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User Manual - Arkansas Single Parent Scholarship Fund

1. 2 Term Selector Select the semester for which the scholarship award data will be reported A separate Scholarship Award Report must be submitted for each term 3 Year Enter the year date in YYYY format Effective Date 9 2011 4 Type Selector Select the type of award for which the scholarship award data is to be reported Options include Regular Scholarships Stipends and Bonuses More than one type may be reported on a single Scholarship Award Report by completing additional rows in the form 5 Quantity Enter the total number of scholarship awards for each award Type selected 6 Value Enter the total actual dollars disbursed for each selected award Type Once all necessary fields have been filled in click the Submit Report button A record of the report will appear in the Scholarship Award Report table on the Forms Dashboard STUDENT ROLES This section pertains to the roles of an individual who is a prospective or existing applicant of the Single Parent Scholarship Affiliate members or ASPSF Staff may adopt a Student role to monitor the self reporting of scholarship recipients provide technical support to student users etc Student accounts never expire however they can be disabled by an Affiliate Administrator Student users can login to their account with a valid username and password and will always have access to view their scholarship and disbursement history and self report ann
2. General This is a default section that is included in all online applications and is not configurable other than to add custom questions It is not included in the Settings window This section collects general profile information from each applicant When viewing an application submitted online this section corresponds to the Student Info section of the application Dependents This section collects the name relationship gender and date of birth of the applicant s dependents It also collects the custody type for each dependent and whether or not the individual is covered by health insurance Education This section collects the applicant s current and prior education history school name area of study dates of attendance program type and enrollment status Effective Date 9 2011 Financial or Employment This section collects the applicant s employment information Financial Aid This section collects the dollar amounts the applicant derived from various forms of financial aid Expenses The questions for this section are customizable to collect applicants household expense detail Applicants will be required to record a dollar value for each expense item for Last Semester This Semester and Next Semester Income The questions for this section are customizable to collect applicants household income detail Applicants will be required to record a dollar value for each income item fo
3. Effective Date 9 2011 If an affiliate awards a 500 scholarship but only records disbursements totaling 250 Disbursement Value will only show 250 YTD Match Match Max displays the year to date total amount of matching grants the Affiliate was awarded compared to the maximum matching grant amount the Affiliate is eligible to receive Match Remaining displays the calculated difference between the YTD Match and Maximum Match REVIEWING APPLICATIONS The main Dashboard is the window from which Managed Affiliate users may begin the review process for all scholarship applications submitted online through the Scholarship Management System Applications submitted by students will be listed on this screen only if 1 the Affiliate elects to offer an online application to its students 2 the Affiliate creates a new scholarship opportunity in the System that has an unexpired deadline 3 the Affiliate creates a scholarship application form through the System 4 the Database Administrator places a link to the scholarship opportunity on the Affiliate s web page hosted at http www aspsf org Scholarship applications are automatically received by an Affiliate based on the county the student selects in the Student Profile section of their scholarship application This determines the Affiliate to which each student record is assigned Once an application is submitted by a student the application record appears on
4. The Home Office role displays aggregate year to date statistics for all affiliates across the ASPSF network To view more detailed statistics or to view statistics for a different range of time read about generating reports on pages 19 21 Effective Date 9 2011 Dashboard Grants Scholarships Alerts Date Message Affiliates Contacts Reports Logout Welcome Chris Womack Home Office Create Alert Status There are no alerts to display Alerts are schedule to expire 14 days after it has been viewed by at least one user in your service area Expired alerts are automatically deleted from the system Figure 2 Home Office users main Dashboard S Disbursements shows the total actual dollar amount year to date paid to students It does not reflect awards that have been granted but unpaid ALERTS Below are brief descriptions for each statistical indicator displayed on the main Dashboard Students displays the calendar year to date total number of students who have been granted scholarship awards across the ASPSF network Awards displays the year to date total number of scholarship awards across the ASPSF network Disbursements displays the year to date total disbursement value of scholarships granted across the ASPSF network Awarded Money Raised displays the year to date total dollars in ASPSF matching grants awarded to all affiliates compared to the total dollars raised Total
5. The Grants dashboard displays all matching grant transactions for all affiliates across the ASPSF network Transactions are recorded by Home Office users Below is a brief explanation of each piece of information displayed in the table on this screen County is the county to which the grant amount is tied Requested By is the affiliate or ASPSF representative who prepared or submitted the request for match Type is the type of grant request Currently the only grant type tracked in the System is matching grants Request Date is the date on which the affiliate representative signed the matching grant request Approval Date is the date on which ASPSF approved the matching grant request Raised is the total dollar amount raised for the specified county as indicated by the affiliate on the matching grant request form Amount or Goal Amount is the dollar amount of the grant award approved by ASPSF and paid to the affiliate Edel Grants Scholarships Affliates Contacts Reports Logout Welcome Chris Womack Home Office x Create New Requested By p Request Date j Approval Date A M Goal Amount Susie Fieldrep Matching Grant May 13 2011 Chris Womack Matching Grant Sept 2 2011 Ralph Nesson Matching Grant Aug 16 2011 Ralph Nesson Matching Grant May 14 2011 Bob Boardmember Matching Grant May 4 2011 Jakeem Strickland Matching Grant May 11 2011 Ralph Nesson Matching Grant May 13 2010 Blossom Graham Matching Grant May
6. Top of screen Non managed Affiliates Main Dashboard 1 Affiliate s performance summary This displays a year to date aggregate of each statistical indicator based on the affiliate s activity Each indicator is explained below e Scholarships indicators are disabled since Non managed Affiliates do not track their scholarship data in the System e YTD Amount Raised displays the total dollars raised by the Affiliate year to date as reported on matching grant requests submitted by them throughout the year Notes Add Note Show 10 D entries Search Note a Created By Date No data available in table Showing 0 to 0 of 0 entries ocuments Show 10 entries Search Type a Requested By A Status Amount Raised a Match sia No data available in table Showing 0 to 0 of 0 entries 8st Details coe Counties Address 2032 Provo Road Address2 Figure 17 Bottom of screen Non managed Affiliates Main Dashboard e YTD Match Match Max displays the total dollars granted to the Affiliate by ASPSF year to date in match of local fundraising efforts e Match Remaining displays the year to date difference between the maximum amount of matching funds available to the Affiliate for the year and the total matching funds they have received 2 Affiliate membership roster The Contacts table displays all current board members staff and affiliate members involved with this Affiliate s program Email addresses appearing in the
7. s Desktop or other location that can be found easily later Close the spreadsheet application 11 Open Microsoft Word or other 3 party word processing application that has a built in mail merge command Create a new letter mailer or mailing label At the appropriate step in the merge process browse and select the new spreadsheet containing the mailing list as the source file for the merge 12 Complete the merge and print E an Querying and aggregating responses to custom questions included on scholarship applications An applicant who attends the University of Arkansas may record the school name on her scholarship application as U of A Effective Date 9 2011 or UALR or University of Arkansas The System will recognize these as three different schools instead of the same school For this reason the Reports Dashboard of the Scholarship Management System is not able to aggregate free form text responses collected on scholarship applications It is possible to work around this issue by aggregating responses using a spreadsheet application like Microsoft Excel 4 Create a report listing the responses to desired questions and any other necessary data Export the list into a spreadsheet application like Microsoft Excel 5 Use the spreadsheet application s Search and Replace functions to normalize the data That is search for and replace all variations of the same response e g U of A Little Rock UALR U of ALR witha consistent va
8. data and information to ASPSF Effective January 1 2014 Non managed affiliates must begin Within the Scholarship Management System affiliates are managed as using the Scholarship organizational entities while counties are tracked as service territories Management System Each scholarship record in the System is tied to a county As ownership to electronically report over specific service territories change the System is able to flexibly track aggregate data and the transition Simply put if affiliates merge or split if service areas information to ASPSF change if students move from one county to another the data will be managed accordingly USERS AND ROLES Each user may hold many roles across multiple affiliates and within the ASPSF Home Office at the same time All users of the Scholarship Management System must have a username and password Each user is assigned a role in the System which grants a certain level of permission or privilege to view and manage records Below is a list of these roles in order of greatest to least privilege The privileges assigned to each user depend on the type of tasks each user needs to perform in the System The Scholarship Management System has a unique method of tracking users their roles and their privileges over time e Database Administrator responsible for the overall monitoring and security of the Scholarship Management System can override any privilege for any user role This per
9. 10 entries Search Role a Start Date s gt ASPSF Board April 28 2011 Close Role Showing 1 to 1 of 1 entries First Previous 1 Next Last Scholarship Applications Show 10 entries Search Scholarship a County Year s Semester s Submission Date s Status s No data available in table Showing 0 to 0 of 0 entries First Previous Next Last Fund Disbursements New Disbursement Show 10 entries Search Year a County Semester Date Type No data available in table Showing 0 to 0 of 0 entries First Previous Next Last Figure 10 Contact Detail screen lt gt lt gt Amount gt lt gt lt gt lt gt gt email message contains a link which the user must click to change the password This email link is only valid for 24 hours Deactivate a User s Logon Credentials To disable a user s ability to sign into the Scholarship Management System click the Close Role link next to the appropriate user role listed in the Roles table Users are only able to close their own Role and the Roles of others who s privileges are at the same level as their own or lower Scholarship Applications and Fund Disbursements Sections Some current Affiliate members may be former Single Parent Scholarship applicants and or recipients If so a list of their scholarship applications and disbursement activity will be listed in these sections REPORTS The Reports Dashboar
10. Counties The available list of Counties depends on which service area is selected from the Role Selector Box Data An optional field used to define the order by which report data will be organized e g by year by county by semester etc To add a Data criterion to the report select it from the drop down To add additional Data click the Add Data button and select a criterion from the new drop down field To remove a Data criterion click the X link adjacent to the item Facts An optional field used to select the types of data to query and display in the report To add a Fact criterion to the report select it from the drop down To add additional Facts click the Add Fact button and select a criterion from the new drop down field To remove a Fact criterion click the X link adjacent to the item One or more Facts may be subtotaled by clicking the checkbox next to each Fact Exporting or Printing Reports Once a report has been generated and results are visible in the report display area at the bottom of the window the report may be printed or exported by clicking one of the icons above the top right margin of the display area Figure 29 Copy Export and Print icons 1 Copy Paste Command The Copy command allows the user to copy and paste the contents of the table into an external document like an email a Microsoft Word document etc 2 Exporting Commands Two types of Export commands are available export as a CSV an
