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Scholarship and Financial Aid

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Entering Scholarship and Financial Aid Information

Scholarship information is kept in the Student, Transactions, and Events section of a student record.

Scholarship data should only be entered for graduating seniors who receive scholarships and/or financial aid. It is imperative that ALL scholarships/financial aid awarded are entered into ASPEN. This includes both scholarships that were offered and scholarships that have been accepted.

To Add New Student Scholarship Information
  1. Click the Student top tab.
  2. Search for the student by using Ctrl+F or Ctrl-I and typing in the name, or using the page pull-down list.Scholarship information
  3. Select the student by clicking the check box next to the student name.
  4. Click on the Transaction side tab then click on Events.
  5. From the Options menu click onAdd
  6. In the upper right hand corner of the screen, click on the drop down menu for the templates list.
  7. Click on Scholarship Information.
  8. Enter the following information.
    Scholarship Information

    a) Enter the Event Date. Event dates should be included in each student record report. The event data is the date you are entering in the student post-secondary plan information.
    b) Select Scholarship for the Event type. In the event type field you will see a drop down menu from which you will select Scholarship. Enter each scholarship/financial aid award as a separate event. Once you have entered a scholarship award, check the box ‘ACCEPTED’ to indicate if a student actually accepted the scholarship/financial aid award.
    c) Enter the School Year. Enter the school year the post-secondary data pertains to.
    d) Enter the appropriate Scholarship Type. The following information clarifies categories of scholarships/financial aid awards and methods for determining monetary figures. Please use the main source of the award in determining which categories the award fits into.
  1. Local Scholarships/Grants: are defined as scholarships or other forms of financial assistance awarded to students by an organization established at the local installation or community level.
  2. State or Institutional Scholarships: Any form of scholarship awarded by a specific institution or by a state for the specific purpose of attending a state institution.
  3. Military Academy Appointments: The value to be used in reporting an appointment to any of the service academies (including U.S. Merchant Marine) is $300,000 for the entire 4 years.
  4. ROTC: The value used in reporting a ROTC scholarship award for 4 years is $80,000 unless another amount is known. Scholarships are generally full tuition and mandatory fees, plus a stipend. Please note any ROTC award of less than 4 years would have an adjusted amount to the number of years offered.
  5. Special Scholarships: Special Scholarships consist of any scholarship given as a result of demonstrated skill for a specific purpose, i.e. music, art, athletic OR any financial aid award given to a student based on the students’ interest, ability, descent or relationship, (i.e., Daughters of the Cincinnati, ethnic scholarships or religious scholarships.)
  6. GI Bill: Any entitlement transferred to a student from a parent’s GI Bill. This would include cost of tuition, room/board and $1000 for books.
  7. Vocational Education Scholarships: Financial aid awarded by a state or institution to pursue a specific curriculum or vocational program.
  8. Financial Aid/Grants: Loans, grants, work-study, fellowships, awarded by the government or specific institution. Local awards should be reported in the local scholarships/grants category.
  9. National Merit Scholarships: The National Merit Scholarships are awarded based on students’ scores from the PSAT/NMSQT. There are different types and amounts to these awards starting at $2,500. Please include National Merit Commendable Awards.
  10. Other Scholarships: Any other scholarships that included in the categories above should be indicated in this space.

e) Enter the State.

f) Enter the Scholarship Amount. Scholarship amounts should ONLY entered as whole numbers. In the event a student has received a four year scholarship, or is receiving a scholarship over multiple years, the amount entered is the amount of the award multiplied by the number of years of aid/scholarship.

Incorrect: the student received a scholarship of 12,000 for 4 years; received a full scholarship

Correct: 48000

Enter each scholarship a student has received into ASPEN separately. ALL financial aid/scholarships a student receives should be entered into ASPEN even if students are not going to accept the monies. In other words, if a student receives three different scholarships from three different colleges, then include all dollar amounts each student. In your data entry make sure to indicate which scholarship a student has decided to accept by checking the accepted box.

g) Select the checkbox if the scholarship was Accepted. Once you have entered a scholarship award, check the box ‘ACCEPTED’ to indicate if a student actually accepted the scholarship/financial aid award. If a student has NOT ACCEPTED the scholarship/financial aid award, DO NOT click the ‘ACCEPTED’ box.

h) Enter the Organization Awarding. indicate the name of the organization that provided the student with the scholarship or aid. If the award is a financial aid award/grant enter the school name or the actual grantee.

i) Enter the Type of School Grant or Financial Aid Awarded. indicate the type of aid provided (e.g. Pell grant, student loan, work study etc.).

j) Enter any comments in the Comment field. If ‘Other’ has been marked in the scholarship type section, indicate the type of award and the name of the organization providing the award. If ‘Other’ was not indicated as a scholarship type, use this section to make any other comments you feel pertains to scholarship/financial aid awards for this student.

9. Click Save. Once this information is entered click ‘Save’. This information may be changed if necessary in the ASPEN system by following the steps above.

To Update Scholarship Information
  1. Click the Student top tab.
  2. Search for the student by using Ctrl+F or Ctrl-I and typing in the name, or using the page pull-down list.
  3. Select the student by clicking the check box next to the student name.
  4. Click on the Transaction side tab then click on Events.
  5. Select the Scholarship item you want to edit.
  6. Update the appropriate information.
  7. Click Save.
To Print Scholarship Information for One Student
  1. Click the Student top tab.
  2. Search for the student by using Ctrl+F or Ctrl-I and typing in the name, or using the page pull-down list.
  3. Select the student by clicking the check box next to the student name.
  4. Click on the Transactions side tab then click on Events.
  5. Click the Field Set icon and select HQ-Scholarship info.
  6. Click the checkbox next to each Scholarship entry.
  7. Go to the Options menu and click Show Selected.
  8. Only the Scholarship data will appear.
  9. Click the Print icon and select your format.print_icon

    Entering Scholarship information
To Print Scholarship Information for All Students
  1. Click the Global top tab.
  2. Click the Student side tab.
  3. Select Student Event Tracking from the list.
  4. Go to the Field Set icon and select Scholarship Information.
  5. Go to the Filter icon and select HQ-Student Event/Date On-After=?
  6. A pop-up window will appear.

    Search criteria
  7. For Event type select Scholarship.
  8. For Event date enter any date before the data was entered
  9. Click Submit.
  10. A list of students with Scholarship data will appear.
  11. Click the Print icon and select you format. print_icon