Requirements Document

Online Scholarship Renewal Application (OSR)
Software Requirements Document Version 2.0
Online Scholarship Renewal (OSR)
Software Requirements Document
Document Change Record

Version Resource Date Description
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2.5 2.6
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Initial document and template creation Screen 2 and other requirements Screen 3 Finished Screen 4 documentation Added a few Appendices, finished Screen 5, 6; Readjusted efforts to focus on scenarios per 1/18/11 status meeting. Made changes per SPKs request. Updated Glossary. Pool list and definitions, issues list, and edited some of the OSR data to reflect what we now know to be true Worked on process flows, added a few steps as well to Admin side Made SPK edits, added process flows, and steps More edits Admin Page Initialization, etc. Added process flow for students who are Active with 0 units and are graduating in the future and SHOULD receive an OSR letter as well as continued to update the page /functional designs. Scholarship submission report More entering of requirements Removed some extraneous sections, added scholarship renewal application DocGen app, and provided more background on operations and a few other updates. Completed requirements and made edits per SPK Updated Sync screenshot and verbiage; made change to second mailing description in section 2.3; updated technical support section by removing Garys name. Added Appendix K (example of OSR Pull-List) Made changes per RMSs edits (changes highlighted in yellow)
osr requirements - names removed
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TABLE OF CONTENTS 1. HIGH-LEVEL INTRODUCTION ............................................................................................................... 3 1.1 PURPOSE ........................................................................................................................................... 3 1.2 INTENDED AUDIENCE AND READING SUGGESTIONS .............................................................................. 3 1.3 PROJECT SCOPE ................................................................................................................................ 3 1.4 DOCUMENT REFERENCES ................................................................................................................... 3 2. OVERALL DESCRIPTION ...................................................................................................................... 4 2.1 OVERVIEW ......................................................................................................................................... 4 2.2 PROCESS DIAGRAM ............................................................................................................................ 4 2.3 OPERATING ENVIRONMENT ................................................................................................................. 5 2.4 DESIGN AND IMPLEMENTATION CONSTRAINTS ...................................................................................... 5 2.5 ASSUMPTIONS AND DEPENDENCIES..................................................................................................... 5 3. ONLINE SCHOLARSHIP RENEWAL (OSR FRONT END) ................................................................. 6 3.1 FUNCTIONAL REQUIREMENTS .............................................................................................................. 6 3.1.1 Step-By-Step Description .................................................................................................... 6 3.2 FUNCTIONAL DESIGN ........................................................................................................................ 10 3.2.1 User Interface Layout and Description.............................................................................. 10 3.2.2 Error Codes ....................................................................................................................... 34 3.3 OTHER REQUIREMENTS .................................................................................................................... 36 3.3.1 Output (other than UI) ....................................................................................................... 36 4. OSR ADMIN REQUIREMENTS............................................................................................................. 37 4.1 FUNCTIONAL REQUIREMENTS ............................................................................................................ 37 4.1.1 Step-By-Step Description .................................................................................................. 37 4.2 FUNCTIONAL DESIGN ........................................................................................................................ 54 4.2.1 User Interface Layout and Description.............................................................................. 54 4.2.2 Error Codes ....................................................................................................................... 94 4.3 OTHER REQUIREMENTS .................................................................................................................... 96 4.3.1 Batch Process Description ................................................................................................ 96 4.3.2 Output (other than UI) ....................................................................................................... 96 5. OSR SYSTEMS OPERATIONS ............................................................................................................ 98 5.1 OTHER REQUIREMENTS .................................................................................................................. 103 5.1.1 Data Considerations........................................................................................................ 103 6. FUTURE STATE REQUIREMENTS .................................................................................................... 105 6.1 IDEAL FUTURE STATE REQUIREMENTS ............................................................................................ 105 6.2 ACTUAL FUTURE STATE REQUIREMENTS ......................................................................................... 106 7. NONFUNCTIONAL REQUIREMENTS ................................................................................................ 107 7.1 PERFORMANCE REQUIREMENTS ...................................................................................................... 107 7.2 SECURITY REQUIREMENTS.............................................................................................................. 107 APPENDIX A: OSR LETTER .................................................................................................................. 108 APPENDIX B: STATUS CODES ............................................................................................................. 110 APPENDIX C: CO-OP STUDENTS ......................................................................................................... 113 APPENDIX D: APPLICATIONS .............................................................................................................. 114 APPENDIX E: REINSTATEMENT FORM ............................................................................................... 115 APPENDIX F: TECHNICAL SUPPORT PROCESS ............................................................................... 118 APPENDIX G: GLOSSARY OF TERMS ................................................................................................. 120 APPENDIX H: SCHOLAR HISTORY ...................................................................................................... 122 APPENDIX I: SUMMARY REPORT ........................................................................................................ 123 APPENDIX J: PRE-SYNCHRONIZATION REPORT .............................................................................. 124 APPENDIX K: OSR PULL-LIST .............................................................................................................. 125
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1. 1.1
HIGH-LEVEL INTRODUCTION PURPOSE
The purpose of project 10-014 OSR Remaining Enhancements is to fully document the Online Scholarship Renewal (OSR) application for the front-end, back-end, and operational perspective. This document will serve as an archived guide for how the OSR is expected to function.
1.2
INTENDED AUDIENCE AND READING SUGGESTIONS
This document is intended for USA Scholarships staff involved in or affected by the Scholarship renewal process. The intent of this document is to: a. Eliminate any confusion that occurred as a result of the 2010 OSR renewal cycle. b. Provide an understanding of the OSR process from start to finish. c. Create a complete OSR application suite requirements document to be used as a basis for any future enhancements. Unlike other projects, the goal of this project is not to arrive at future state (enhancements) requirements but to ensure that both Scholarship Services and the ABC Companys expectations of OSR standard processes and functionalities are one in the same. As a result, the As-Is sections in this document reflect Scholarship Services expectations of the proper functioning of the OSR and its backend systems operations. The future state in this document formalizes the business rules expected for backend processes. The testing phase of this project will confirm that the expectations set forth in this document are valid, and verify the business rules.
1.3
PROJECT SCOPE
The project scope for 10-014 involves developing a complete set of As-Is requirements reflecting the following: OSR front end the OSR student access website OSR Admin the SSO web application used to view and manage OSR submissions OSR systems operations background operations and batch processes that support the OSR Ideal Future State a set of wish list items Actual Future State this project will only implement items related to the opening and closing of the OSR in order to ensure smooth operations.
1.4
DOCUMENT REFERENCES
Existing documentation used in 09-034 project: Old OSR Enhancement Requirements v2.00 ABC Company Online Scholarship Renewal Design Estimates 09-034 ABC Company Operations Overview ABC Company OSR Requirements Revised Confluence Project Site: 10-014 OSR Remaining Enhancements Home Page
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2. 2.1
OVERALL DESCRIPTION OVERVIEW
The Online Scholarship Renewal (OSR) website replaced the manual mailings sent by Scholarship Services (SS) to Scholars whose scholarship requires renewal. Now all scholars renewing their scholarship use the OSR to submit their responses. Once the scholars have completed their online application, Scholarship Services accesses each student record using the OSR Administrative application (OSR Admin) and manually determines next steps for the students scholarship renewal application.
2.2
PROCESS DIAGRAM
Scholars who are eligible for scholarship renewal using the OSR: Are Active Have an Award Type of 4-year fixed or 4-year variable (B or C) Do NOT have a Graduation/Expiration Date of the current academic year o Example: For academic year 2010-2011, omit all scholars who have a graduation date of GST10 or older. See Appendix B in this document for more detail. - OR Are on Leave Have an Award Type of 4-year fixed or 4-year variable (B or C) Regardless of Graduation/Expiration Date o Example: For academic year 2010-2011, include a scholar who may have 0 units left and may be graduating in the current academic year. See Appendix B in this document for more detail.
The primary purpose of the OSR is to retrieve enough data from Scholars in order for USA to make monetary disbursement decisions regarding each scholarship. Key information used in making these decisions includes: Leave status Current grades Academic Probation/Disciplinary Transfer Verifications of full-time enrollment Change in graduation date Co-op status Study Abroad The next page shows a general overview of the OSR process (system details kept to a minimum, but will be defined in greater detail later in this document):
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2.3
Scholar and System
ABC Parity
Sponsor Services
OPERATING ENVIRONMENT
The OSR is expected to operate on any type of system, Microsoft, PC, Apple, UNIX, Ubuntu, etc. Because the system is accessible through a browser, the OSR needs to run on all major browsers, including IE6 or higher, Firefox 2.0 or higher, and the most current version of Safari.
2.4
DESIGN AND IMPLEMENTATION CONSTRAINTS
The OSR cycle follows a strict set of timeline restrictions that must be followed: Each year, in the first week of February, a set of criteria is used to determine the generation of a first round of letters to be mailed to scholars. The letters are then printed, reviewed by Scholarship Services for accuracy, then Z-folded, stuffed into window envelopes by ABC Company, and mailed to scholars in the first week of March. The same date the letter is sent, the OSR website is opened for the first time. The OSR website remains open for three weeks at which point the site is closed towards the end of March. In the first week of April, a new set of criteria is used to determine the generation of a second round of letters to be mailed to scholars who have not yet submitted an OSR. The letters are printed, reviewed by Scholarship Services for accuracy and then stuffed into envelopes to be mailed out to scholars in mid-April. The same date the second letter is sent, the OSR website re-opens for a second time. The OSR website closes again in mid-May for the school year.