11. EE 48 SCHOLARSHIP APPLICATION FORM ccccceccecceccsceccececcetestecteccecceceetestestestescetestestestentenceteeteetesteceeteetestestestesteceeseeteenes 49 DISCLAIMER The Scholarship Management System the System is proprietary software developed by the Arkansas Single Parent Scholarship Fund ASPSF It is intended to be used by staff and members of ASPSF and its affiliates for the purpose of managing all aspects of the scholarship development and award process and reporting required information to ASPSF It was also developed for use by single parents to apply for affiliated Single Parent Scholarships monitor application and award status and self report follow up data to SPSF Use for any other purposes or by any other individuals violates the Terms of Use The information in this document is subject to change without notice No part of this manual may be reproduced or transmitted for any reason other than for its intended purpose to manage scholarship and member information of the affiliate network of the Arkansas Single Parent Scholarship Fund TERMS OF USE Any person who signs into the SMS is treated by ASPSF as having agreed to the Terms of Service These Terms may be updated from time to time without notice Continued use of the SMS by individuals indicates they agree with the updated Terms The Scholarship Management System SMS contains personally identifiable information Authorized users of the System must insure t
12. by clicking the Take Action button located beneath the Notes box and selecting either Award or Deny Click the Submit button to complete the decision The student may then see the updated status of the application When a scholarship application is approved this means it has been awarded It does not indicate it has been disbursed or paid out The Scholarship Management System records an award and a disbursement separately and many statistical indicators in the System use disbursement activity to indicate the total dollar value of scholarships granted to students Once a scholarship application has been awarded Affiliate users will need to record disbursements for their students Read more about this on page 38 39 ALERTS The Scholarship Management System offers a very basic messaging system for ASPSF staff and Managed Affiliates Users may post important messages that appear on the Main Dashboard of all users in a selected service area Alerts are not private messages Once an alert message has been opened by any single user the message is set to automatically disappear expire after 14 days Effective Date 9 2011 Alerts are not private and may be viewed by all users within the user s service area Creating an alert Click the Create Alert link located above the top right margin of the Alerts table on the Main Dashboard Select either Home Office or an affiliate from the Service Area field Viewing an aler
13. export as a CSV and export as a Microsoft Excel file Either format enables the data to be imported into a spreadsheet application like Microsoft Excel CSV files in particular may be imported into word processing spreadsheets or database applications Either of these formats allows the user to further analyze and manipulate the data in a tabular format Read more below about manipulating report data and creating mailing labels 3 Printing Reports The Print command sends the contents of the table to a printer if one is accessible from the user s computer The Print command can also be used to convert the report into a PDF document For this to work Adobe Acrobat Professional or other third party PDF conversion software must be installed on the user s computer Manipulating report data in a spreadsheet Create a desired report and export it into a new spreadsheet Create any necessary formulas to aggregate or analyze the data in the spreadsheet Use the spreadsheet application s built in graphing tools to create attractive bar graphs or charts using the data in the spreadsheet Or dress up the format of the tabular layout and copy and paste into reports to funders or promotional materials Mail merge and creating mailing labels aS 6 Create a report listing the names and contact information of individuals Export this list into a spreadsheet such as Microsoft Excel Review and edit the list as necessary Save the spreads
14. left margin of the Annual Affiliate Reports table This form is designed much like the traditional paper based form Complete all fields of the form and then click the Submit Report button A record of the report will appear in the Annual Affiliate Reports table on the Forms Dashboard SCHOLARSHIP AWARD REPORT All SPSF Affiliates are required to provide aggregate information to ASPSF regarding their scholarship awards e Non Managed Affiliates are required to submit a Scholarship Award Report each semester using the Forms Dashboard e Since Managed Affiliates manage their student and scholarship records using the Scholarship Management System ASPSF has access to aggregate award information on demand Therefore it is no longer necessary for these Affiliates to submit Scholarship Award Reports Instructions for Non Managed Affiliates This form is designed to capture aggregate statistics for one or more scholarship TYPES awarded by an affiliate for a specific county semester and year Read below descriptions about each field Dashboard Contacts Reports Sei Logout Welcome Debbie Non Managed Benton x TS Enter ine ype m F anc e 4 3 lt US A ded Quantity Figure 31 Scholarship Award Report form A 1 County Selector Select the county for which the scholarship award data is reported Affiliates with more than one county in their service area should submit separate Scholarship Award Report for each county
15. logon credentials and roles 3 Matching grant records The Grants table displays all matching grant history for the selected Affiliate These records can be edited by clicking the Edit link next to any record Enter new matching grant transactions by using the Grants dashboard instead of the Affiliate Profile dashboard 4 Searching Each table displayed on this screen has its own search field which can be used to search any content displayed in the respective table Searchable content include record data as well as any links displayed in the table Column headers and other table labels are excluded Results are dynamically generated as the user types characters in the search field The search function does not allow the use of operators like AND NOT or OR Effective Date 9 2011 5 Sorting Any columns in any tables displayed on the Affiliates Profile screen may be sorted in ascending or descending order simply by clicking anywhere in the column header area Only one column at a time may be sorted Either an up arrow or down arrow A or V will appear in a column header that has been sorted 6 Manage notes The Notes table displays all existing notes relevant to the Affiliate Notes may be created by ASPSF staff or an Affiliate member Notes such as those created during the scholarship review process will not appear in this table Notes are visible to all of the affiliate s members 7 View important electronic docume
16. mail like Yahoo Mail Update form Sorting All columns of the Contacts table may be sorted in ascending or descending order Only one column may be sorted at a time Click anywhere in the column header to sort that column Either an up arrow or down arrow A or W will appear in a column header that has been sorted Searching The search field can be used to search any content displayed in the Contact table Searchable content includes any data or links displayed in the table Column headers and other table labels are excluded Results are dynamically generated as the user types characters in the search field The search function does not allow the use of operators like AND NOT or OR Editing contact records Click the Edit link next to any record in the Contact table to view more detailed information about the individual or revise data contained in the record See Contact Detail Dashboard below Printing contact lists and mail merge Contact information can be mail merged to create personalized letters mailing labels name tags and other merged information Read more about this in the Reports dashboard section on page 19 21 CONTACT DETAIL DASHBOARD The details of an existing contact record may be viewed or edited by clicking the Edit link next to their record on the Contact dashboard This opens the Contact Detail dashboard To edit a record or to add new information to an existing record make the necessary revisions then c
17. margin of the display area Ea gt Eih Figure 25 Copy Export and Print icons 1 Copy Paste Command The Copy command allows the user to copy and paste the contents of the table into an external document like an email a Microsoft Word document etc 2 Exporting Commands Two types of Export commands are available export as a CSV and export as a Microsoft Excel file Either format enables the data to be imported into a spreadsheet application like Microsoft Excel CSV files in particular may be imported into word processing spreadsheets or database applications Either of these formats allows the user to further analyze and manipulate the data in a tabular format Read more below about manipulating report data and creating mailing labels 3 Printing Reports The Print command sends the contents of the table to a printer if one is accessible from the user s computer The Print command can also be used to convert the report into a PDF document For this to work Adobe Acrobat Professional or other 3rd party PDF conversion software must be installed on the user s computer Each individual scholarship application submitted during the cycle may be opened by clicking the View link adjacent to each record This reveals all of the responses recorded by the applicant along with any notes recorded by Affiliate users and a log of those who participated in the review process It also reveals any electronic supporting
18. of Matching grant transactions may be changed after the transaction has been recorded see 4 Editing a matching grant record below Select the grant type from the Type selector box Currently the only grant type tracked in the Scholarship Management System is matching grants Enter the Request Date in MM DD YYYY format with slashes or click in field to select the date from a date selector tool Click the left or right arrows on the calendar to switch months and years Enter the date on which the request was approved by ASPSF in the Approval Date field in MM DD YYYY format or click in field to select the date from a date selector tool Click the left or right arrows on the calendar to switch months and years Matching grant transactions with a pending status do not require an approval date Once the status changes to approved the approval date must be recorded see 4 Editing a matching grant record below Select the County for which the matching grant is requested Request forms that indicate multiple requests those submitted on behalf of two or more counties must be recorded as separate transactions Each transaction should be based on the portion of proceeds earmarked for each respective county From the Requested By field select the name of the affiliate representative who submitted the matching grant request Enter the dollar amount of fundraising proceeds in the Amount Raised field as indicated on the Matching Gra
19. on which the Affiliate representative signed the matching grant request Approval Date is the date on which ASPSF approved the matching grant request Transactions are recorded with an approval date if ASPSF has approved or denied a grant Pending appears in the Approval Date column if ASPSF has not made a grant decision Raised is the total dollar amount raised by the Affiliate as indicated on the matching grant request form Amount or Goal Amount is the dollar amount of the grant award approved by ASPSF and paid to the Affiliate Dashboard III Grants Scholarships Contacts Reports Logout Welcome Chris Womack Requested By Type Request Date Approval Date Blossom Graham Matching Grant May 13 2010 Pending 1 500 00 200 00 Ralph Nesson Matching Grant May 13 2010 Pending 150 00 0 00 Showing 1 to 2 of 2 entries First Previous 1 Next Last Figure 20 Affiliate users Grants Dashboard 1 Using the search field Searchable content includes dollar values dates text and any links displayed in the table Column headers and other table labels are excluded Results are dynamically generated as the user types characters in the search field The search function does not allow the use of operators like AND NOT or OR 2 Sorting table columns All columns of the matching grants table may be sorted in ascending or descending order Only one column may be sorted at a time Click anywhere in the column header to
20. review process but have not been decided Scholarship Student County Year Semester There are no records to display Message Create Alert Status There are no alerts to display Alerts are schedule to expire 14 days after it has been viewed by at least one user in your service area Expired alerts are automatically deleted from the system Figure 14 Managed Affiliates Main Dashboard The data displayed at the top of this screen is relevant to the service area covered by the current role selected in the Role Selector field They provide a year to date aggregate for the service area for each indicator listed To view more detailed statistics and view statistics for a custom range of time read about the Reports dashboard on pages 42 44 Below are brief descriptions for each statistical indicator displayed on the main Dashboard Applications displays the calendar year to date total number of online scholarship applications submitted through the Scholarship Management System for the service area indicated in the Role Selector Box Awards displays the year to date total number of scholarships awarded within the service area indicated in the Role Selector Box Disbursements displays the year to date total dollars in scholarships paid out by the Affiliate indicated in the Role Selector Box YTD Amount Raised displays the year to date total dollars raised by the Affiliate only as reported on the Matching Grant Request forms
