1 College of Engineering Scholarship Management Process Shelly Crundwell Senior Financial and Endowment Specialist College of Engineering Resource Planning and Management October 2, 2007

2 Elaine Nowak Product Manager MAIS Jeanne Murabito Executive Director for Student Affairs College of Engineering Introductions

3 Background and Evolution of CoE Scholarship Process CoE ESO-CR Database CoE and MAIS Scholarship Matching Program Outline

4 State of Affairs in 1998 Award selection process complex and time consuming Not spending dollars available “saving for a rainy day” Average award amount small - $2,700 Not leveraging funds to attract top students Documentation of student award decisions insufficient Poor communication across departments

5 Dean requests external review University Audit Implementation of Student Modules in M-Pathways Lead to implementation of award matching feature in M-Pathways Drivers of Change

6 Goals Fewer larger awards Use majority of funds for recruiting (4-year awards) Improve documentation of award decisions College Relations – keepers of the criteria Facilitate donor-student relationship Decrease data entry and reduce duplication of effort Easily identify students who met highly restrictive criteria Spend funds available

7 Evolution of the CoE Scholarship Database Version One (FY99) - The Basics –Excel spreadsheet –Award upload data (aka SF Forms) Version Two (FY01) - Improved –Segregated award data from demographics (Excel) –Financial data in Access –Itemtype information in Access

8 ESO-CR Database Donor Information Financial Data Student Demographics Student Financials

9 Decision Tool – Funds Available Report

10 How Did We Do?

11 Additional Outcomes – Student Form

12 Able to query student data to make matches Students remain on fund as long as they are eligible Reduced data entry Awarding all funds available Enhanced Team approach Reports, reports, reports Additional Outcomes

13 Remaining Challenges Student data from a snapshot Required to look up financial need status for each student Many iterations to make matches Possibility of user error Unable to document results efficiently

14 MAIS lends a hand

15 M-Pathways Scholarship Matching Enter award restrictions by shortcode using simple formula creator Load emplids or match by academic career Enter shortcodes individually or by deptid Run matches Report matches by shortcode or student Results can be saved and/or exported Restrictions can be copied forward to future aid years

16 Outcomes Improved Documentation –Print out formulas entered for review –Save match results Time savings –Run all awards at once –No necessary to look up need for each student –Review prior matches efficiently Timely information –Using “live” student data Increased confidence in matches Donor stewardship –What-ifs for establishing criteria –Increased donor satisfaction

17 Funds availability not taken into consideration Several iterations still necessary Using two systems Need flag as a reminder to update matching criteria in M-Pathways Remaining Challenges