2.5
ASSUMPTIONS AND DEPENDENCIES
The As-Is systems operations that ABC Company follows in managing the OSR each year (including the mailings) are undocumented. This project will depend upon key knowledge possessed by Tom Kowal, Dan Kowal, and Rasa Silkaitis in order to determine the current systems operations. This knowledge will be documented as part of this project and used to identify any gaps that may exist when comparing the as-is state to the desired future state.
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3.
ONLINE SCHOLARSHIP RENEWAL (OSR FRONT END)
The current usage of the OSR by scholars is as follows: 1. The Scholar accesses the OSR by going to URL provided in the letter they received in the mail. The Scholar logs into the OSR using the account information provided to them in the mailed letter. If they have problems logging in, they phone SS using the phone number provided in the mailed letter. 2. Upon logging into the OSR, the Scholar is automatically identified by the system as being on an Active or Leave status. The default status is Active. 3. The first page displayed after login is the Requirements page. The Scholar clicks Read and Agree and the following occurs: a. If the Scholar status is Leave, then do the following: i. Redirect the Scholar to the Reinstatement Form (see Appendix F). ii. The Scholar downloads and completes the form. The system automatically determines which of 3 different reinstatement forms to present to the Scholar (based upon their Scholar History record). The three types of reinstatement forms are: Four year college sponsored Scholars Four year corporate variable Scholars Four year corporate fixed Scholars iii. If necessary, the Scholar has the form signed by their school (see Appendix F). iv. The reinstatement form is then sent to SS for review. If SS has any questions, they email the Scholar or send them a letter in the mail (due to only half of SS staff having email access). v. The Scholar clicks the Next link and is redirected to the Questionnaire screen. b. If the Scholar status is Active, then immediately proceed to the Questionnaire screen. 4. The Scholar proceeds to the Questionnaire screen and completes all of the data fields. 5. The Scholar proceeds to the Submittal screen to review their information and enter a digital signature as well as enter the current date. 6. The Scholar clicks the Submit button and is presented with the Confirmation screen indicating that their renewal application is complete. 7. After the Scholar completes the entire OSR process, SS reviews all of the submitted information via the OSR Admin application which provides a view from the local database. SS then makes a decision as to whether the Scholar has met the TERMS of the Scholarship and conditions or not. 8. If the Scholar has any questions regarding the OSR application or the renewal process he or she contacts SS via phone.
3.1
3.1.1
FUNCTIONAL REQUIREMENTS
Step-By-Step Description
The process flow of the current methodology is outlined on the next page. Some details to consider are: Main Flow o The most common sequence of steps begins at step 1.00 and continues with subsequent steps identified by the prefix 1.xx Alternate Flows o Other possible sequences of steps begin at step 2.00 and greater.
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3.1.1.1
PROCESS FLOW DIAGRAM
As-is State: OSR Application Scholarship Services Parity ABC

3.05 A
Scholar
OSR (system)
1.00 In March automatically generate and mail letters containing login information
1.01 Receive letter Read account and URL info
1.02 Open any browser and navigate to URL 1.04 1.03 Display Login page
5.00 In mid April manually send duplicate letters to Scholars who have not submitted an OSR
Log into the OSR
1.05 Display Requirements page 1.07 Scholar status is Leave? No
1.06 Read requirements and click Next Yes
5.25.01 Receive reinstatement form by fax, or email, or online submission
2.01 Download, complete, and send reinstatement form. Click Next
2.00 Display Reinstatement page
1.08 Display Questionnaire page
1.09 Complete page and click Next 4.00 5.00 Review submitted application 3.07 Update OSR record as Submitted 1.11 Review data, digitally sign, and click Submit 1.13 Log out and close browser
1.10 Display Submittal page 1.12 Display Thank You page
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3.1.1.2
PROCESS FLOW DESCRIPTION
Details relating to the Process Flow Diagram for the OSR process can be found below. Main Flow
Process Step 1.00 Description of Step ABC Company generates and mails out several thousand letters to Scholars Role ABC Company Notes Letter contains login information and URL access information. Each year ABC Company checks with SS in case there is a new template to be used for the letter. N/A OSR is accessible during the entire month of March as well as mid-April to mid-May. N/A N/A N/A N/A The default value for the status field is Active. OSR submitted data is treated as a read-only snapshot and cannot be changed (and the status cannot be changed). N/A All Scholars regardless of status must complete this page. Leave Scholars simply have the extra Reinstatement step prior to this. N/A N/A N/A N/A
1.01 1.02 1.03 1.04 1.05 1.06 1.07
Scholar receives the letter in the mail Scholar goes online to access the OSR Display Login page Log into the OSR Display Requirements page Read requirements and click Next Determine if Scholar status is Leave
Scholar Scholar System Scholar OSR Scholar OSR
1.08 1.09
Display Questionnaire page Complete the questionnaire and click Next
OSR Scholar
1.10 1.11 1.12 1.13
Display Submittal page Review the data, digitally sign by entering in Scholar name, then click Submit Display Confirmation page Log out and close browser
OSR Scholar OSR Scholar
Alternate Flow
Alternate Flow A: Occurs after step 1.07 If Scholar status is Leave, then redirect to Reinstatement page.
Process Step 2.00 Description Display Reinstatement page Role OSR Notes Only displays when Scholar needs to be reinstated into scholarship renewal cycle.
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Alternate Flow A: Occurs after step 1.07 If Scholar status is Leave, then redirect to Reinstatement page.
Process Step 2.01 Description Download, complete, and send reinstatement form to SS via email, or fax, or upload to OSR. Click Next. Role Scholar Notes In most cases the Scholar needs to get a signature on the reinstatement form from their school. The PDF is editable and can be filled out digitally, then printed and signed. It can then be scanned and emailed or simply faxed back to SS. After clicking Next on this page, the Scholar is redirected to the Questionnaire page. Resume process at step 1.08
Sub Flow
Sub Flow A: Occurs after step 2.01 If Scholar status is Leave, then SS needs to evaluate Scholars Reinstatement form.
Process Step 5.25.01 Description SS receives the reinstatement form and evaluates it using the OSR Admin tool Role SS Notes Detailed flow can be found in Section 4 where the OSR Admin tool is discussed.
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3.2
3.2.1
FUNCTIONAL DESIGN
User Interface Layout and Description
Pages of the OSR Application (Site Map)
Step 1 - Welcome
The page displaying the login prompt.
Step 2 - Requirements The page displaying the TERMS of the Scholarship and conditions.
Step 3 - Reinstatement If the Scholar status is Leave, they are redirected here. The page displaying the reinstatement after leave pdf form.
Step 4 - Questionnaire
The page displaying the renewal questionnaire.
Step 5 - Review The page displaying the all of the entered data (for review prior to submission).
Step 6 - Confirmation The page displaying the confirmation number for the submitted renewal.