21. semester Managed affiliates have access to more detailed information about specific awards granted to specific students Managed Affiliates may create new or edit scholarships and online application forms from this screen Non managed affiliates do not have access to this dashboard The Affiliates dashboard displays different content depending on the role selected in the Role Selector Box ASPSF staff users see an initial display of all affiliates established in the System More specific information about each affiliate can be accessed by clicking a Detail link The initial display for Managed Affiliates is a view of the detail screen Non managed affiliates see this detail immediately on their main Dashboard screen Effective Date 9 2011 The Contacts dashboard displays a list of members and or students depending on the role selected in the Role Selector Box New or existing contacts may be created or edited from this dashboard Affiliate Administrators may manage security and user accounts through this dashboard The Reports dashboard is accessible by all ASPSF and Affiliate users It is used to generate aggregate information or lists of records The level of access to the detail of each record depends on the role selected in the Role Selector Box The Forms dashboard is only accessible to Non Managed Affiliates It is used to submit required scholarship award reports and annual reports to ASPSF The information from these reports may be aggre
22. 10 entries Search Type D Requested By A Status Amount Raised A Match Aia No data available in table Showing 0 to 0 of 0 entries S Counties A Cross Delta Address Jefferson Delta Address2 City State PETER EN Zip Figure 8 Bottom of screen Affiliate Profile screen for a Managed Affiliate 1 Affiliate s performance summary This displays a year to date aggregate of each statistical indicator based on the affiliate s activity Managed Affiliates have more indicators than Non managed Affiliates due to the amount of information aggregated in the System for each type of Affiliate Each indicator is explained below e Students displays the total number of students who ve been awarded a scholarship within the affiliate s service area This indicator is only available for Managed Affiliates e Awards displays the total number of scholarships awarded within the affiliate s service area This indicator is only available for Managed Affiliates e Disbursed displays the total dollars in scholarships disbursed within the affiliate s service area This indicator is only available for Managed Affiliates e YTD Amount Raised displays the total dollars raised by the Affiliate year to date as reported on matching grant requests submitted by them throughout the year e YTD Match Match Max displays the total dollars granted to the Affiliate by ASPSF year to date in match of local fundraising efforts e Match Re
23. 13 2010 White Cynthia Carrillo Matching Grant April 19 2011 Showing 1 to 9 of 9 entries Figure A Home Office user s Grants Dashboard Effective Date 9 2011 1 Sorting columns Each column of the table may be sorted in ascending or descending order Click anywhere in the column header or label area to sort a column Either an up arrow or down arrow A or W will appear in a column header that has been sorted Only one column at a time may be sorted Only one column at a time may be sorted 2 Entering matching grant transactions Click the Create New button to record a new transaction All fields except the Approve Date field are required fields 3 Searching records The entire contents of the table except column headers and other labels may be searched Searchable content includes dollar values dates text and any links displayed in the table Column headers and other table labels are excluded Results are dynamically generated as the user types characters in the search field The search function does not allow the use of operators like AND NOT or OR Choose an approval Status of the request Transactions with a status of Approved are those that have been reviewed and approved for disbursement Pending status indicates the transaction has been entered but is still under review Declined status indicates the transaction was reviewed and denied The status
24. 3 Apply any desired formulas e g use Excel s COUNT function to tally the number of students who attend UALR Effective Date 9 2011 AFFILIATE ROLES This section pertains to the roles of an Affiliate board member volunteer or fiscal soonsor representative It also pertains to ASPSF staff who has been given rights by an Affiliate Administrator to access the Affiliate s records in the role of an Affiliate board member LOGGING INTO THE SYSTEM Read about creating users deactivating user accounts and resetting passwords in the Contact dashboard section on pages 37 41 When logged in the user s name as it appears in the user s contact record is displayed in the upper right area of the screen s Single Parent Sch X ck gt Zi Translate W AutoFill A Role Selector field If the user has been assigned more than one role in the system the user can choose between the roles using Reports Logout Welcome Jane Mafiaged PopelYell the Role selector box The available dashboards and tools and the color scheme may change depending on the role selected Figure 13 Role Selector Box Users are assigned privileges according to their role or the tasks they must perform within the Affiliate organization Some users may be assigned more than one role or to more than one Affiliate Such users will have multiple Roles from which to choose in the Role Selector field MAIN DASHBOARD The Main Dashboard like a hom
25. Email column of the table are hyperlinked Clicking any email link will open a new email message window and the address clicked will appear in the To field of the new message This requires email software to be pre installed on the user s computer and does not work with web mail like Yahoo Mail Click the View link next to any Contact record to edit contact information logon credentials and roles 3 Matching grant records The Grants table displays all matching grant history for the selected Affiliate These records can be edited by clicking the Edit link next to any record Enter new matching grant transactions by using the Grants dashboard instead of the Affiliate Profile dashboard 4 Searching Each table displayed on this screen has its own search field which can be used to search any content displayed in the respective table Searchable content include record data as well as any links displayed in the table Column headers and other table labels are excluded Results are dynamically generated as the user types characters in the search field The search function does not allow the use of operators like AND NOT or OR 5 Sorting Any columns in any tables displayed on the Affiliates Profile screen may be sorted in ascending or descending order simply by clicking anywhere in the column header area Only one column at a time may be sorted Either an up arrow or down arrow A or V will appear in a column header that has been sort
26. PSF a person grant or scholarship award Regular Scholarship a base or standard award of a set or variable amount that is paid to all approved SPSF applicants an award that is not tied to any special programs or based on any special criteria Role a set of tasks a user is allowed to perform within the Scholarship Management System Scholarship Award recognition or approval of a qualified scholarship application In the context of the Scholarship Management System an award value is the dollar amount the affiliate agrees to pay to a student during a single scholarship term Types of awards are Regular Scholarships Stipends and Bonuses Scholarship Cycle refers to the period of time between the date when an Affiliate begins accepting applications for a specific scholarship and the date on which the scholarship recipient provides a final report to the Affiliate such as final grades e g Spring 2011 scholarship cycle Scholarship Disbursement a payment made to a student representing a portion or lump sum of an approved scholarship award Stipend a special type of award or allowance granted to a student above and beyond a regular scholarship typically restricted for a special purpose Example gas clothing or supplies User a person who is authorized to access the Scholarship Management System and has been assigned roles and privileges within the System Effective Date 9 2011 OVERVIEW OF THE SYSTEM
27. The Scholarship Management System is proprietary web based software designed to support the unique and diverse operating needs of Arkansas Single Parent Scholarship Fund and its affiliates ASPSF Staff and Affiliate users can log into the System by opening any browser on any computer capable of connecting to the World Wide Web and navigating to http manage aspsf org Affiliates may choose to manage their scholarship program using the Scholarship Management System known as Managed Affiliates These affiliates may offer prospective applicants an online scholarship application A link to the online application is placed on the affiliate s web A test version of this system for EH page hosted through the ASPSF website at http www aspsf org Data purposes is available at from applications submitted through this method automatically uploads http demo aspsf org into the System Affiliate members may proactively review and collaborate with other members who are in different locations to make decisions quickly and efficiently Students may monitor the status of their applications self report annual follow up information and update personal profile information Affiliates choosing not to manage their scholarship programs through the Scholarship Management System are known as Non managed Affiliates Effective January 1 2013 these affiliates will be required to begin using the Scholarship Management System to electronically report aggregate
28. able columns All columns of the Affiliates table may be sorted in ascending or descending order Only one column may be sorted at a time Click anywhere in the column header to sort that column Either an up arrow or down arrow A or W will appear in a column header that has been sorted 3 Viewing more affiliate detail Click the Detail link next to any Affiliate record to open the Affiliate Profile screen AFFILIATE PROFILE DASHBOARD The Affiliate Profile displays detailed information about the chosen Affiliate Dashboard Grants Scholarships Affaies Contacts Reports Logout Welcome Chris Womack Home Office Te os Students 1955 YTD Amount Raised 0 00 Data in this panel is for current Calendar Year Awards 1094 YTD Match Match Max 0 00 16 000 00 Disbursed 106 623 00 Match Remaining 16 000 00 Contacts Show entries Search Name a Address a Roles Phone Ea Email Jane Seymour Jane Seymour 45 Holy Cow Street Johnson AR 72739 Affiliate User 479 555 5555 jseymour att com Showing 1 to 1 of 1 entries First Previous 1 Next Last E Grants No data available in table Showing 0 to 0 of 0 entries First Previous Next Last Requested By Figure 7 Top of screen Affiliate Profile screen for a Managed Affiliate Show 10 Le entries Search Type D Requested By a Status Amount Raised Match IF No data available in table Showing 0 to 0 of 0 entries Documents Show
29. acy SPSF affiliates are encouraged to maintain a permanent record of all parties who have requested access to the student s records Such records of access should indicate specifically the date of request the legitimate purpose of the request and whether or not the request was granted This record should be available for the student s inspection upon request Effective Date 9 2011 INTRODUCTION This User Guide is written for ASPSF and all members and staff of Affiliated SPSFs It assumes users have a basic knowledge of using the World Wide Web navigating web pages using online forms and using common office applications like Microsoft Office and Adobe Reader SYSTEM REQUIREMENTS e Acomputer with internet connection A secure network in a private domain is highly recommended e Browser software Internet Explorer Mozilla Firefox Safari Google Chrome SECTIONS OF THIS GUIDE This guide is compiled into four main sections a Introduction b Staff Screens the parts of the System accessible to ASPSF Staff c Affiliate Screens the parts of the System accessible to Affiliate SPSF staff directors and fiscal sponsors and d Student Screens the parts of the System only accessible to SPSF applicants It also contains a glossary of general terminology utilized throughout this manual The Student Screens section of this manual is provided to assist ASPSF staff and Affiliate users with offering technical support to scholarship appl
30. al security number provided in the new registration matches an existing user profile however the Database Administrator will be notified of a potentially duplicate profile and can merge the two profiles if necessary e Anew account is denied if any combination of two or more of the following matches any existing user account birth date social security number or gender e New accounts may not be registered with the same username as any existing user account Registrants will be repeatedly prompted to choose a unique username until one has been accepted Students who are not able to login because they forgot their username or password should first contact the Affiliate Administrator of the last SPSF to which they applied to request a password reset If the username is unknown the student or Affiliate Administrator should contact the Database Administrator for further assistance Effective Date 9 2011 HOME The Scholarship Management System has two welcome screens One is the Home page which is the initial screen students see upon logging in The other is the first page of the online scholarship application if Welcome text was created by the Affiliate when establishing the scholarship opportunity The Home page provides generic information to the student and is standard to all SPSF Affiliates The information displayed on this page may not be customized MY APPLICATIONS Students who have previously applied online for a Single P
