GrantedGE Scholarship Batch 1. The first step is to open the Scholarship tab in GE and select Create Scholarship Batch:
2. After selecting Create Scholarship Batch, the following screen will appear. The first screen allows you to filter based on criteria that is available via the student application. So if you are to using the criteria screen, just make sure the Academic Year is displaying the Academic Year your applications are based on. I have it highlighted in Yellow. This is a required field and in my example I am using 2011. What this will do is filter based on
that year and then all applications that are available for the 2011 Academic Year will be displayed on the applications page. Now we want to select the Applications tab and proceed with that screen.
3. Applications Tab: The applications tab will display a list of applications that meet the Academic Year criteria from the Batch Filter page (first page of batch), now select the Applications Tab of Scholarship Batch. Once selected you will see a list of applications at the bottom of the page. You may also notice that there is a filter line at the top line of the lower display that will allow you to further filter this screen to allow you to be more specific about the applications you want to add to this batch. a. The main objective here is identifying the applications that we want to add to the batch and then moving or adding the identified applications to the top portion of the application batch page.
Application Page – No Filtering Applied b. For this example the applications will be filtered by the Reviewed Status column. The YES filter will be applied and then the applications that meet that criterion will be moved to the top window of this page. Ensure that you expand the page to display all of the columns.
Application Page Filtered by Reviewed Status c. By selecting the Add All button the applications listed on the bottom portion of the page will be moved to the pane at the top of the page and become part of this batch. Or you can select them individually and move them one at a time to the top window.
Application added to the top application pane d. It would be a good time to “save� your batch before moving on to the next step. So select the Save icon which is just to the right of the Save and Close Icon at the top left of the page. 4. Scholarships: The actual scholarship(s) will need to be added to the batch. The scholarship tab is where this is done, just like we added the applications to the batch we also need to add the scholarship(s). a. Select the Scholarship Tab as displayed in the following screenshot:
b. In the Budgeted amount field in the top pane, input the amount you want to budget or recommend for each application. The total amount should be at least the amount of all of the applications that will be processed against each scholarship. In this instance we budgeted 1500 and 500 respectively. As you move from tab to tab it’s always a good idea to save the batch. 5. Workflow: The next step is to select the Workflow Tab and the following page will be displayed. The purpose of workflow is to allow you to perform the due diligence required to either get the application approved or declined.
a. To utilize Workflow, select the check box “Select All”. This will now allow you to perform workflows on the applications. b. Once you have selected the check box “Select All”, click in the the Approved field and enter the amount you could award for each application. In this example I will use $500 for the application 6545 and $1000 for application 6546.
c. The next step is to perform workflow on each application. Locate at the bottom of the screen the area that says Workflow. It’s the area highlighted in Yellow.
d. Now you can perform the workflow steps that you have chosen from the Tasks that exist in your workflow. e. Select the Task Name, then click in the box next to Date completed and then click on the Outcome and if you have more than one result, it will list the status’s you can choose from. Then select “Process All Selected”. This will Process the same task for all of the applications in this batch.
Workflow Task Selected
Process All Selected f. Select the OK button when you get the message displayed in the previous and then the Select All Check box will go away and your first workflow task selection has been applied to both applications. If you navigate to the Applications Page of this batch and double click on either of the applications they will open. Then navigate to the Workflow page and you will see the following:
g. A couple of things to note on this page. You will see that the application status is set to “pending” and the date completed, completed by and outcome columns for the first Step are filled in. h. You can then exit this page and go back to the workflow tab of the scholarship batch and by clicking in the Check Box “Select All” again you can run the additional steps of your workflows. For the moment we are going to assume that we have completed all of the workflow steps and that both of these applications are going to be awarded. 6. Eligibility: Navigate to the Eligibility page by selecting its tab. The following screen will be displayed.
a. Perform the following steps: i. Enter the expected award amount for each application in the field to the left of the Process Allocations button. When you enter an amount here and select Process Allocations, the amount you enter will then be placed in the Allocated field of each application that you have selected by placing a check mark next to the specific application.
b. Once you have selected Process Allocations for each application the following screen will be displayed:
c. Once approved, the batch can now be utilized to create grants from the applications. Navigate now to the Grants Tab. 7. Creating Grants: a. Click the checkbox to the left of “Select All Applications Ready for Processing” b. At the lower left hand of the screen select the Task Name, “Create Grant” c. Select you Outcome, in this case “Completed”
d. Select the PreValidate button, this will check to ensure all that is required for this application to process into a grant is available on the application
e. Select “Process All Selected� and the following screen will appear. You can modify the grant date here, select the number of payments and identify where you want the grant to inherit characteristics from. Most usually check the application for this option as is displayed in the example.
f. From the message box, select “Process”.
g. Select “Ok” from the remaining message box as you grants have been created from the batch. Now if you navigate to the Logs screen your grants associated with this batch will be displayed and if you double click on them, the associated grant will open.
h. You can now add your grants to a Check Run Batch for payment.