This page is not for students, but rather UNM Departments needing to make 
departmental scholarship awards.

**Revised 23-Apr-08.  Completed forms must be submitted to General Accounting and not the Controllers Office for signatures. 

 Policies and Procedures for Departmental Award Form
The forms can be downloaded at the bottom of this page.
Also below is the Standard Scholarship Application that UNM Departments can
download and modify to use for their own scholarship programs.

All student scholarship assistance must be initiated on a either "Departmental Award Form," or if foreign students, on "Foreign Student Departmental Award Form."  Financial assistance information will be entered into the Banner system by the Scholarship Office and paid directly to a student's account.  All awards will be applied to balances due before being issued to the student.  Please allow sufficient time (5-7 working days during non-peak times/10-14 business days prior to enrollment cancellation dates) for processing. 

The form is available on-line at the bottom of this page.  It can be saved to your hard drive, completed using MS Word (it is in a form format for easy use) and then printed for signatures. Forms submitted for approval and processing must contain signatures. Processing offices (Banking, Tax and Investments) may wish to maintain a copy of the form as it is processed.  It is highly recommended that the originating department retain a copy.

Scholarships
Scholarships are classified as either "restricted" or "unrestricted."

Restricted scholarships are gifts in which the donor submits specific criteria for the award of the scholarship. On gifts such as this, coordinated by the UNM Foundation, the Foundation is responsible for notifying the college and/or department of the donor restrictions.

Unrestricted scholarships are gifts for which the donor places no restrictions, either explicitly or by omission, other than designating it for use by a specific college or department. For these scholarships, the college/department is responsible for developing, documenting and retaining the criteria. For both restricted and unrestricted gifts, the awarding college or department is responsible for ensuring award recipients meet the criteria at the time of the award. All of the information on the award criteria, selection process, award recipient, and any other pertinent award information are to be retained by the department/college for audit purposes. The originating department will certify by signature that the award criteria have been met and funds are available.

Processing the Departmental Award Form

• Contact Person: This person will be contacted for questions and/or clarification.
• Account Name: The specific name associated with the scholarship to be awarded.
• Banner Index #: No longer are the FRS account numbers being used, you must locate the Banner Index # and include it on this form in order for it to be considered complete.
• Academic Year: The academic year in which the funds are to be applied.
• Recipient: Please include recipient's name.
• Banner ID: Accuracy of the student's Banner ID number is extremely important since this is the student's account number where funds will be directly credited.
• Total $ Amt: Total amount of scholarship award; fall, spring and summer totaled.
• Dollar $ Award Amt Per Semester/Fall: Indicate the dollar amount of the Total $ Amt that is to be credited for the fall semester.
• Dollar $ Award Amt Per Semester/Spring: Indicate the dollar amount of the Total $ Amt that is to be credited for the spring semester.
• Dollar $ Award Amt Per Semester/Summer: Indicate the dollar amount of the Total $ Amt that is to be credited for the summer semester.
• Grad/Ugrad: Indicate whether student is a graduate student (Grad) or undergraduate student (Ugrad).
• Approved to release funds on (enrollment status): Indicate the enrollment status that is required of the recipient in order to receive this scholarship; one of the boxes must be checked in order to be considered complete.
• Does this award represent monthly payment: If this is just a one time/one semester award, indicate No. If student should be getting a certain amount of Total $ Amt for each month, please indicate the months and the amounts. All monthly stipends will typically be paid out the first week of the month that is requested.
• Any of the students UNM staff/faculty?: Please indicate whether any of the recipients are employed by the University of New Mexico. If so, please also list the recipient's name in the space provided.
• Signature, Preparer: The preparer of this form must be sure to sign it.
• Signature, Department Chair: The appropriate Department Chair signature must be obtained.
• Signature, General Accounting: You must submit this form to General Accounting  (UNM Business Center, 1700 Lomas NE, MSC01 1260) or it will not be considered complete.

Processing the International Student Departmental Award Form

• Contact Person: This person will be contacted for questions and/or clarification.

• Account Name: The specific name associated with the scholarship to be awarded.

• Banner Index #: No longer are the FRS account numbers being used, you must locate the Banner Index # and include it on this form in order for it to be considered complete.

• Academic Year: The academic year in which the funds are to be applied.

• Banner ID: Accuracy of the student's Banner ID number is extremely important since this is the student's account number where funds will be directly credited.

• Recipient Name: Please include recipient's name.

• Total Award $ Amt: Total amount of scholarship award; fall, spring and summer totaled.

• Category: The amount of the award must be categorized between Tuition, Books, Room & Board and Other. For taxation purposes, the award must be categorized.

• Dollar $ Award Amt per Semester per Category: Further more, the award must be broken down by semester: Fall, Spring, Summer.

• Total per Semester: Please total each semester (Fall, Spring, Summer).

• Approved to release funds on (enrollment status): Indicate the enrollment status that is required of the recipient in order to receive this scholarship; one of the boxes must be checked in order to be considered complete.

• Signature, Preparer: The preparer of this form must be sure to sign it.

• Signature, Department Chair: The appropriate Department Chair signature must be obtained.

• Signature, General Accounting: You must submit this form to General Accounting  (UNM Business Center, 1700 Lomas NE, MSC01 1260) or it will not be considered complete.

• Signature, Banking, Tax and Investments: This award form must be submitted to Banking, Tax and Investments, for appropriate taxation purposes. Please submit form to: Banking, Tax and Investments, Scholes Hall, Room 254, MSC05 3450. Once the appropriate action has been taken by Banking, Tax and Investments, they will then return the award form to your department and you will then be able to submit it to the Scholarship Office for awarding.

Processing Departmental Award Change Request Form

A Departmental Award Change Request Form must be submitted when changes in Banner Index Numbers, award increases/decreases/cancellations, changes in enrollment criteria, changes in a Banner ID number or any other requested changes need to be made. Changes can be submitted for an entire form or for an individual student. If the change is to a foreign student, the form must be sent to Banking, Tax and Investments for appropriate signature.

Document Title	PDF	DOC
Departmental Award Form
International Student Departmental Award Form
Departmental Award Change Request Form
Standard Scholarship Application