31. arent Scholarship will see their complete online application history from the My Applications screen This screen displays each of the student s scholarship applications the terms of the scholarship for which they applied and the status of the application Those applications still in Draft status may be opened and edited as long as the deadline of the scholarship has not expired Applications that have any other status may be opened for review but they may not be edited SPSF Affiliates are not able to access applications that are still in Draft status MY PROFILE This screen enables students to manage their basic contact information demographic information and self report follow up information Much of the information displayed on this screen is derived from the General section of the student s online scholarship application MY DISBURSEMENTS This screen allows students to review their scholarship disbursement history This information is recorded by the awarding SPSF CHANGE PASSWORD This command enables the user to change his or her password Students who need to change their username should contact the Database Administrator SCHOLARSHIP APPLICATION FORM This section only applies to scholarship applications created through the Scholarship Management System Managed Affiliates configure the application settings along with any custom questions they wish to add to the application questionnaire The online schola
32. arships Contacts Reports Logout Welcome Chris Womack Jefferson Students 1955 YTD Amount Raised 0 00 Data in this panel is for current Calendar Year Awards 1094 YTD Match Match Max 0 00 16 000 00 Disbursed 106 623 00 Match Remaining 16 000 00 Name Address A Roles a Phone rs Email s A Jane Seymour Jane Seymour 45 Holy Cow Street Johnson AR 72739 Affiliate User 479 555 5555 jseymour att com View Showing 1 to 1 of 1 entries First Previous 1 Next Last Grants Show 10 Search Type a Requested By s Status s Amount Raised Match GAP No data available in table Showing 0 to 0 of 0 entries First Previous Next Last Figure 18 Top of screen Affiliate Profile screen 1 Affiliate s performance summary This displays a year to date aggregate of each statistical indicator based on the affiliate s activity Each indicator is explained below e Students displays the total number of students who ve been awarded a scholarship within the affiliate s service area This indicator is only available for Managed Affiliates e Awards displays the total number of scholarships awarded within the affiliate s service area This indicator is only available for Managed Affiliates Notes Add Note Show 10 D entries Search Note P Created By Date No data available in table Showing 0 to 0 of 0 entries Documents Show 10 entries Search Type D Requested By St
33. asecnenceunctatedeacenoaesnedececmpeadaceacatt 22 MANDA Ee TE 22 Main Dashboard for Managed Affiliates cccccccccsssesecccnsesecccnsenseccscaseuseessssuuseecssscusecsssuuasecsssaenssessesessaees 22 Main Dashboard for Non managed Affiliates scccccccssessecccccsesseccccauesecccssuuseccesauuseesessuuseessssauseeessaeessaaegs 26 EE 24 EE 25 Eh KEE 28 LR e E a cacecentesetceeianetcancsesiacdancecessceeueceo anceneu sete E E E E E E E S 31 Creating a Scholarship FD COON az eege 33 creating a New SCHOO OISIUD E 34 Scholarship Detail DGSNDO GIG wcansacessnaxasersseatcngrasersndsatoiaravanvicantiandvantanpanseeiendsavaeenshaadvantseninsouiansdetesanekoonek 35 CONTACT EE 37 Create a New Contact Record 38 Viewing Scholarship ADDIICOUIONS i cesncicecctsicteiceswexeitertetdusaccateeaictaccesueant eeetdicoucasueteietaueesnedxietaiicsicuesdbeaavareatsietas 38 Disbursing a Scholarship Award 38 Contaci Detail OF Prole STe EE 39 Assigning Roles and Creating Ueere 39 Chande EE EE 41 Effective Date 9 2011 Disabling a User s LOGON Credentiols 41 REPOR eer rtcr cr sap stece ac teste abet A N e cratered cs E beras poner fs engines A E asin ethane EAEE 42 PORN EE 44 ARATATA EREDO T ee 44 DEMONS E GEO e 45 STUDENT SEENEN 47 REGISTERING FOR A NEW STUDENT ACCOUNT ccscsscssceccscnscassusceccscassscassussessecescssaseesoecascauseseeceuseesoscassasseseesescansa 47 ele TEE 48 Vue e et 48 AN Ne TEE 48 MY DIC Ch KE 48 CHANGE FA SWORD
34. at period of time s he will need to The Change Password Request request another password reset command requires the Contact to To change a user s password have a valid email address stored in the System The email link the 1 Search for the user s contact record on the Contact Contact receives expires after 24 Dashboard Switch between the Contact list or hours Student list to search each list 2 Click the Edit link next to the user s record in the Contact table to open his her profile 3 Inthe Logon Credentials section click the Request a Password Reset link The reset link in the email will direct the user to a password reset window in which s he can enter a new password DISABLING A USER S LOGON CREDENTIALS To disable a user s ability to login to the Scholarship Management System 1 Search for the user s contact record on the Contact Dashboard Switch between the Contact list or Student list to search each list Click the Edit link next to the user s record in the Contact table to open his her profile In the Roles section of the Contact Detail window click the Close Role link next to the appropriate user role CAUTION Some users may have more than one Role listed Only close those Roles that are necessary to prevent the user from accessing unnecessary information For instance if a user is a former board member and a former student only close the Affiliate User role but do not close the Student role This will
35. atus a Amount Raised Match a A No data available in table Showing 0 to 0 of 0 entries 8 Am Details Name Counties Cross Delta Jefferson Delta Address Address2 City Figure 19 Bottom of screen Affiliate Profile screen e S Disbursed displays the total dollars in scholarships disbursed within the affiliate s service area This indicator is only available for Managed Affiliates e YTD Amount Raised displays the total dollars raised by the Affiliate year to date as reported on matching grant requests submitted by them throughout the year e YTD Match Match Max displays the total dollars granted to the Affiliate by ASPSF year to date in match of local fundraising efforts e Match Remaining displays the year to date difference between the maximum amount of matching funds available to the Affiliate for the year and the total matching funds they have received 2 Affiliate membership roster The Contacts table displays all current board members staff and affiliate members involved with this Affiliate s program Email addresses appearing in the Email column of the table are hyperlinked Clicking any email link will open a new email message window and the address clicked will appear in the To field of the new message This requires email software to be pre installed on the user s computer and does not work with web mail like Yahoo Mail Click the View link next to any Contact record to edit contact information
36. cending order Only one column may be sorted at a time Click anywhere in the column header to sort that column Either an up arrow or down arrow A or W will appear in a column header that has been sorted Searching Searchable content includes affiliate names as well as any links displayed in the table Column headers and other table labels are excluded Results are dynamically generated as the user types characters in the search field The search function does not allow the use of operators like AND NOT or OR Managing members contact information using the Contacts Dashboard replaces ASPSF s requirement to submit Board of Directors Read about the Reports dashboard to learn how to create mailing Information Update forms labels or to create merged lists of information CREATE A NEW CONTACT RECORD Affiliates may create new contact records either for members or students 1 Above the top left margin of the Contact table click the appropriate list either Contacts or Students to which the new contact should be added NOTE It is typically not necessary to add new New student contact student contact records as they will be automatically created as records are added student apply for the scholarship automatically to the 2 Click the Create New link also located above the top right Contacts dashboard as margin of the Contact table online scholarship applications are submitted It is usually unnecessary for Affi
37. d export as a Microsoft Excel file Either format enables the data to be imported into a spreadsheet application like Microsoft Excel CSV files in particular may be imported into word processing spreadsheets or database applications Either of these formats allows the user to further analyze and manipulate the data in a tabular format Read more about manipulating report data and creating mailing labels below 3 Printing Command The Print command sends the contents of the table to a printer if one is accessible from the user s computer The Print command can also be used to convert the report into a PDF document For this to work Adobe Acrobat Professional or other 3 party PDF conversion software must be installed on the user s computer Manipulating report data in a spreadsheet 4 Create a desired report and export it into a new spreadsheet 5 Create any necessary formulas to aggregate or analyze the data in the spreadsheet 6 Use the spreadsheet application s built in graphing tools to create attractive bar graphs or charts using the data in the spreadsheet Or dress up the format of the tabular layout and copy and paste into reports to funders or promotional materials Mail merge and creating mailing labels Create a report listing the names and contact information of individuals Export this list into a soreadsheet such as Microsoft Excel Review and edit the list as necessary 10 Save the spreadsheet to your computer
38. d offers users a way to generate custom lists of records and aggregate reports on any records to which they are permitted access This permission is derived from their assigned user roles in the System Reports generated using this dashboard are displayed in the same window at the bottom of the screen Report data may be searched and sorted Users may also use the collection of icons located above the top right margin of the report display area to export or print the report See Exporting and Printing Reports below for more information Dashboard Grants Scholarships Affiliates Contacts Reports Logout Welcome Chris Womack Dome Office x a E 2012 x Vie onia _ Poper ell Add Fact Generate Report Fact 1 Number Awards Subtotal x Number Awards Total Value Awards Number Students Amount Raised Amount Matched Figure 11 Home Office users Reports Dashboard From Year Thru Year The year dates range from the year in which the first records were recorded in the System through to the present date Terms Terms refers to semesters The available list of Terms is relevant to the service area selected in the Role Selector field Spring Summer and Fall is relevant to the entire ASPSF network while a specific affiliate may only list Spring and Fall terms Affiliates This criteria is only available to Home Office users who may choose from one or more affiliates to include on the report Counties The available
39. documents uploaded to the System by the applicant or Affiliate users during the application and review process A record of award disbursements for each scholarship award is accessed through each students profile on the Contacts dashboard CONTACTS The Contacts Dashboard shows a list of all members and students who are associated with the Affiliate including board members employees volunteers and students The list of people are divided into two lists Contacts who are the Affiliate s members and have direct involvement with the SPSF and Students or applicants Dashboard Grants Scholarships Documents Contacts Reports Logout Welcome Susie Fieldrep Pope Yell Te New Student i I TT ewomack aspst org Et Pope Student pope student student com Edit Susie Fieldrep Edit Showing 1 to 4 of 4 entries First Previous 1 Next Last Figure 26 the Affiliate Contacts Dashboard Email Addresses The email addresses displayed in the Email column of the Contact table are hyperlinked Email addresses appearing in the Email column of the table are hyperlinked Clicking any email link will open a new email message window and the address clicked will appear in the To field of the new message This requires email software to be pre installed on the user s computer and does not work with web mail like Yahoo Mail Effective Date 9 2011 Sorting All columns of the Contact table may be sorted in ascending or des
40. dollars raised refers to the amount reported on matching grant requests and does not necessarily reflect total proceeds raised The Scholarship Management System offers users a very basic messaging system Users may post important messages which appear on the Main Dashboard of all users in a selected service area Alerts are not private messages Once an alert message has been opened by any one user the message is set to automatically disappear after 14 days Dashboard Grants Scholarships Documents Contacts Reports Logout Welcome Susie Fieldrep e View Alert Windows Intenet Expiorer S E sr menage aspst ong vient view Pope Yell lalea Note Please update the contact information for your AMitste Contacts Figure 3 Viewing an Alert from the main Dashboard Creating an alert Click the Create Alert link located above the top right margin of the Alerts table on the Main Dashboard Select either Home Office or an affiliate from the Service Area field Viewing an alert The Alerts table displays all existing Alerts corresponding to the user s currently selected role New Alerts appear in bold type with shaded table cells and have a status of New Click the View link next to any message to open the message Once an Alert has been opened by any one user from the same service area the message status changes to Read and the message is set to automatically disappear after 14 days GRANTS DASHBOARD
