GrantedGE Scholarship

Batch

1. The first step is to open the Scholarship tab in GE and select Create Scholarship Batch:

2. After selecting Create Scholarship Batch, the following screen will appear. The first

screen allows you to filter based on criteria that is available via the student application.

So if you are to using the criteria screen, just make sure the Academic Year is displaying

the Academic Year your applications are based on. I have it highlighted in Yellow. This is

a required field and in my example I am using 2011. What this will do is filter based on

that year and then all applications that are available for the 2011 Academic Year will be

displayed on the applications page. Now we want to select the Applications tab and

proceed with that screen.

3. Applications Tab: The applications tab will display a list of applications that meet the

Academic Year criteria from the Batch Filter page (first page of batch), now select the

Applications Tab of Scholarship Batch. Once selected you will see a list of applications at

the bottom of the page. You may also notice that there is a filter line at the top line of

the lower display that will allow you to further filter this screen to allow you to be more

specific about the applications you want to add to this batch.

a. The main objective here is identifying the applications that we want to add to

the batch and then moving or adding the identified applications to the top

portion of the application batch page.

Application Page – No Filtering Applied

b. For this example the applications will be filtered by the Reviewed Status column.

The YES filter will be applied and then the applications that meet that criterion

will be moved to the top window of this page. Ensure that you expand the page

to display all of the columns.

Application Page Filtered by Reviewed Status

c. By selecting the Add All button the applications listed on the bottom portion of

the page will be moved to the pane at the top of the page and become part of

this batch. Or you can select them individually and move them one at a time to

the top window.

Application added to the top application pane

d. It would be a good time to “save” your batch before moving on to the next step.

So select the Save icon which is just to the right of the Save and Close Icon at the

top left of the page.

4. Scholarships: The actual scholarship(s) will need to be added to the batch. The

scholarship tab is where this is done, just like we added the applications to the batch we

also need to add the scholarship(s).

a. Select the Scholarship Tab as displayed in the following screenshot:

b. In the Budgeted amount field in the top pane, input the amount you want to

budget or recommend for each application. The total amount should be at least

the amount of all of the applications that will be processed against each

scholarship. In this instance we budgeted 1500 and 500 respectively. As you

move from tab to tab it’s always a good idea to save the batch.

5. Workflow: The next step is to select the Workflow Tab and the following page will be

displayed. The purpose of workflow is to allow you to perform the due diligence

required to either get the application approved or declined.

a. To utilize Workflow, select the check box “Select All”. This will now allow you to

perform workflows on the applications.

b. Once you have selected the check box “Select All”, click in the the Approved field

and enter the amount you could award for each application. In this example I will

use $500 for the application 6545 and $1000 for application 6546.

c. The next step is to perform workflow on each application. Locate at the bottom

of the screen the area that says Workflow. It’s the area highlighted in Yellow.

d. Now you can perform the workflow steps that you have chosen from the Tasks

that exist in your workflow.

e. Select the Task Name, then click in the box next to Date completed and then

click on the Outcome and if you have more than one result, it will list the status’s

you can choose from. Then select “Process All Selected”. This will Process the

same task for all of the applications in this batch.

Workflow Task Selected

Process All Selected

f. Select the OK button when you get the message displayed in the previous and

then the Select All Check box will go away and your first workflow task selection

has been applied to both applications. If you navigate to the Applications Page

of this batch and double click on either of the applications they will open. Then

navigate to the Workflow page and you will see the following:

g. A couple of things to note on this page. You will see that the application status is

set to “pending” and the date completed, completed by and outcome columns

for the first Step are filled in.

h. You can then exit this page and go back to the workflow tab of the scholarship

batch and by clicking in the Check Box “Select All” again you can run the

additional steps of your workflows. For the moment we are going to assume

that we have completed all of the workflow steps and that both of these

applications are going to be awarded.

6. Eligibility: Navigate to the Eligibility page by selecting its tab. The following screen will

be displayed.

a. Perform the following steps:

i. Enter the expected award amount for each application in the field to the

left of the Process Allocations button. When you enter an amount here

and select Process Allocations, the amount you enter will then be placed

in the Allocated field of each application that you have selected by

placing a check mark next to the specific application.

b. Once you have selected Process Allocations for each application the following

screen will be displayed:

c. Once approved, the batch can now be utilized to create grants from the

applications. Navigate now to the Grants Tab.

7. Creating Grants:

a. Click the checkbox to the left of “Select All Applications Ready for Processing”

b. At the lower left hand of the screen select the Task Name, “Create Grant”

c. Select you Outcome, in this case “Completed”

d. Select the PreValidate button, this will check to ensure all that is required for this

application to process into a grant is available on the application

e. Select “Process All Selected” and the following screen will appear. You can

modify the grant date here, select the number of payments and identify where

you want the grant to inherit characteristics from. Most usually check the

application for this option as is displayed in the example.

f. From the message box, select “Process”.

g. Select “Ok” from the remaining message box as you grants have been created

from the batch. Now if you navigate to the Logs screen your grants associated

with this batch will be displayed and if you double click on them, the associated

grant will open.

h. You can now add your grants to a Check Run Batch for payment.