Make a scholarship award offer
How to make an offer and then award a scholarship to a successful candidate
Before you start
Check the following:-
- You have a list of ranked successful candidates
- You have a list of reserve candidates in case your successful candidates turn down the award or do not arrive. This list has been agreed by all those involved in your scholarship selection and you have written confirmation of this.
- This task is part of the "Establish a new scholarship" process
- 1. Request the most up to date copy of UCL Award Offer Template and UCL Award Agreement
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Please request the most up-to-date copy of UCL’s Data Protection Statement, Award Offer Template and the UCL Award Agreement from the SFO every year via sfostaffenquiries@ucl.ac.uk. The Data Protection Statement must be included on the application form. This is updated each academic year, following advice from UCL legal services.
You can then customise these and place on your own headed paper. If you are not using the copy from Student Funding Office or there is substantial customisation of the document then please do check what you have created with UCL Legal Services.
Associated links
- 2. How to send the award offer to the scholarship recipient.
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Send the award offer and award agreement to the successful candidate (usually via email). You can either create a MS form to capture their response or request this by return of email. It is a good practice to give a deadline for the response. Their response must clearly indicate that they have read and agree to the award agreement.
If they decline the scholarship it is good practice to carry out a simple decline survey to collect reasons why this might be the case in order to further refine your scholarship offering.
- 3. How to record the scholarship recipients with UCL Advancement (OVPA)
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Make sure that you keep a record of the candidate's acceptance of the award agreement terms. Once the student has confirmed their acceptance of the award, please inform UCL Advancement so that the recipient can be recorded on UCL Advancement’s database. This must be done when UCL Advancement will be leading on stewarding the donor and will therefore need to reach out to the student to ask them to write a thank you/update letter for their donor. Email fundraising.support@ucl.ac.uk
- 4. Waiving tuition fee deposits for Masters level scholarship recipients
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Award recipients, particularly those in receipt of a financial need award, should have the fee deposit waived for Masters (PGT) programmes. The award email is used as evidence of this with Admissions. Once the award has been accepted, please contact Admissions to request that they waive the fee deposit for the student(s) in question.
- 5. How to include the scholarship award on international students’ Confirmation of Acceptance (CAS)
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International students can include their award on their Confirmation of Acceptance for Studies (CAS), which is issued by Admissions. If a recipient requires this confirmation, you can email Admissions CAS Officers (included below) with the following information:
- Student number
- Surname
- Full name
- Award
- Award Value UCL Contribution
- Department
- Faculty
Please see PDF below to find who to contact in Admissions.
Alternatively the scholarship recipient can share the award agreement and award offer from UCL with the Admissions team. They also may need a copy of this with the value of their award for other purposes such as to show other funders or to secure accommodation in which case provide them with a PDF copy on letter headed paper.
Admissions CAS officers contact details 23_24 PDF
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