41. e form text meaning the applicant simply types in their response Affiliates may select the yes no Boolean response type instead Custom questions may be added to any section of the application except Welcome Terms and Supporting Documentation Affiliates may require applicants to respond to a custom question by clicking the Required checkbox Custom questions are added to specific scholarships through the Scholarship Cycle Settings window read Creating a New Scholarship The data collected from custom questions can be queried using the tools on the Reports Dashboard and aggregated by exporting the report to a 3 party spreadsheet application read about Reports CREATING A NEW SCHOLARSHIP Each scholarship cycle semester and year must have its own record and set of terms established in the Scholarship Management System in order for Affiliates to manage scholarship activity Everything is tied to a specific scholarship record from applications submitted by students to award disbursements It is acceptable to Do not edit an existing edit a scholarship deadline to extend an application period when scholarship cycle as a way to necessary create a new cycle Doing so will over write all of the Avoid re opening a scholarship cycle from a prior semester as a scholarship records from the substitute for creating a new scholarship cycle This will over write previous cycle all existing records for the original scholarship cycle For exam
42. e page is the initial screen a user sees upon logging in Users who have multiple roles in the System will be re directed to this screen each s he chooses a different role from the Role Selector field The purpose and layout of the Main Dashboard is distinctly different depending on the user s Affiliate e Users of Managed Affiliates see the Affiliate s basic performance summary a list of submitted scholarship applications that are in the process of being reviewed and decided and a table of Alerts e Users of Non managed Affiliates see a screen identical to the Affiliates dashboard Read about the Affiliate dashboard on page 28 30 for more information MAIN DASHBOARD FOR MANAGED AFFILIATES This section pertains only to Affiliates that use the Scholarship Management System to manage scholarship and program activity This screen has been designed to provide a very basic aggregate program summary a place to begin the scholarship application review process and a place to manage important alerts from fellow members and ASPSF staff Dashboard El Grants Contacts Scholarships Match Remaining Reports Logout Welcome Chris Womack Jefferson Disbursements 106 623 00 16 000 00 New Applications Online scholarship applications that have been submitted but have not been reviewed Scholarship Student County Year Semester There are no records to display Application in Review Online scholarship applications that have entered the
43. ed 6 Manage notes The Notes table displays all existing notes relevant to the Affiliate Notes may be created by ASPSF staff or an Affiliate member Notes such as those created during the scholarship review process will not appear in this table Notes are visible to all of the affiliate s members 7 View important electronic documents The Documents table is intended to be used as a repository for the Affiliate s important and permanent organizational documents such as the Affiliate Agreement Bylaws etc that are not of a personal or private nature Any electronic document can be uploaded or downloaded from this table by Affiliate members or ASPSF staff Supporting documents for matching grant requests should not Effective Date 9 2011 be stored in this table and should be submitted to ASPSF via email mail or fax Supporting documents related to a specific student that are of a private or personal nature should be managed from within a specific scholarship application 8 Affiliate Details This area captures the official contact information for the affiliate organization if applicable Official contact information is the information that remains consistent regardless of turnover in leadership AFFILIATES The Affiliates Dashboard is accessible to Managed Affiliates You may notice this screen is similar to the Main Dashboard for Non managed Affiliates described in the last section Dachboard Affiliate Grants Schol
44. ffiliate This value does not indicate the total dollars actually paid out disbursed Edit Detail are two links enabling Affiliates to manage each scholarship cycle Edit provides the Affiliate access to a tool to view or edit the terms of the scholarship cycle Detail provides a detailed list of the individual students who applied for the cycle Sorting All columns of the Scholarship table may be sorted in ascending or descending order Only one column may be sorted at a time Click anywhere in the column header to sort that column Either an up arrow or down arrow A or W will appear in a column header that has been sorted Searching Searchable content includes affiliate names as well as any links displayed in the table Column headers and other table labels are excluded Results are dynamically generated as the user types characters in the search field The search function does not allow the use of operators like AND NOT or OR CREATING A SCHOLARSHIP APPLICATION Prospective applicants may apply for the Single Parent Scholarship using the Scholarship Management System only if the Affiliate a manages its scholarship records using the Scholarship Management System b creates an online scholarship application c creates at least one open scholarship cycle in the System meaning the deadline hasn t expired d alink to the online scholarship application is accessible from the ASPSF website or other website
45. gated from the Reports dashboard The Home dashboard is only accessible to Student users This displays a welcome message The My Applications dashboard is only accessible to Student users It displays a list of all applications the student has started or completed along with the scholarship terms and the application s status The My Profile dashboard is only accessible to Student users They may edit their contact and demographic information and self report their annual follow up information from this screen The My Disbursements dashboard is only accessible to Student users This displays a list of the scholarship awards paid out to the student Managed Affiliates record this information from the Contact dashboard The Change Password link is a command available to only Student users It allows students to change their passwords It is only available if the user knows his or her former password This is to help prevent hacking of a student s account by unauthorized users The Logout link is a command used to sign the user out of the System ASPSF STAFF ROLES This section pertains to roles of a state ASPSF staff or board member For roles pertaining to an Affiliate SPSF board or staff member fiscal sponsor or volunteer go to the Affiliate Roles section on page 22 State ASPSF staff or board members who need information about accessing records under the role of a specific Affiliate user should also refer to the Affiliate Roles sect
46. he protection of private and sensitive information stored in the System by adhering to the general provisions outlined in the Family Educational Rights and Protection Act FERPA More information about the provisions of FERPA may be found on http www ed gov Any unauthorized use or loss or theft of information due to negligence will be at the risk and liability of the user Authorized SMS users shall not permit access to students personal records without written consent by each student with the following exceptions e Authorized SPSF officials who have a legitimate educational interest in obtaining access to the records Such access will be granted if the official needs to review an educational record to fulfill SPSF responsibilities e Authorized SPSF officials who require access in connection with the student s application for financial aid e Authorized SPSF officials may release such information in compliance with a judicial order or lawfully issued subpoena Before any information is released the SPSF official should practice due diligence to notify the student e n cases of emergencies an authorized SPSF official may release information from educational records to appropriate persons if the knowledge of such information is necessary to protect the health or safety of an individual SPSF shall practice due diligence to ensure appropriate policies and procedures are in place to prevent gross negligence or unlawful breach of priv
47. heet to your computer s Desktop or other location that can be found easily later Close the spreadsheet application Open Microsoft Word or other third party word processing application that has a built in mail merge command Create a new letter mailer or mailing label At the appropriate step in the merge process browse and select the new spreadsheet containing the mailing list as the source file for the merge Complete the merge and print Querying and aggregating responses to custom questions included on scholarship applications An applicant who attends the University of Arkansas may record the school name on her scholarship application as U of A or UALR or University of Arkansas The System will recognize these as three different schools instead of the same school For this reason the Reports Dashboard of the Scholarship Management System is not able to aggregate free form text responses collected on scholarship applications It is possible to work around this issue by aggregating responses using a spreadsheet application like Microsoft Excel 1 Create a report listing the responses to desired questions and any other necessary data Export the list into a spreadsheet application like Microsoft Excel 2 Use the spreadsheet application s Search and Replace functions to normalize the data That is search for and replace all variations of the same response e g U of A Little Rock UALR U of ALR witha consistent value e g UALR
48. i Arkansas Single Parent Scholarship Fund Scholarship Management System User Manual Written by Christina Womack IT Director Developed by MillCreek Software amp Cory Glanton Scholarship Management System Arkansas Single Parent Scholarship Fund Table of Contents hE onion soenacawoun vas sone EEA E E aus woteveneuseeesss sas enantesuns ta ueuueeansuasunnete sens 3 TERDI OF USE s cana tessssuacessvouneesorawnaess as nesenes gonnessnonnaaaeenunuemenasesaunetessessnsesss oanecs caneaenetensaaue 3 OT ON E 4 Eed 4 EE EE 4 FEEDEACKAND SUPPOR eege 4 EA SEO a E E N TN A O TET EA O EET E AA 4 S gestions Tor OVC EE 4 OLO ART EE 5 OVERVIEW OF THE SYSTEM scsistavevenssinnsctionnsconvcsisestinatesnnsaivewnsinemed NE E N 6 U ER AND ROLE aaria a E E A EE OO EA AE 6 OVERVIEW OF SYSTEM a eege 7 EECHER 9 HOGGING Lige SE 9 MAN IV AS TI OG RID oE eased E as tire cera natin ahiancina EIE OTE OTE E TANE OO 9 PV TIS aac esse eae a insesene ce oasis aaa aa tie sate ate oan TAE sues 10 GRANTS DASHBOARD sorrisi stag oc vg ete a ne sos pa EE EAE ENE 11 SEET 13 EE 13 Affiliate Profile Dashboard BEE 14 COIN TG E E T eas ase ak E E E E E E E E E 16 Coac Dera GST DOOTI cat anes EE AEAEE A EENE OEEO EEE AOT 17 De KE 19 PE PILIATE ROLE SG vince cevewscestenascansdewestace ns ceasevawensacwassaenet oveasanc neces desewenvaucsscsenedemeyeavay seu cpedencesasuonseesersewntayeoseeraes 22 GG ING INE T Egan vee arta ers E AE EE E nase anaranadencennacsiemt
49. icants This section is also provided to enable users to reach a better understanding of the manner in which the System manages and stores scholarship data This User Guide will be made available on the ASPSF website at http www aspsf org affiliates_sms html FEEDBACK AND SUPPORT TECHNICAL SUPPORT For technical support contact the ASPSF IT Director at 479 927 1402 or cwomack aspsf org To ensure rapid and useful response provide the following e your name e aclear explanation of the difference between what you expected to happen and what actually happened e any error messages verbatim SUGGESTIONS FOR IMPROVEMENT If you have any suggestions to improve the features of the Scholarship Management System or its related documentation send requests by email to ASPSF IT Director at cwomack aspsf org and provide the following e the document title e the page number s to which your comments apply e aconcise explanation of your comments GLOSSARY Affiliate a nonprofit entity that is a member organization of the ASPSF network and is responsible for fundraising and awarding scholarships in a service area comprised of one or more counties in Arkansas or Texas Affiliate Member an individual who is an SPSF employee or volunteer and is directly involved in the administration or operation of a SPSF regardless of the individual s voting rights on SPSF committees Bonus a special type of award paid to a student in addi
50. ion LOGGING INTO THE SYSTEM When logged in the user s name as it appears in the user s contact record is displayed in the upper right area of the screen rkansas Single Parent Sch X wmd This user Can choose yy Check amp Translate W AutoFill 2 between two roles in the Role Selector Box The Reports Logout Welcome Lucy Fi ldrep Home Qffee screens data tools and Home Utfice privileges for each role are significantly different Figure 1 Role Selector Box Users are assigned privileges according to their role or task they must perform within the ASPSF network A user s role and privileges combined determines the level of detail they may access within a certain record Users who are assigned more than one role within the Scholarship Management System will have the option to choose between these roles using the Role Selector Box in the upper right area of the screen Fig 1 Depending on the role selected the content and color scheme of each screen may change Read about deactivating user accounts and resetting passwords on page 18 19 MAIN DASHBOARD The main Dashboard like a home page is the first screen a user sees upon logging in Users who have multiple roles in the System will be directed automatically back to this screen each time s he chooses a different role from the Role Selector box The data displayed on the main Dashboard is relevant to the service area covered by the current role selected
