student notice of awards version 2.0 online application process the university of texas at el paso

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Student Notice of Student Notice of Awards Awards Version 2.0 Version 2.0 Online Application Online Application Process Process The University of Texas at El Paso

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Page 1: Student Notice of Awards Version 2.0 Online Application Process The University of Texas at El Paso

Student Notice of Awards Student Notice of Awards Version 2.0 Version 2.0

Online Application ProcessOnline Application Process

The University of Texas at El Paso

Page 2: Student Notice of Awards Version 2.0 Online Application Process The University of Texas at El Paso

Objectives ~Objectives ~

Simplify the processSimplify the process Automate eligibility verificationAutomate eligibility verification Automate notification processAutomate notification process Refine areas that have caused issuesRefine areas that have caused issues Ongoing Project Ongoing Project

Result: Result: Eliminate steps from current approval routing Eliminate steps from current approval routing

process.process.

Page 3: Student Notice of Awards Version 2.0 Online Application Process The University of Texas at El Paso

Online Form ~Online Form ~ Document creator is tracked through system log-in to Document creator is tracked through system log-in to MyUTEP.edu MyUTEP.edu

Portal SNOA IconPortal SNOA Icon. . Contact Information for the document creator:Contact Information for the document creator:

~ ~ This will be automatically populated from information tracked This will be automatically populated from information tracked through your log-inthrough your log-in

Upon completion, the form will be automatically forwarded for Upon completion, the form will be automatically forwarded for approvals through the proper authorization chain.approvals through the proper authorization chain.

Email notifications will be automatically sent throughout the process Email notifications will be automatically sent throughout the process to the persons specified in the approval authority.to the persons specified in the approval authority.

Page 4: Student Notice of Awards Version 2.0 Online Application Process The University of Texas at El Paso

Online Form ~Online Form ~

Available on the UTEP portal by accessing My Available on the UTEP portal by accessing My UTEPUTEP

Step by step guide for the Installation of the Step by step guide for the Installation of the SNOA Icon can be Provide by Special Projects SNOA Icon can be Provide by Special Projects Accounting in Financial ServicesAccounting in Financial Services

Steps:Steps:1. Open Internet Explorer1. Open Internet Explorer

2. Go to 2. Go to http://www.utep.edu/http://www.utep.edu/ 3. Click on3. Click on 4. Go to Faculty/Staff tab & Log In4. Go to Faculty/Staff tab & Log In

Page 5: Student Notice of Awards Version 2.0 Online Application Process The University of Texas at El Paso

Once you’ve logged into My UTEP, you will Once you’ve logged into My UTEP, you will click on the setup for the on line form from click on the setup for the on line form from My UTEP.edu see the following homepageMy UTEP.edu see the following homepage

Page 6: Student Notice of Awards Version 2.0 Online Application Process The University of Texas at El Paso

Online Form ~Online Form ~~ ~ After clicking the new link to the formAfter clicking the new link to the form

~ You will see the following entry screen:~ You will see the following entry screen:

Page 7: Student Notice of Awards Version 2.0 Online Application Process The University of Texas at El Paso

Line-by-Line Instructions ~Line-by-Line Instructions ~

Student Information:Student Information:

Enter the Student’s ID Number Enter the Student’s ID Number Make sure that the Student’s name and ID Make sure that the Student’s name and ID

number match. number match.

~ The other fields related to a student’s record will ~ The other fields related to a student’s record will automatically populateautomatically populate

Note: The student data is pulled from Banner and refreshed Note: The student data is pulled from Banner and refreshed nightly for up to date informationnightly for up to date information

Page 8: Student Notice of Awards Version 2.0 Online Application Process The University of Texas at El Paso

Line-by-Line Instructions ~Line-by-Line Instructions ~

Award Information:Award Information:

Choose each of the following, using the drop Choose each of the following, using the drop down boxes down boxes

1) Award Type1) Award Type

2) Aid Year2) Aid Year

3) Semester3) Semester

Page 9: Student Notice of Awards Version 2.0 Online Application Process The University of Texas at El Paso
Page 10: Student Notice of Awards Version 2.0 Online Application Process The University of Texas at El Paso
Page 11: Student Notice of Awards Version 2.0 Online Application Process The University of Texas at El Paso
Page 12: Student Notice of Awards Version 2.0 Online Application Process The University of Texas at El Paso

Line-by-Line Instructions ~Line-by-Line Instructions ~ Award Information (cont.):Award Information (cont.):

Type in the Type in the Total AwardTotal Award amount amount

Type in the appropriate Type in the appropriate AccountAccount

Click on either Click on either Multiple DisbursementsMultiple Disbursements or or Lump SumLump Sum

If you choose the If you choose the Multiple DisbursementsMultiple Disbursements you will see: you will see: Multiple DisbursementsMultiple Disbursements

The system will pre-populate the payment amounts for both fields. The system will pre-populate the payment amounts for both fields. Total Award amount divided by 2. 1Total Award amount divided by 2. 1stst and 2 and 2ndnd payment amounts payment amounts will be rounded up and then rounded down accordingly.will be rounded up and then rounded down accordingly.

