UC Santa Barbara Policy 4440
Policies
Issuing Unit: Student Affairs Date: February 1, 1985
COORDINATING FINANCIAL
ASSISTANCE INFORMATION
I. PURPOSE AND SCOPE:
This procedure describes the responsibilities and steps necessary to
record and coordinate all student financial assistance through the
campus office of Student Financial Services, including those funds
paid through University Books of Account and those received by the
student from outside agencies and designated for educational
purposes.
II. REFERENCES
A. President Hitch's memorandum to Chancellor Cheadle, dated July
17, 1970.
B.UCSB Policies Manual, Policy 4425, Financial Aid Administration.
III. PROCEDURE:
As appropriate, information will be either submitted to Student
Financial Services or made available to that office through
inclusion in common information systems, as follows:
A. Funds paid through the University Books of Account:
1. Departments/Committees:
When an award is approved from any funds paid through the
University Books of Account, such as grants or
fellowships, when a student is employed in a non-college
work-study position, and also when employment which is
based on a contract agreement, i.e., teaching or research
assistantships, is begun, the Department/Committee will
prepare Attachment A and send it to Student Financial
Services at the time the award is made. This must be an
ongoing procedure throughout the academic year.
2. Budget Office:
The Budget Office will notify Student Financial Services
of the total allocation of teaching assistantships by
school/college. This information normally will be
available in mid-June.
3. Graduate Division:
The Graduate Division will report their awards utilizing
Attachment A and will make available copies of their
detailed ledger which indicates to whom the award is made,
total amount of award, and the amount paid to date, if
necessary; this information will be sent monthly.
4. Accounting Office:
The Accounting Office will supply monthly to Student
Financial Services a copy of the Summary Ledger.
5. Student Financial Services:
Student Financial Services will audit the general
information and total amounts received from the office
indicated above and balance them with the individual input
received from the Departments/Committees (paragraph
III.A.).
B. Funds for Educational Purposes Paid to Students from Outside
Agencies.
1. Registrar:
The Registrar's Office will be responsible for identifying
those students receiving Social Security Benefits.
2. Dean of Students:
Will use Attachment A to report any offset of fees made
for students from outside agency sources.
3. Accounting Office:
Will supply copies of any offsets made for students from
outside sources.
IV. ATTACHMENT:
A. Financial Aid Reporting Form
Please direct questions about these policies to Meta.Clow@vcadmin.ucsb.edu. For questions or comments regarding the format of the above information, please contact webcontact@ucsbuxa.ucsb.edu.
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Last Modified By: EBH, 7/09/98