51. ip application This section may be option according to the internal policies of each Affiliate Review amp Submit Section Applicants must certify that they have read and understand a default non customizable Memorandum of Understanding amp Disclosures statement They may optionally choose to grant permission to the Affiliate to publish their name and bio information Once all sections and required fields are complete the applicant can click the Submit button in this section to submit the application Once this step is performed the application will be locked from editing The student may return to the My Applications screen to view the contents of the application
52. irement for affiliates to submit Scholarship Award Reports each semester The Awarded column displays is the amount that the Affiliate has approved to be awarded but not necessarily the amount the Affiliate actually disbursed This value is tied to the Award amount recorded in the Scholarship Cycle settings and to the Approved status of each awarded application further to access each actual scholarship application Read more about the Scholarship Detail dashboard on pages 35 37 Below is a brief explanation of each column displayed on this screen Scholarship Name is a descriptive name given to each scholarship cycle when created This name is visible to students and to visitors of the Affiliate web page County is the service area s to which the scholarship applies More than one county may be designated per scholarship Year is the year date designated for the scholarship cycle Term is the semester or period designated for the scholarship cycle Approved Submitted is the total number of online scholarship applications approved compared to the total number of online applications submitted for the scholarship cycle Deadline is the date by which online scholarship applications must be submitted and the date on which the application period ends After this date the link to the online application is de activated Awarded is the total dollars in scholarship awards for the cycle that have been approved by the A
53. k aspsf org Work phone 479 531 8143 Fax Mailing Address Residential Address Address 45 Holy Cow Street Address 45 Holy Cow Street Address2 Address2 City Johnson City Johnson State Arkansas z State Zip 72739 Zip 72739 Logon Credentials This contact does have logon credentials Username bdmember Request a Password Reset Roles Show 10 Le entries Search Role a Start Date gt gt Student May 10 2011 Close Role Showing 1 to 1 of 1 entries First Previous 1 Next Last l Scholarship Applications Show 10 entries Search Scholarship pe County s Year s Semester s Submission Date s Status s s Fall 2011 FT Lee 2011 Newton Fall May 10 2011 Awarded View Showing 1 to 1 of 1 entries First Previous 1 Next Last Fund Disbursements New Disbursement Show entries Search Year a County a Semester a Date d Type a Amount a a 2011 Newton Summer May 10 2011 Regular Scholarship 183 00 Edit Showing 1 to 1 of 1 entries First Previous 1 Next Last Figure 27 Affiliate users Contact Detail screen A NOTE ABOUT STUDENT ACCOUNTS Student accounts are not owned by any specific Affiliate Instead they are temporarily assigned to an Affiliate when a student applies for one of the Affiliate s scholarships If the student applies to another Affiliate the student account will be reassigned to the new Affiliate Upon re assignment of a student former Affiliates retain access to the
54. liates to create new student VIEWING SCHOLARSHIP APPLICATIONS contact records Read on pages 39 40 about assigning roles and creating users Users may view details about specific scholarship applications submitted by a student From the Student Contacts dashboard navigate to the applicant s contact record then click the Edit link next to the record In the Scholarship Applications section of the Contact Detail screen click the View link next to a scholarship application record Read more about the Contact Detail Screen on pages 39 41 DISBURSING A SCHOLARSHIP AWARD While the System is not designed to serve as an accounting or bookkeeping tool it is able to track both award and disbursement activity Within the context of the System a scholarship that has been awarded only means that an application has been approved The System uses the Award amount recorded in each Scholarship Cycle to aggregate the value of awards Some Affiliates use a vendor or reimbursement system to disburse their scholarships From time to time awards must be rescinded in cases where students become ineligible to receive a full scholarship While in other cases it does not make sense for Affiliates to set an award amount when they pro rate or use other formulas to calculate the individual award amounts Therefore the value of Awards as a measurement of actual scholarship outputs is often deceiving To accurately capture actual scholarship o
55. lick the Save button to save changes Request a Password Reset Many of the contact records stored in the Scholarship Management System will have certain roles assigned that give the individual access to certain information in the System This access is permitted only if the person also has a set of Logon Credentials that The Change Password Request sends allows them to sign into the System a reset link via email to the address stored in the user s contact record Be sure stored email addresses are valid This link is only valid for 24 hours If a user forgets a password it may be reset using the Change Password Request found in the Logon Credentials area of the screen Click the Request a Password Reset link This sends a system generated email to the address recorded in the Contact Details section of the screen The Effective Date 9 2011 BERMO Grants Scholarships Affiiates Contacts Reports Logout Welcome Chris Womack Home Office Back Save iia pe Last name Boardmember Cell phone Email address cwomack aspsf org Work phone 479 531 8143 Fax Mailing Address Residential Address Address 45 Holy Cow Street Address 45 Holy Cow Street Address2 Address2 City Johnson City Johnson State Arkansas State Arkansas Zip 72739 Zip 72739 Logon Credentials This contact does have logon credentials Username bdmember Request a Password Reset Roles Show
56. list of Counties depends on which affiliates are selected in the Affiliates section Data An optional field used to define the order by which report data will be organized e g by year by county by semester etc To add a Data criterion to the report select it from the drop down To add additional Data click the Add Data button and select a criterion from the new drop down field To remove a Data criterion click the X link adjacent to the item Facts An optional field used to select the types of data to query and display in the report To add a Fact criterion to the report select it from the drop down To add additional Facts click the Add Fact button and select a criterion from the new drop down field To remove a Fact criterion click the X link adjacent to the item One or more Facts may be subtotaled by clicking the checkbox next to each Fact Exporting or Printing Reports Once a report has been generated and results are visible in the data display area at the bottom of the window the data may be printed or exported by clicking one of the icons above the top right margin of the display area Effective Date 9 2011 sel per E Figure 12 Copy Export and Print icons 1 Copy Paste Command The Copy command allows the user to copy and paste the contents of the table into an external document like an email a Microsoft Word document etc 2 Exporting Commands Two types of Export commands are available
57. lue e g UALR 6 Apply any desired formulas e g use Excel s COUNT function to tally the number of students who attend UALR FORMS Beginning January 1 2013 ASPSF will no longer accept the Scholarship Award Report Annual Follow up Report or the Board of Directors Information Update form via email fax or mail The Forms Dashboard has been designed to facilitate the submission of these required reports with the exception of the Board of Directors Information Update form This information will be managed through the Contact Dashboard see pages 37 41 Dashboard Contacts Reports Forms Logout Welcome Debbie Non Managed Benton x Year Date Submitted Submitted By Scholarship Award Report New Report Year Semester Date Submitted Submitted By Figure 30 Non managed Affiliates users Forms dashboard ANNUAL AFFILIATE REPORT All SPSF Affiliates are required to conduct a follow up study of their scholarship applicants e Non Managed Affiliates are required to submit an Annual Follow up Report using the Forms Dashboard e Managed Affiliates can assist their online scholarship applicants to self report the follow up information through the applicant s My Profile screen However Managed Affiliates are responsible for monitoring the reporting status of their students and for reporting any missing information themselves Instructions for Non Managed Affiliates Click the New Report link above the top
58. maining displays the year to date difference between the maximum amount of matching funds available to the Affiliate for the year and the total matching funds they have received 2 Affiliate membership roster The Contacts table displays all current board members staff and affiliate members involved with this Affiliate s program Email addresses appearing in the Email column of the table are hyperlinked Clicking any email link will open a new email message window and the address clicked will appear in the To field of the new message This requires email software to be pre installed on the user s computer and does not work with web mail like Yahoo Mail Click the View link next to any Contact record to edit contact information logon credentials and roles Effective Date 9 2011 3 Matching grant records The Grants table displays all matching grant history for the selected Affiliate These records can be edited by clicking the Edit link next to any record Enter new matching grant transactions by using the Grants dashboard instead of the Affiliate Profile dashboard 4 Sorting Any columns in any tables displayed on the Affiliates Profile screen may be sorted in ascending or descending order simply by clicking anywhere in the column header area Only one column at a time may be sorted Either an up arrow or down arrow A or W will appear in a column header that has been sorted 5 Searching Each table displayed on this screen ha
59. nt Request form Calculate and record the dollar amount of the matching grant award in the Amount or Goal Amount field Click the Save button to save any changes to the record or Cancel link to return to the Grants dashboard without saving changes 4 Editing a matching grant record Each matching grant record displayed in the table on the Grants dashboard can be edited by clicking the Edit link to the right of the record This opens the record in the matching grant entry form described above Once all revisions have been made click the Save button to save any changes Click the Cancel link or navigate away from the window without clicking the Save button to discard any changes Affiliates may view matching grant transactions recorded for their own service area but they are not able to record their own requests or edit existing transactions Transactions appear with an approval date if they have been approved or denied Pending appears in the Approval Date column if the transaction is recorded as pending SCHOLARSHIPS DASHBOARD The Scholarships Dashboard shows scholarship activity for all Managed Affiliates across the ASPSF network Scholarship records and data appearing on this dashboard reflect data that is collected from only the scholarship applications that are submitted through the Scholarship Management System Paper based applications accepted by affiliates cannot be captured on this dashboard nor can the scholarship ac
60. nts The Documents table is intended to be used as a repository for the Affiliate s important and permanent organizational documents such as the Affiliate Agreement Bylaws etc that are not of a personal or private nature Any electronic document can be uploaded or downloaded from this table by Affiliate members or ASPSF staff Supporting documents for matching grant requests should not be stored in this table and should be submitted to ASPSF via email mail or fax Supporting documents related to a specific student that are of a private or personal nature should be managed from within a specific scholarship application 8 Affiliate Details This area captures the official contact information for the affiliate organization if applicable Official contact information is the information that remains consistent regardless of turnover in leadership GRANTS The Grants dashboard shows all matching grant activity for the service area selected in the Role Selector Box Matching grant transactions may only be recorded by Home Office users ASPSF staff Matching grant requests along with all supporting documentation must be submitted to ASPSF via email fax or mail Below is a brief explanation of each column displayed on this screen Requested By is the person who prepared or submitted the request for match Type is the type of grant request Currently the only grant type tracked in the System is matching grants Request Date is the date
61. o report to funders on the total value of scholarships awarded throughout the ASPSF network Read more about the Contact Detail Screen below CONTACT DETAIL OR PROFILE SCREEN Click the Edit link next to any record in the Contact table to open and view details about individual s profile Users may revise certain information stored in the profile and save changes by clicking the Save button located at the top or bottom of the screen To close the contact record and or to exit without saving changes click the Back button Scholarship Applications and Fund Disbursements Sections Some current Affiliate members may be former Single Parent Scholarship applicants and or recipients If so a list of their scholarship applications and disbursement activity will be listed in these sections ASSIGNING ROLES AND CREATING USERS Once an individual has a contact record established in the System Affiliates may assign roles and login credentials to the individual Assigning a Role to an individual does not automatically create logon credentials Logon credentials must be established separately through the Contact Detail screen Effective Date 9 2011 Roles that may be assigned to users by an Affiliate Admin are Affiliate Admin Affiliate User and Student Dashboard LE Grants Scholarships Contacts Reports Logout Welcome Chris Womack Back Save Bob t Last name Boardmember Cell phone Email address cwomac