Page 13: Student Notice of Awards Version 2.0 Online Application Process The University of Texas at El Paso

Line-by-Line Instructions cont. ~Line-by-Line Instructions cont. ~

Supervising Professor Information/ Account Supervising Professor Information/ Account Signatory:Signatory:

Enter the Enter the Name Name

- OR –- OR –

Use the drop down box to find the Use the drop down box to find the Name Name and click and click on it on it

~ ~ If known, the project experience can be entered by the If known, the project experience can be entered by the Creator or by the Professor upon their approvalCreator or by the Professor upon their approval

Page 14: Student Notice of Awards Version 2.0 Online Application Process The University of Texas at El Paso

In this example I used my Director, but you’ll use your In this example I used my Director, but you’ll use your Supervising Professor, and add the experience description, if Supervising Professor, and add the experience description, if

knownknown

Page 15: Student Notice of Awards Version 2.0 Online Application Process The University of Texas at El Paso

Click the Click the Submit Button !Submit Button !

Page 16: Student Notice of Awards Version 2.0 Online Application Process The University of Texas at El Paso

Email Notifications ~Email Notifications ~

Email notifications will automatically Email notifications will automatically generate when document is submitted:generate when document is submitted:

To the Creator to confirm the creationTo the Creator to confirm the creation To the Supervising Professor To the Supervising Professor

To request approval for the award.To request approval for the award. To Notify the Professor that the system rejected To Notify the Professor that the system rejected

the award because it did not meet the initial the award because it did not meet the initial requirements requirements

Page 17: Student Notice of Awards Version 2.0 Online Application Process The University of Texas at El Paso

Email Notifications ~Email Notifications ~

Email Sent To The Creator:Email Sent To The Creator:

1) Email is received when the document is created and 1) Email is received when the document is created and submittedsubmitted

When the document is routed to the When the document is routed to the Supervising Professor for approvalSupervising Professor for approval

Or when the document is automatically Or when the document is automatically REJECTED by the system due to the student REJECTED by the system due to the student not meeting basic requirements. not meeting basic requirements.

Grade Point AverageGrade Point Average Enrollment RequirementEnrollment Requirement

Page 18: Student Notice of Awards Version 2.0 Online Application Process The University of Texas at El Paso

Email Notifications ~Email Notifications ~

Email is sent to the Creator:Email is sent to the Creator:

2) When the documents is forwarded through the 2) When the documents is forwarded through the approval routing after the Supervising Professor approval routing after the Supervising Professor approves the awardapproves the award

~ This email will tell you that it has been approved and ~ This email will tell you that it has been approved and routed to Financial Aid and/or ORSP and or The routed to Financial Aid and/or ORSP and or The Graduate School and is pending final approvalGraduate School and is pending final approval

~ After this point, you should contact your CAO for ~ After this point, you should contact your CAO for questions on the award or its statusquestions on the award or its status

Page 19: Student Notice of Awards Version 2.0 Online Application Process The University of Texas at El Paso

Email Notifications ~Email Notifications ~

Email is sent to the Supervising Professor:Email is sent to the Supervising Professor:

1)1) Is received when award request has been submitted Is received when award request has been submitted and is awaiting their approvaland is awaiting their approval

2)2) Is received if award is automatically REJECTED by Is received if award is automatically REJECTED by the system due to the student not meeting basic the system due to the student not meeting basic requirements, such as:requirements, such as:

Grade Point AverageGrade Point Average Enrollment RequirementEnrollment Requirement

3) Upon receipt of the rejection email the Supervising 3) Upon receipt of the rejection email the Supervising professor does have the option to overide the professor does have the option to overide the

rejection.rejection.

