Student Support

Sponsored Awards: All arrangements in which the University is providing a return benefit, or agrees to provide a defined deliverable to the Funder or to complete a set of activities in exchange for Support (e.g., grant, contract, materials transfer agreement, etc.). While Sponsored Awards are typically made to support research, it is possible that Support for a purpose other than research may be classified as a Sponsored Award. 

Pre-Award Responsibilities  

PI/Department Responsibilities: 

• Find Grant Opportunities

• Write Proposal 

• Complete PI paperwork (ie. 700U forms, Conflict of Interest) 

Business Office Responsibilities: 

• Create Budget according to Sponsor and UC San Diego’s policies 

• Submit ePIE (if needed) 

• Submit Kuali Research paperwork 

• Coordinate with central offices (OCGA/SPF) to submit final proposal  

Pre-Award Timeline 

• 4 weeks before the sponsor’s deadline or earlier: If a department desires to apply for a grant (or sponsored project), please schedule a consultation with your department’s financial analyst (*VCSA BO Internal policy) 

• 2 weeks before the sponsor’s deadline or earlier: Final budget must be finalized (*VCSA BO Internal policy) 
• 1 week before the sponsor’s deadline or earlier: Final draft must be submitted to the business office  

For more information, please review the Blink page.

OCGA Review Guidelines 

Failure to comply with the OCGA Review Guidelines will result in a reduced level of service.  

1) Full Review: Received 10 - 5 Business Days Before Deadline Due Date; Must be received by 4:30 pm.

2) Cursory Review: Received 4-3 Business Days Before Deadline Due Date. Must be received by 4:30 pm.    

3) As-Is: Must be received by 4:30 pm.

For more information, please review the Blink page.

By not complying to these deadlines, the business office cannot guarantee meeting the deadlines.  

The department SHOULD NOT submit an application without having the proper UC San Diego paperwork requirements in place.  

Award Process 

The PI and/or project directors should meet with their area’s financial analyst at least on a quarterly basis.   

Post Award 

PI/Department Close Out Timeline 

• 4-6 months before award ends: do expenditure plan (and request a budget revision if needed) 
• 3 months before award ends: implement expenditure plan  
• 1 month before award ends: Ask for NCE (No Cost Extension) if applicable 

 Business Office Responsibilities: 

• 1 month before award ends: complete grant final audit 
• Award ended: work with OCGA and SPF to close out grant & create final financial report 

Undergraduate Scholarships

Scholarship Note

All scholarships must be processed in coordination with the Financial Aid & Scholarship Office (FAS) as they are considered part of the student’s financial aid package.  Please note, depending on student eligibility, other aid may be reduced. 

Scholarships intended for summer awards will not displace financial aid unless students are enrolled for summer and are receiving summer financial aid. 

Students should always discuss possible changes to their financial aid with a financial aid counselor via Virtual Counseling or email at finaid@ucsd.edu. Additionally, a ticket can be submitted through ServiceNow

Please note that if a student owes any money to the University (for example, if they have an outstanding balance on their billing statement) they may not receive the full requested scholarship distribution.  

Failure to comply to the deadlines below may cause a delay in the distribution of a scholarship.

Academic Year Timeline

• 3 months before the desired distribution date or earlier: If a department desires to provide Undergraduate Scholarships, the unit director must discuss with their area’s financial analyst to determine if funding is available(*VCSA BO Internal policy) 
• 2 months before the desired distribution date or earlier: the business office will work with the Financial Aid Office in setting up the detail code and AIDID (*VCSA BO Internal policy) 

• 1 month before the desired distribution date or earlier: the department submits the student list to the VCSA Resource Management Office (SEE FORM) 
• Once submitted to the BO, the BO will review and submit the list to FAS. 

Summer Year Timeline

• 6 months (January) before the desired distribution date or earlier: If a department desires to provide Undergraduate Scholarships, the unit director must discuss with their area’s financial analyst to determine if funding is available (*VCSA BO Internal policy) 
• 3 months (March/April) before the desired distribution date or earlier: the business office will work with the Financial Aid Office in setting up the detail code and AIDID (*VCSA BO Internal policy)  
• 2 months (May) before the desired distribution date or earlier: the department submits the student list to the VCSA Resource Management Office (SEE FORM) 
• Once submitted to the BO, the BO will review and submit the list to FAS.  
  
  

Prop 209 Note

Scholarship Information

If the student hasn't received the funds, please check out FAS's Refund page.

For Graduate scholarships/stipends, please reach out to your department's financial contact for information.