62. online scholarship applications and view personal scholarship history OVERVIEW OF SYSTEM FEATURES The Navigation Bar across the top of each screen contains navigational links for all screens that are accessible to the user A Role Selector Box at the far right of the Navigation Bar allows users to choose from any of the roles for which they have been assigned NOTE Most users will only be assigned one role The contents of the Navigation Bar and the color theme of the System will change depending on the role selected The main Dashboard like a home page is the first screen a user sees upon logging into the System Users with multiple roles are redirected to this page any time they select a different role from the Role Selector Box This helps avoid data entry errors The contents of this page also changes depending on the selected role Managed Affiliates can begin the scholarship review process from this screen The layout of this page may differ based on the user s role The Grants dashboard displays a year to date list of matching grant transactions relevant to the role selected in the Role Selector Box ASPSF Staff have access to enter new matching grant transactions Affiliate users only have access to review existing transactions The Scholarships dashboard displays a year to date list of scholarship activity ASPSF Staff have access to view general information about the number and value of scholarships disbursed by year affiliate and
63. ons of the scholarship application Each Section must be approved by an affiliate member This is done by clicking the Approve Section button located above each Section Each Section collapses as it is approved and the information is hidden until the Affiliate user clicks the View button above the Section The Affiliate user can collapse the Section again by clicking the Hide button Members may also un approve sections that were previously approved by clicking the Unapprove button next to a Section As each Section is approved the System logs the action as a new Note Affiliate users may also create custom Notes to log additional information and remarks about the student the scholarship application the student s interview performance etc These Note records become part of the application s record and are visible to fellow Affiliate users who share access to this information BECO Grants Scholarships Documents Contacts O b a Ques i SAA Other Que l General First Name Pope Last Name Student Gender Male Marital Status Single Race County Cross Mailing Address Address 1 45 Holy Cow Street City State Johnson Arkansas Figure 15 Scholarship Application Review screen Reports Logout Welcome Chris Womack Jefferson r Approve Section vr 4 p EE o a OG Once all Sections have been approved the scholarship application may then be approved or rejected A record of this decision is made
64. ple editing the terms of a Spring 2010 scholarship cycle to create a new Spring 2011 cycle will over write all of the application and award data tied to the Spring 2010 cycle The basic set of terms for a scholarship includes its title or name year semester deadline set award amount and county service area e Create anew Scholarship Cycle by clicking the Create New button on the Scholarship Dashboard see Fig 21 e The title should be something like Spring 2011 etc e The Term is the semester in which awards will be applied e Custom questions are enabled or disabled for each individual scholarship The questions themselves are created through the Application Settings screen e Default text along with custom Welcome text appears on the first section of the online application e Click the Save button to record the scholarship cycle DECOLLO Affiliate Grants Scholarships Contacts Reports Logout Welcome Chris Womack el A Set Award Amount to 0 zero if the scholarship award values need to vary Counties Newton Custom Questions C salary Select any custom questions you d like to appear on the application Welcome Text r Y This will displayed on the first page that applicants see when starting an application Back Figure 23 Managed Affiliates Create New Scholarship Cycle Screen SCHOLARSHIP DETAIL DASHBOARD The Scholarship Detail dashboard shows a list of students who submi
65. prevent the former board member from accessing sensitive Affiliate records but will still allow the person to log into his her Student account and review personal scholarship history Effective Date 9 2011 REPORTS The Reports Dashboard offers users a way to generate custom lists of information and aggregate reports The types of information and the level of detail accessible to the user is determined by the privileges and roles assigned to the user account These generated reports may be viewed on the screen copied and pasted into external documents printed saved as a PDF document or exported into a spreadsheet for further manipulation DERCE Grants Scholarships Documents Contacts Reports Logout Welcome Jane Managed Pope Yell x Generate Report Student Social Security Number Full Student Social Security Number Last 4 Student Mailing Address Student Residential Address pe Student of Children Student Marital status Degree Program School Name Figure 28 Affiliate users Reports Dashboard From Year Thru Year The year dates range from the year in which the first records were recorded in the System through to the present date Terms Terms refers to semesters The available list of Terms is relevant to the service area selected in the Role Selector field Spring Summer and Fall is relevant to the entire ASPSF network while a specific affiliate may only list Spring and Fall terms
66. r Last Semester This Semester and Next Semester Terms This section collects applicants agreement to the terms of scholarship support and their response to whether or not they grant SPSF permission to use personal information in promotional activities Supporting Documentation This section enables students to upload electronic copies of the supporting documents required by the Affiliate Affiliates customize a list of the documents they will accept This list appears as options in a document Type field on the application For each electronic document a student uploads they must categorize it using one of the document Type options Affiliates choose whether or not to require students to upload electronic forms of supporting documents If it is possible for the Affiliate to scan hard copies of documents they may upload them on behalf of a student This can be done after the application has entered the Review phase by using the upload tool in the Documentation section of the student s application Student documentation is not a required part of the online scholarship application This tool is designed only for the convenience of Affiliates and it is each Affiliate s prerogative to utilize this tool Custom questions Additional questions may be created by Affiliates using the Create New button They may be edited or deleted by clicking the adjacent Edit or Delete links Custom questions have a default response type of fre
67. rganization if applicable Official contact information is the information that remains consistent regardless of turnover in leadership CONTACTS All Home Office and Affiliate users have access to a Contacts Dashboard The records displayed are only those relevant to the service area chosen from the Role Selector Box Dashboard Grants Scholarships Affliates Contacts Reports Logout Welcome Susie Fieldrep Home Office x Bob Boardmember IT Eat Chris Womack cwomack aspsf or Edit Cory Glanotn Edit Susie Fieldrep Edit Showing 1 to 4 of 4 entries First Previous 1 Next Last Figure 9 the Contacts Dashboard Create New Use the Create New link to add new members to the service area indicated in the Role Selector box Review the list of Roles on pages 6 7 to select an appropriate Role for the new contact See Contact Detail Dashboard below to assign logon credentials to a new contact Email Addresses The email addresses displayed in the Email column of the Contact table are hyperlinked Email addresses appearing in the The Contacts Dashboard Email column of the table are hyperlinked Clicking any email link will replaces the ASPSF open a new email message window and the address clicked will requirement for affiliates appear in the To field of the new message This requires email to submit the Board of software to be pre installed on the user s computer and does not work Directors Information with web
68. rship application is designed to allow students to complete the various sections and questions in any order they choose Prior to closing an incomplete application students must click the Next or Save button to save their progress Applications that have not been completed or submitted appear with a Draft status on the My Applications screen As long as the scholarship deadline has not expired applications with Draft status can be re opened at a later time for the student to finish and submit Incomplete applications cannot be submitted Student Profile This is a default section and appears on all scholarship applications created in the Scholarship Management System The applicant records their basic personal information in this section name contact information and demographic information The options available in the county selector field are only those that correspond to the Affiliate s service area 5 H ARKANSAS SINGLE PARENT SCHOLARSHIP FUND Profile Home Applications Awards Welcome Firstname Lastname The county chosen Pope Student Date of birth MM DD YYYY Gender 1968 11 18 Male determines which Mailing Address affiliate receives the y City State Zip d 7a which affiliate the rare 45 Holy Cow Street student record is oe ge assigned income Phone cell Phone work Phone home Other 479 531 8143 a Email Supporting Documentation nope
69. s The first step in automating the scholarship cycle in the Scholarship Management System is to create an online application form An application design tool is available through the Scholarship Dashboard via the Settings button The System only allows one application form to be designed per Affiliate This form will be used for all scholarship cycles Dashboard Affiliate Grants Scholarships Contacts Reports Logout Welcome Chris Womack Create New 7 Welcome V Dependents Question Text Section auction Financi Say income Eat1 Die Financial Aid Expenses Income Other Terms Supporting Documentation Figure 22 Application Settings screen Each check box under the Enable Disable section is tied to each basic section of a scholarship application form A checked field indicates the section will be included in the online form while un checked sections will be excluded from the form A set of pre designed questions have been built into each section This set of questions was developed based on an extensive review of more than fifty actual Affiliate applications Default questions may not be edited An unlimited number of custom questions may be created and included in each section Each section of the application is briefly described below Welcome This section is the initial screen like a home page of the student s application It displays the Welcome text entered as part of the settings of each scholarship cycle
70. s its own search field which can be used to search any content displayed in the respective table Searchable content include record data as well as any links displayed in the table Column headers and other table labels are excluded Results are dynamically generated as the user types characters in the search field The search function does not allow the use of operators like AND NOT or OR 6 Manage notes The Notes table displays all existing notes relevant to the Affiliate Notes may be created by ASPSF staff or an Affiliate member Notes such as those created during the scholarship review process will not appear in this table Notes are visible to all of the affiliate s members 7 View important electronic documents The Documents table is intended to be used as a repository for the Affiliate s important and permanent organizational documents such as the Affiliate Agreement Bylaws etc that are not of a personal or private nature Any electronic document can be uploaded or downloaded from this table by Affiliate members or ASPSF staff Supporting documents for matching grant requests should not be stored in this table and should be submitted to ASPSF via email mail or fax Supporting documents related to a specific student that are of a private or personal nature should be managed from within a specific scholarship application 8 Affiliate Details This area captures the official contact information for the affiliate o
71. sandonigbennionl ce Review amp Submit Figure 32 Example Scholarship Application record What county do you live in Jefferson Dependents Section Applicants use this section to record information about any individuals who depend on the applicant for financial support children or adults relatives or not Education Section Applicants use this section to record information about their education history and current enrollment Effective Date 9 2011 Employment Section Applicants use this section to record information about their current and past employment their health insurance coverage and community service or volunteer activities Financial Aid Section Applicants use this section to record information about any financial aid they receive toward their education as well as their SPSF history The latter is useful in case the applicant was previously served by a Non managed Affiliate Expenses Section Applicants use this section to record information about their household expenses Three values must be recorded for each expense item last semester this semester and next semester Income Section Applicants use this section to record information about their household income Three values must be recorded for each income item last semester this semester and next semester Supporting Documentation Section Applicants use this section to upload electronic files that contain information to support the scholarsh
