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1. Move the Cycle start date to a date in the future.  

2. Go to the scholarship and change the Application Method; you may also use the Scholarship Import file to make this update.  

3. Move the Cycle start date back to the original start date.  

A few things to note before you make any changes.  When the cycle start date is set in the future, students will be unable to complete the application.  Once you move it back to the original date, they will be able to apply.  You may want to take a screenshot or note the application that you want to use because you will have to select it from the drop-down list after changing the application type.

After a scholarship is in an ‘Open’ status, changes to the application may cause the form to be "versioned". The system will note at the top that a version is being created. Cancelling prior to saving will discard the version. The implication of a version depends on the progress of the scholarships tied to the application as follows:  

Scholarship is in an Open status, NO student has submitted OR started the application: The latest version of the application will be used and updated automatically. Schools may want to change the status to ‘On Hold’ (Plan > Scholarships) while these changes are being made.  

Scholarship is in an Open status, at least one student DID start an application but has NOT submitted an application: Any new versions of the application can be used but must be updated on the scholarship (Plan > Scholarships). The cycle for the scholarship will need to be future dated so changes can be made, and once changes have been applied, the cycle can be moved back to the original date. Note: The new version of the application will have an identical name and the school will need to verify through testing that the correct version of the application has been selected. 

Source: Applications 

It is likely that 1) the scholarship has already been rolled over, or 2) after the scholarship was moved to an ‘archived’ status from the rollover, it was moved back to a ‘completed’ status.  In this case, the scholarship will not populate in the list because it can only be rolled over once.   

One indication that the scholarship was rolled over is that when in Plan > Scholarship, the scholarship will have the ‘Back to Current Version’ button visible in the top right corner.   Another indicator is to view the History tab at the top of the screen on the Scholarship to see existing versions of that specific scholarship.

It’s important to understand the different types of application methods and how they flow through ScholarshipUniverse. For example, an Internal Application must have a completed cycle before applicants can be reviewed. Some scholarship cycles need to be opened all year and awarded periodically; this application method would not be ideal in this scenario. These articles will be crucial in helping to determine the best method to use. 

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The application deadline can be extended for a scholarship using the Internal Application method prior to being moved to the Review or Awarding status.  This can be accomplished in one of two ways.    
 
To extend the deadline for multiple scholarships tied to the same cycle, do the following:   
 
1. Go to Plan > Cycles and click edit next to the cycle assigned to the scholarship.    
2. Change the ‘Scholarships Deadline’ to the new date.   
To extend the deadline for only one scholarship when the cycle is tied to multiple scholarships, do the following:    
  
1. Go to Plan > Scholarship and click the edit icon.  
2. Under the General Tab, click the ‘X’ next to the Cycle name.    
3. Click on ‘Add Cycle’ and select the start and end dates for the new cycle. Once created, select the cycle from the drop-down menu and save.    
 
Once a scholarship has advanced to the Reviewing or Awarding status, changing the cycle date will not allow additional applications to be submitted.    

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The “How can I change whether a scholarship is renewable?” article will be very helpful in this scenario as it indicates how to update this setting depending on what status your scholarship is in. 

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Selecting Document presents a drop-down menu to choose from the document type you would like the student to submit. Types of documents available to upload are Essay, Work Sample, Resume, Image, Video, Audio, Link, Recommendation Letter, Acceptance Letter, Application, Curriculum Vitae, Financial, Transcript, Employment Info, Biography, Budget, Membership(s), Personal Statement, Other. 

Source:  Question Personalization 

Source: Organizations/Departments

When loading SIS Data for an award year on a student's profile you want to make sure the appropriate award year is active in SU. For matching purposes, the SIS Data is going to read the most current/active award year dates in the Award Year tile. If the award year needed for matching is not active (dates are in the past or future), the data will not be used for matching purposes. 

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You will want to review the Data Fields first to ensure the new fields are listed. If not, you can use the “Add” option to create the new fields. Once they have been added, go to Settings > Integration > SIS Field Mapping. Click on the “Unmapped” tab to locate the created fields. Once located, click on the “Map” link image. A new screen will appear and give you the option to place the data on the student's profile and select a question to answer for the student. Once this has been completed the data field will be added to the “Active” tab. Be sure to run a test in Match Explorer to see if the question is pulling in data from the SIS import to answer the question. 

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Adding a Scholarship Code: 

• Step 1: Click the Add + button. 
• Step 2: In the Add Scholarship Code modal, enter values for all the following 3 fields:  
  • Scholarship Code: Enter your system code for the new                     Scholarship Code.
  • Description: Enter a user-friendly description of what the                 Scholarship code means, so users can select the correct funds    when creating scholarships.
  • Scholarship Code Type: Select a Scholarship code type from a       list of integration systems that the Scholarship code is related to. Here are the available options:
    • Student Information System
    • Customer Relationship Management
    • Institutional System
    • Accounting & Financial System
    • Advanced Development System
    • Student Account System
    • Financial Management System
    • Other

Inactivating a Scholarship Code: 

• Step 1: From within the Active tab, click the Deactivate (trash can) button for the Scholarship code you want to inactivate. 
• Step 2: In the Inactivate modal, click Yes to confirm the deactivation, or No to keep the Scholarship code active.  

Only Admins have access to upload or deactivate documents. Documents are typically added for use on applications. If an application question is asking for the student to download and complete a form, this is where the school will want to import that document so it can be attached to the application for the student. We typically provide an example of a writing sample. 

There are a few things they may cause this to happen.  

Scenario 1: After the student clicked ‘Start Application’, they deselected a scholarship by unchecking the box next to it.  

Scenario 2: The student submitted an application prior to matching to the scholarship. This may occur if 1) the student had not answered all matching questions required for the scholarship; 2) the student did not meet the matching criteria at the time but later qualified due to updated SIS information (i.e., their GPA was updated).  

Scenario 3: The Scholarship has a limit on the number of applicants permitted and the limit has been met. Students are alerted to this limit if they attempt to apply. This information can be found under Plan > Scholarships > [Scholarship Name] under the General tab in the Max Applicant section.  

*Note that Prior to 05/16/2022, a bug allowed students to unselect all scholarships and submit the application.   This has since been resolved.

There are several items that affect the auto-matching feature and there are a few things you can do to identify the cause of this issue.  

Before you get started, go to PlatformManager > Integration > File Imports, and download the most recent SIS file. 

Verify the award year on the SIS file is the most recently active award year 

Go to Settings > Award Years > Active tab and look at the Start Date. The active award year with the most recent start date will be used for matching purposes. The SIS file for the corresponding award year will be used for matching application-based scholarships and direct award scholarships that did not have the ‘Uses SIS data answer’ toggle activated.

When performing the nomination function, ONLY students with an active Verified Student Data (VSD) record will be returned when searching for the student. This means only students with an active VSD record can be nominated.  

*Note: If your school has opted out of validating the student ID for nominations, students without a verified ID can be nominated. This may lead to duplicate records being created for students and we strongly caution against this option.