Award Management

Historical reference only — none of this is reachable

Financial aid is administered in a different system and this module is deliberately closed. The navigation paths below (Admin → Financial Aid → …) do not exist: there are no financial-aid screens, and the underlying API returns 403 to every caller because the permission nodes it is gated on were deleted.

This page is retained to describe what the retained financialaid schema holds, not as a set of instructions. See the overview for exactly how the module is held shut.

Configure award types and manage individual student awards.

Award Types

Award types are the foundation of the financial aid module. They define the categories of aid your institution offers and control how awards are tracked and reported.

Viewing Award Types

There is no Financial Aid menu group and no award-type screen — the steps below describe an interface that no longer exists. They are kept only to document the shape of the retained data.

Creating an Award Type

1. Click Add Award Type
2. Complete the form:

Field	Description	Required
Name	Display name (e.g., "Presidential Scholarship")	Yes
Code	Short unique identifier (e.g., PRES_SCHOL)	Yes
Category	Scholarship, Grant, Loan, or Work-Study	Yes
Funding Source	Federal, State, Institutional, or External	Yes
Description	Eligibility criteria and terms	No
Is Active	Whether this type is available for new awards	Yes

Editing an Award Type

1. Click on an award type from the list
2. Modify the desired fields
3. Click Save

WARNING

Changing an award type's category or funding source affects reporting for all existing awards of that type. Review the impact before making changes.

Deactivating an Award Type

To prevent new awards from being created with a given type, set Is Active to false. Existing awards already using the type are not affected.

Student Awards

Student awards are individual aid allocations that link a student, an award type, and a term with a specific dollar amount.

Creating a Student Award

1. Navigate to the student's record
2. Go to the Financial Aid tab
3. Click Add Award
4. Complete the form:

Field	Description	Required
Award Type	Select from configured award types	Yes
Term	Academic term the award applies to	Yes
Amount	Dollar amount of the award	Yes
Notes	Internal notes about the award	No

5. Click Save to create the award in Created status

Award Statuses

Status	Description
Created	Award entered but not yet submitted for review
Pending Approval	Submitted and awaiting review by a financial aid officer
Approved	Confirmed and eligible for disbursement
Denied	Not approved; a reason should be recorded
Disbursed	Funds applied to the student's billing account

Approval Workflow

The approval process ensures financial aid awards are reviewed before being finalized:

1. Submit for Approval - The creator submits the award for review
2. Review - A financial aid officer reviews the award details, student eligibility, and available funds
3. Approve or Deny - The reviewer approves the award (moving it toward disbursement) or denies it with a stated reason

Editing an Award

Awards in Created or Pending Approval status can be edited. Once an award is Approved or Disbursed, it cannot be modified directly. To correct a disbursed award, create an adjustment.

Viewing Award History

Each student's financial aid tab displays all current and past awards with their statuses, amounts, and associated terms. Use the term filter to view awards for a specific period.

Best Practices

• Standardize naming - Use consistent names and codes for award types so they are easy to find and report on
• Review before approving - Verify student eligibility and remaining fund balances before approving awards
• Document denials - Always record the reason when denying an award for audit trail purposes
• Deactivate rather than delete - When an award type is no longer offered, deactivate it instead of deleting it to preserve historical records