Office of Financial Aid & Scholarships (OFAS) plays a critical role in ensuring student access and success at UMBC by guiding students and their families through the financial aid journey, from FAFSA submission to award disbursement. The office is committed to providing timely, equitable, and student-centered services related to grants, loans, scholarships, work-study, and other funding options, while maintaining the highest standards of data stewardship and customer service.
In support of its mission, OFAS collects and manages data such as FAFSA-submitted financial and demographic information, enrollment status, academic progress, award offers, disbursement schedules, and scholarship application materials. This data enables UMBC to determine eligibility for federal, state, institutional, and private aid programs; package and disburse awards; administer Perkins and other federal loans; and ensure meeting compliance and reporting timelines, including notifications starting in late February for first-years and early March for returning/transfer students.
To ensure data is processed efficiently and securely, OFAS uses integrated systems aligned with FERPA and privacy standards. Internally, data interfaces with Student Business Services to coordinate aid disbursement and billing, while externally data is shared with federal and state agencies (like the U.S. Department of Education and Maryland Higher Education Commission) for aid administration, reporting, and compliance. All data handling adheres to strict contractual, privacy, and security measures, which are consistent with UMBC’s broader commitment to transparency, data protection, and supporting student success through responsible stewardship.
What Data We Collect:
FAFSA Information
- Household financial data
- Demographic information
- Dependency status
- Federal aid eligibility indicators (e.g., Expected Family Contribution, Pell Grant eligibility).
Information Required for FASFA
- Parental and student tax information
- Identification information including Social Security Cards, Driver’s License, Passport, and citizenship documentation
- Other documentation required by the U.S. Department of Education.
Student Demographic and
Name
Enrollment Information
- Date of birth
- Contact information
- UMBC Campus ID
- Program of study
- Enrollment status
- Residency classification.
Academic Progress Records
- Grade point average (GPA)
- Course completion rate
- Academic standing to determine eligibility for continued aid.
Scholarship Application Materials
- Essays
- Resumes
- Recommendations
- Eligibility criteria such as major, GPA, or extracurricular activities.
Award Information
Aid package details including:
- Grants
- Scholarships
- Loans
- Work-study awards, amounts offered and accepted.
Financial Aid Transaction Records
- Disbursement dates and amounts
- Aid adjustments
- Refund eligibility
- Overpayment records.
Communication Records
- Emails
- Letters
- Notifications related to aid offers, requirements, or status updates.
How We Use the Data We Collect:
The Office of Financial Aid & Scholarships (OFAS) uses the data it collects to administer and manage financial aid programs that support student access and success at UMBC. This includes determining eligibility for federal, state, institutional, and private aid programs; packaging and awarding financial aid based on student need, merit, and enrollment status; and ensuring timely disbursement of funds to student accounts.
OFAS also uses this data to monitor student eligibility for continued aid, including compliance with satisfactory academic progress requirements, and to communicate with students about their financial aid status, deadlines, and documentation requirements. In addition, OFAS uses this information to comply with state and federal reporting, auditing, and regulatory requirements, and to provide support for student inquiries and appeals related to financial aid decisions.
FAFSA Information
To determine eligibility for federal, state, and institutional financial aid programs and calculate need-based aid awards.
Student Demographic and Enrollment Information
To confirm enrollment status, residency, and academic program for aid eligibility; to communicate with students regarding their aid.
Academic Progress Records
To monitor continued eligibility for aid, ensuring students meet satisfactory academic progress requirements.
Scholarship Application Materials
To evaluate student applications for institutional and donor-funded scholarships and determine award recipients.
Award Information
Award Information
To package, offer, and adjust financial aid awards for each student in accordance with federal, state, and institutional rules.
Financial Aid Transaction Records
To manage the disbursement of aid to student accounts, track adjustments, and ensure proper reconciliation and reporting.
Communication Records
To document communications with students about financial aid status, requirements, deadlines, and to support student inquiries and appeals.
How Do We Collect Financial Aid and Scholarship Data:
The Office of Financial Aid & Scholarships (OFAS) collects data from a variety of sources to effectively administer financial aid programs and ensure eligibility determinations are accurate and compliant with federal, state, and institutional requirements. Much of this data is received directly from the U.S. Department of Education when students submit the Free Application for Federal Student Aid (FAFSA) and identify UMBC as a recipient, using secure data exchanges such as the FAFSA Processing System and the Common Origination and Disbursement (COD) system for Pell and Direct Loan Awards.
Eligibility and award information for Maryland state aid programs is collected through the MarylandOne App, administered by the Maryland Higher Education Commission (MHEC), which securely transmits data to UMBC for use in packaging and disbursing state awards.
OFAS also collects demographic, enrollment, and academic records automatically from UMBC’s student information system, PeopleSoft, which provides enrollment status, residency classification, program of study, and satisfactory academic progress data necessary to determine aid eligibility. Scholarship applications and supporting materials are submitted directly by students through university-managed portals and systems.
As students accept awards, OFAS uses PeopleSoft, UMBC’s Student Information System, to generate award records, track adjustments, and manage disbursement transactions. Payment and refund information is further integrated with Student Business Services systems to ensure timely application of aid to student accounts. Communication records are created when OFAS corresponds with students about financial aid awards, requirements, deadlines, or appeals, using secure university systems and email platforms.