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3.2.1.1
SCREEN 1: WELCOME
The Welcome Screen is what the scholar first sees as they enter the OSR. This screen will inform the scholar of the nature of the website and the submission deadline. After successfully entering the scholars unique login and password, the scholar will be taken to the Requirements screen. Page Image
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Page Verbiage Main Content Area reads: Online Scholarship Renewal Application USA Scholarship (USA) welcomes you to the Online Scholarship Renewal Application. To be considered for the continuation of your award, you must complete the Online Scholarship Renewal Application for the 2011-12 academic year. On March 1, 2011, your personal user ID and password were mailed to the home address USA has on file for you. Use this information to begin the Online Scholarship Renewal Application process. The deadline for submission of the Online Scholarship Renewal Application for the 2011-12 academic year is March 23, 2011. To begin, type in your user ID and password: Fields marked with an asterisk * are required Footer reads: USA and the corporate logo [mini USA logo] are federally registered service marks of USA. QWERTY is a registered trademark of USA and the CB. Copyright 2011 USA. All rights reserved. Terms of Use | Privacy Policy Field Details
Field Name User ID Password Control Type Text Box Text Box Req ? Y Y Length 7 8 Tab Order 1 2 Field Init. N/A N/A Format Numbers only N/A Business Rule User ID is required in order to login to OSR Password is required in order to login to OSR; casesensitive User ID is required Password is required That login did not work. Please try again. Open link in new page; Renewal Privacy Policy required Terms of use must appear along with the footer text on all pages Privacy Policy must appear along with the footer text on all pages N/A Error E1 E2 E1 E2 E3
Submit Online Scholarship Renewal Privacy Policy Terms of Use
Button
N/A
N/A
N/A
N/A
Link
N/A
N/A
N/A
N/A
#005195 link, underline on hover #005195 link, underline on hover #005195 link, underline on hover N/A
N/A
Link
N/A
N/A
N/A
N/A
N/A
Privacy Policy Breadcrumbs
Link Header
N/A N/A
N/A N/A
N/A N/A
N/A PI-1
N/A N/A
Page Initialization
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ID PI-1
Area Breadcrumbs
Processing Standard navigation on each page
Page Actions
Control Type Button (Submit) Link Link Link Action Click (Submit) Click (Online Scholarship Renewal Privacy Policy) Click (Terms of Use) Click (Privacy Policy) Processing Performs validation If errors exist display on page If errors do not exist, advance user to Requirements screen (Step 2) Provides a link to the OSR privacy policy, opens in a new window https://osr.ABC Companysys.com/privacyPolicy.html Provides a link to the Terms of Use, opens in a new window http://www.nationalmerit.org/terms/ Provides a link to the Privacy Policy, opens in a new window http://www.nationalmerit.org/privacy/
3.2.1.2
SCREEN 2: REQUIREMENTS
The Requirements screen lists the requirements for all scholarship types (college sponsored, corporate sponsored fixed, corporate sponsored variable) and scholar status (Active or Leave). Scholar must click a checkbox to indicate they have read and understood the terms on this page before he or she can apply for scholarship renewal. Page Image
Top portion of the Requirements page
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The bottom portion of the Requirements screen
The only interactive piece to this page involves a checkbox at the bottom of the page. The terms of the scholarship cover most of the page and are viewable in the next section. Page Verbiage Step 2 - Requirements Scholarship Renewal Requirements USA Company (USA) requires that you continue to meet the "TERMS of the Scholarship" as specified in your Scholarship offer and that you comply with the conditions listed below: You must submit your completed Online Scholarship Renewal Application for the 2011-12 academic year on or before March 23, 2011. If the current status of your Scholarship is "Leave," you are also required to complete and return the Reinstatement After Leave Application PDF. You must provide USA with all corrections to your legal name and/or home address. This Scholarship must be used at a college or university in the United States that holds accredited status with a regional accrediting commission on higher education; however, it cannot be used at service academies, virtual universities, or certain institutions that are limited in their purposes or training. You must enroll as a full-time undergraduate student attending college during the day and pursue a course of study leading to one of the traditional baccalaureate degrees. The Scholarship covers up to four years of undergraduate study or completion of baccalaureate degree requirements, whichever occurs first. You must continue study in college without interruption except for the usual vacations and must remain enrolled as a full-time undergraduate student during the day. You must remain in good academic and disciplinary standing in college and must make normal year-to-year progress toward completion of baccalaureate degree requirements. While honor
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grades are not required, you have a responsibility to utilize talents fully. Grades or disciplinary violations resulting in suspension or dismissal from college will cause USA to cancel the Scholarship. Full-time enrollment is required for the release of any stipend payment, including your final payment for your last undergraduate term, even though you may be able to graduate on schedule without a full-time course load. If you have a college-sponsored Scholarship, your award is exclusively restricted for use at your sponsor institution. If you received a corporate-sponsored scholarship with a variable stipend and the amount of your annual stipend is not at the minimum, you must report all additional awards (including tuition remission, waivers, and grants) to USA as soon as possible. Acceptance of other awards may result in a change in the amount of your annual stipend. You must agree to respond to all correspondence from USA and to provide information requested by USA in relation to this Scholarship by specified deadlines. USA may require you to arrange for the release of all educational records (including course work taken and grades earned) from any educational institution, and this information will be used in determining whether you are in compliance with the "TERMS of the Scholarship." The full amount of the payments for this Scholarship must be used to meet college undergraduate costs. Any unused portion or any payment for which you are not eligible must be refunded to USA. Scholarship payments do not cover college course work completed prior to the term in which the Scholarship becomes effective or credits earned solely by examination. Failure to comply with any of the "TERMS of the Scholarship" or other USA requirements will render you ineligible for scholarship payments and may result in cancellation of this Scholarship. NOTE: If you graduate early as a result of summer course work, you may be eligible to receive summer stipend assistance. Please contact USA Scholarship Services to determine if you meet the criteria for a summer stipend payment.
Field Details
Field Name (indicate that you have read and agree) Control Type Check Box Req ? Y Length Tab Order N/A Field Init. N/A Format Black, Bold, Italicized text #005195, link,underlined when checkbox is selected; Disable Next if checkbox is not selected. Business Rule Error
N/A
Required
N/A
Next
Link
N/A
N/A
N/A
N/A
N/A
E4
Page Initialization N/A
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Page Actions
Control Type Action Processing Takes user to next page in the OSR : If user requires Reinstatement then, Take user to Reinstatement (screen 3) page If user does not require Reinstatement then, Take user to Questionnaire (screen 4) page. Accepting the terms of the application process can be done by clicking on the terms check box. Once selected the Next link will become enabled.
Link
Click (Next)
Check box
Click (Enable)
3.2.1.3
SCREEN 3: REINSTATEMENT
The Reinstatement screen will only be seen by Scholars with a Leave status. Scholar must indicate a choice for submitting a Reinstatement After Leave form before he or she can continue the renewal process. Once the form has been downloaded, three options will appear on the page as seen below. Options for form submittal include: Choice A: Download PDF locally. Fill out the information, scan, and then upload form. Choice B: E-mail form to scholarship1@abc.efg Choice C: Fax the form to USA Page Image
Prior to downloading the Reinstatement After Leave form
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Options available after downloading form
Page Verbiage Reinstatement After Leave Application PDF Due to your leave status, you are required to send a completed Reinstatement After Leave Application PDF to USA. The Application needs to be completed by both you and your college Registrar or Records Officer. Use the following link to download and save a copy of the Application: Before proceeding, you must click here to download and SAVE the Reinstatement After Leave Application PDF. To send the completed Application to USA you may either 1. Scan and upload the completed form prior to submitting your completed Online Scholarship Renewal Application, or 2. Continue with a partial submittal of your Online Scholarship Renewal Application and send USA the completed form as soon as possible.
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You must indicate your preference by selecting one of the options below: Choice A Upload the completed Reinstatement After Leave Application PDF Form Or Choice B Email your completed Reinstatement After Leave Application PDF to scholarship1@abc.efg Or Choice C Fax your completed Reinstatement After Leave Application PDF to USA Scholarship at (555) 555-5555.
Field Details
Field Name Reinstatement After Leave Application PDF Control Type Link Req? Lngth Tab Ord N/A Field Init. PI-1 Format #005195, link,underlined. Opens PDF in new window N/A Business Rule Form must be downloaded in order for the reinstatement options to appear. One of the radio buttons must be selected. Field is required Conditional if Choice A is selected. Conditional if Choice A is selected. N/A N/A Choice must be made in the three radio button options prior to proceeding in the application process Error
N/A
N/A
N/A
My reinstatement form will be: Form Browse Upload E-mail Address
Radio button list File Select Button Button Link (Mailto)
Yes
N/A
N/A
PI-2
N/A
Cond Cond Cond No
N/A N/A N/A N/A
N/A N/A N/A N/A
N/A N/A N/A N/A
N/A N/A N/A N/A #005195, link,underlined when radio button option has been selected; Disable Next if checkbox is not selected.
N/A N/A N/A N/A
Next
Link
N/A
N/A
N/A
N/A
E5
Page Initialization
ID PI-1 Area Reinstatement After Leave PDF link Processing Radio button list options will not populate on the page until the PDF has been downloaded Label values are (see above for exact label text) Choice A
PI-2
Reinstatement Form radio button list
Upload now Email later Choice C Fax later

Choice B
- There is no default radio button selected.
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Page Actions
Control Type Button Action Click (Browse) Processing Opens the default native operating system folder to allow selection of the file for uploading purposes. Retains file path. Once the form has been selected using the Browse button for Option A, the page will be updated with the message: We have received your Reinstatement After Leave Application PDF. You may now complete the online application. When selected, opens native mailing application with scholarship1@abc.efg set as the To field. Enabled when a radio button option has been selected. Takes user to next page in the OSR : Questionnaire page
Button
Click (Upload form)
Link Link
Click (Mailto) Click (Next)
3.2.1.4
SCREEN 4: QUESTIONNAIRE
The Questionnaire Screen is used to obtain any updates to the students contact information and answers to all of the questions from the existing paper Application for Scholarship Renewal. Student will be directed to this page from the Requirements page or from the Reinstatement page (if applicable). The Contact Information section will be populated with OSR/Scholar History data for the scholar. He or she will have the chance to update this information in a section below. Page Image
Top portion of the Questionnaire screen
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Questionnaire continued
Updating the scholars name
Domestic address change
Updating scholar address
Foreign address change
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Bottom of Questionnaire page
Field Details
Field Name Your Contact Information Name USA ID Address Status Scholarship Supported By College Attended (yyyy-yy) Graduation Date Annual Stipend Do you need to update your legal name? Control Type Label Label Label Label Label Label Label Label Label Radio Buttons Req ? N/A N/A N/A N/A N/A N/A N/A N/A N/A Length N/A N/A N/A N/A N/A N/A N/A N/A N/A Tab Order N/A N/A N/A N/A N/A N/A N/A N/A N/A Field Init. N/A PI-1 PI-2 PI-3 PI-4 PI-5 PI-6 PI-7 PI-8 Format Title style Bold, black Bold, black Bold, black Bold, black Bold, black Bold,black Year (2010-11) current school term year Bold, black Bold, black - Label: Bold, black - Red asterisk to indicate required field - Radio buttons unselected by default N/A Business Rule N/A N/A N/A N/A N/A N/A N/A N/A N/A Field is required Field is required if Yes Err or N/A N/A N/A N/A N/A N/A N/A N/A N/A
N/A
N/A
PI-9
E8
Last Name
Text Box
N/A
N/A
PI-10
N/A
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Field Name
Control Type
Req ?
