The Scholarship Management System is a means to process Foundation Awards electronically. Included in the system is an approval processes which replaces a paper process. Foundation Accounting will maintain the list of authorized users for each Foundation Account as well as defining the scholarships and associated criteria. The Fund Managers (or other authorized users) are responsible for entering awards which must be approved by the Fund Manager and then Foundation Accounting. Once an award is approved it can then be electronically loaded into Banner replacing a manual process.
Note: Authorized Users include Fund Managers, Processors, Authorized Signers, and Authorized Viewers.
Admin – Control Table Maintenance
There are a number of data elements used throughout the Scholarship Management System. Most of these elements have already been established in the system. In some cases, the Scholarship Management System Administrator may add additional data elements using this application. Data elements that have already been used within the system cannot be deleted. However, descriptions may be updated at any time.
Intended Audience/Users: Scholarship Management System Administrator
Admin – Letter Association Maintenance
In order to facilitate the automatic generation of letters to scholarship applicants and recipients, a Letter Association must be established between the letter template containing merge fields and a division and/or scholarship. In addition, other letters without merge fields can also be associated with a division and/or scholarship. When processes are executed to generate letters from the template, these other letters are included in the student data and sent in any emails.
Intended Audience/Users: Scholarship Management System Administrator and Processors
Foundation – Authorized Users
Foundation Accounting is responsible for entering Authorized Users for each foundation account that awards scholarships. The signature cards received for each account by Foundation Accounting are the basis for this authorization.
Intended Audience/Users: Foundation Accounting
Foundation – Create or Update Account
Foundation Accounting is responsible for establishing each foundation account for awarding scholarships. This includes the Foundation Accounting number and name of the scholarship.
Intended Audience/Users: Foundation Accounting
Foundation – Inactivate Authorized User
Foundation Accounting is responsible for entering Authorized Users for each foundation account that awards scholarships. In addition, when an Authorized Users is no longer authorized then they must be inactivated. This application allows the Foundation Accounting user to inactivate all accounts for the selected Authorized User. This typically occurs when someone if leaving the university or changing departments.
Foundation – Mass Add for Authorized User
Foundation Accounting is responsible for entering Authorized Users for each foundation account that awards scholarships. In some cases, an Authorized User may need to be added to many accounts. This application allows the Foundation Accounting user to add the user to many accounts at one time. This typically occurs when a person is new to the university or is changing departments.
Foundation – Pending Awards
This application allows Foundation Accounting to view awards that have been reviewed to see the approval stage of the awards.
Foundation – Release Funds for Awards
A student’s award is entered into the system. The award goes through a series of approvals and review. Foundation Accounting has the final approval on all awards. They process awards that have been approved by the Fund Managers and reviewed by Foundation Accounting. This approval signifies that the award can now be loaded into Banner.
Foundation – Review Awards
There are two levels of approval for Foundation Accounting. One user will review the award and verify that all documentation is attached and there are sufficient funds to proceed. The user then indicates that the award has been “Reviewed”. The award will then be sent to the “Release Funds for Awards” approval screen.
Scholarship – Information
Foundation Accounting will establish scholarships in the Scholarship Management System by defining Scholarship Information based on the Gift Agreement. Authorized Users (defined on the Authorization Users form by Foundation Accounting) will be able to view the Scholarship Information. Authorized Users will be able to update Donors and Comments only on scholarships for which they are authorized.
Scholarship – Admission Requirements
Foundation Accounting will establish scholarships in the Scholarship Management System by defining Scholarship Admission Requirements based on the Gift Agreement.
Authorized Users (defined on the Authorization Users form by Foundation Accounting) will be able to view the Scholarship Admissions Requirements.
Scholarship – Renewal Criteria
Foundation Accounting will establish scholarships in the Scholarship Management System by defining Scholarship Renewal Criteria based on the Gift Agreement.
Authorized Users (defined on the Authorization Users form by Foundation Accounting) will be able to view the Scholarship Renewal Criteria.
Student – Information
In order to assist Fund Managers, and other Authorized Users, to select potential candidates for scholarships, this screen provides a summary of information about a student including, but not limited to, the student’s college, major and concentration, academic information such as hours and GPA, high school, and previous college information.
Intended Audience/Users: Foundation Accounting and Authorized Users
Student – Schedule
It is sometimes necessary for the Fund Managers, or other Authorized Users, to know the availability of a student. Some of the Donor’s like to have luncheons with their scholars. Having access to the student’s schedule provides the ability to plan around students’ classes. The Authorized Users are able to view the student’s current schedule as well as prior schedules including grades.
Student – Financial Aid Information
In order to assist Fund Managers, and other Authorized Users, to offer a scholarship to an appropriate student, a limited amount of Financial Aid information is available. All awards for which the Authorized User is authorized are displayed. The Student Budget and Unmet Need may assist in making a decision regarding offering to a particular student. If there is any question, the Authorized User should contact Financial Aid. In addition, the Authorized User has the ability to see when a scholarship has been paid.
Student – Awards
The Fund Manager, or Authorized User, will enter the scholarship award information indicating the scholarship, academic year, term, and award amount. The award status must be ‘Offered’ in order for the award to be listed on the Fund Manager’s Approval list. The Awards screen also allows the Authorized User to see the progress as the award goes through the approval process.
Student – Award Change
After a student is awarded a scholarship, there may be cause to make changes to the award. This application allows the Authorized User to indicate changes to the award. Changes can include both adjustments to the credit hours a student is enrolled or the award amount. These changes must go through the same approval process as all awards.
Student – List and Email
There may be occasions when the Fund Manager, or Authorized User, wishes to communicate to a group of students. This application allows the user to select from academic year, division, classification, award status, and account number to select a particular group of students. The user is then able to email the student and export the list to Excel.
Intended Audience/Users: Authorized Users
User – Authorize Awards
After a student’s award is entered into the system, is in an “Offered” status, and the “Contract Received Date” is completed, then the award is available for review by the Fund Manager or Authorized Signer. Processors and Authorized Viewers are not able to approve awards.
Intended Audience/Users: Fund Manager and Authorized Signer
User – Award Review
This application allows Authorized Users to view awards that have been entered for approval. It will indicate if there is any required information missing as well as show approval stage of the awards.
User – My List of Funds
This application provides the users with a list of Scholarships for which they are authorized. Included in the list are the account number, scholarship name, user type (Fund Manager, Authorized Signer, Processor, Authorized Viewer), start date, status, and donor name.
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