Notifying Cal Poly of Outside Scholarships

Cal Poly students bring with them over $4 million dollars each year from off-campus funding sources. Most donors send checks directly to Cal Poly on the student's behalf or require students to bring their checks to Cal Poly for processing. Scholarship check processing is at its heaviest during the Summer and Fall Quarters as a high volume of checks are received daily. Processing time can range from 1-2 weeks from the date they are received. Students must be responsible for their own payments for Fall Quarter unless they have sufficient financial aid to defer their payments for registration, housing and/or meal plan payments as determined by the Student Accounts Office.

Notification of Outside Scholarships

University policy requires that students report to the Financial Aid Office all resources available to them. Please complete and submit to the Financial Aid Office a Notification of Outside Scholarships form when you have received notice regarding any non-Cal Poly awards. Submit this information by July 1, or whenever an outside scholarship or award is received. You may receive a revised award communication.

Enrollment Verification To Donors

For most donors, providing a print out of your class schedule once you are registered should suffice to confirm enrollment.  However, if your donor requires a signature from a school official, you may complete the Scholarship Verification Form and submit it to the Financial Aid Office for completion.

Checks Sent to Cal Poly

Scholarship checks should be made payable to Cal Poly and include the student's name and Cal Poly ID number (Empl ID from the 'Personal Info' tab on the portal). Correspondence should clearly indicate the name of the scholarship and if available, the student's major.

Mail to:

  Cal Poly University Cashier
Attn: Scholarships
Administration 131-E
San Luis Obispo, CA 93407-0501

Once Outside Scholarship Checks are Received

When Cal Poly receives outside scholarship checks, those funds are recorded on the financial aid page as ''scholarship-disbursable". If a student has several scholarships, you will want to track the amounts carefully. Small scholarshps are ususally applied to one quarter. However, if it is a large scholarship total, or must be coordinated with other aid, the scholarship funds will be set to disburse across the 3 quarters for better budgeting and to avoid any overaward of other aid.

Scholarships for which we have been notified but have not received funds are noted on the financial aid page as "scholarship-nondisbursable'".


Scholarship funds are disbursed to students' university accounts and applied to registration and/or housing and possibly meal plan payments each quarter. If there are no outstanding balances or the scholarship exceeds charges and a credit balance is created, that credit balance will be refunded to the student via direct deposit, which can be set up from the Money Matters tab on your portal, or by check to the mailing address recorded on the portal.

The Student Accounts Office is responsible for refunding financial aid, scholarships, and outside resources. Students are advised to visit their website for more information.

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