Introduction
As and institution, I want the ability to notify students that have been chosen to receive scholarship funding. This section is designed to compile the students that were awarded scholarships and notify them about their award. Depending on the specifications of the scholarship, the user can assign and monitor deadlines for the student to accept and/or complete a thank you letter to the donor. The user also has the option to remove students awards here if that option is needed.
Related
This section pulls in data from a couple different sections:
- Award Views - Students that are awarded funds in the My Award Views section populate in the Notify section of the Manage Awards tab. The students that do not get awards, populate in the Award Loss tab of this section.
- Scholarships - If the scholarship specifies that the student needs to accept the scholarship award and/or send out a thank you letter to the donor(s), it would need to be indicated in the Scholarship page. The management of these tasks will start in the Notify Awards section.
- Scholarships > Award - Students that are awarded from Direct Awards populate in this section.
- Basic > If the setting, Allow Award Approvals is toggled to YES, and the Award Approval Required is toggled to YES in the Scholarship Builder, the school user will see the Approve tab in the Manage Awards section. If either of these settings are set to NO, the school user will not see this tab in the Manage Awards section.
Notifying a Student
Award -> Manage Awards
- Click on [Award] link in the Menu bar on the left of the home screen;
- Find the [Manage Awards] tile in the panel view;
- Click on the [Manage Awards] tile and open up the Notification section;
- The Manage Awards section is broken up into a few main components:
- Approve
- Notify Awards
- Pending Student Action
- Notify Non-Awarded
- Cancelled
- Completed
Approve
- This section will display students that have been awarded scholarships that have enabled the setting to require Award Approvals. This section is an additional checkpoint to review the student one last time before they are notified about their awards.
- Above the the list of recipients, the user will find filters to help narrow down the list:
- Pool - filters students that were awarded funding within a specific Award Pool.
- Scholarship - filters students that were awarded for a specific scholarship
- Organization - filters students that were awarded funding for scholarships associated to a specific Organization.
- Department - filters students that were awarded funding for scholarships associated to a specific Department.
- Award Year - filters students that were awarded funding for scholarships associated to a specific award year
- Tags - filters students that were awarded funding for scholarships with specific tags
- Fund Code - filters students that were awarded funding for scholarships associated to a specific fund code
- If the user chooses to Approve the student for the award, they will select the checkbox and click the Approve button. Approving the student will push the student record to the Notify Awards tab in this section to be notified
- If the user approving the award is the person who awarded the amount to the student, they cannot approve their own award (even Admins cannot do this) - another user must approve the award. The only exception is if a user is assigned the Award Authenticator role, which is solely for the purpose of allowing this exception.
- If the student no longer meets the matching requirements of the scholarship, they will be blocked from moving forward. Only an Admin can override and allow the award to continue.
- If the user chooses to Deny the student for the award, they will select the checkbox and click the Deny button. Once they Deny the student, the system will generate a modal which will ask the user to confirm the Removal. There is a large text box for the user to indicate why they are denying the student for the awards. Once the confirm button is selected, the student will be removed for the Manage Awards tab and pending funds will be removed from the students record.
- the scholarship that is being awarded does not have the Award Approval Required enabled, the user will not see awarded students in this tab.
- The school user has the option to Export the list of records in the Export Icon located on the top left corner of the grid.
Notify Awards
- This section will display all of the students that have been selected to receive a scholarship award who have been either promoted from the Approve tab or the scholarship didn't require an Approval.
- Above the the list of recipients, the user will find filters to help narrow down the list:
- Pool - filters students that were awarded funding within a specific Award Pool.
- Scholarship - filters students that were awarded for a specific scholarship
- Organization - filters students that were awarded funding for scholarships associated to a specific Organization.
- Department - filters students that were awarded funding for scholarships associated to a specific Department.
- Award Year - filters students that were awarded funding for scholarships associated to a specific award year
- Records - filters students for awards that require any action (acceptance and/or thank yous) or awardsthose that do not
- Fund Code - filters students that were awarded funding for scholarships associated to a specific fund code
- When the user is ready to notify the student(s) they will select the check box next to the recipients name and the [Notify] button will show enabled.
- The user will then click the [Notify] button to trigger the notification process.
- The user will see a modal populate to confirm the notification action and have an option to set deadline dates to acknowledge Acceptance and/or submit a Thank You letter.
- The Acceptance and Thank You letter deadlines are managed in the Scholarship builder.
- Upon confirming the Notification of Awards, if the scholarship needs Acceptance and/or a Thank You letter, the awarded student will receive an action item to complete these tasks on their student website.
- The user will see a modal populate to confirm the notification action and have an option to set deadline dates to acknowledge Acceptance and/or submit a Thank You letter.
- The school user has the option to Export the list of records in the Export Icon located on the top left corner of the grid.
Removing a Student
- If a scenario presents itself where the school needs to cancel the award for a student, the user has the option to remove them from that scholarship's awards.
