Introduction


The Award Views screen is used by the school user to award scholarship funds to the students who have made it to the final round of a pool. The award views screen is available for Review Managers and Admin users within ScholarshipUniverse.


Related


Prior to being able to add award views, the applications for a scholarship must be reviewed and make it to the final round of a pool.


Award Views Overview

Award>Award Views


  • Click on Award link in the Menu bar on the left of the home screen
  • Find the Award Views tile in the panel view 

 


  • Click on Award Views tile to open the my award views screen 


 


The my award views has the option to view active and inactive award views. The active and inactive tabs are located in the upper left of the screen under the My Award Views title

  • Default view is active
  • Select the Inactive tab to view inactive award views


In the upper right corner of the screen the user has the option to add a new award view  


The my award views grid may be sorted by Name, Number of Scholarships, Review Pool or SmartRank by clicking the column header.

 

Add Award Views

  •  Click the Add+ button in the upper right of the screen to open the add award view screen


 

  • Enter the name of award view being added
  • Select a pool from the drop down 
  • Once a pool is selected, the Manage Scholarships screen opens



  • Select the scholarship(s) that are included in the awarding pool using the check boxes before the scholarships. 
    • Selecting the box in the header selects all scholarships(default). 
    • Removing the check from the header checkbox deselects all scholarships.
  • Click Save, to add scholarships to pool
  • Click Cancel, to return to add award view screen without adding scholarships to pool
  • After a pool has been selected and saved, selecting Manage Scholarships re-opens the manage scholarship screen



  • SmartRank - Either select an available SmartRank from the drop down or select the  to add a new SmartRank
  • Editing and adding SmartRank instructions provided below
  • If a pre-existing SmartRank is selected, the may be used to edit the exist SmartRank
    • Please note: If a pre-existing SmartRank is edited it updates for all users
    • Please note: If a pre-existing SmartRank is used, selecting the  also edits the SmartRank
  • Click Save on the add award view screen to save award view
  • Selecting Cancel, does not save award view and returns user to My Award Views screen


Editing Existing SmartRank


Select an existing SmartRank from the drop down and select



  • The user may update the following fields:
    • Organization
    • Requirements
    • Comments
  • Edit the organization in the SmartRank by selecting an organization from the drop down.
  • Requirements may be added, edited or deleted
  • Select the  to edit the review score weight of the requirement



  • Enter the percentage that the requirement should be weigted
  • Click Save, to save edit to review score
  • Click Cancel, to return to Edit SmartRank screen
  • The sum of all review scores must be 100%
  • Select the to delete the requirement if it is not needed
    • Review Score may not be deleted, the user may set the weight to be 0
  • Click Add to enter a new requirement into the SmartRank



The requirement may be added from either a question within ScholarshipUniverse or from a data field within the insitution's Student Information System (SIS).

  • Select a question or data field from the drop down
  • Select a direction ascending or descending for how they requirement is ranked
  • Enter the weight % for the requirement
  • Click Save, to add the requirement 
  • Click Cancel, to return to the Edit SmartRank screen without adding requirement
  • Once the user is finished editing the SmartRank, click Save on the Edit SmartRank screen to save changes
  • Click Cancel, to return to the add award view screen without editing SmartRank


Adding SmartRank


Select the  to add a new SmartRank

Please Note: When adding a new SmartRank, the SmartRank drop down must be on Select an Item. If a SmartRank is showing in the drop down, selecting the  edits the chosen SmartRank instead of creating a new one.



  • Enter a name for the SmartRank
  • Select an organization from the drop down
  • The user may edit the default requirement review score to add the weight percentage
  • The user may add additional requirements by selecting Add



The requirement may be added from either a question within ScholarshipUniverse or from a data field within the insitution's Student Information System (SIS).

  • Select a question or data field from the drop down
  • Select a direction ascending or descending for how they requirement is ranked
  • Enter the weight % for the requirement
  • Click Save
  • Once the user has finished adding all of the requirements to the new SmartRank, click Save
  • Click Save on the add award view screen to save award view


Reviewing/Editing Award Views 


The user may review and edit existing award views, select the edit button  in the My Award Views screen.



On the bottom half of the add/edit award view screen displays a grid with the scholarship pool and smart rank information. Each column header may be selected to sort the information in the column or the  to apply a filter to the column. Additionally, the entire grid may be exported or additional columns may be added.



