Approval of New Awards

All new continuing awards must be approved by the UBC Senate and the Board of Governors. The steps in the approval process are as follows:

1. The donor works with the Awards Unit of the Development Office or with a Campus-Based Development Officer to discuss his/her wishes concerning the establishment of the new award (see contacts).
2. After agreement has been reached with the University on the proposed terms of the award, the donor reviews a copy of the draft calendar description and signs the Endowment Trust Agreement or Annual Award Agreement. The original copies of these documents are returned to the UBC Development Office or Campus-Based Development Officer.
3. The University then opens a new financial account for the award and, if the donor has made funding available in advance, deposits the initial donation(s) in the new account. Income tax receipts are issued to the donor(s) in acknowledgment of their charitable gift(s).
4. The proposed calendar description and supporting documentation are presented to the Senate Committee on Student Awards for their consideration. The Senate Committee usually meets on a regular basis during the Winter Session (September to April). The Senate Committee may edit the calendar description for brevity and clarity. If the Committee proposes any change in the focus of the award, the donor is consulted once more before proceeding further.
5. Once vetted and approved by the Senate Committee on Student Awards, new awards are forwarded to the full Senate for formal University acceptance.
6. Once donor funding is in place and the formal approval process is complete, the UBC Awards Office sets up the new award on its systems and adds the final version of the description to the UBC Awards Catalogue.
7. The new award is transferred to the appropriate office for adjudication and on-going administration. Fellowships and scholarships restricted exclusively to graduate students are managed and adjudicated through the Faculty of Graduate Studies. All other student awards are managed and adjudicated through the Office of Student Financial Assistance and Awards.
8. The designated donor contact is notified in writing of the names and addresses of annual award recipients. In addition, annual endowment status reports or annual award renewal confirmations are mailed to the donor contact each autumn.