- A student can be removed before or after they are notified. In this tab, the user can click the Remove button which will remove them from the Notify screen and clear any funds that they were awarded in the pool.
- Once that button has been clicked, the system will display a confirmation modal to confirm their removal, provide a section to add a reason for the removal, and have the option to send a notification to the student letting them know that they have been removed.
Pending Student Action
- This section provides the user with a list of students that have been awarded funds and are still working on their Acceptance and/or Thank You letter.
- The filters on this page are similar to the filters on the Notify Awards screen but with some additional options.
- Each student file has the same data that the Notify tab had but on this page the user can view the Acceptance and Thank you letter deadlines and has visibility to whether or not that task has been completed.
Waiving Actions
- This section of the In Progress tab enables users to waive action items for students.
- After at least one student is selected
the Action drop down list will become active:- Waive Acceptance - Selecting this option from the list will waive the acceptance action item for the student. Once selected, the system will generate a modal to provide a reason why this action is being waived. At this point the user has an option to send a notification to the student. Confirming this action will waive the Action and remove the action item form the students portal.
- Waive Thank You Letter - Selecting this option from the list will waive the Thank You letter action item for the student. Once selected, the system will generate a modal to provide a reason why this action is being waived. At this point the user has an option to send a notification to the student. Confirming this action will waive the Action and remove the action item form the students portal.
- Waive All - Selecting this option from the list will waive both the Acceptance and Thank You Letter action items for the student. Once selected, the system and generate a modal to provide a reason why these actions are being waived. At this point the user has an option to send a notification to the student. Confirming this action will waive the Action and remove the action item form the students portal.
- Remove Awards - Selecting this option will cancel the awards for the selected students. Once that icon has been clicked, the system will display a confirmation modal to confirm their removal, provide a section to add a reason for the removal, and have the option to send a notification to the student letting them know that they have been removed.
- The school user has the option to Export the list of records using the the Export Icon located on the top left corner of the grid.
Notify Non-Awarded
- This section displays a list of applicants applied to certain scholarships who the institution wishes to notify that they did not receive an award for the selected scholarships.
- In order for students to be pooled in this section the the scholarship will need to have an application and have the "Notify Non-awarded" toggle set to ON. Students will be added to the roster when either of th following conditions is met:
- The student was rejected from the candidate pool before the scholarship moved to Reviewing/Awarding status; if the student is recycled (un-rejected) from the candidates list, then this notify award loss record will be removed
- All students who applied to the scholarship will have a record created at the time the scholarship moves into Awarding status. When an award is generated for a student, then their notify award loss record will be removed
- In order for students to be pooled in this section the the scholarship will need to have an application and have the "Notify Non-awarded" toggle set to ON. Students will be added to the roster when either of th following conditions is met:
- Above the the list of recipients, the user will find search boxes to help find specific students.
- Notify - When the user is ready to notify the student(s), they will select the checkbox next to the recipients name and the [Notify]button will show enabled.
- Clicking this button will populate a confirmation modal that will indicate the amount of notifications that will be sent. (Ex. if 4 students were selected, 4 notifications will be sent)
- Confirming this action will send out an email to the student informing them that they did not get selected to receive this scholarship.
- Dismiss - If the user wishes to dismiss these notifications and remove selected students from this list they can click the [Dismiss] button.
- Clicking this button will populate a confirmation modal that will indicate the amount of notifications that will be dismissed. (Ex. if 4 students were selected, 4 notifications will be dismissed)
- The school user has the option to Export the list of records using the the Export Icon located on the top left corner of the grid.
Cancelled
- This section will house all awards that were cancelled in any of the previous tabs.
- Above the the list of recipients, the user will find filters to help narrow down the list:
- Pools - This filter will display the students that were awarded funding within a specific Award Pool.
- Scholarship - This filter will display students that were awarded for a specific scholarship
- Organization - This filter will display students that were awarded funding where the scholarship was linked to a specific Organization.
- Department - This filter will display students that were awarded funding where the scholarship was linked to a specific Department.
- All Records - This filter will give the user an option to filter records that were either declined by the student or removed by a school user.
- The school user has the option to Export the list of records using the the Export Icon located on the top left corner of the grid.
Completed
- This section will show all record that have been awarded where the funds have posted on the students account.
- The filters on this page are similar to the filters on the Notify Awards screen but with some additional options.
- Pools - This filter will display the students that were awarded funding within a specific Award Pool.
- Scholarship - This filter will display students that were awarded for a specific scholarship.
- Thank You Options: This filter will give the user the option to show students that had a Thank You letter required or not required.
- Acceptance Options: This filter will give the user the option to show students that had an Acceptance task required or not required.
- Organization - This filter will display students that were awarded funding where the scholarship was linked to a specific Organization.
- Department - This filter will display students that were awarded funding where the scholarship was linked to a specific Department.
- Award Year: This filter will display students that have had funds posted within the selected Award Year.
- The school user has the option to Export the list of records using the the Export Icon located on the top left corner of the grid.
Troubleshooting and FAQs