SSAO

• Allocate central funds to support undergraduate students.
• Support services for faculties and units both undergraduate and graduate awards will include:
  • System access, including security setup requests
  • Aid Fund creation, budget and cap setting
  • Student eligibility checking and disbursement of awards
  • Award maintenance, such as cancellations, modifications and reassignments
  • Training and user documentation on the systems and processes relating to the ‘Financial Aid and Awards Admin’ tab in Minerva
• Submit aid and award payment requests through Banner INB.
• Review and reconcile spending and commitments.
• Obtain and retain all supporting documentation and original signed authorizations forms for a minimum of 7 years.

Note: The award processor will be deemed responsible for ensuring proper documentation and authorizations are in place as well as validation of student eligibility prior to processing any awards/stipends in BSA. In the event of an audit, award processors will be the main point of contact to provide backup and supporting documentation to the auditors.

GPS

• Allocate central funds to support graduate students.
• Strategic planning with regards to graduate funding and central budget allocation for graduate fellowships.
• Development of policies regarding graduate student funding and eligibility (these policies will be implemented by the SSAO Infrastructure and Support Team through the development of award disbursement procedures created in consultation with GPS).
• Advocacy for central funds to support graduate students.
• Advocacy and liaison with Federal and Provincial granting councils.
• Adjudication and processing of centrally administered awards (e.g. Tri-council – SSHRC/NSERC/CIHR, external agency – Alzheimer’s/MS Society/etc., Delta Upsilon, JWF Peacock, etc.).
• Submit award payment requests through Minerva Award Processing Form (APF).
• Review and reconcile spending and commitments.
• Obtain and retain all supporting documentation and original signed authorizations forms for a minimum 7 years.

Note: The award processor will be deemed responsible for ensuring proper documentation and authorizations are in place as well as validation of student eligibility prior to processing any awards/stipends in BSA. In the event of an audit, award processors will be the main point of contact to provide backup and supporting documentation to the auditors.

Faculty

• Create & communicate faculty funding plan.
• Request Aid Fund creation / provide budget information for award funds.
• Authorize user access to the Minerva Award Processing Form (APF).
• Make funding offers to students.
• Ensure awardee’s eligibility for the award according to terms and conditions.
• Submit award payment requests through Minerva Award Processing Form (APF).
• Review and reconcile spending and commitments.
• Obtain and retain all supporting documentation and original signed authorizations forms for a minimum of 7 years.

Note: The award processor will be deemed responsible for ensuring proper documentation and authorizations are in place as well as validation of student eligibility prior to processing any awards/stipends in BSA. In the event of an audit, award processors will be the main point of contact to provide backup and supporting documentation to the auditors.

Unit

• Create & communicate unit funding plan.
• Request Aid Fund creation / provide budget information for award funds.
• Request user access to the Minerva Award Processing Form (APF).
• Make funding offers to students.
• Ensure awardee’s eligibility for the award according to terms and conditions.
• Submit award payment requests through Minerva Award Processing Form (APF).
• Review and reconcile spending and commitments.
• Obtain and retain all supporting documentation and original signed authorizations forms for a minimum 7 years.

Note: The award processor will be deemed responsible for ensuring proper documentation and authorizations are in place as well as validation of student eligibility prior to processing any awards/stipends in BSA. In the event of an audit, award processors will be the main point of contact to provide backup and supporting documentation to the auditors.

Financial Services

• Create Finance Funds.
• Set McGill Investment Pool (MIP) rate for endowments.
• Approve awards paid from research grants and contracts.
• Provide reporting tools.

FAA Admin/Banner Student Aid (BSA)

• The authoritative source for all student award and financial aid data.
• The system used to process all student award and financial aid payments.