DONOR SCHOLARSHIP TRAINING
Facilitate the creation and distribution of funds for scholarships and financial support in collaboration with the UT Foundation. Streamline processes for awarding scholarships and managing fund budgets effectively. Gain access to the Foundation Dashboard for comprehensive fund management and recipient tracking. Contact Elizabeth Tester for Dashboard access.
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DONOR SCHOLARSHIP TRAINING UT Foundation
UT Foundation Creation of Funds New funds, both scholarship and non-scholarship, are established with the Foundation through the following ways: Outright gift Pledge to be completed over a specified period of time Planned gift to be realized at a later point in time All established funds require a completed agreement that is then shared with the college/department and the Office of Student Financial Aid (scholarship only),as well as made available on the Dashboard once signed. The Agreement is a road map as to how the funds can be utilized: Fund name Purpose and/or criteria
Budgets Budgets are distributed for existing UT Foundation funds according to the following timeline: Endowed budgets are communicated in September of each year for the following fiscal year (ex: FY23 budgets were communicated in September 2021) Endowed funds receive an annual budget per the UT Foundation Spending Policy Should a fund be underwater during any given budget cycle, a budget for that fiscal year may not be offered. Non-endowed balances are communicated in January of each year for the following fiscal year (ex: FY23 balances will be communicated in January 2022) Non-endowed funds receive an available balance based on the current fund balance, minus any outstanding scholarships for the current fiscal year (unless otherwise stated in the fund agreement) Availability of non-endowed funds increases with additional donations and decreases as spending occurs. Revised budgets are sent year-round, as needed
Awarding Scholarships The awarding party will default to the college a scholarship supports, unless otherwise stated in the Agreement. Foundation funds are open to be amended by the donor at any point in time, so please be sure you are referencing the Dashboard Agreement from year-to-year to be sure the most current criteria is being followed.
Foundation Dashboard The Dashboard provides access to view all foundation funds, including: Fund Balance and Budget information, Charitable Gift history, Disbursement Detail, Scholarship Recipients since inception of the fund (where applicable), and the most current Fund Documentation. If you are having trouble finding a recipient for your scholarship, contact Liz Tester at the UT Foundation to discuss options. Anyone interested can receive access to the Dashboard by emailing me 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 and ANS Administrators, contact information, scholarship application and deadline are assigned to the fund in ANS
Budgets In addition to Foundation budgets, budgets for existing institutional scholarships are received from General Accounting/Business Managers according to the following timeline. ANS indicates the source of the budget. 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 contact details and administrator e-mail information. As soon as the information is saved in ANS, it becomes live on the scholarship search site. Only Financial Aid can update the scholarship descriptions, applications, and deadlines 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 Foundation Dashboard should be used for awarding purposes. Executive Administrator access 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 the email provided on the application. All applicants are notified when awarding is complete.
Scholarship Awarding Review the fund agreements on the Dashboard Budgets will be loaded into ANS on December 2, 2021 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 into ANS no later than February 14th Continuing students should be entered into ANS by April 1st, 2022
Scholarship Awarding After logging into ANS, choose the scholarship you wish to award
Scholarship Awarding At the bottom of the scholarship screen, click Award a Recipient
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 If a student does not attend, the administrators receive a more customized email notifying them which student is no longer attending and that funds are available to spend. 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 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. The Recipient Report is now available in ANS and can be copied into Excel
Scholarship Awarding Award emails are sent from the Scholarship Office every Friday containing important details of the awards, such as amount, enrollment requirements, 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.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!
