Promotional Scholarship Data Entry Training Scholarship Search and Management Project

Project Goals Raise the profile of all promotional scholarships on the Twin Cities campus Raise the profile of all promotional scholarships on the Twin Cities campus Make it easier for students to apply for promotional scholarships Make it easier for students to apply for promotional scholarships Increase the efficiency and consistency of scholarship administration Increase the efficiency and consistency of scholarship administration Improve the connection between donors to recipients Improve the connection between donors to recipients Sponsors: Craig Swan, Susan Van Voorhis, Kris Wright

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 Holistic Business Process Analysis Holistic Business Process Analysis Holistic Business Requirements Holistic Business Requirements Promotional Scholarship Database and Search Functional Requirements Promotional Scholarship Database and Search Functional Requirements Promotional Scholarship Database Development & Testing Promotional Scholarship Database Development & Testing Promotional Scholarship Data Entry Promotional Scholarship Data Entry Search Development & Testing Search Development & Testing Search Launch - Fall ‘07 Search Launch - Fall ‘07

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.

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

Scholarship Data Requested Scholarship Description How you present your promotional scholarships to students – –Title, description, links, contact info Opportunity Criteria What are the eligibility and awarding requirements? – –Demographic – –Academic   Data entry directly into PeopleSoft and then linked to promotional scholarships

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? Student Profile / Criteria Match Student Profile / Criteria Match Via x.500 Students will get an automatic match to a customized list of promotional scholarships Via x.500 Students will get an automatic match to a customized list of promotional scholarships “What if” scenarios to adjust “My Profile” “What if” scenarios to adjust “My Profile” Wire frame example Wire frame example RSS Feeds/XML Standards RSS Feeds/XML Standards

Descriptive Information Title (255 character limit) Brief search results description (Very important!) Contact (Best practice: alias for a role?) Contact phone Application URL or link to more info Detailed description Active/Inactive Public/Private DEPTID

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 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” Flexible descriptors Used to sort results within the result set Vocabulary still open for discussion Must be clear to students and administrators

Security 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 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 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

Support OSF Scholarship Team will be your primary contact. – – –Nate Rosckes – –Shannon Schaaf – –Dianne Danov

Visit the project’s website OR Got to asr.umn.edu & click on Scholarship project

Thank You