What Do I Need in the Toolkit? A Best Practices Model for Institutional Scholarship Management Helen...
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![Page 1: What Do I Need in the Toolkit? A Best Practices Model for Institutional Scholarship Management Helen Carter Associate Director, Student Financial Aid &](https://reader030.fdocuments.in/reader030/viewer/2022032803/56649e245503460f94b1355e/html5/thumbnails/1.jpg)
What Do I Need in the Toolkit?
A Best Practices Model for Institutional Scholarship Management
Helen CarterAssociate Director, Student Financial Aid & Scholarships
Texas Tech University
![Page 2: What Do I Need in the Toolkit? A Best Practices Model for Institutional Scholarship Management Helen Carter Associate Director, Student Financial Aid &](https://reader030.fdocuments.in/reader030/viewer/2022032803/56649e245503460f94b1355e/html5/thumbnails/2.jpg)
Four Common Needs of a Scholarship Account Manager:
1. Need to know what accounts I have2. Need to know how much money I have to spend3. Need to choose the most eligible recipients4. Need to disburse the money within appropriate guidelines
![Page 3: What Do I Need in the Toolkit? A Best Practices Model for Institutional Scholarship Management Helen Carter Associate Director, Student Financial Aid &](https://reader030.fdocuments.in/reader030/viewer/2022032803/56649e245503460f94b1355e/html5/thumbnails/3.jpg)
How do I manage the four common needs efficiently?• Texas Tech University has a decentralized scholarship account
management model with over 200 scholarship account managers.• Texas Tech built the Scholarship Tracking System to be our scholarship
management tool!
![Page 4: What Do I Need in the Toolkit? A Best Practices Model for Institutional Scholarship Management Helen Carter Associate Director, Student Financial Aid &](https://reader030.fdocuments.in/reader030/viewer/2022032803/56649e245503460f94b1355e/html5/thumbnails/4.jpg)
Purpose of the Scholarship Tracking System• Show managers what accounts belong to them• Provide effective scholarship management tool to account managers campus-wide
• Leverage scholarship funds • Capture scholarship award history• Allow campus users to enter their own scholarship awards
• Provide methods for candidate search and review • Provide method for disbursing money within appropriate guidelines
• Federal aid regulations• NCAA compliance
• Provide central vehicle for campus users to access data outside of Banner security restrictions
![Page 5: What Do I Need in the Toolkit? A Best Practices Model for Institutional Scholarship Management Helen Carter Associate Director, Student Financial Aid &](https://reader030.fdocuments.in/reader030/viewer/2022032803/56649e245503460f94b1355e/html5/thumbnails/5.jpg)
How the Scholarship Tracking System Works
STS access granted to account managers;
validated through Banner HR/Banner
Finance
Account managers grant
access/permission to other staff
members
Awards entered on the STS by account managers or their
designees
Awards uploaded to Banner Student & integrated into
Financial Aid
Scholarships credit to student tuition; debit accounts in Banner Finance
![Page 6: What Do I Need in the Toolkit? A Best Practices Model for Institutional Scholarship Management Helen Carter Associate Director, Student Financial Aid &](https://reader030.fdocuments.in/reader030/viewer/2022032803/56649e245503460f94b1355e/html5/thumbnails/6.jpg)
1. Need to know what accounts I have
• How do I find out what accounts belong to me?• How is account responsibility designated?• How do I or others get access to my accounts?
![Page 7: What Do I Need in the Toolkit? A Best Practices Model for Institutional Scholarship Management Helen Carter Associate Director, Student Financial Aid &](https://reader030.fdocuments.in/reader030/viewer/2022032803/56649e245503460f94b1355e/html5/thumbnails/7.jpg)
How do I find out what accounts belong to me?• Sign on to STS• Only accounts
that I have access to show up on my list
![Page 8: What Do I Need in the Toolkit? A Best Practices Model for Institutional Scholarship Management Helen Carter Associate Director, Student Financial Aid &](https://reader030.fdocuments.in/reader030/viewer/2022032803/56649e245503460f94b1355e/html5/thumbnails/8.jpg)
How is account responsibility designated?• TTU assigns
unique Banner ORGN code to each account manager
![Page 9: What Do I Need in the Toolkit? A Best Practices Model for Institutional Scholarship Management Helen Carter Associate Director, Student Financial Aid &](https://reader030.fdocuments.in/reader030/viewer/2022032803/56649e245503460f94b1355e/html5/thumbnails/9.jpg)
How do I or others get access to my accounts?• STS security levels
are based on ORGN codes• Account mangers
can grant 3 levels of STS access to others
![Page 10: What Do I Need in the Toolkit? A Best Practices Model for Institutional Scholarship Management Helen Carter Associate Director, Student Financial Aid &](https://reader030.fdocuments.in/reader030/viewer/2022032803/56649e245503460f94b1355e/html5/thumbnails/10.jpg)
2. Need to know how much money I have to spend
• Where do I find: • Account balances
• Expenditures
• Account history
![Page 11: What Do I Need in the Toolkit? A Best Practices Model for Institutional Scholarship Management Helen Carter Associate Director, Student Financial Aid &](https://reader030.fdocuments.in/reader030/viewer/2022032803/56649e245503460f94b1355e/html5/thumbnails/11.jpg)
Where do I find account balances?
• STS imports Banner Finance FY budget, expense, and daily balance• Allows you to set
FY spending plan (even if others have access) using account award history, available funds, etc.
![Page 12: What Do I Need in the Toolkit? A Best Practices Model for Institutional Scholarship Management Helen Carter Associate Director, Student Financial Aid &](https://reader030.fdocuments.in/reader030/viewer/2022032803/56649e245503460f94b1355e/html5/thumbnails/12.jpg)
3. Need to choose the most eligible recipients
• What are the eligibility requirements of my scholarships? What did donors specify? • How accessible are these requirements to committees/users?
• How can I find students with donor-specified attributes? • Can I search out all of the required attributes?
• Do I need a scholarship application?
• How accessible is this data?
• How can the tools for searching out eligible candidates be available to everyone who needs them?
![Page 13: What Do I Need in the Toolkit? A Best Practices Model for Institutional Scholarship Management Helen Carter Associate Director, Student Financial Aid &](https://reader030.fdocuments.in/reader030/viewer/2022032803/56649e245503460f94b1355e/html5/thumbnails/13.jpg)
What are the eligibility requirements of the scholarship?• Scholarship
endowment records are stored in university imaging system or on-file in colleges and departments• STS provides a link to
imaging system
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How can I find the most eligible students?• Committees
search for candidates by attributes required for specific scholarship accounts (need, high school, test score, etc.)
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Choosing recipients….
• Committees review eligible candidate data• Committees
review best candidates’ imaged scholarship applications
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Choosing recipients….
• Committees enter awards• Scholarship
awards are pushed to Banner every 30 minutes
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4. Need to disburse the money within appropriate guidelines
• How can scholarships be integrated into existing aid package within federal guidelines?• What about NCAA compliance?
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Integrating awards into existing aid packages…• Error list
shows reason why awards weren’t loaded to Banner• Manual
adjustments made to FA package
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NCAA compliance…
• NCAA compliance team reviews athletic hold list, releases awards for disbursement based on Banner athlete codes.
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Helen Carter, Texas Tech [email protected]