contact Student Finance and Awards with the following information so they can confirm that the student(s) is eligible:
- the student name
- student number
- award name
- value of award
- account number (CFOAPAL) and detail code
Graduate Students - If the award is for graduate students, contact the Graduate and Postdoctoral Studies awards Office with the recipient’s name, student number, award name and other relevant information.
Once Student Finance and Awards has confirmed that the student(s) is eligible, you can notify the student(s) that they have received an award.
Your correspondence with the student should include the name and value of the award and, when appropriate, a request that students express their gratitude to the donor of the award.
All undergraduate award letters must include an explanation of the relevant credit unit requirements and a description of the University’s policy of applying awards directly to the student’s account for payment of tuition and fees. Thank you notes and letters of appreciation should be returned to the department or college
The Development Officer should provide the donor with:
- the name of the recipient and program
- Recipient thank you notes and letters of appreciation
- any other relevant information
If a student is selected as a recipient for a book prize, contact Student Finance and Awards to ensure the recipient meets the prize eligibility and send the following:
- the recipient’s name
- student number
- prize name
- award value
- account code (CFOAPAL) and detail code
Once the recipient’s eligibility is confirmed, Awards and Financial Aid will send the information to the University Bookstore. The Bookstore will email the student once the credit has been established. The student must present their student card to the Bookstore cashier when they have selected the book(s) they want
If the book is already chosen for the student, the cost of the book is initially charged to the department or college’s account. In correspondence with Student Finance and Awards or the College of Graduate and Research Awards Office, the department or college should include the account number to be reimbursed, the recipient’s name, student number, prize name, and award value.
Both entering and continuing students may be eligible for college- or department-specific awards. Encourage students to speak with the undergraduate office in their college for more information.
All undergraduate university, college- or department-specific and Huskie Athletics awards should be listed in the online searchable awards databases including University of Saskatchewan Faculty Association (USFA) Scholarship Fund Program. Student Finance and Awards sends the award listings to each college for review on an annual basis.