Through these processes, OFAS ensures that all data are collected securely, efficiently, and in compliance with university policies, the Family Educational Rights and Privacy Act (FERPA), and other applicable regulations.
FAFSA Information
Collected directly from the U.S. Department of Education when students submit the FAFSA and designate UMBC as a recipient.
Information Required for FASFA
Collected directly from the student.
Student Demographic and Enrollment Information
Automatically received from university systems such as admissions, the Registrar’s Office, and enrollment feeds.
Academic Progress Records
Collected from Registrar records and university academic systems to track GPA, credits completed, and enrollment status
Scholarship Application Materials
Submitted directly by students through scholarship application portals or processes managed by UMBC.
Award Information
Generated internally as financial aid packages are created, adjusted, and updated within financial aid management systems.
Financial Aid Transaction Records
Created within UMBC’s financial aid systems as aid is disbursed, adjusted, or refunded; also received from payment and accounting systems.
Communication Records
Created when communications are sent to or received from students by email, letter, or secure messaging systems related to financial aid.
How Do We Share Financial Aid and Scholarship Data:
The Office of Financial Aid & Scholarships (OFAS) shares financial aid data responsibly to administer aid programs, comply with regulations, and support the student experience at UMBC.
Internally, OFAS shares data with offices such as Student Business Services to coordinate the timely disbursement of financial aid to student accounts and ensure accurate billing and account reconciliation. Enrollment and academic progress information is shared with the Registrar’s Office and other university units as necessary to verify eligibility for continued aid.
Externally, OFAS shares data with federal and state agencies as required to administer financial aid programs and meet reporting and compliance obligations. For example, OFAS provides information to the U.S. Department of Education through systems such as the Common Origination and Disbursement (COD) system, the National Student Loan Data System (NSLDS), and the National Student Clearinghouse to manage federal grants, loans, and work-study programs. Data may also be shared with the Maryland Higher Education Commission (MHEC) for the administration of state grants and scholarships.
In some cases, UMBC shares student information with the University System of Maryland (USM) to determine eligibility for system-level scholarships and to support coordinated award administration across USM institutions.
For all student educational data, UMBC’s privacy policy requires that any sharing with external partners is governed by strict contractual terms prohibiting use beyond the services provided to UMBC, with requirements that all UMBC data be deleted upon termination of the contract. As part of each procurement, UMBC also evaluates the cybersecurity and privacy practices of its partners to ensure they meet or exceed the standards the university would apply if providing the service internally.
Through these practices, OFAS ensures that data sharing is limited to what is necessary, conducted securely, and always aligned with UMBC’s commitment to privacy, transparency, and regulatory compliance.
FAFSA Information
Shared with internal offices, such as IRADs and externally with state agencies (e.g., Maryland Higher Education Commission) for state grant and scholarship programs; used in required federal reporting.
Information Required for FASFA
Satisfactory academic progress is shared with a committee that contains campus partners such as academic and pre-professional advising staff. Otherwise, this documentation is not shared externally.
Student Demographic and Enrollment Information
Shared internally with Student Business Services and the Registrar’s Office to verify enrollment and residency for aid eligibility; may be shared with federal or state agencies as required for program administration and compliance.
Academic Progress Records
Shared internally to evaluate continued eligibility for aid; included in reports to federal and state agencies as required.
Scholarship Application Materials
Shared internally with scholarship committees and relevant UMBC departments involved in selection; not routinely shared externally except as required for donor reporting (in aggregate or anonymized form).
Award Information
Shared internally with Student Business Services to coordinate billing and disbursement; may be shared with federal and state agencies for required reporting and audits.
Financial Aid Transaction Records
Shared internally with Student Business Services, and the Office of Contract and Grant Accounting within Finance Services for reconciliation and disbursement; shared externally in required financial aid reporting to federal and state agencies.
Communication Records
Not routinely shared outside of OFAS except as needed to support specific inquiries or appeals, or as required for audits and compliance purposes.
What Actions Can Individuals Take?
E-bills are posted by Student Business Services (SBS) on the first day of each month beginning in August for the fall semester and January for the spring semester. You can find the full e-billing schedule on the SBS Website. Students can view their e-bills on myUMBC by clicking “Billing & Personal Finances.” They will also receive notifications on their myUMBC account and via myUMBC email regarding bill availability.
The Family Educational Rights and Privacy Act (FERPA) protects the privacy of student education records by limiting the disclosure of such records. Students may grant other individuals access to their account information via the Profile Sharing feature in myUMBC. It is a student’s responsibility to share their profile with anyone they would like to receive information about their financial aid and billing.
We are working to provide individuals, once authenticated, with information from our analytics platform. If you have questions you may submit a service request and we will have someone from our privacy team set up an appointment with you to discuss the data we have collected.
Submit a Privacy Request Form
If you would like to review, correct, or request the deletion of your personal data held by UMBC, or opt-out of third party sharing, please fill out our Privacy Request Form and follow the instructions. This form ensures that your request is processed promptly and in accordance with privacy regulations. Our team will review your submission and respond as soon as possible. For any questions or assistance, please contact our privacy office at privacy@UMBC.edu.