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El Camino College Foundation
Scholarship Management and Disbursement
Policy #100
PURPOSE
The El Camino College Scholarship Office serves as the primary focal point for administering all
El Camino College scholarships. In order to demonstrate respect for the donor’s intent, maintain
compliance with regulatory requirements and respond to the financial and educational needs of
students, this policy will govern the management, disbursement and dissolution of scholarship funds
held by the El Camino College Community Foundation and the El Camino Community College
District.
I. CRITERIA
Scholarships are governed by this policy and, when applicable, the scholarship agreement
established between the scholarship donor and the El Camino College Foundation. The
El Camino College Foundation Executive Director and/or Board of Directors may establish
scholarship criteria and administration policies consistent with this policy and scholarship
agreement.
II. USE OF FUNDS
A. Scholarship awards can only be applied to educational expenses at El Camino College
and/or an approved transfer institution. Funds may only be used for tuition, books, fees,
approved technology and required supplies unless the scholarship agreement states
otherwise.
B. No advances for expenses will be made directly to the student unless authorized by the
scholarship agreement or approved by the Foundation Executive Director or Foundation
Board of Directors.
C. Scholarships that are funded by an external funding source will be administered and
disbursed in accordance with instructions provided by the awarding organization.
D. In the event the student completes or terminates their education prior to using all
scholarship funds, unused scholarship funds will be returned to the Foundation, unless
otherwise stipulated by the scholarship agreement, and the student shall have no further
claim to them. Undistributed scholarship funds will remain designated for scholarships and
will be available for future awards as determined by the Foundation Executive Director or
Foundation Board of Directors.
III. DISBURSEMENT AND DISSOLUTION POLICY
The following criteria must be met for disbursement of scholarship funds:
A. Students must activate their scholarship through the El Camino College Scholarship Office
within (60) sixty days of the activation period. Failure to do so may result in forfeiture of
all or part of the scholarship award.
Policy Name: Scholarship Management
and Disbursement
Policy Number: 100
Adopted on: 05/28/2009
Amended: 06/29/2017
Number of Pages 3
El Camino College Foundation
Scholarship Management and Disbursement
Policy #100
2
B. Tuition expenses are paid by the Foundation to El Camino College after the Last Day to
Add or Drop date. The student must provide official verification of registration from the
Cashier’s office and submit a request to pay tuition expenses.
C. Book Vouchers are issued to students for use in the ECC Bookstore and may only be used
for books and required supplies stipulated on the course syllabus or designated by faculty.
Students must provide a current registration statement and complete the Book List form.
D. Reimbursement requests must include a registration form, an original receipt showing
method of payment and a course syllabus.
E. Disbursement allowed by the scholarship agreement for expenses other than tuition, fees,
books and required supplies, will be permitted only after the Last Day to Add or Drop date
(in accordance with El Camino College Foundation policy) has passed and the student’s
continued enrollment is verified.
F. Students must continue to fulfill the full-time (12+units) or part-time (6+units) criteria in
order to receive the full amount of their awarded funds. Students falling under the
stipulated unit requirements may result in a decrease or forfeiture of their funds entirely.
Scholarship funds will be forfeited for student use if one of the following transpires:
A. The student fails to activate scholarship within (60) sixty days of the activation period.
B. The student fails to meet the scholarship criteria.
C. More than 180 days have passed from the date of the last transaction.
IV. TRANSFER SCHOLARSHIPS
Transfer scholarships as defined in the scholarship agreement are designated transferable to
another accredited educational institution for the benefit of the awardee and will be
administered as follows:
A. Scholarship recipient must provide proof of enrollment, a copy of their class schedule, a
copy of their new Student ID card, and the name and address of the institution to which
they are transferring by October 31
st
for fall semester and March 31
st
for spring semester.
Scholarship awards are transferred to the institution and designated for use by the student
for approved educational expenses.
B. Failure to provide this information within the designated period will result in all funds
returned to the El Camino College Foundation scholarship account from which the funds
were distributed. Undistributed scholarship funds will remain designated for scholarships
and will be available for future awards as determined by the Foundation Executive Director
or Foundation Board of Directors.
El Camino College Foundation
Scholarship Management and Disbursement
Policy #100
3
V. NON-TRANSFERRABLE SCHOLARSHIPS
Non-transferrable scholarships as defined in the scholarship agreement are designated for
use at El Camino College and cannot be transferred.
A. If a recipient completes or terminates their course of study at El Camino College and there
are funds remaining in the scholarship, all remaining funds shall be returned to the
El Camino College Foundation scholarship account from which these funds were
authorized.
VI. APPEAL PROCESS
A. The student may file a request to reinstate their scholarship award in the event they are
deemed ineligible.
B. The El Camino College Foundation Executive Director and/or Board of Directors are the
sole authority in interpreting the policy and the decision of the Foundation is final.
Addendum:
I understand that I must fulfill all the specific requirements of my scholarship in order to qualify and
receive funding.
___initial
I understand that a lapse of transactions exceeding 180 days will inactivate my scholarship.
___initial
I understand that any infringement or abuses of the scholarship award criteria and process may result
in the immediate forfeiture of all funds and exclude me from future awards.
___initial
I have read and received a copy of the El Camino College Foundation Scholarship Management and
Disbursement Policy #100.
_______________________________________________ __________________________
(PRINT FULL NAME) DATE
__________________________
STUDENT ID #
THANK YOU LETTER
A thank you letter to your scholarship donor is required to activate your scholarship, and reimbursements
will not be completed until your letter has been received. Letter should include:
How this scholarship helps you with your educational goals
What this scholarship means to you
Your name clearly printed at the bottom of the letter
A sincere expression of appreciation is a courtesy towards donors who are helping you achieve your
educational goals.
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Completed 9 December 2021

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