72. son is responsible for assigning and managing Affiliate Administrator roles and ensuring they are adequately trained in the use of the System e Affiliate Administrator responsible for the overall monitoring and security of an affiliate s records that are managed in the System This role is meant to be assigned to one or two members within each Affiliate Administrators establish or revoke user access to the affiliate s records They also ensure that all users are adequately trained in the use of the System Administrators are assigned all access privileges to the records of their respective Affiliates by default e Affiliate User a general role given to an Affiliate member who needs access to an Affiliate s records for data entry and reporting purposes This role is by far the most common type of user in the SMS e Field Representative a role granted to certain ASPSF staff who need access to specific Affiliate records e ASPSF Staff User a role granted to ASPSF staff with the privilege to access aggregate data of all affiliates record matching grant records and view specific scholarship records excluding those that are personally identifiable e ASPSF Board Member User a role granted to state ASPSF board members to access aggregate data only e Student a role that is automatically assigned to anyone who registers through the Student portal Student users can view and manage their own personal profile submit
73. sort that column Either an up arrow or down arrow A or W will appear in a column header that has been sorted SCHOLARSHIPS The Scholarship Dashboard provides a set of tools for Affiliates to use to create new scholarship opportunities configure an online scholarship application form and manage all scholarship activity This Dashboard is only accessible to Managed Affiliates Dashboard Affiliate Grants Scholarships Contacts Reports Logout Welcome Chris Womack we Create New Settings Show 10 entries Scholarship Name Fall 2011 FT Aug 5 2011 Edit Detail Fall 2011 PT Aug 5 2011 Edit Detail Spring 2011 FT i June 3 2011 Edit Detail Spring 2011 PT i June 3 2011 Edit Detail Summer 2011 July 29 2011 Edit Detail First Previous 1 Next Last Figure 21 Affiliate users Scholarships Dashboard The Scholarship Dashboard displays a list of all scholarship cycles managed by the Affiliate A cycle refers to the period of time in which the scholarship is offered Effective Date 9 2011 In Figure 21 above all records associated with the 556 applicants who were awarded 111 200 are all associated with the scholarship cycle titled Spring 2011 Click the Detail link next to the cycle to see a list of all students who applied during this cycle Users who have access to private student data may also drill down Managing scholarship activity through the Scholarship Dashboard replaces the ASPSF requ
74. student s history up to the date the re assignment occurred Former Affiliates always have limited access to the student s future data except the student s new scholarship award and disbursement records This assists the former Affiliate with student follow up The new Affiliate has access to the student s prior scholarship activity such as dates of application and award but they do not have access to the prior award and disbursement records CHANGE PASSWORD REQUEST To reset a password the Database Administrator or Affiliate Administrator should first verify with the user that the email stored in his her user profile Contact record is correct This email address is used by the password reset function to send a unique reset link to the user via email This link is only valid for 24 hours at which time it will expire If the user does not Only the Database Administrator and Affiliate Administrators have the privilege to reset user passwords and deactivate user accounts Affiliate Administrators who aren t able to login to the System must request a password reset from the Database Administrator Read about Technical Support on page 4 Affiliate users must request user accounts and password resets from the local Affiliate Administrator While students are able to create their own user accounts and change their own passwords they can also request a password resets from the Affiliate Administrator click the link within th
75. t The Alerts table displays all existing Alerts corresponding to the user s currently selected role New Alerts appear in bold type with shaded table cells and have a status of New Click the View link next to any message to open the message Once an Alert has been opened by any one user from the same service area the message status changes to Read and the message is set to automatically expire after 14 days MAIN DASHBOARD FOR NON MANAGED AFFILIATES This section pertains only to Affiliates that use the Scholarship Management System to report required information to ASPSF This screen has been designed to allow users to quickly review the Affiliate s profile and update information It is designed exactly like the Affiliate Dashboard that is available to Managed Affiliates Dashboard Grants Contacts Reports Forms Logout Welcome Chris Womack Benton TT Scholarships Matching Grants Not Enabled YTD Amount Raised 0 00 Data in this panel is for current Calendar j Year YTD Match Match Max 0 00 0 00 Match Remaining 0 00 7 coma Show 10 v entries Search a4 Email A Name a Address a Roles e Phone s c No data available in table Showing 0 to 0 of 0 entries First Previous Next Last Grants Show 10 entries Search Type a Requested By A Status A Amount Raised s Match aga No data available in table Showing 0 to 0 of O entries First Previous Next Last Figure 16
76. the assigned Affiliate s the New Applications table on the Main Dashboard New applications that haven t been opened by an Affiliate user will be visible to the student through his her profile and appear with a status of Submitted Affiliate users may begin reviewing a scholarship application by clicking the Review link next to it in the New Application table One or more Affiliate users may open and review a single application Reviews may be done collaboratively or independently either incrementally over time or during a single session Once a scholarship application is under review the student will see the application status updated to Under Review On the main Dashboard the scholarship record will disappear from the New Applications table and appear in the Applications in Review table If the review process is not complete before the user s session ends the same or another fellow member can finish reviewing the application later by clicking the Continue Review link next to the application in the Applications in Review table Once the review is complete and a decision is recorded to either approve or deny the application the application record disappears from the main Dashboard The application still appears on the Scholarships dashboard and in the student s Contact Detail record The Application Review window see Fig 15 is a visual copy of the student s online scholarship application separated into the various secti
77. tion to a regular scholarship typically in recognition of the student s merit or academic achievement Example a graduation bonus County for the purpose of ASPSF a geographical service area in Arkansas or Texas that is assigned to one and only one SPSF affiliate In the Scholarship Management System scholarship and matching grant records are owned by counties Dashboard a screen or window within the Scholarship Management System that provides a related set of tools or displays a collection of related data Managed Affiliate a category describing an SPSF affiliate that has elected to input and manage almost all aspects of its scholarship or program activity using the Scholarship Management System Non Managed Affiliate a category describing an SPSF Affiliate that has elected to withdraw from using the Scholarship Management System other than to submit periodic aggregate reports and other required information to ASPSF Privilege a type of access granted to a user role that is dependent on the type and scope of the role An example is a user s ability to access a student s personal information Query A set of criteria selected by a user from the Reports Dashboard of the Scholarship Management System which is used to retrieve data and generate a desired report Record In the context of the Scholarship Management System a group of fields that contain specific data describing or related to an Affiliate S
78. tivity of Non managed Affiliates Dashboard Grants Scholarships Affiiates Contacts Reports Logout Welcome Chris Womack Home Office Te Click the Detail link next to any Affiliate Awarded Disbursed scholarship record Anew table will appear displaying a specific breakdown Figure 5 Home Office user s Scholarship Dashboard Users who have affiliate privileges have access to view more detailed information about each scholarship record by clicking the Detail link next to a record in the second detail table AFFILIATES DASHBOARD The Affiliate Dashboard is only accessible to Home Office users and displays a current list of ASPSF affiliates Clicking the Details link next to an Affiliate record opens the Affiliate s profile The profile window displays all of the Affiliate s activity and program information Effective Date 9 2011 BELIES Grants Scholarships Affiiates Contacts Reports Logout Welcome Lucy Fieldrep ONS SOUT Details Northwest Arkansas Details Pope Yell Details irst Previous 1 Nex Last Figure 6 Home Office users Affiliate Dashboard 1 Using the Search field Searchable content includes affiliate names as well as any links displayed in the table Column headers and other table labels are excluded Results are dynamically generated as the user types characters in the search field The search function does not allow the use of operators like AND NOT or OR 2 Sorting t
79. tted applications during a specific scholarship cycle along with the submission date and award status It also displays aggregate statistics about the cycle Effective Date 9 2011 BEROES Grants Scholarships Documents Contacts Reports Logout Welcome Susie Fieldrep Pope Yell Name Spring 2011 Pope Applications 557 Year 2011 Yell Awarded 557 Term Pope Yell Spring Total Amount Awarded 111400 00 Student Name Date Submitted Clare Pennington May 10 2011 Keefe Howe May 10 2011 Kirby Sanford May 10 2011 Madeline Buckley May 10 2011 Marcia Hayden May 10 2011 Rhiannon Wilkerson May 10 2011 Figure 24 Scholarship Detail dashboard Sorting All columns of the Scholarship Detail table may be sorted in ascending or descending order Only one column may be sorted at a time Click anywhere in the column header to sort that column Either an up arrow or down arrow A or V will appear in a column header that has been sorted Searching Searchable content includes affiliate names as well as any links displayed in the table Column headers and other table labels are excluded Results are dynamically generated as the user types characters in the search field The search function does not allow the use of operators like AND NOT or OR Exporting or Printing Scholarship Detail The list of records displayed on the Scholarship Detail dashboard may be printed or exported by clicking one of the icons above the top right
80. ual follow up information Students may access the Scholarship Management System in one of two ways e Clicking a valid scholarship application link posted on the ASPSF website or other website e Browsing to http manage aspsf org students login When logged in the user s name as it appears in the user s profile record is displayed in the upper right area of the screen Welcome Jane Doe REGISTERING FOR A NEW STUDENT ACCOUNT Prospective applicants may apply online for the Single Parent Scholarship using the Scholarship Management System provided their local Affiliate manages its scholarships through the System Student User accounts are managed more dynamically because they can be created by anyone and they can be reassigned to different Affiliates based on the student s application submissions At the login screen new students can register for an account by clicking the Register Here link located below the password field Once all fields have been filled in click the Register button Duplicate Student Profiles If an existing Student User attempts to register for a new account the System attempts to match the registration information against all existing student profiles Depending on the information provided the user account will be accepted or rejected e Anew account is created if the social security number provided in the new registration does not match any existing user profile e Anew account is created if the soci
81. utputs Managed Affiliates must enter disbursement transactions for each scholarship recipient Managed Affiliates that use the Scholarship 1 From the Student Contact dashboard search for the Disbursement tool to awardee s name and click the Edit link next to the manage award contact record disbursements are not 2 Inthe Fund Disbursements section Click the New required submit Scholarship Disbursement link to create a new disbursement Award Reports each transaction semester The disbursement 3 Record the disbursement details then click the Create record should be reconciled button Type is the type of scholarship award to be disbursed Most awards are considered regular scholarships because they are a customary or base award amount Read in the Glossary about stipends and bonus awards periodically by the Affiliate Treasurer Amount is the actual dollar amount for which a scholarship check will be issued This may only be a portion of the scholarship award if the affiliate uses a reimbursement system or pays the scholarship in increments throughout the semester This records the disbursement transaction on the awardee s Contact Detail screen in the Fund Disbursements table The record of total disbursements maintained in the Scholarship Management System should match the Affiliate s income and expense statement and should be reconciled periodically by the SPSF Treasurer The disbursement amount is used by ASPSF t

User Manual - Arkansas Single Parent Scholarship Fund

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