THANK-YOU LETTERS

Why do I have to do this?
What is the difference between the donor and honoree? How should I thank each individual?
Are there any guidelines for writing these thank-you letters?
My scholarship has multiple donors. Can I use the same thank-you letter?
Can I email a draft of my thank-you letter(s) to the Graduate Admissions and Scholarship Coordinator for input before I submit the final copy?
Can I submit my thank-you letter(s) via email?

SCHOLARSHIP AGREEMENT

I'm an international student/I'm not receiving financial aid from the Office of Financial Aid. Do I still need to notify them about this scholarship (as directed in my scholarship agreement)?
How do I notify the Office of Financial Aid about this scholarship (as mentioned in my scholarship agreement)?
I'm graduating in December. What will happen to my scholarship?
I'm graduating in May and will take less-than-full-time hours in my final semester. What will happen to my scholarship?

DISBURSEMENT

How will I receive my scholarship funds?
When will I receive my scholarship funds?
What is the process involved in the award disbursement?


Why do I have to do this?

It's a good practice to formally thank someone from whose generosity you benefit. Your letter recipients provided a gift to the School with specific instructions that we use it to award scholarships to our students. They did not select you for the scholarship, but, without them, there would be no scholarship. The thank-you letters are an opportunity for you to share the direct result of their gift(s). 


What is the difference between the donor and honoree? How should I thank each individual?

In most cases, you'll write a thank-you letter to the scholarship donor, honoree, or a representative.

Donor: This person donated money to the scholarship that you receive. A good line for your letter could be, "Thank you for your generous contribution to the [enter scholarship name here]" or "Thank you for making it possible for me to receive the [enter scholarship name here]."

Honoree: This is the person for whom the scholarship is named. You could say something like, "I'm honored to receive the scholarship created in your name."

Representative: This relationship is a little less clear, but, in most cases, this person works for a foundation or company and that entity donated funds to the scholarship. You could say, "I would like to express my gratitude to the [enter foundation/business name here] for making this scholarship possible."

The representative may have a different association to the scholarship. We try to be as specific as possible with any "special notes." Contact the Graduate and Admissions and Scholarship Coordinator for more guidance if you are unsure.

In cases where there are no living donors or honorees, you may be asked to thank your Dean. In that case, you may write something like, "Thank you for your continued support of School of Architecture students. I am a recipient of [enter scholarship name here]."


Are there any guidelines for writing these thank-you letters?

Yes. See our thank-you letter guidelines.

My scholarship has multiple donors. Can I use the same thank-you letter?

Yes, but modify your letter for each individual recipient. The recipient for one letter might be the family member of a deceased scholarship honoree and the next letter recipient may be a representative of a foundation that created a scholarship, so be sensitive to the unique situation for each letter recipient.

Can I email a draft of my thank-you letter(s) to the Graduate Admissions and Scholarship Coordinator for input before I submit the final copy?

Yes. 

Can I submit my thank-you letter(s) via email?

No. It's very important that we have your signature on these documents. If you find yourself in an unusual situation where you believe you are unable to submit hard copies, contact the Graduate Admissions and Scholarship Coordinator to find a solution.


I'm an international student/I'm not receiving financial aid from the Office of Financial Aid. Do I still need to notify them about this scholarship (as directed in my scholarship agreement)?

No. If you don't receive financial aid from the Office of Financial Aid, you don't need to notify them about this scholarship.

How do I notify the Office of Financial Aid about this scholarship (as mentioned in my scholarship agreement)?

If you've not yet submitted your E-FAN, you can list it on your E-FAN. If you've already submitted your E-FAN, contact the Office of Financial Aid to report the award amount and disbursement dates.

I'm graduating in December. What will happen to my scholarship?

It depends on the scholarship you've been awarded and how many hours you plan to take in the fall. Contact the Graduate Admissions and Scholarship Coordinator if you find yourself in this situation. In most cases, your spring disbursement will be cancelled since you won't be enrolled.


I'm graduating in May and will take less-than-full-time hours in my final semester. What will happen to my scholarship?

It depends on the scholarship you've been awarded and how many hours you plan to take in the spring. Contact the Graduate Admissions and Scholarship Coordinator if you find yourself in this situation.

How will I receive my scholarship funds?

The School of Architecture requires you have direct deposit set up to receive scholarship payments. To set up your payments for direct deposit, go to My Bank Info on UT Direct.
 Complete the "Electronic Fund Transfer (EFT) Information" and click "I Authorize" at the bottom of the page.

When will I receive my scholarship funds?

Disbursement dates are the thirteenth class day in the fall or spring semesters.
HOWEVER, it may take longer to actually receive the money in your bank account. See the full disbursement process for more information.


What is the process involved in the award disbursement?

Several offices must approve your School of Architecture scholarship before it reaches your bank account. This process can take a few days or a few weeks. 

1. The School of Architecture
If you have submitted your scholarship agreement and approved thank-you letter(s), your funds will be scheduled to release on the thirteenth class day of the semester. This is the day after the official census date on the twelfth class day. Funds will leave the School of Architecture overnight and move to the next step.

2. The Office of Financial Aid
Once funds reach the Office of Financial Aid, they will not proceed any further until reviewed, whether or not you receive aid from them. Your assigned financial aid counselor is notified that a scholarship has posted to your record and then checks to see if your aid has already been adjusted to include this scholarship (if necessary). If it has been accounted for, then they will let the funds proceed to the next step. If they did not have any previous knowledge of this award, they may adjust your financial aid at this point. This is why it is important to notify the Office of Financial Aid about your scholarship as early as possible.

3. Office of Accounting
After funds have released from the Office of Financial Aid, they proceed to the Office of Accounting. They will check to see if you have any past-due amounts or emergency/tuition loans owed to UT Austin. If so, your scholarship will be applied toward this debt. Any remaining funds will be sent to your direct deposit account. Scholarship funds will not automatically be applied to tuition and fee bills or housing bills unless the amount owed is past due and barred.

If you receive a scholarship from an organization outside UT Austin, the process is very similar. These organizations usually send your scholarship check directly to the Office of Financial Aid and they process it just like a UT Austin scholarship and then forward it to the Office of Accounting.