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Third Party Sponsorship Policy and Procedures

Hartnell College will accept sponsorship agreements from businesses, government, agencies, organizations, and employers desiring to sponsor students at Hartnell. The student is responsible for a balance owed if the sponsor does not remit full payment on the payment due date to avoid being dropped from the class. A Sponsor Direct Billing Authorization from the sponsor is required at the time of registration. This authorization must not be contingent upon the student receiving a specific grade or upon a financial need status.

The Sponsor Direct Billing Authorization which outlines the guarantee to pay must be include the student's name, Student ID number, sponsor's billing address, Federal Tax ID #, contact person, phone number, the total amount to be paid and the applicable academic term/semester.

 

I. External Sponsorship

 

Submission of an authorization form is required each term/semester

The Cashier will process deferred third party billing of fees and other charges to businesses, government, agencies, organizations, and employers based on the Sponsor Direct Billing Authorization presented at time of registration. The billing is processed on a per term/semester basis.

It is the policy of Hartnell to protect our student's right to confidentiality under the Family Educational Rights and Privacy Act (FERPA). Sponsors must obtain information regarding grades, transcripts, course listings, or other specific information directly from the student.

 

What are the Sponsored Student's Responsibilities?

  • It is the student's responsibility to ensure that the College is provided with a valid Sponsor Direct Billing Authorization form from their sponsor, before registering for classes for each term.

  • The student must obtain the required signatures prior to submitting the form to the cashier.

  • A sponsored student must monitor their student account status regularly.

  • If the sponsor does not cover the total charges, it is the student's responsibility to pay the balance owed.

  • Non-payment by the sponsor, for whatever reason, becomes an immediate liability to and the responsibility of the student.

  • It is the student's responsibility to know the duration of the sponsorship as listed in the authorization form. The College will not notify a student when the sponsorship has expired.

  • Additional information required by the sponsor, including grades, transcripts, course(s) and other miscellaneous information, must be supplied by the student.

  • If questions arise concerning conditions of the sponsorship, the student should contact the sponsor, not Hartnell.

  • Must provide payment deadline dates to the sponsor.

 

What are the Sponsor's Responsibilities?

  • Obtain and execute a Sponsorship Agreement from the Business Office.

  • Provide a Sponsor Direct Billing Authorization, to the sponsored student with the following information:


    • Student's name and College ID number (if returning student)
    • Description of covered charges, which may include fees as required by the California State Board and the Board of Trustees of Hartnell College such as, course fees, activity fee, etc.
    • Sponsor's billing address
    • Sponsor contact person information including name, telephone number, and email address
    • Sponsor should only make payment from the College invoice, not the student's bill.
    • Sponsor shall mail payment to the provided address. Payment is due in full upon receipt of invoice notice, on or before the scheduled payment due date. Must obtain the payment deadline dates from the student.
    • Sponsor will pay all enrollment adjustments on a student's account for the term authorized, when applicable.
    • If the sponsored student is an employee of the sponsor and is terminated during the term, the sponsor will pay as agreed and invoiced.

 

What are the College's Responsibilities for Sponsored Students?

  • The Business Office will be responsible for the management of the Third Party Sponsorship Agreement and will maintain copies of the fully executed agreement on file. The Business Office will set up the Third Party Sponsor in the student system.

  • The VP of Operations/Controller will review and approve the Sponsor Direct Billing Authorization. A copy of this form will be provided to the Financial Aid Office.

  • The Cashier will only give the student a third party deferment based on a fully approved Sponsor Direct Billing authorization.

  • The Cashier will invoice the sponsor for the authorized charges. The invoice will state the student's name and the total allowable charges.

  • Any refund resulting from an adjustment to the student's account after sponsor payment will be returned to the sponsor.


II. Internal Sponsorship

 

Submission of an authorization form is required each term/semester

The Cashier will process deferred third party billing of fees and other charges to the Foundation and grants based on the Sponsor Direct Billing Authorization presented at the time of registration. The billing is processed on a per term/semester basis.

 

What are the Foundation and Grants Responsibilities?

  • Provide the Business Office with a notice of renewal to continue the Sponsorship if already in existence, if new, complete the Sponsorship agreement.
  • Provide a Sponsor Direct Billing Authorization, to the sponsored student with the following information:
    • Student's name and College ID number
    • Description of covered charges, which may include fees as required by the California State Board and the Board of Trustees of Hartnell College such as, course fees, activity fee, etc.
    • Sponsor's billing address
    • Sponsor contact person information including name, telephone number, and email address
  • If sponsoring a co-hort of students, provide a listing of the identified students with the information described above. Such listing should have the approval of the VP of Operations or Controller.

  • Sponsor will pay all enrollment adjustments on a student's account for the term authorized, when applicable.

  • If the sponsored student is an employee of the sponsor and is terminated during the term, the sponsor will pay as agreed and invoiced.

 

What are the College's Responsibilities for Sponsored Students?

  • The Business Office will be responsible for the management of the Third Party Sponsorship Agreement and will maintain copies of the fully executed agreement on file. The Business Office will set up the Third Party Sponsor in the student system.

  • The VP of Operations/Controller will review and approve the Sponsor Direct Billing Authorization or the list of students (if sponsorship is for a cohort). A copy of this form will be provided to the Financial Aid Office.

  • The Cashier will only give the student a third party deferment based on a fully approved Sponsor Direct Billing authorization or approved student list.

  • The Cashier will invoice the sponsor for the authorized charges. The invoice will state the student's name and the total allowable charges.

  • Any refund resulting from an adjustment to the student's account after sponsor payment will be returned to the sponsor.