Introduction

The purpose of this article is to outline how to setup and configure your SponsoredScholar site. During the onboarding process, your Customer Success Manager will host a Site Setup Meeting to help you create your site. This article serves as a reference guide in addition to your Site Setup Meeting.


Participants

  1. Project Sponsor
  2. Finance Lead


Guide

There are five steps in setting up your site:

  1. Setting Up Payment Deposits
  2. Configuring Site Branding
  3. Adding An Account Code
  4. Configuring Student Signup Enrollment Portal Settings
  5. Creating Signup Enrollment Portal Pages


Setting Up Payment Deposits

Step 1 - Register Your SponsoredScholar Account

SponsoredScholar is an invite-only solution. Therefore, your Customer Success Manager will send you a registration email to create your account. 


Once received, follow these steps:

  1. Open your SponsoredScholar email invitation and click the Let's Get Started button
  2. Fill out the account registration form, agree to the site terms and policies, and create your account by clicking the Create Account button. 


Step 2 - Create WePay Chase Account

To create your WePay Chase Account, you will need the following information available: 

  • School EIN
  • School Address
  • contact Phone Number
  • School Website
  • Description of School (one-sentence description)
  • Last 4 Digits of SSN for Account Creator (i.e., Finance Lead)
  • Bank Routing Number
  • Bank Account Number


Once you have this information on hand, follow these steps to create your WePay Chase Account:

  1. Click on Your Program, then Payments
  2. Click on the Payment Account Management button
  3. Click on the Register for Payment Account button
  4. Enter your name, email, and a password on the WePay Signup Form; Click on the Grant Access button
  5. You will then be redirected back to the Payments page in SponsoredScholar; Click on the Update WePay Account button under the Verify your Account Information step
  6. Enter your Entity Type (e.g., Nonprofit) and legal structure (e.g., Nonprofit Corporation)
  7. Select your Industry (e.g., Education) and Industry Type (e.g., Colleges, Universities, Professional Schools, and Junior Colleges)
  8. Enter your Nonprofit Details (Name of Nonprofit, Business Address, EIN, and Phone Number)
  9. Enter your Nonprofit Website and a short Nonprofit Description
  10. The Finance Lead will then be prompted to enter his or her personal details as the member of your institution creating this WePay account; This includes Legal First Name and Last Name, Home Address, Job Title, Phone Number, date of Birth, and Last 4 of Social Security Number
  11. On the Beneficial Owner(s) step, check the box next to Skip this section and click Next
  12. Then, click on the Submit button, which will bring you to Step 3 below


Step 3 - Input & Verify Bank Details

  • Enter your the Routing Number and Account Number for the bank account you wish funds from WePay to be transferred into
  • Enter the Bank Name and select your Account Type
  • Under How Often Should We Send Your Money?, we recommend setting this to Daily, which means that funds will be transferred daily into your school's bank account. You may also select Weekly or Monthly.
  • Click on the Add Bank button
  • Click on the Finish button
  • You will then be redirected back to your SponsoredScholar account


Step 4 - Confirm WePay Chase Account

You must confirm your WePay account within 14 days of creating your account. Otherwise, your account will be disabled and all payments will be refunded. 


To complete this last step, open your email inbox and open the email from WePay (subject: Confirm your email). Then, click on Confirm your email.


Configuring Site Branding

To configure your site branding, click on Your Program and then Branding on the left-side navigation menu of your SponsoredScholar account.

  • Name: enter the name of your institution that you would like to appear throughout the site
  • Platform: N/A (selected by your Customer Success Manager and not configurable by Program Admins)
  • Website URL: enter your school's website URL
  • Short Name: this will be used in the URL of your site; for instance, if your school is Millennium College and you enter MC as your short name, your URL will read dashboard.sponsoredscholar.com/mu
  • School's Time Zone: enter your school's time zone
  • School Address: enter your school's primary address
  • School Preferences: N/A (your Customer Success Manager has already configured this)
  • School Branding
    • Primary Color: enter the HEX code of the promary color you would like to use for your site
    • Logo: upload your school's logo (we recommend dimensions of 225px wide by 40px high)
    • Use White Background for Logo?: Click Yes if you want the header of the site to be white and click No if you want the header of the site to be your primary color. For instance, if your logo is white, then select No so your white logo displays on top of the primary color you selected.


Adding An Account Code

Every gift that is made through SponsoredScholar must be tagged with an Account Code.  This Account Code is generated by your school for the purposes of tracking gifts made through SponsoredScholar and facilitating the gift reconciliation and disbursement process.


Please note that this step is a requirement in order for students to sign up for SponsoredScholar. If you do not have an Account Code or do not need to use an Account Code, you will still need to complete this step using placeholder information.