  • Select the  to export the award view grid
  • Select the to add a column to the grid
    • This may be used to add additional criteria to review in the case of a tie in SmartRank score.



  • The user may choose from existing questions or from data fields from their SIS
  • Click Add once the question or data field has been selected from the drop down
  • Questions or data fields may be removed by selecting
  • Click Save, to add the column to the award review grid
  • Click Cancel, to return to the award view screen without adding column
  • If an award view has been updated, one the edit award views screen click Save, to save edits
  • Clicking Cancel, returns user to my award views screen without saving changes


Deactivating/Reactivating an Award View


The user may need to deactivate an award view in Scholarship Universe. On the My Award Views screen, each award view has a deactivate deactivate button  in the deactivate column.



  • Click  to move the award view to the inactive tab on the my award views screen
  • Once an award view is on the inactive tab, clicking  makes the award view active again



Awarding in Award Views


Once a pool has made it to the final rounds, a user may review and award through award views. 

  • Select the award view for awarding and click the
  • Additionally, a user may  award during the add award view process prior to saving award view



In the Edit Award View screen, the user can view student profiles and award scholarship funds in the award view grid at the bottom of the screen. Above the grid on the right side of the screen, the user can view information about the award view. The information shows the Total Applications, Total Awarded, and Remaining Budget. The total awarded and remaining budget update as the user awards funds to the student(s). 


If an award has been created for a student, the Award Status will track and display the status - no status indicates that an award has not been given. For Award Views currently displaying more than one scholarship, the status will only display for awards given. If two or more awards are in different statuses, this column will shown a linked called "Multiple" which will open a modal to display the status of each award created.



Sensitive Data


Institutions have the ability to hide sensitive SIS data from groups of users on this page. Medium Sensitive Data Managers will have the right to view SIS data and any mapped answers that are flagged as Medium sensitivity. High Sensitive Data Managers will have the right to view SIS data and any mapped answers that are flagged as High sensitivity. Please note that High Sensitivity does not have the right to view Medium sensitive SIS data/mapped answers. If user needs access to both groups, they should be assigned both roles. All ScholarshipUniverse roles have the ability to view Low sensitive SIS data/mapped answers.


  • SIS fields are hidden in the custom column manager for any user who does not have the sensitivity level for it 
  • Questions are hidden in the custom column manager if mapped to a SIS data field that a user does not have the sensitivity level for it
  • Any SIS column brought in from SmartRank will have answers masked with a "***" if the user does not have the sensitivity level for it
  • Any question column brought in from SmartRank will have answers masked with a "***" if it is mapped to a SIS data field that a user does not have the sensitivity level for it



Nominate Student

  • If a student is not included in the pool, the user may use the Nominate button at the bottom left of the screen to add them into the award view
  • Select Nominate button



  • Enter the student id to search for student
  • Click search button
  • Search returns student associated with student id



  • User may select Scholarship(s) to nominate student for
  • Click Update Student,  to add student to award view
  • Clinking Cancel, does not add student to award view and returns user to Edit Award View screen
  • If matching student is not found, user may enter student information 



  • Enter student First Name
  • Enter student Last Name
  • Enter student Email
  • Select scholarship(s) to nominate student for
  • Click Add Student, to add to student to award view
  • Clicking Cancel, returns user to Edit Award View screenSelect the student's name to view the student's profile


Awarding Scholarship Funds


  • In the Edit Award View screen, select the amount link in the award column for the student to open the  Award Applicant screen



  • In the Award Applicant screen there are several award amounts displayed for the student
    • Under the student name, displays the Student Total, this amount calculates as funds are awarded to the student
    • In the upper right, Awarded 2018-2019 displays the amount a student has been awarded for the award year
    • In the scholarship title, displays Total Awarded for student and Remaining Budget for entire scholarship
  • Enter award amount for Fall, if applicable
  • Enter award amount for Spring, if applicable
  • Click Save,  to award scholarship to student
  • Clicking Cancel, does not award student and returns user to Edit Award View screen
  • User may return to award view later to adjust awards
  • Click Save, once user has finished awarding scholarship funds for award view to save awards.
  • Clicking Cancel, does not award funds to students and returns user to My Award Views


After user has finished awarding scholarship funds, next steps are to:

Notify Awardees

Review and Approve Thank You Letters 

Post Awards


Troubleshooting and FAQs

[Links to related FAQ documents]