Length
Tab Order
Field Init.
Format
Business Rule is selected Field is required if Yes is selected Field is optional Field is required Field is conditional based on Y/N address response Field is not required Field is not required Field is not required Field is not required Field is not required Field is required if permanent address needs to be updated and the address type is foreign. Field is required Field is required Year is updated to reflect current academic year Field is conditional required when No is selected for Question 1 Field is required Year must be updated to reflect current academic year Field is required Field is required Year must be updated to reflect current academic year
Err or
First Name Middle Initial Do you need to update your permanent address?
Text Box Text Box Radio Buttons
C N
N/A 1
N/A N/A
PI-11 PI-12
N/A
N/A
N/A
N/A
PI-13
- Label: Bold, black - Red asterisk to indicate required field - Radio buttons unselected by default
E8
Address Type
Radio Buttons
N/A
N/A
PI-14
Domestic or Foreign
N/A
Street Apt/Unit # City State Zip code
Text Box Text Box Text Box Drop Down Text Box
N N N N N
N/A N/A N/A N/A N/A
N/A N/A N/A N/A N/A
PI-15 PI-16 PI-17 PI-18 PI-19
N/A N/A N/A N/A N/A Text box, no character limitation presented on screen. Vertical scrollbar appears when text goes past the allotted space. Label: Bold, black Red asterisk to indicate required field - Label: Bold, black - Red asterisk to indicate required field - Radio buttons unselected by default Indicate terms not enrolled full time and reason: - Label: Bold, black - Red asterisk to indicate required field - Radio buttons unselected by default Indicate reason and number of credits earned: Please make a choice: directional text underlined; 2 options
N/A N/A N/A N/A N/A
Foreign Address
Text Box
N/A
N/A
PI-20
E13
Email Q1: Did you enroll in college full time during the day each term in the 2009-10 academic year?
Text Box
N/A
N/A
PI-21
E9
Radio Buttons
N/A
N/A
PI-22
E8
Day Not Enrolled Reason
Text Box
N/A
N/A
PI-23
E14
Q2: Did you remain enrolled full time each term during the 200910 academic year? Term Not Enrolled Reason
Radio Buttons
N/A
N/A
PI-24
E8
Text Box
N/A
N/A
PI-25
E14
Q3: Grade average for all course work undertaken
Radio Buttons
N/A
N/A
PI-26
E8
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Field Name
Control Type
Req ?
Length
Tab Order
Field Init.
Format
Business Rule Field is conditionally required when Yes is selected for #3. if quarter-based is not selected Year must be updated to reflect current academic year Field is conditionally required when Yes is selected for #3. if semesterbased is not selected Year must be updated to reflect current academic year Field is required
Err or
Semester-based grading
Drop down menu
N/A
N/A
PI-27
Grade Option drop down menu
E12
Quarter-based grading
Drop down menu
N/A
N/A
PI-28
Grade Option drop down menu
E12
Grade Option Q4: Did you receive any grades below C for any courses in any term during the 200910 academic year?
Drop down menu
N/A
N/A
PI-29
Options are: - A, B, C, D, F, On Leave/Deferment, On Co-op/ Internship
E14
Radio Buttons
N/A
N/A
PI-30
Yes/No
Field is required Field is conditional required when Yes is selected for Question 4
E8
Below C Explanation
Text Box
N/A
N/A
PI-31
List courses, number of credits, grades and terms:
E14
Q5: Were you placed on academic or disciplinary warning or probation at any time during the 2009-10 academic year? Warning/Probation explanation
Radio Button
N/A
N/A
PI-32
Yes/No
Field is required
E8
Text Box
N/A
N/A
PI-33
Directions read Indicate which term(s) and explain briefly:
Q6: Our records indicate that you will graduate after the completion of Spring Term 2010-11. If this is not correct, please check this box:
Check box
N/A
N/A
PI-34
N/A
Month
Dropdown menu Dropdown menu
N/A
N/A
PI-35
Full Month Name in order by occurrence
Term
N/A
N/A
PI-36
Spring, Summer, Fall, Winter
Field is conditional required when Yes is selected for Question 5 Default to unchecked; field is not required. Year must be updated to reflect current academic year Required when graduation date is changed in Q6. Required when graduation date is changed in Q6.
E14
N/A
E15
E15
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Field Name
Control Type Dropdown menu
Req ?
Length
Tab Order
Field Init.
Format Year-Year (e.g. 20102011); Display one year prior to current year, up to six years from current year. N/A
Business Rule Required when graduation date is changed in Q6. Required when graduation date is changed in Q6. Field is required Year must be updated to reflect current academic year Required if No is selected for Q7 Required field
Err or
Year
N/A
N/A
PI-37
E15
Graduation Date Explanation Q7: Do you plan to continue full time undergraduate studies during the day in the 2010-11 academic year at the college named above? Plans Explanation
Text Box
256 char
N/A
PI-38
E16
Radio Buttons
N/A
N/A
PI-39
N/A
E8
Text Box Dropdown menu Dropdown menu
N/A
N/A
PI-40
Please briefly state your plans: N/A
E14
Q8: Major field of study
N/A
N/A
PI-41
E11
Q9: Probable Career Q10: Describe any special accomplishments and your participation in extracurricular activities during the 2009-10 academic year.
N/A
N/A
PI-42
N/A
Required field Field is not required
E12
Text Box
N/A
N/A
PI-43
N/A
Year must be updated to reflect current academic year
N/A
Next
Link
N/A
N/A
N/A
N/A
#005195, link underlined when radio button option has been selected; Disable Next if questions have been not answered properly
N/A
N/A
Page Initialization
ID PI-1 Area Scholar Name Processing Populate with the Scholars name. Format FirstName <space> Middle Initial <space> Last Name All CAPS Populate with the Scholars USA ID. Format ss-xxxxx where ss is the year the award was given and xxxxx is the scholars selection unit number Populate with the Scholars full address. Format address should be in all CAPS. Populate with the Scholars status. Two statuses are possible: Active or Leave Populate with the Sponsor Name. 1. If the sponsor is a college sponsored, then a. Display the text This college sponsored award can only be used at the sponsor institution listed above. Else b. Display just the sponsor name. Populate with the scholars college for the year
PI-2 PI-3 PI-4
USA ID Address Status
PI-5
Scholarship Supported By
PI-6
College Attended
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ID PI-7 PI-8
Area Graduation Date Annual Stipend
Processing Populate with the scholars expected graduation date or expiration date e.g. Spring Term 2010-11 Populate with the scholarship amount, preceded with the $ symbol. No decimals. If annual stipend is fixed, it should appear by amount in parenthesis. Your Contact Information section | Radio button options Yes, No If Yes is selected then, 1. Last Name, First Name and Middle Initial fields appear below the question text with the scholars current name pre-populated. If No is selected then, 2. Last Name, First Name and Middle Initial fields are hidden from view. Visible when Yes is selected; pre-populated with students Last Name in all CAPS Visible when Yes is selected; pre-populated with students First Name in all CAPS Visible when Yes is selected; pre-populated with students Middle Initial in all CAPS (optional field) Your Contact Information section |Radio button options Yes, No If yes is selected then, 1. Address Type radio button choices appear with options Domestic and Foreign. a. If Domestic is selected then display Street, Apt/Unit#, City, State and Zip code fields. b. If Foreign is selected then display the Foreign Address text box field. 2. If No is selected do not display address details. Choices are Domestic or Foreign; existing address type selected by default; address fields pre-populated with students information; all CAPS. ; field appears after permanent address change is set to Yes. Pre-populated with street address on file; all CAPS; field appears after permanent address change is set to Yes. Pre-populated with Apt/Unit # on file; all CAPS; field appears after permanent address change is set to Yes. Pre-populated with City on file; all CAPS; field appears after permanent address change is set to Yes. Pre-populated with State on file; drop-down list consists of all 50 states + US regulated areas; field appears after permanent address change is set to Yes. Pre-populated with zip code on file; field appears after permanent address change is set to Yes. Pre-populated with address on file; field appears after permanent address change is set to Yes and the Address Type is Foreign Your Contact Information section | Text Box Two choices : Yes/No 1. If No then display the Day Not Enrolled Reason text box. a. Text box is a required field. 2. If Yes then no additional display is necessary. Required if Yes is selected to Question #1. Two choices: Yes/No 1. If No is selected then display the Term Not Enrolled Reason text box. a. Text box is a required field. 2. If Yes then no additional display is necessary. Field appears after Yes is selected for Question #2.
PI-9
Do you need to update your legal Name?
PI-10 PI-11 PI-12
Last Name First Name Middle Initial
PI-13
Do you need to update your permanent address?
