Sonia: Scholarships Module

 

Introduction 

 

The Sonia Scholarship module can be used to track scholarship or grant monies: from recipients to disbursements.

Recipients can either be any student or only students who have been allocated to a placement site.

 

Setting up a Scholarship 

 

1. On the Home tab, click the Scholarships module

2. Click the New button at the top left
3. Enter a Code for your scholarship
   1. Best practice for recurring scholarships would be to include the term and name of the scholarship – can be abbreviated
4. Continue filling in the Details page
   1. Name: full name of the scholarship and the term for which it is applied
   2. Dates: time frame for the applicability of the scholarship (e.g., for students completing placements during Fall 2025)
   3. Mode: choose “Enrolled Students” (i.e., any active student) or “Allocated students” (i.e., only students allocated to a placement)
   4. Account Code and Number fields can be used to identify from which university account the monies should be drawn
   5. Funding Code may indicate a different associated account/name
   6. Funding Total indicates the total amount to be disbursed across all recpients

 

Selecting scholarship recipients

 

Navigate to the Students page on the ribbon at the top.

Allocated students

If the Mode selected on the Details page is “allocated students”, the grid on the left will be grouped by active placement groups. Expand the placement group to display placement requests that have students allocated to them.

 

If it is easier to find the student by name, hover over the “grouped by” button, and click the “x” to remove the groupings.

 

 

Enrolled Students

If the Mode selected on the Details page is “enrolled students”, the grid on the left will list all active students.

 

Whichever mode is used, select the student on the left, and click the blue arrow between the grids.

A dialog box will appear for you to enter the scholarship amount for this student.

Click OK, and the student will be listed in the grid on the right.

 

 

Recording disbursements

 

On the ribbon at the top, click the Recipients button.

Select the row of the student on which to record a disbursement, and click the edit pencil icon at the right.

A dialog box will appear. Click the green + at the right, enter the amount disbursed and a comment (optional). Click OK and then Save at the top left.

 

If the amount recorded was not the full amount of the student’s award, their row will be red in the Paid column.

If it was the full amount, or was the remaining amount, the Paid field will be green.

 

The Expenditure box indicates an expense related to the award but does not count as a disbursement to the student.

 

 

To see details about a student’s disbursements, click the black + at the left.

 

 

Importing disbursement details in bulk

 

If the scholarship details are recorded on a spreadsheet and need to be imported, click the “import” (arrow pointing down) button at the right side of the Recipients page.

 

Click the ABC button at the top left to browse your computer for the file.

The fields below will populate from the spreadsheet.

The Account Code needs to match the Account Code on the Details page of the Scholarship.

The Country needs to match the country listed on the allocated site.

• The wizard will circle the field indicating it is required; however, the data will import with the Country field being blank.

Enter Y for Commit.

 

Click OK to import.

 

 

Tracking the balance of the scholarship monies

 

To keep track of the current balance of the scholarship monies, look at the banner from any page within the Scholarship.

 

 

Scholarship reports

 

The Reports tab > Student page has three reports around Scholarships. Start typing ‘scholarship’ in the search bar to filter to the reports shown below. Select one, and click the magnifying glass icon to view the report.