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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:
1. Need to know what accounts I have
2. Need to know how much money I have to spend
3. Need to choose the most eligible recipients
4. Need to disburse the money within appropriate guidelines
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!
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
How the Scholarship Tracking System WorksSTS 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
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?
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
How is account responsibility designated?
TTU assigns unique Banner ORGN code to each account manager
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
2. Need to know how much money I have to spend
Where do I find:
Account balances
Expenditures
Account history
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.
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?
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
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.)
Choosing recipients….
Committees review eligible candidate data
Committees review best candidates’ imaged scholarship applications
Choosing recipients….
Committees enter awards
Scholarship awards are pushed to Banner every 30 minutes
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?
Integrating awards into existing aid packages…
Error list shows reason why awards weren’t loaded to Banner
Manual adjustments made to FA package
NCAA compliance…
NCAA compliance team reviews athletic hold list, releases awards for disbursement based on Banner athlete codes.
Competitive scholarship waiver eligibility…
Awards made to out-of-state students require acknowledgement that Texas education code 54.213 requirements have been met.
Helen Carter, Texas Tech University