PI-14 PI-15 PI-16 PI-17 PI-18 PI-19 PI-20 PI-21
Address Type Street Apt/Unit # City State Zip code Foreign Address Email Q1: Did you enroll in college full time during the day each term in the 2010-11 academic year? Day Not Enrolled Reason Q2: Did you remain enrolled full time each term during the 2010-11 academic year? Term Not Enrolled Reason
PI-22
PI-23
PI-24
PI-25
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ID
Area
Processing Two choices: My school uses semester-based grading, My school uses quarter-based grading. 1. If semester-based grading is selected then Display instructional text: If you are just beginning your classes for the selected term, please make your best estimate of what your final grade will be. Display two drop-down options: - Fall 2010 semester grade - Spring 2011 semester grade c. Populate drop-down menus with the following options: - A, B, C, D, F, On Leave/Deferment, On Co-op/ Internship (PI-29) 2. If quarter-based grading is selected then Display instructional text: If you are just beginning your classes for the selected term, please make your best estimate of what your final grade will be. Display three drop-down options: - Fall 2010 quarter grade - Winter 2010 quarter grade - Spring 2011 quarter grade c. Populate drop-down menus with the following options: - A, B, C, D, F, On Leave/Deferment, On Co-op/ Internship (PI-29) Two drop-down options: Fall 2010 semester grade, Spring 2011 semester grade. Populate with the Grade Options (PI-29). Three drop-down options: Fall 2010 quarter grade, Winter 2010 quarter grade, Spring 2010 quarter grade. Populate with Grade Options (PI-29). A, B, C, D, F, On Leave/Deferment, On Co-op/ Internship; drop-down menu for grade averages listed on Question #3. Choices are the same regardless if quarter or semester course work terms. Two choices: Yes/No If Yes is selected then display the Below C Explanation text box (PI-31) If No is selected do not display any additional fields. Required if Yes is selected for Question #4 Two radio button options: Yes/No If Yes is selected then display the Warning/Probation Explanation text box (PI-33) If No is selected then do not display any additional fields. Required if Yes is selected for Question #5 Check/Uncheck: If the students graduation date is expected to change and the checkbox is selected, 1. Instructions read Please indicate the correct graduation date 2. Display correct graduation date fields Month (PI-35) Term (PI-36) Year (PI-37) Graduation Date Explanation (PI-38) 3. If the students graduation date does not need to change, leave checkbox unselected and do not display any additional information. Drop-down of months in order by occurrence. January -> December Drop-down terms include: Spring, Summer, Fall, Winter Drop-down includes one prior to current year, up to six years from current year. Options include (for 2011): 2010-2011, 2011-2012, 2012-2013, 2013-2014, 2014-2015, 20152016, 2016-2017. Required if graduation date is changed. Instructions read: Please explain why your graduation date has changed: Two choices: Yes/No If Yes is selected then display the Plans Explanation text box (PI-40) If No is select do not display any additional fields.
PI-26
Q3: Grade average for all course work undertaken
PI-27 PI-28 PI-29
Semester Based Grading Quarter Based Grading Grade Options Q4: Did you receive any grades below C for any courses in any term during the 2009-10 academic year? Below C Explanation Q5: Were you placed on academic or disciplinary warning or probation at any time during the 2009-10 academic year? Warning/Probation Explanation
PI-30 PI-31
PI-32
PI-33
PI-34
Q6: Our records indicate that you will graduate after the completion of Spring Term 2010-11. If this is not correct, please check this box:
PI-35 PI-36 PI-37 PI-38
Month Term Year Graduation Date Explanation Q7: Do you plan to continue full time undergraduate studies during the day in the 2010-11 academic year at the college named above?
PI-39
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ID PI-40 PI-41 PI-42 PI-43
Area Plans Explanation Q8: Major Q9: Probable Career Q10: Special Accomplishments
Processing Required if No is selected for Question #7 Drop-down list of Majors. Drop-down list of Career choices. Text box for any special accomplishments
Page Actions
Control Type Link Action Click (Next) Processing Enabled when all the required questions on the form have been answered. When clicked, will advance user to the next screen in the OSR process: Review.
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3.2.1.5
SCREEN 5: REVIEW
The Review Screen displays the Questionnaire responses in a read-only form prior to submission. The scholar can review his or her answers and decide to edit responses or proceed to the next page in the OSR process. Prior to submitting the Scholars application, he or she must provide a digital signature by typing his or her name in the Name field. Page Image
Top portion of Review page
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Middle portion of Review page
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Bottom portion of the Review page
Page Verbiage Directions at the top: Please review the information you have entered before submitting your Online Scholarship Renewal Application. Agreement My signature below certifies that the information provided on this form is accurate and up-to-date. As needed to determine my eligibility for scholarship renewal, I agree to respond promptly to all requests by USA for additional information including arranging for my college to provide an official transcript of all course work undertaken and grades earned. I also agree to notify USA as soon as possible if any of the information I have provided changes after the submission of this form. Field Details
Field Name Back Name Submit Control Type Button Text Box Button Req? N/A Y N/A Length N/A N/A N/A Tab Order N/A N/A N/A Field Init. N/A PI-1 N/A Format N/A N/A N/A Business Rule N/A Digital signature is required in order to submit the application. N/A Error N/A E17 N/A
Page Initialization
ID PI-1 Area Name Processing Digital Signature
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Page Actions
Control Type Button Action Click (Back) Processing Clicking the back button will return the user to the Questionnaire page for editing. Upon submitting this page, the following actions will automatically occur: a. Store a timestamp value in the OSR database b. Store the Scholars email address in the local database. c. Confirmation e-mail will be sent to Scholar from a do not reply source at USA. d. User will be taken to the final screen: Confirmation.
Button
Click (Submit)
3.2.1.6
SCREEN 6: CONFIRMATION
The Confirmation screen provides the Scholar with a confirmation number to indicate their application was submitted successfully. The Scholar will also receive an automatic email confirmation with duplicate verbiage to the e-mail address provided. The e-mail will be sent from a do-not-reply source. The e-mail will reflect all of the verbiage seen in the screen sample below. The confirmation code displayed in the subject line as well as in the body of the email will reflect the actual confirmation code generated by the OSR for that Scholar. The greeting line in the body of the e-mail will reflect the actual name of the Scholar. The academic year will be updated to reflect the current year range.
Page Image
Confirmation screen
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E-mail confirmation
Page Verbiage Please print and retain this confirmation for your records. Confirmation code: 2929797 Your confirmation code is a unique identifier related to your 2011 2011-12 scholarship renewal application. It confirms that your application has been successfully submitted to USA. t If more information is required, you will be contacted by USA's Scholarship Services Department. We will 's only contact you if we determine that your Scholarship will not be renewed or if there are any changes to your award status. Field Details
Field Name Please print and retain this confirmation for your records Control Type Label Req ? N/A Length N/A Tab Order N/A Field Init. Format Bold and italics Business Rule Error N/A
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Field Name
Control Type Label
Req ? N/A
Length
Tab Order N/A
Field Init. PI-1
Format Inconsolata 13pt medium weight
Business Rule Confirmation code will only contain numbers.
Error
Confirmation code
N/A
Page Initialization
ID PI-1 Area Confirmation code Processing The confirmation code is an automatically generated unique key (that is only comprised of numbers) for the submitted record.
Page Actions N/A
3.2.1.7
ADDITIONAL SCREENS
Some situations in the OSR require specialized screens that do not fall within the form process. The situations and screenshots can be found below. Situation 1: Scholar tries to login to the OSR application after successfully submitting their scholarship renewal.
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Situation 2: Scholar tries to access the OSR application after the submission deadline as passed.
3.2.2
Error Codes
An error code type is defined by where the error message will appear. Each error message in the system should have a type associated with it to determine where the error message is going to show and the text that will be displayed to the user.
Page Field Modal The page type is where an error message displays at the top of the page signifying an error occurred somewhere on the page. The field type is where an error message is displayed below the field. Special consideration is needed when determining the length of the error message and the length of the field. The modal type is where a pop-up is displayed showing an error message.
The following error codes exist within the OSR application:

Code E1 Situation The user name is missing or incorrect The password is missing or incorrect Login and password combination is incorrect User clicks on Next link when the Terms checkbox has not been selected. Severity/System Response Error display message and clear fields. Error display message and clear fields. Error display message and clear fields. Error display message Message Verbiage Please enter your user ID Type Field Spec/Page Title Welcome
E2
Please enter your password The login did not work. Please try again. You must check the box above, prior to proceeding.
Field
Welcome
E3
Page
Welcome
E4
Field
Requirements
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Code
Situation User clicks on Next link when an option to return the Reinstatement After Leave has not been selected. User has not selected a form prior to uploading User has not answered all the required questions prior to clicking Next. User has not selected a Yes or No option for one or more of the questions User has not entered an email address in the email address field or the email address is not valid User has not selected a major field of study for question 8. User has not selected a probable career for question 9. User has not selected a semester grade average from the drop down field User has specified a change of address to a foreign address but did not provide the address User has specified No to a question that requires explanation and has not provided an explanation. User indicates graduation date needs to be changed but does not provide a new graduation date. User indicates graduation date needs to be changed but does not provide an explanation for the change. User does not provide a digital signature prior to submitting their application User closes browser window prior to submitting his or her application.
Severity/System Response Error display message Error display message Error display message Error-display message next to question with missing response
Message Verbiage You must select a method for returning the Reinstatement After Leave Application PDF prior to proceeding. There was a problem receiving your form. Please try again. Please fill in all the required fields and resubmit
Type
Spec/Page Title
E5
Field
Reinstatement
E6 E7
Page Page
Reinstatement Questionnaire Questionnaire legal name, permanent address, Q1, Q2, Q4, Q5, Q7 Questionnaire contact info-email Questionnaire Q8 Questionnaire Q9 Questionnaire Q3 Questionnaire contact infoaddress/foreign Questionnaire Q1, Q4
E8
Please Select Yes or No
Field
E9
Error display message Error display message Error display message Error display message Error display message
Enter a valid email address
Field
E10
Select a major
Field
E11
Select a career
Field
E12
Select a GPA
Field
E13
Enter your complete address
Field
E14
Error display message
Please enter an explanation
Field
E15
Error display message
Select a graduation date
Field
Questionnaire Q6
E16
Error display message Error display message Error display message
State why your graduation date has change
Field
Questionnaire Q6
E17
Enter your name Are you sure you want to close your browser? Your renewal is not complete!