Page 20: Student Notice of Awards Version 2.0 Online Application Process The University of Texas at El Paso

Instructions for Supervising Professor Instructions for Supervising Professor ~~

When the Supervising Professor receives email notification that When the Supervising Professor receives email notification that an award has been created and is awaiting their approval, they an award has been created and is awaiting their approval, they should:should:

Example of the email they will receiveExample of the email they will receive All emails will be sent from All emails will be sent from [email protected]@utep.edu

1) Go to the link provided in notification email to see the award request1) Go to the link provided in notification email to see the award request

2) After reviewing the request form, update the 2) After reviewing the request form, update the Project Experience Project Experience informationinformation

3) Click the 3) Click the ApproveApprove button button

Note** The document creator should inform the supervising professor not Note** The document creator should inform the supervising professor not to immediately discard the email notification of the award in the event to immediately discard the email notification of the award in the event there are any issuesthere are any issues

Page 21: Student Notice of Awards Version 2.0 Online Application Process The University of Texas at El Paso

Routing SequenceRouting Sequence

26* Grad & Doc level Creator P.I. ORSP

Graduate School

Financial Aid

26* Undergraduate level Creator P.I. ORSP X

Financial Aid

14*, 19*, 30* Grad & Doc level Creator P.I. X

Graduate School

Financial Aid

Non 14*, 19*, 26*, 30* Awards Creator P.I. X X

Financial Aid

Page 22: Student Notice of Awards Version 2.0 Online Application Process The University of Texas at El Paso

Email Notifications ~Email Notifications ~ To The Student:To The Student:

1)1) Email is received after Financial Aid has approved the award.Email is received after Financial Aid has approved the award.

* Email will state that award has been approved and is scheduled for * Email will state that award has been approved and is scheduled for payment in Financial Aid. Payment will take approximately 5 payment in Financial Aid. Payment will take approximately 5

business days. business days.

2). 2). Student will receive an Email if the Award is rejected for any Student will receive an Email if the Award is rejected for any reason at any stage of the approval process.reason at any stage of the approval process.

~ ~ At this point, the student should be told to contact the Department At this point, the student should be told to contact the Department for questions on the award or its status; they will not receive any for questions on the award or its status; they will not receive any additional emailsadditional emails

Page 23: Student Notice of Awards Version 2.0 Online Application Process The University of Texas at El Paso

Next Steps…Next Steps…

Student Award is Awaiting Final ApprovalStudent Award is Awaiting Final Approval

Form has been routed to ORSP, the Graduate Form has been routed to ORSP, the Graduate school Financial Aid depending upon whether school Financial Aid depending upon whether there are grant accounts involved.there are grant accounts involved.

The CAOs and the Graduate School have The CAOs and the Graduate School have access to view the student awards in the system access to view the student awards in the system this allows them to see where the request is in this allows them to see where the request is in the system and whether or not it has been “Final the system and whether or not it has been “Final Approved”Approved”

Page 24: Student Notice of Awards Version 2.0 Online Application Process The University of Texas at El Paso

Trouble shooting and QuestionsTrouble shooting and Questions Common issues encountered with Electronic Common issues encountered with Electronic

form:form: 1. Form is completed incorrectly and needs 1. Form is completed incorrectly and needs

modification or to be deletedmodification or to be deleted 2. Duplicate awards are submitted for the same 2. Duplicate awards are submitted for the same

student and need to be deleted.student and need to be deleted. 3. Student has not been enrolled in the University 3. Student has not been enrolled in the University

and does not have an 800 number.and does not have an 800 number. 4. The student’s name and 800 number do not 4. The student’s name and 800 number do not

match.match. 5. The information for the supervising processor does 5. The information for the supervising processor does

not appear correctly on the form.not appear correctly on the form.

Page 25: Student Notice of Awards Version 2.0 Online Application Process The University of Texas at El Paso

Items for emphasisItems for emphasis No Paper forms will be accepted going forward.No Paper forms will be accepted going forward. The Students need to be enrolled in the current The Students need to be enrolled in the current

semester in order for the creator to be able to use the semester in order for the creator to be able to use the electronic formelectronic form

All Persons creating awards should consult with their All Persons creating awards should consult with their appropriate CAO (Does everyone know who their CAO appropriate CAO (Does everyone know who their CAO is?)is?)

Awards the are created that have any special Awards the are created that have any special instructions should have an explanation provided in the instructions should have an explanation provided in the comments field. i.e. one depart creating an award for comments field. i.e. one depart creating an award for another department.another department.

Any person that need view access to the database need Any person that need view access to the database need to request this from IT (Paul Adame).to request this from IT (Paul Adame).

Page 26: Student Notice of Awards Version 2.0 Online Application Process The University of Texas at El Paso

Contact Information ~Contact Information ~Ruben Ramon ChaviraRuben Ramon Chavira

Special Projects Accounting ManagerSpecial Projects Accounting ManagerOffice of Financial ServicesOffice of Financial Services

(915) 747-6601(915) [email protected]@utep.edu

Paul AdamePaul AdameInformation TechnologiesInformation Technologies(915) 747-7955(915) [email protected]@utep.edu..

Student Aid Notice of Award Help Desk Number extension Student Aid Notice of Award Help Desk Number extension # 6126# 6126Email contact information; Email contact information; [email protected]@utep.edu..

Please don’t hesitate to call if you have questions ! Please don’t hesitate to call if you have questions !