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What Do I Need in the Toolkit?

What Do I Need in the Toolkit?. A Best Practices Model for Institutional Scholarship Management Helen Carter Associate Director, Student Financial Aid & Scholarships Texas Tech University. Four Common Needs of a Scholarship Account Manager:. Need to know what accounts I have

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What Do I Need in the Toolkit?

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  1. What Do I Need in the Toolkit? A Best Practices Model for Institutional Scholarship Management Helen Carter Associate Director, Student Financial Aid & Scholarships Texas Tech University

  2. Four Common Needs of a Scholarship Account Manager: • Need to know what accounts I have • Need to know how much money I have to spend • Need to choose the most eligible recipients • Need to disburse the money within appropriate guidelines

  3. 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!

  4. 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

  5. How the Scholarship Tracking System Works

  6. 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?

  7. 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

  8. How is account responsibility designated? • TTU assigns unique Banner ORGN code to each account manager

  9. 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

  10. 2. Need to know how much money I have to spend • Where do I find: • Account balances • Expenditures • Account history

  11. 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.

  12. 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?

  13. 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

  14. 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.)

  15. Choosing recipients…. • Committees review eligible candidate data • Committees review best candidates’ imaged scholarship applications

  16. Choosing recipients…. • Committees enter awards • Scholarship awards are pushed to Banner every 30 minutes

  17. 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? • How can competitive scholarship waiver eligibility be managed?

  18. Integrating awards into existing aid packages… • Error list shows reason why awards weren’t loaded to Banner • Manual adjustments made to FA package

  19. NCAA compliance… • NCAA compliance team reviews athletic hold list, releases awards for disbursement based on Banner athlete codes.

  20. Competitive scholarship waiver eligibility… • Awards made to out-of-state students require acknowledgement that Texas education code 54.213 requirements have been met.

  21. Helen Carter, Texas Tech University helen.carter@ttu.edu

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