Field
Review
E18
Modal
Confirmation
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3.3
3.3.1
OTHER REQUIREMENTS
Output (other than UI)
If the scholar had been on Leave for the prior term or year, the scholar must fill out a reinstatement form in order to be eligible for scholarship renewal. The OSR system is aware of the scholars that require a reinstatement form and allows the user to download the form and return it to USA via OSR upload, e-mail, mail or fax. See Appendix G for examples of the Reinstatement Form. The reinstatement form is used by the Scholar to: Explain what they have done during their leave time. The signature of the college verifies their status should be changed to Active (so that they can resume receiving monetary disbursements). - OR Extend the duration of their leave.
After downloading the PDF, the Scholar can: Digitally fill out the PDF, resave it, then immediately upload it back to the OSR, only if all of the following conditions exist: i. They wish to extend their leave ii. They are still logged into the OSR iii. They have not yet submitted the OSR Digitally fill out the PDF, print it, get it signed by their school, scan it, then email it to SS. Print the PDF, fill it out with pen/pencil, get it signed by their school, and fax it to SS. Additional information Of the students who need to complete a PDF reinstatement, very few are able to get completed Part A (Scholars portion) and Part B (universitys portion) of the form as well as upload it to the OSR before submitting the OSR. This has been done, though only a handful of times. Students who are requesting an extension of leave do not need to fill out Part B (do not require an approval from their university). Therefore, students who fall under this category have been known to complete the PDF immediately and also uploaded it to OSR for one cohesive submission. Some Scholars take up to two months to send the Reinstatement Form to SS. If the information in the submitted form is adequate, SS logs into Scholar History, adds notes related to reinstatement, and manually sets the Scholar to Active.
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4.
OSR ADMIN REQUIREMENTS
The OSR Admin application allows Scholarship Services to manage the scholars who are considered eligible for renewal each year. The OSR application opens during the first week of March each year once the OSR letter (prepared by ABC Company) has been sent. The site remains open until the third week of March. At this point, the site closes for the end of March. Doing so allows Scholarship Services time to continue to process renewals from the first round. In addition, site closure provides warning to scholars who have not renewed their scholarships. The OSR site reopens during the second week of April. Scholars who did not renew their scholarships during the first cycle will have the opportunity to do so during the second cycle. This opening of the OSR also allows identification of scholars who were not eligible for scholarship renewal during the first cycle but since then have become eligible. The site remains open until the second week in May, at which point it is shut down permanently for the year. Using the OSR Admin tool provides the ability to: Manage the scholar applications that are submitted online Add individual scholars to OSR Add new scholars from Scholar History table to OSR database Generate OSR letter using customized DocGen for a batch group or individual View OSR submission counts View Scholarship Renewal Sponsor reports Reset Test User information The process of identifying scholars who are eligible for OSR is detailed in the first and second mailing process flows.
4.1
4.1.1
FUNCTIONAL REQUIREMENTS
Step-By-Step Description
The process flow of the current methodology is outlined on the next page. Some details to consider are: Main Flow o The most common sequence of steps begins at step 3.00.01 and continues with subsequent steps Alternate Flows o Other possible sequences of steps begin at step 4.00 and greater.
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4.1.1.1
PROCESS FLOW DIAGRAM
ABC
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ABC
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As-Is OSR Organize Scholars into Renewed Pool Scholarship Services (SS) OSR Admin (System)
ABC Parity
Page 3
4.00 -------------
Check for new submittals
Continued from Page-1 A
7.00-7.01 ------------------
Sync OSR address to Scholar History
4.01 -----------------------
4.02 -----------------------
Select submitted OSR record for review
Display scholar OSR record
Continue on Page 4 D
Yes
5.00 ------------------
Problems ?
No
4.03 ----------------------4.04 -----------------------
Update Scholar Review Pool to Renewed
Save changes and update record with save information
4.05 -----------------------
Remove from search results screen
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As-Is OSR Application needs to be sent to Scholar Scholar Scholarship Services (SS)
Continued from Page 3 D Continue to Page 8 E
5.01 ------------------
Page 6 OSR Admin (System)
Multiple
4.02.02 -----------------------
Type of Problem ?
Displays student responses
Application Requested
5.11 ------------------
Yes
Reinstatement After Leave ?
No
Yes
5.12 ------------------
Leave of Absence ?
5.20 -----------------------
Update Scholar Review Pool to Application
No
5.15 ------------------
Yes
5.21 -----------------------
Study Abroad/ Other Program ?
Send application via fax, mail, or e-mail Yes

5.16 ------------------
No
Transfer ?
5.23 -----------------------
No
5.17 --------------
Place Scholar record on Hold

5.22 -----------------------
Fill out application and return to USA NMSC

5.24 -----------------------
Yes
Retroactive Summer Stipend Request ?
No
Return application
Based on application received, update Scholar History status, remove hold
5.18 ------------------
Yes
Summer Stipend Request ?
5.06 -----------------------
Update the scholar OSR record with the appropriate Pool
Yes
5.19 ------------------
No
4.04 4.05 -----------------------
Co-Op Schedule ?
Saves changes to scholars OSR record
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4.1.1.2
PROCESS FLOW DESCRIPTION
Main Flow for Initial Data Load (first mailing)

Step 3.00.01 3.00 3.01 3.02 3.03 Description of Step Award type must be 4-year variable or fixed (B or C) Scholar is Active Graduation or units Expiring year is greater than the current year Scholarship units are greater than 0 Scholar is on Leave Role ABC Company ABC Company ABC Company ABC Company ABC Company Notes Determine eligible scholars using Scholar History and a set of rules. Scholar status is Active Scholar G/E is greater than G-ST10 and G-SQ10 (E-ST10, ESQ10) if the current year is 2010, for example. Scholar must have units available in order to receive a scholarship. Scholar is considered eligible for renewal if the scholars status is Leave.
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Step 3.04
Description of Step Copy to OSR tables
Role ABC Company OSR Admin
Notes Combining the above creates a group of students generated from Scholar History that are eligible for renewal. These student records will be copied to the OSR tables. Continue at step 4.00
3.05
Display results in OSR Admin
Main Flow for Second Data Load (second mailing)

Step 3.00.01 3.04 6.00 Description of Step Re-query Scholar History for newly eligible OSR recipients Check to see if the scholar already exists in OSR Identify existing OSR scholars who have not submitted an application Create data source for mailing Access scholars for 2nd mailing through Scholarship Renewal Application Select the appropriate Merge/Group Name Generate and mail OSR letters Role ABC Company ABC Company ABC Company ABC Company SS SS SS Notes In the time that the first mailing was sent and the OSR closes for the first time, scholars may have become eligible for scholarship renewal. If scholar already exists, do not add the scholar to OSR (as to avoid overwriting data). If the scholar is not in OSR, continue to step 3.04 Scholars who received the first letter but did not complete their OSR application should receive a second letter. Data source should exist of scholars meeting requirements from steps 6.00 and 6.01 Scholarship Services uses this application to generate letters to send to scholars. N/A N/A
6.01 6.02 6.03 6.04 6.05
Main Flow for Processing Submittals

Step Description of Step Role Notes In order to review applications, Scholarship Services must use the OSR Admin tool. All eligible OSR recipients are considered Pending. Once the scholar has submitted his or her application, the scholar remains Pending but a Submitted Date will display in the search results. SS is responsible for scrolling through all the results to find records with a Submittal date. Each SS member is assigned a cohort group or year to manage. 4.01 Select submitted OSR record for review SS SS clicks on the record to be reviewed in the search results. OSR page will open in a new tab. The scholars OSR record displays information from Scholar History and information from the submitted OSR application. See functional design for detailed information. SS changes the Pool from Pending to Renewed Pool is saved and last saved by information updated. Because the scholar was moved into the Renewal pool, the record should no longer appear in the Pending search results. A manual refresh by SS is required for the results to be updated.
4.00
Check for new submittals
SS
4.02
Display scholar OSR record Update Scholar Review Pool to Renewed Save changes and update record with save information
OSR
4.03 4.04
SS OSR
4.05
Remove from search results
OSR/SS
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Sub Flow
Sub Flow A: Occurs after step 6.05 Once the OSR application is closed for the year, scholars remaining in OSR must be categorized appropriately
Step 5.41 5.42 5.43 5.44 5.45 5.46 5.47 5.48 5.49 Description Process remaining students in OSR results Was the OSR submitted? Evaluate all students who did submit an OSR and are not in the Renewal pool Scholar eligible for renewal? Update Scholar History to Active Update scholar Review Pool to Renewed in OSR Update Scholar History status to Withdrawn Update scholar Review Pool to Withdrawn in OSR Save changes to scholars SH record Role SS SS SS SS SS SS SS SS SH Notes The students who have not been placed in a Withdrawal pool or Renewed Pool need to be processed. If a student did not submit an OSR, the student will be placed into the Withdrawal pool. Scholars who did submit an OSR and are not in the Withdrawal or Renewed pool require additional analysis. N/A N/A N/A N/A N/A N/A
Alternate Flow
Alternate Flow A: Occurs after step 4.02 If the scholars application does not meet renewal requirements then alternate steps must be taken.