To add your Account Code to your site, follow these steps:


  1. Click on Your Program and then Causes on the left-side navigation menu of your SponsoredScholar account
  2. Next, click on the + Add a New Cause button on the top right of your account
  3. Enter a name for this Account Code (e.g., SponsoredScholar Fund)
    1. If you do not have an Account Code, enter "SponsoredScholar Fund" as your placeholder
  4. Next, enter your Account Code and an optional Description
    1. If you do not have an Account Code, you may leave this blank
  5. Then, click Create Cause


This Account Code will now be included in the Gift Report and Scholar Report available in your Program Admin dashboard.


Configuring Student Signup Enrollment Portal Settings

You can create student signup pages, called enrollment Portals, where students can visit in order to sign up for SponsoredScholar. Through your program admin account, you can configure your signup portal settings.

To configure your signup portal settings, follow these steps:

  1. Click on Your Program and then Portal Settings on the left-side navigation menu of your SponsoredScholar account
  2. Default Cause: select the Account Code you created in the previous step, Adding An Account Code
  3. Contact Financial Aid: 
    1. select Yes if you want the Enrollment Portal to tell students to contact the Financial Aid Office at your school if they have questions
    2. select No if you do not want the Enrollment Portal to tell students to contact the Financial Aid Office at your school; this will ensure no mention of "Financial Aid Office" is used on the Enrollment Portal
  4. Contact Phone Number: enter the phone number a student should call in case they have questions (optional)
  5. Contact Email Address: enter the email address a student should email in case they have questions (optional)
  6. Default Minimum Goal: sets the lowest amount a student can enter as their fundraising goal (we recommend $100)
  7. Default Maximum Goal: sets the highest amount a student can enter as their fundraising goal (we recommend $1,500 - $2,000)
  8. Enforce Specific Emails on Sign-Up?: When selected, only the email extensions listed in the Sign Up Emails section will be permitted to generate an initial Sign Up request. This will only enforce the email extension be used at the time of sign-up and permits the user to potentially use a different email extension when creating their user account.
  9. Student ID Format:
    1. Minimum Length: The minimum length of the Student Identifier. This includes any prefix or suffix values applied
    2. Maximum Length: The maximum length of the Student Identifier. This includes any prefix or suffix values applied
    3. Student ID Prefix (optional): Enter this value if you utilize a standard prefix across all Student IDs
    4. Student ID Suffix (Optional): Enter this value if you utilize a standard suffix across all Student IDs
    5. Allow Numbers?: Select Yes if numbers (i.e., 0-9) are permitted in your Student Identifier values. Select No if numbers (i.e., 0-9) are not permitted in your Student Identifier values
    6. Allow Letters?: Select Yes if letters (i.e., a-z, A-Z) are permitted in your Student Identifier values. Select No if letters (i.e., a-z, A-Z) are not permitted in your Student Identifier values


To save your enrollment portal settings, click on the Update Portal Settings button on the top right of your account.


Creating Signup Enrollment Portal Pages

Once your enrollment portal settings are configured, you can now create a Signup Enrollment Portal Page to be shared with students to sign up for SponsoredScholar. You can create additional Signup Enrollment Portals Pages if you would like to segment and track signups. There are no limit to how many Enrollment Portals you create.


To create a Signup Portal Page, follow these steps:

  1. Click on Scholar Pages and then Enrollment Portals on the left-side navigation menu of your SponsoredScholar account
  2. Next, click on the + Create New Enrollment Portal button
  3. Portal Settings

    1. Cause: Select the Cause to associate with the new EnrollmentPortal (i.e., the Cause you created in the Adding An Account Code step)

    2. Minimum Goal: you can override the minimum goal set in the previous step for this specific Enrollment Portal if you wish by entering a new minimum goal amount; if you leave blank, it will default to what you entered as your Default Minimum Goal

    3. Maximum Goal: you can override the macimum goal set in the previous step for this specific Enrollment Portal if you wish by entering a new maximum goal amount; if you leave blank, it will default to what you entered as your Default Maximum Goal

    4. Name: enter a name for this Enrollment Portal (e.g., 2019 - 2020 Signups)

    5. Enrollment Portal URL: this will be displayed in the URL for this Enrollment Portal (e.g., /signup or /fall2019-signup)

  4. Portal Content

    1. Headline: enter a headline to be displayed at the top of your Enrollment Portal (e.g.," Motivated Students: Crowdfund your {School_Abbreviation} bill")

    2. Content: provide details about this program and why students should sign up; we recommend keeping this short, succinct, clear, and motivating)

    3. Highlight Image: upload an image to be used as the background on the Enrollment Portal (optional)


Example Enrollment Portal


This completes your site setup process. If you have any question, please contact your Customer Success Manager.