Donor Scholarship Training UT Foundation

UT Foundation Creation of Scholarships A signed fund agreement is sent to the College/Department/Financial Aid detailing Scholarship Name Awarding Party Applicant Requirements Payment Details (renewability and refundability)

Budgets Budgets are distributed for existing Foundation scholarships according to the following timeline September (Endowed Foundation Scholarships) January (Non-Endowed Foundation Scholarships) Endowed funds generate a budget regardless of how much is spent each year (as long as the fund performs). Non-endowed funds are one-time only budgets that, once spent, will no longer carry a budget. Updated budgets are sent year-round

Foundation Dashboard The Dashboard provides access to view any foundation fund and most recent fund agreement (compliance), see past and current donations, spending, balance and budget information If you are having trouble finding a recipient for your scholarship, you can contact your Development Officer at the Foundation Anyone interested can receive access to the Dashboard by emailing me for the link at Elizabeth.Tester@utoledo.edu

What is ANS? Scholarship Office

Award Notification System (ANS)? A scholarship budget management system A database that provides the information for our scholarship search tool ANS Website: www.utoledo.edu/financialaid/ans/ UTAD username and password

Financial Aid Creation of Scholarship A signed fund agreement is sent to Financial Aid Fund codes are created in Banner Scholarship information is entered into Banner and the ANS

Budgets In addition to Foundation budgets, budgets for existing institutional scholarships are received from General Accounting/Business Managers according to the following timeline January (Endowed Institutional Scholarships) Endowed funds generate a budget regardless of how much is spent each year (as long as the fund performs). By request of scholarship administrator

Scholarship Search http://www.utoledo.edu/financialaid/scholarships/search

Scholarship Search Scholarship administrators and sub-administrators have access to update deadlines, applications, and contact information. As soon as the information is updated, it becomes live on the scholarship search site. Only Financial Aid can update the scholarship descriptions or change who is listed as an administrator. Scholarship descriptions are only for the scholarship search and do not include all criteria. Fund agreements found on the Dashboard should be used for awarding purposes. New Executive Administrator allows deans to view information in ANS for awards linked to their college

Scholarship Applications The majority of applications are now online and managed by Financial Aid Applications should be made available to students by mid-October of each year. Direct marketing to students occurs for all scholarship applications and targeted marketing occurs for those scholarships most difficult to award Once a student applies for a donor scholarship, they receive an email notification at their rocket email. All applicants are notified when awarding is complete.

Scholarship Awarding Review the fund agreements on the Dashboard Budgets will be loaded into ANS on Nov. 30 to start awarding. ANS will then default to the new aid year although you can continue to award in the current aid year. New, incoming freshman awards need to be entered in to ANS no later than January 25th Continuing students should be entered into ANS by May 1st As a reminder, for funds that are renewable, be sure to reserve enough funds to renew the awards

Scholarship Awarding Click View/Award Scholarships and choose the scholarship you wish to award

Scholarship Awarding At the bottom of the scholarship screen, click “Award a Recipient”

Scholarship Awarding Enter student’s Rocket ID # and click verify. Choose how money should be applied “By academic year” divides award evenly between fall and spring “By term” allows all money to be applied to specific semesters, including summer

Scholarship Awarding

Scholarship Awarding If a student has already been awarded the scholarship but either the amount or the terms the funds have been awarded needs adjusted, use the awarded student list – do not put in Rocket ID again, just click edit Edit information/make corrections to scholarships. The amounts entered should reflect the total award for the year and not just the increase.

Scholarship Awarding Set alternates in the event additional funds become available in the budget Indicate student and instructions in comments section. Instructions should include any specific amount or order of alternate students. If no amount or order is specified, Financial Aid will award as funds become available.

Scholarship Awarding Processing awards into Banner A report is typically run by the Scholarship Office daily The report notifies us of scholarship recipients Scholarships are then entered into Banner and can pay to students’ accounts Awards are applied to the student bill first; if the bill is paid in full, the student may be eligible for a refund. There is a possibility that scholarships can change/reduce loan amounts. Award letters to students should not indicate the student will be receiving a refund, regardless of whether or not the scholarship is refundable.

Scholarship Awarding Recipient report now available in ANS Award emails are sent from the Scholarship Office every Friday containing important details of the awards, such as amount, renewability, etc. A link to the thank you note form is contained in award emails. Thank you note information is sent to the Foundation to be sent to the donor.

Questions. UT Foundation Liz Tester Elizabeth. Tester@utoledo Questions? UT Foundation Liz Tester Elizabeth.Tester@utoledo.edu 419-530-5613 Office of Student Financial Aid Adam Lorenzen, Kaylynn Neeb, Angie Roach, and Dawn Steinmiller financialaidscholarship@utoledo.edu 419-530-5817 Thank you!