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Objective
Once you have read this article you will be able to record Student Scholarship data for all scholarship types. Scholarship payments needs to be added to the Unit Enrolment Screen prior to invoicing. These are considered a Funding Type in the same way an upfront payment or Funding amount (e.g.Fee-Help / HECS-Help).
Complexity: MEDIUM
Page Contents
Objective
Assumptions
Key terms and concepts
Workflow
Further reading
Related Pages
Assumptions
Scholarships available within your institution
Financial implications your institutions Scholarships
The reporting requirements both internally and externally for your institutions scholarships
Key terms and concepts
Some of these fields and the information to be recorded in them will be institution specific and the descriptions are only suggestions to the type of data that can be recorded in them to track and record the required information for Scholarships within your institution.
Field Name | Brief Overview |
|---|
Scholarship Id | This is a system allocated number once the record has been saved |
Scholarship Type | An institution specific list of the types of Scholarships available with in your institution |
Scholarship Code | An Institution Specific list of Codes that correspond to the Scholarship types within your institution |
Financial Structure | The Financial structure, amount or percentage to be allocated to this particular scholarship / type |
Scholarship Status | Active Student Deferred Student Withdrawn Student Completed Revoked
|
Highest Achievement | |
250 Word Profile | |
Notes | Any notes relating to the Scholarship or scholarship application |
Image Upload | |
Image Upload 2 | |
Date Application Received | Date the Student submitted the Scholarship application |
Application Fee | The Amount charged to apply for the Scholarship |
Application Fee Paid | |
Student Application Type | |
Application Status | |
Course of Study | The enrolled course of study the Student is in that the Scholarship is paying for |
Date Student Commenced | Commencement date of the Course of Study |
Date Scholarship Commenced | Commencement date of the Scholarship |
Scholarship Score | A transparent rating score for the Student’s Scholarship application. This gives institutions the opportunity to rate Scholarship for allocation on a merit system |
Workflow
How to Add a Scholarship Payment to a Unit
Click on the Student tab in the side menu
Click on the Search option in the side menu
Enter one of the following options in to the relevant search box: Student Number, Student's Family name / Surname
Click on the Search Student button
This will return a list of students that meet the searched criteria
To filter the returned options in this box above the returned results start typing the students First / given name. This will reduce the number of results.
Click on the blue hyper link on the left side of the required record.
The student's record has now been loaded.
Click on the Action menu next to the Course the unit belongs to that will receive a Scholarship. The Action menu will open
Click on the Academic Record option in the Action menu
Click on the Edit icon next to the Unit to be given a Scholarship
Click on the Subsidy Type drop box and select the Scholarship type
Enter the amount in the Subsidy Amount field
Click on the Save Unit Enrolment button
How to edit an Amount Paid field for scholarships
These instruction are for If a Scholarship amount wasn't applied and the Invoice needs to be adjusted to be included.
Click on the Accounting tab in the side menu
Click on the Search option in the side menu
Enter one of the following options in to the relevant search box: Student Number, Student's Family name / Surname
Click on the Search Student button
This will return a list of students that meet the searched criteria
To filter the returned options in this box above the returned results start typing the students First / given name. This will reduce the number of results.
Click on the blue hyper link on the left side of the required record.
The student's record has now been loaded.
Scroll down to the the Student Invoice List section
Click on the Action menu next to the Invoice to be updated, the Action menu will open
Click on the Edit Invoice option
Click the Drop box next to the Status option and select the In-Process option
Click the Save Invoice button
Click on the Accounting option the side menu
Click on the Summary option in the side menu
Scroll down to the the Current unit Enrolment section
Click on the Edit icon next to the Unit to be allocated to Scholarship / Edited
The Unit record will now Load
Scroll to the bottom of the page and Click the Edit Fee button
Update the Scholarship / Subsidy amount
Update the Scholarship type
Click on the Save Unit Enrolment button
The Unit can be added to the invoice.
How to Apply Internal Discounts (other than Scholarships)
Click on the Student tab in the side menu
Click on the Search option in the side menu
Enter one of the following options in to the relevant search box: Student Number, Student's Family name / Surname
Click on the Search Student button
This will return a list of students that meet the searched criteria
To filter the returned options in this box above the returned results start typing the students First / given name. This will reduce the number of results.
Click on the blue hyper link on the left side of the required record.
The student's record has now been loaded.
Click on the Action menu next to the Course of study the Unit(s) belong to that will receive a discount. The Action menu will open
Click on the Academic Record option in the Action menu
Click on the Edit icon next to the Unit to be given a discount
Click on the Subsidy Type drop box and select the discount type
Enter the amount in the Subsidy Amount field
Click on the Save Unit Enrolment button
Importing Payments from an External System via the Import Wizard
To import payments in bulk specific information is required as a minimum
Id Number (Student Number is preferred
Transaction / Payment date
Transaction / Payment amount
Unique reference for each Transaction / Payment
Additional information maybe helpful / appropriate.
Once this information is available the transactions / payments can be imported via the Import Wizard within the System.
For more information or how to set up the import profile please contact the Silverband Help desk.