Office of the Comptroller


PURPOSE: To arrange an emergency loan for a student. OVERVIEW: Emergency Loans are short term loans used to cover the cost of tuition for students in financial need. To qualify, a person must be: A current student at UTPA and free of debts to UTPA. No money is given directly to the student. Tuition costs are paid directly to the Registrar's Office. The loan does not cover housing or books. Students are responsible for this debt, just as they would be for a car loan or any other promissory note. The following Emergency Loan Application Process will show you what steps to take to arrange an Emergency Loan for a student.
				Procedure 1: Check for Holds Procedure 2: Clear Holds Procedure 3: Complete Promissory Note Flowchart


PROCEDURE 1: Check for Holds			^ Top ^

	Purpose	To see if student is eligible to apply for an Emergency Loan.

	Before You Start	Make sure to check for holds on the student's record before asking them to complete a loan application.

	When to Start	When the student makes an initial inquiry.


	Step	Action

	Step 1	Check for outstanding debts with Loans & Collections and Payments & Collections, using LMS screen.

	Step 2	Check for holds with other areas of UTPA using SIS.

	IF	THEN
	No holds exist	Go to Procedure 3: Complete Promissory Note.

	Holds exist	Go to Procedure 2: Clear Holds.

	End


PROCEDURE 2: Clear Holds			^ Top ^

	Purpose	To resolve holds so that a person can apply for an Emergency Loan.

	Before You Start	Complete: Procedure 1: Check for Holds

	When to Start	After a hold is found on a student's record.


	Step	Action

	Step 1	Advise student of hold. The student will need to take action with the department in question to resolve the hold.

	IF	THEN
	Student returns and all holds are cleared	Go to Procedure 3: Complete Promissory Note.

	Student returns with holds still showing	If the student has an exceptional case, which merits special arrangements, then go to Step 2. If the student's case is not exceptional, then advise them they need to make arrangements to clear the debt before an Emergency Loan can be processed.

	Step 2	Make special arrangements to allow student to apply for Emergency Loan. Arrange payment schedule for student. Note: Always seek Supervisor Approval before granting special arrangements to a student.

	End


PROCEDURE 3: Complete Promissory Note			^ Top ^

	Purpose	To provide information necessary to receive an Emergency Loan.

	Before You Start	Complete: Procedure 1: Check for Holds Procedure 2: Clear Holds

	When to Start	After confirming that student has no holds or outstanding debts at UTPA or that special arrangements have been made to allow the student to apply anyway.


	Step	Action

	Step 1	Have student fill out application for the Promissory Note and submit it to Payments & Collections along with an application fee. Note: Check with Payments & Collections to see what the current fee is.

	Step 2	Student will get a receipt from Payments & Collections and a carbon copy of the loan application. Have student return these to Loans & Collections.

	Step 3	Student completes Promissory note.

	Step 4	Payments & Collections enter student's application and promissory note data onto system.

	Step 5	Encumber the funds on the system.

	Step 6	Verify that Promissory Note is correct and complete and, if so, approve the note.

	Step 7	Loans & Collections enter Promissory Note data onto SIS system. SIS will automatically track and modify the loan.

	End