Tracking Students Throughout
the Scholarship Season
Amy Ronnkvist & Callie Hartmann
February 23, 2017
Format for Webinar
• All phones will be muted
• If you have a question, please click the Q & A
button in the top right corner of your WebEx
screen. A text box will appear in the lower right
corner and you may type your question there.
Then select Amy Ronnkvist and click send.
• We will answer as many questions as possible
and follow up on any unanswered questions after
the webinar
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Agenda
We will address:
• How students match to scholarships
• Using reports to track students and email
• How to edit a stock report
• How to address incomplete applications after
scholarships have closed
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Why isn’t a Student Matching to A
Scholarship?
• Why aren’t my students matching to a
scholarship?
– Is the scholarship open and active?
– Did the student click search button for
scholarship?
– Does student meet all of the standard eligibility
restrictions you set-up?
– Does student meet all custom affiliate level or
scholarship level eligibility questions you set-up?
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Student Versus Applicant
• A student becomes an applicant once they
have searched and matched to at least one
scholarship within the current scholarship
season for your affiliate.
• There are reports for tracking both students
and applicants.
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Tracking Students During
Application Period
• This is a crucial part of making your season go
smoothly.
• You can run a stock report found in “Reports
In My Library” to see what a student’s status is
and send them emails to remind them.
• Also, make sure students are matching to and
applying for scholarships during the
application season.
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Helpful Stock Reports
–
Students: 2017 graduates with no matched scholarships
• This report will display all students graduating in 2017
that have not matched to any scholarships yet
–
Applicant Status: Applicants with unsubmitted
scholarships
• This report will identify all 2017 applicants who have
any unsubmitted scholarship applications
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Helpful Stock Reports
–
Applicant Status: Requested Info Status
• This report will display the status for Parental Consent,
Financial Information, Reference, and Transcript for all
2017 applicants
– Scholarship status: Scholarships with 0 (zero)
applicants
•
This report will identify all 2017 scholarships that have zero
matched applicants. If you have any scholarships with zero
applicants, you will want to review the standard
restrictions and custom eligibility questions for those
scholarships.
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How to Edit a Stock Report
A. Run the Report
B. Click Copy Report in top, left corner to copy
into “My Saved Reports”
C. Edit Report; Number 2 “Fields” and Number
3 “Filters” are the most common changes
D. Save Report; Edit Title and description and
click “Overwrite Previous Report”
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Emailing Students From ChapterNet
• If you run a report for students or applicants that
has an email field, you will see the option to
either “Email” or “Email and Track Students”
• When you use this feature, the email goes to ALL
students/applicants listed on the report.
• Note that any replies to the email will go to the
email address of the person who is signed into
ChapterNet.
• You can view emails that have gone out under
Sent Emails.
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Addressing Incomplete
Applications
Considerations
• What is your affiliate policy or practice around
students who don’t finish the application
process?
• Did you clearly communicate to the student
what was required via instructions and/or
training?
• Did you send reminders to students?
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Considerations
• If students were given clear guidelines, then it
is perfectly acceptable to disqualify them from
any or all scholarship pools.
• Remember that as students move into their
post-secondary education, deadlines and
following instructions will be a key part of
their success.
• The bottom line is you must have a practice
that is fair to all students.
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Pulling Students into a Scholarship Pool
• Verify Eligibility Button
– Will only show if your scholarship has NO
customizations
• Submit All Apps Button
– Will only show if your scholarship has NO
customizations
• Submit App Button
– Will only show for applicants that are eligible to
be submitted
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Common Issues After Scholarships Close
A student did not submit to any scholarships in a season;
thus they aren’t listed under applicants
• Options:
– Disqualify them from all scholarships since student
didn’t finish the process.
– Affiliate can submit student to a scholarship pool after
the fact as long as the scholarship did not have any
custom eligibility questions, custom questions or
additional references. This is done by first clicking
“verify eligibility” and then submitting for the student.
SCHOLARSHIPAMERICA.ORG
Common Issues After Scholarships Close
An applicant did not click the Apply Button for all
scholarships
• Options:
– Remove them from the scholarship pool for which
they did not apply and they won’t be in
consideration.
– Affiliate can submit a student into a scholarship
pool after the fact as long as the scholarship did
not have any custom eligibility, custom questions
or additional references.
SCHOLARSHIPAMERICA.ORG
Common Issues After Scholarships Close
Applicants did not complete all parts of the profile and
scholarship requirements before they clicked “Apply” and
scholarship is now closed.
• Options:
– Allow applicant to stay in pool, but they will receive
zero points when scored for parts they didn’t
complete
– Remove incomplete applications from the scholarship
pool
– Give students a final chance to complete the missing
part by extending your deadline for all students; make
sure students know what they have to do
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Common Issues After Scholarships Close
Scholarship has customizations and you need to
pull students into a scholarship pool.
• Options:
– You can re-open the scholarship to give all
students more time to complete the application
process.
– Or as an absolute last resort, you can bypass the
customizations on the awards review page IF the
student is already an applicant for another
scholarship pool**
SCHOLARSHIPAMERICA.ORG
Common Issues After Scholarships Close
Affiliate has an additional scholarship or a scholarship that
wasn’t active or open during the application process.
• Options:
– If the scholarship has no customizations, you can pull
applicants into the pool based on standard eligibility
restrictions using verify eligibility button. Then you
can click the Submit App button for the applicants.
– Set-up scholarship and then email students to let
them know an additional scholarship is available and
the deadline. This is what you will need to do if the
scholarship has customizations.
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Questions
Affiliate Resource Center
• Contains a range of resources and trainings to
assist you throughout the scholarship season.
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Always Remember
To contact our Support Team
Call 877-900-8201, click grey support button or email:
[email protected]
Questions are answered:
Monday to Friday from 8am to 5pm.
*In Feb, March and April , the fastest way to get assistance
is to click the grey support button
You can even schedule a custom webinar
training designed just for your affiliate!
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