Information for Award Recipients

Congratulations on receiving an award offer! You've accomplished a lot already - and we're looking forward to seeing what you can do here at the University of Alberta.

By now, you should have received an email containing a Notice of Award Letter to your UAlberta email account. This Notice includes detailed information about the award(s) you are receiving. You can also view your award offers in Bear Tracks, under Awards & Financial Support.

Next steps:

  1. Accept deadlines
  2. Accept your award
  3. Receive your funds
  4. Thank your donor
  5. External funding

Deadline for accepting your award

Note there is a deadline for you to accept/decline your award, after which time your award offer will be revoked.

Admission-Based Entrance Scholarship offer deadline:

OFFER ACCEPT DEADLINE
October 2020 to April 2021 Fall term registration deadline

Application-Based Entrance Scholarship offer deadlines:

OFFER ACCEPT DEADLINE
January 2021 February 28, 2021
February 2021 March 31, 2021
March 2021 April 30, 2021
April 2021 May 31, 2021

How to accept your award

These instructions apply to awards administered by the University of Alberta. if you are receiving a scholarship from another organization, please follow up with them for information on how to accept your offer.

  1. Log in to Bear Tracks and go to Awards & Financial Support > My Awards & Financial Support. (You may be prompted to choose a specific year/term.)
  2. Click on the award offer and review the terms of the offer to confirm that you meet the eligibility requirements.
  3. Click "Accept" for each offer that you wish to accept. (You can also choose to decline an award offer - see below for more information.)
  4. Enter your Social Insurance Number. (SIN is mandatory for Canadian Citizens and is used when issuing tax documents at the end of the year.)
  5. Read the Privacy (FOIP) statement and answer Yes or No. (Answering no to the FOIP statement does not affect your eligibility to receive the award.)

If you have been offered multiple awards, repeat the above steps as needed.

Why decline an award offer?

If you do not plan on attending the University of Alberta, or if you no longer meet the award criteria, please decline the award offer so that we can offer it to another eligible recipient.


How to receive payment

These instructions apply to awards administered by the University of Alberta. if you are receiving a scholarship from another organization, please follow up with them for information on how to receive your funds.

Accept your offer and maintain eligibility

In order to receive your funds, you must first accept your award offer.

The award funding is contingent upon meeting the award conditions and maintaining full-time registration status at the University of Alberta. If you do not maintain full-time registration status in both the Fall and Winter terms, you may be required to repay a portion or all of the award funding you have received.

Your award offer is valid for the academic year for which it has been offered and cannot be deferred to a future year. If you are unable to attend both the Fall and Winter terms, your award value may be reduced or cancelled. If there are special circumstances that prevent you from commencing your studies in the Fall term, please contact Student Connect.

Direct deposit / banking information

We encourage you to set up direct deposit in Bear Tracks, as this is the quickest way to receive payment. Otherwise, a cheque will be mailed to your home address as listed in Bear Tracks (this process can take several weeks). To set up your direct deposit information in Bear Tracks, navigate to Financials - Direct Deposit. Please ensure both your direct deposit and home address in Bear Tracks are accurate and reflect up to date information.

Distribution & refunds

Award offers made before January 1 will be divided and applied equally to the Fall and Winter terms. Award offers made after January 1 will be applied in full to the Winter term.

Your award funding will first be applied to any outstanding tuition and fees you may have. Any remaining funds will then be sent to you via direct deposit or cheque (see below) - but not before the Tuition Fee Refund deadline for that term. Please note awards cannot be used to pay the Tuition Deposit.

Awards will be applied as anticipated aid to your tuition account in late August after the tuition and fees are posted. Those funds will be issued after the add/drop deadline but before the tuition payment deadline of each term. 

If you had a scholarship that was applied to the current term, your award(s) may temporarily disappear from your Account Summary page in Bear Tracks as we apply these to your account. Please do not be alarmed; your award has not been taken away. There is a process that changes the payment from Anticipated Aid to Financial Aid which allows the funds to be disbursed to your account.  In order to do this, our system temporarily removes the award for up to 2-3 business days and then reapplies it to your account.

If you have concerns, you can navigate to thy Awards and Financial Support section in Beart Tracks and check the My Awards and Financial Supports page. You should see that the award is still there in the Financial Aid section.

If the award has not moved to the Financial Aid section after 2-3 business days, please let us know so that we can investigate further.  

Taxes

You will receive a T4A slip for any award funding you receive, for use on your next tax return. Taxes will not be deducted at the time your award is disbursed.

In order to receive your T4A electronically, the Canada Revenue Agency requires that you provide consent, otherwise a paper copy will be mailed to your address listed in Bear Tracks. Please take the following steps to provide consent:

  1. Sign into Bear Tracks account.
  2. Navigate to the "Financials" section.
  3. Click on the "T4A" tab.
  4. Select "yes".
  5. Click "submit" to consent.
In order to receive your 2020 T4A electronically, please provide consent by January 31, 2021.

How to thank your donor

Most awards at the University of Alberta are funded in whole or in part through the generosity of donors. Even if you applied to a general scholarship competition, it's likely that your funding will consist of individual donor-backed awards. These details will be listed in your Notice of Award letter and on Bear Tracks.

If you have received a donor-backed award, please take a moment to Thank Your Donor. It only takes a few minutes, but it means a lot to our donors and goes a long way towards ensuring their continued generosity for future students like you!


External funding

If you are receiving funds from outside of the University, please mail the cheque to:

Office of the Registrar
Finance and Administration
B-16 Administration
University of Alberta
Edmonton AB T6G 2M7
Attention: External Funding

Make sure to endorse the cheque by signing the back of it, and please include your full name and ID number on the envelope or in a note inside the envelope, if the front of the cheque doesn't contain that information.

Please note that external funding will be posted to student accounts after the add/drop deadline.

If you have any questions please contact us