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Scholarship Search and Management Project. Promotional Scholarship Data Entry Training. Project Goals. Raise the profile of all promotional scholarships on the Twin Cities campus Make it easier for students to apply for promotional scholarships

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Scholarship search and management project

Scholarship Search and Management Project

Promotional Scholarship Data Entry Training

Project goals
Project Goals

  • Raise the profile of all promotional scholarships on the Twin Cities campus

  • Make it easier for students to apply for promotional scholarships

  • Increase the efficiency and consistency of scholarship administration

  • Improve the connection between donors to recipients

    Sponsors: Craig Swan, Susan Van Voorhis, Kris Wright

Project values
Project Values

  • Teacher/Learner model

    • Learn from you during training

    • Use your feedback to develop best practices and improve the tools

  • Use existing resources

    • Scholarship student selector (UM Reports)

    • CLA and Carlson’s web-based systems

    • UMFoundation’s DMS system

  • Stay in scope

    • Undergraduate

    • UMTC Campus

Progress report
Progress Report

Holistic Business Process Analysis

Holistic Business Requirements

Promotional Scholarship Database and Search Functional Requirements

Promotional Scholarship Database Development & Testing

Promotional Scholarship Data Entry

Search Development & Testing

Search Launch - Fall ‘07

The promotional scholarship
The Promotional Scholarship

  • A “promotional scholarship” is different from a UMF fund.

  • A “promotional scholarship” may be made up of one or more aligned fund sources that are grouped together for strategic and promotional purposes.

  • A “promotional scholarship” can be shared by “DEPTID” units, often simplifying divided administration.

Promotional Scholarship Data Entry

Goal: Complete data on 85% of Twin Cities promotional scholarships entered before launch.

Scholarship data requested
Scholarship Data Requested

  • Scholarship DescriptionHow you present your promotional scholarships to students

    • Title, description, links, contact info

  • Opportunity CriteriaWhat are the eligibility and awarding requirements?

    • Demographic

    • Academic

      • Data entry directly into PeopleSoft and then linked to promotional scholarships

Why divide description and criteria
Why divide description and criteria?

  • Short-term

    • Efficiency: Can associate more than one promotional scholarship to a criteria set.

  • Long-term

    • Will use criteria sets for other sorts of opportunities

    • To search for internships, research opportunities, etc.

How will the search work
How will the search work?

  • Student Profile / Criteria Match

    • Via x.500 Students will get an automatic match to a customized list of promotional scholarships

    • “What if” scenarios to adjust “My Profile”

  • Wire frame example


  • RSS Feeds/XML Standards

Descriptive information
Descriptive Information

  • Title (255 character limit)

  • Brief search results description (Very important!)

  • Contact email (Best practice: alias for a role?)

  • Contact phone

  • Application URL or link to more info

  • Detailed description

  • Active/Inactive

  • Public/Private


Demographic criteria
Demographic Criteria

  • Preferred gender

  • Preferred age

  • Preferred ethnicity

  • Preferred citizenship status

  • Preferred UM residency status

  • Country / State / County / Zip Code

    None of these are required!

Academic criteria
Academic Criteria

  • Minimum GPA / Preferred GPA

  • Honors

  • Credits in progress (Min and max per semester)

  • Academic Standing

  • Academic Program / Plan / Sub Plan

  • Student Group

    None of these are required!

The concept of tags
The Concept of “Tags”

  • Flexible descriptors

  • Used to sort results within the result set

  • Vocabulary still open for discussion

  • Must be clear to students and administrators


  • The DEPTID “tree” reflects the hierarchy of departments and units at the University

  • DEPTIDs are assigned to promotional scholarships and opportunity criteria sets

  • Staff are assigned access to one or more “nodes” on the DEPTID tree, and have access to all scholarships at or below that level.

Data entry
Data Entry

  • Entering Data into PeopleSoft.

    • Due NOW!

    • Go to One Stop Staff and click on People Soft HR/SA.

    • Use the Training Manual to navigate to the UM Promotional Scholarship pages.

Best practice issues
Best Practice Issues

  • The Search description is the key to attracting a good student fit.

  • The use of “Tags” should be limited but consistent: a scholarship that will pay for study abroad is different from a scholarship designed to fund study abroad

  • Name your criteria set something useful

  • Your personal DEPTID may not match your scholarship responsibilities.

  • Best Practice Q & A on the Wiki


  • OSF Scholarship Team will be your primary contact.

    • [email protected]

    • Nate Rosckes 612-624-6043

    • Shannon Schaaf 612-624-2324

    • Dianne Danov 612-624-2057

Visit the project s website

Visit the project’s website


Got to

& click on Scholarship project