Step 5.00 Description Problems with scholars OSR application Determine if there are any additional issues with the scholars application Role SS Notes There are a number of reasons that make a scholarship unrenewable for a scholar. Evaluating each scholars record determines the Pool the scholar should be placed in. SS prefers scholars be placed in particular pools if there is only that specific issue. If more than one issue exists it is up to the SS member to determine the appropriate classification.
5.01
SS
Alternate Flow
Alternate Flow B: Occurs after step 5.01 If the scholar indicated a change in expected graduation then additional processing must occur.
Step 5.02 Description Determine if the scholars graduation change is earlier or later than the graduation date on file. Update Scholar Review Pool to Late Grad in OSR Update Scholar Review Pool to Early Grad in OSR Role SS Notes N/A Sense of urgency is not as high for late grads. As a result, SS may update the Scholar History record at the time of review or save for a later date. If the scholar updates his or her renewal application to indicate an earlier graduation date, it is important to take action as soon as possible to prevent unwarranted payments from going out and to allow colleges to return payments if a payment has been sent out.
5.03
SS
5.04
SS
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Alternate Flow B: Occurs after step 5.01 If the scholar indicated a change in expected graduation then additional processing must occur.
Step Description Role Notes Changes in OSR are not updated in Scholar History. As a result, changes must be made in both databases. It is more crucial to update the Scholar History record for early graduates to stop potential payments from being sent. Late graduates can be updated in SH as workload permits. After appropriate actions have been taken, the scholar record needs to be updated to the appropriate pool in OSR. If academic reasons cause the scholar to be ineligible for renewal, for example, SS will update OSR pool as Withdrawn.
5.05
Update Scholar History record
SS
5.06
Update the scholar OSR record with the appropriate pool
SS
Alternate Flow
Alternate Flow C: Occurs after step 5.01 If the submitted application suggested academic problems, additional processing must occur.
Step 5.07 Description Update Scholar Review Pool to Academic Add to Excel spreadsheet Communicate with college regarding scholars grades Based on colleges response, update Scholar History Role SS Notes Low grades or comments suggesting academic probation or dropped classes may indicate academic ineligibility for scholarship renewal. Each academic situation is evaluated on a case by case basis and handled appropriately. SS keeps track of any applicants that require additional analysis as far as academics go in a separate spreadsheet. If necessary, SS will ask college for a copy of the scholars transcript. The college will send the transcript to SS, at which point, the appropriate action is taken. This communication may result in asking for the college to return a scholarship payment. N/A
5.08
SS
5.09
SS
5.10
SS
Alternate Flow
Alternate Flow D: Occurs after step 5.01 If the submitted application requires additional information, SS will send the scholar an application.
Step 5.11 5.12 5.15 5.16 5.17 5.18 5.19 5.20 5.21 Description Reinstatement After Leave Request for Leave of Absence Study Abroad/Other Off-Campus Program Transfer Retroactive Summer Stipend Payment Request Summer Stipend Payment Request Co-Op Schedule Update Scholar Review Pool to Application Send application via fax, email or mail Role SS SS SS SS SS SS SS SS SS Notes See Appendix F for more information about this application. See Appendix F for more information about this application See Appendix F for more information about this application See Appendix F for more information about this application See Appendix F for more information about this application See Appendix F for more information about this application See Appendix F for more information about this application Something on the students application indicates the need for an application to be filled out. See Appendix F for more information about applications. N/A
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Alternate Flow D: Occurs after step 5.01 If the submitted application requires additional information, SS will send the scholar an application.
Step 5.22 5.23 5.24 Description Fill out application and return to SS Place scholar record on Hold Based on application update Scholar History status, remove holds if applicable Role Scholar SS SS Notes N/A SS places the Scholar record on hold to suspend any financial payments. Once the scholar returns the form the hold will be lifted. N/A
Alternate Flow
Alternate Flow E: Occurs after step 5.01 If the scholar was on Leave for the previous renewal cycle, then a reinstatement form must be completed
Step 5.25 Description Scholar uploads, mails, emails or faxes form to SS Role Scholar Notes Scholar can upload the Reinstatement to the OSR application prior to submitting. A students application cannot be considered submitted without sending in the application for review. If the applicant Is eligible for renewal, SS will update OSR and Scholar History as Active. If the applicant I not eligible for renewal, SS will evaluate on a case to case basis. N/A
5.26 5.27
Evaluate scholars application Update Scholar History record to appropriate status
SS SS
Alternate Flow
Alternate Flow F: Occurs after step 5.01 If the scholar has more than one problem, then additional steps must be taken
Step 5.28 Description Evaluate application to determine the scholars Pool Immediate Withdrawal ? Update scholar Review Pool to Withdrawal Role SS Notes If multiple problems exist on a scholars application, SS will determine the appropriate pool for the scholar. If application responses require an immediate withdrawal, SS will not wait until a later point to take action. However, if the application needs to be looked at again but at a later date, SS will place the scholar into the Problem pool. If scholar should be withdrawn, SS will update the scholars pool in OSR and then do the same in Scholar History. The Problem pool features scholars with multiple problems or have indicated transferring colleges on their application. Because there is not a specific college-transfer pool, many times the Problem pool is used. Other examples of problems include scholars who are not enrolled full time, disciplinary issues, medical leaves, name changes, etc. Any scholar identified as a problem is typically addressed in the middle of the OSR cycle as time allots.
5.29
SS
5.30
SS
5.31
Update scholar Review Pool to Problem
SS
Alternate Flow
Alternate Flow G: Occurs after step 5.01 If the scholar has indicated a college transfer, then additional steps must be taken
Step 5.32 Description Place scholar on Hold in Scholar History Role SS Notes SS needs to put a hold on the scholars record in order to prevent any payments from being sent to the scholars college on record.
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Alternate Flow G: Occurs after step 5.01 If the scholar has indicated a college transfer, then additional steps must be taken
Step 5.33 5.34 5.35 5.36 5.37 5.38 5.39 5.40 Description Type of Award ? Can the corporate sponsored award be transferred? Confirm college transfer has occurred Update Scholar History record to reflect scholarship transfer Update Scholar History status to Renewed Update OSR Renewal Pool to Renewed Update Scholar History record to Withdrawn Update OSR Renewal Pool to Withdrawn Role SS SS SS SS SS SS SS SS Notes College-sponsored scholarships are not transferrable but corporate-sponsored scholarships can be transferred depending on situation. Decision point. Confirm the scholar has transferred to the college stated in his or her application form. Update the Scholar History record with information pertaining to the new college. If no issues exist with the transfer, the scholar should become eligible for renewal. Renewed selected. If the student transfers colleges with a college-sponsored award, the scholarship is not transferrable and therefore the scholar must be withdrawn. Withdrawn selected.
Sub Flow
Sub Flow C: Occurs after step 3.07 If the scholar has changed his or her address in the OSR application, the data must be syncd to Scholar History.
Step 7.00 Description Address change ? Role ABC Comp any Notes If the scholar has submitted a change in address and the address is not foreign, the address will be syncd to the scholars Scholar History record. System checks to see if the scholar record is: a. Not in the Update queue b. Address has been changed in OSR c. OSR application has been submitted d. Address is not foreign e. Address change is not addressed to test users If the record meets all these requirements, the address entered by the scholar will be updated in Scholar History. (Note, not in process flow but part of the address maintenance) If the address change was not in All-CAPS, then SS must retype the address in All-CAPS.
7.01
Sync OSR address to Scholar History
ABC Comp any
7.01b
Change address format
SS
Alternate Flow
Alternate Flow F: Occurs after step 5.01 If the scholar is Active with 0 units and graduating in the future and should receive an OSR letter, then additional steps must be made manually
Step Description Role Notes The general query for determining eligible scholars dictates any scholar in scholar history with an Active status, graduating in the future, and has 0 units should not receive an OSR letter; however there are exceptions to this rule and there is no way for the users to indicate this via a status or through other means. As a result, these students need to be handled separately. Manually add the scholar to the OSR application
5.60
Maintain Active Scholars who are graduating in the future with 0 units
SS
5.61
Add scholar to the OSR Admin application
SS
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Alternate Flow F: Occurs after step 5.01 If the scholar is Active with 0 units and graduating in the future and should receive an OSR letter, then additional steps must be made manually
Step 5.62 5.63 5.64 Description Save new record as Pending in OSR Generate and mail scholar letter More scholars Role OSR SS SS Notes Saves the new record as part of the Pending pool in OSR Using the DocGen, generate a document and mail to the affected scholar. Determine if there is more than one scholar requiring a letter, if so then repeat.
4.2
4.2.1
4.2.1.1
FUNCTIONAL DESIGN
User Interface Layout and Description
OSR ADMIN SEARCH (TOP)
Page Image
Top of the OSR Admin Screen
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Field Details
Field Name Control Type Link Req ? N/A Lngt h N/A Tab Order N/A Field Init. N/A Format Button/Link for the main Search page; tool-tip: search responses; hover: color #e0e8ff; Button/Link for Add Scholar page; tool-tip search for and add scholars to renewal group hover: color #e0e8ff; hover: color #e0e8ff; Button/Link for Scholarship Renewal Report - Sponsor Listing; tool-tip get scholarship counts by sponsor and generate sponsor PDFs; hover: color #e0e8ff; Button/Link for Test Users; tool-tip is reset test user accounts for repeated testing; hover: color #e0e8ff; Link to the OSR document generation application. hover: color #e0e8ff; Link to a report that provides statistics on number of scholars who have submitted an OSR for the day. hover: color #e0e8ff; When selected, textual directions will display Options include (as of 2/1/2011): 2004, 2005, 2006, 2007, 2008, 2009, 2010, 2011 Options include: 2011, Archive Scholar ID is formatted yyxxxxx where yy is the scholar year and xxxxx is the number generated by Scholar History. There are no limitations to how this information is entered. N/A N/A N/A Group of 9 check boxes Multiple pools may be selected. Business Rule Err or N/A
Search
N/A
Add Scholar
Link
N/A
N/A
N/A
N/A
N/A
N/A
Synchronize
Link
N/A
N/A
N/A
N/A
Must have proper security permissions in order to access this option. Must have proper security permissions in order to access this option.
N/A
Sponsor
Link
N/A
N/A
N/A
N/A
N/A
Test Users
Link
N/A
N/A
N/A
N/A
N/A
N/A
Scholarship Renewal Letter
Link
N/A
N/A
N/A
N/A
N/A
N/A
Statistics
Link
N/A
N/A
N/A
N/A
N/A
N/A
Show/Hide Help Scholar Year
Button Dropdown Dropdown
N/A
N/A
N/A
PI-1
N/A
N/A
PI-2
Default directions to closed. Default to All; at least 7 years must be kept on record per USA business rules; Defaults to 2011
N/A
N/A
Renewal Year
N/A
N/A
PI-3
N/A
Scholar ID
Text Box
N/A
No Limit
PI-4
Although the field does not restrict entry, a valid scholar ID must be entered.
E3, E16
Last Name First Name Confirmation Code Pool (Set of radio buttons) Pending
Text Box Text Box Text Box Label Check box
N/A N/A N/A N/A N/A
No Limit No Limit No Limit N/A N/A
4 5 6 N/A N/A
PI-5 PI-6 PI-7 N/A PI-8
N/A N/A N/A N/A Default pool is Pending.
N/A N/A N/A N/A N/A
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Field Name Problem Withdrawn Late Grad Academic Applications Early Grad Renewed Reinstatements
Control Type Check box Check box Check box Check box Check box Check box Check box Check box Text Box
Req ? N/A N/A N/A N/A N/A N/A N/A N/A
Lngt h N/A N/A N/A N/A N/A N/A N/A N/A
Tab Order N/A N/A N/A N/A N/A N/A N/A N/A
Field Init. PI-9 PI-10 PI-11 PI-12 PI-13 PI-14 PI-15 PI-16
Format Multiple pools may be selected. Multiple pools may be selected. Multiple pools may be selected. Multiple pools may be selected. Multiple pools may be selected. Multiple pools may be selected. Multiple pools may be selected. Multiple pools may be selected.
Business Rule N/A N/A N/A N/A N/A N/A N/A N/A Conditional when a Sponsor PDF needs to be generated; without a sponsor, a report cannot be created. Sponsor name must be indicated in order for a report to be processed. Default to 25 results per page; options include 25, 50, 75, 100, 250, All N/A; Default values provide enough criteria to run a search. When selected, clears any information typed into the search fields or pools selected. Restores default values.
Err or N/A N/A N/A N/A N/A N/A N/A N/A
Sponsor
Cond
N/A
N/A
PI-17
N/A
N/A
Sponsor PDF Results per page Search
Button Drop down Button
N/A
N/A
N/A
N/A
N/A
E10
N/A
N/A
N/A
PI-18
N/A
N/A
N/A
N/A
N/A
N/A
N/A
N/A
Clear Form
Button
N/A
N/A
N/A
N/A
N/A
N/A
Page Initialization
ID Area Processing Acts like a toggle; default is closed. When selected the button text changes to Hide help; directions read: To search for responses, choose any combination of values from the lists in the form. * If you want to search by a scholar's name, you may enter any part of either the first and/or the last name in the relevant text boxes. * Select a particular Scholar year from the dropdown or select All if you do not want to limit the year. * Renewal year may be either the current year (displayed explicitly) or Archive, which is any other year. * You may select as many or as few of the "Pool" values as you like. Simply click on Search to run your query. Note that the query may take a moment to complete, so please be patient. Scholar Year is the year the student enrolled in college, part of the Scholar ID, a separate field entirely from the "scholar status year" or "g/e status year", where the year means 'effective', e.g. scholar status A-FT10 means "active effective Fall term 2010." This might be the scholar status of a 2008 scholar. Renewal Year is the current upcoming academic year; this calendar year (2011) would be considered academic year 2011 (infers 2011-2012 academic year Summer to Fall/Winter)
PI-1
Show/Hide Help
PI-2
Scholar Year
PI-3
Renewal Year
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ID PI-4 PI-5 PI-6 PI-7 PI-8 PI-9 PI-10 PI-11 PI-12 PI-13 PI-14 PI-15 PI-16
Area Scholar ID Last Name First Name Confirmation Code Pending Problem Withdrawn Late Grad Academic Applications Early Grad Renewed Reinstatements
Processing Scholar ID is the 7 digit ID automatically created each year when the OSR database is initially loaded from Scholar History. Format is the Scholar Year-Scholar ID/OSR ID 5 digit number: 10-00001 Last name of the scholar. Search will look for the text entered in any part of the scholars last name; First Name of the scholar. Search will look for the text entered in any part of the first name. The code generated once the OSR application has been submitted. This is emailed to the scholar and also provided upon submittal. It is for all purposes, useless. See Appendix B for more information. The pending pool is the initial default pool for all OSR scholars. Any scholar who is eligible for an OSR letter and has not completed the OSR is considered to be in the Pending pool. See Appendix B for more information. Problem pool is a catch-all pool for any scholars with multiple issues or an issue that a Pool is not defined. See Appendix B for more information. Based on SS analysis, anyone in the Withdrawn pool is considered ineligible for scholarship renewal See Appendix B for more information. Students who have indicated that their graduation date will be later than the grad date on their OSR application. See Appendix B for more information. Scholars who exhibit low grades or have responses that indicate their grades are less than expected will be placed into an Academic pool. See Appendix B for more information. Scholars who indicate a need to fill out an application (for example, Co-Op) See Appendix B for more information. Scholars who have indicated that they will be graduating earlier than expected. This requires immediate (essentially) reaction so that any pending payments can be addressed appropriately. See Appendix B for more information. Scholars who have exhibited no issues with their application and are able to have their scholarship renewed for the year. See Appendix B for more information. Scholars who have indicated they will be going on Leave or are on Leave and SS is waiting on an application to be returned. Auto-complete field that allows the entry of a sponsor name. This is used to generate a sponsor PDF that will indicate all the scholars for that Sponsor. Company can be selected from the auto-complete drop-down. The text entered for the auto-complete field will search any part of the company name. If no sponsor name matches, nothing will display in the auto-complete field. Once a sponsor name has been selected, the sponsor code will auto-populate next to the sponsor lookup field. This field may also be used for scholar search. If a company is entered in the auto-complete box, the search results will bring back and scholars matching the criteria results for that sponsor.
PI-17
Sponsor
Page Actions
Control Type Action Processing To search for responses, choose any combination of values from the lists in the form. If you want to search by a scholar's name, you may enter any part of either the first and/or the last name in the relevant text boxes. Select a particular Scholar year from the dropdown or select All if you do not want to limit the year. Renewal year may be either the current year (displayed explicitly) or Archive, which is any other year. You may select as many or as few of the "Pool" values as you like. Help text is hidden by default; clicking the Help button will transform text to read Hide Help Clicking the Sponsor PDF opens the Sponsor report in a new browser window. A sponsor must be selected in order for any information to appear on the report. Clicking the Clear Form button will clear any fields with data entered and wipe out any selected Pool checkboxes and reset all fields to the default value (if applicable)
Button
Click (Help/Hide Help)
Button Button
Click (Sponsor PDF) Click (Clear Form)
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Control Type
Action
Processing When selected, text reads Search scholar responses to the right of the button; If results match criteria then: a. Display list of scholar records sorted by ID number (also correlates alphabetically) b. Clicking on the scholar record will open the OSR record in a new window. Only one scholar record may be opened at a time. If no results are found then prompt: No matching responses found! Try another query
Button
Click (Search)
Link Link Link Link Link Link Link
Click (Search) Click (Add Scholar) Click (Synchronize) Click (Sponsor) Click (Test Users) Click (Scholarship Renewal Letter) Click (Statistics)
Link to the main OSR Admin search page. Link to the Add Scholar page. Link to the Synchronize page. Link to the Sponsor page. Link to the Test Users page. Link to the Scholarship Renewal Letter Doc Gen application. Link to the Submittal report.
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4.2.1.2
OSR ADMIN SEARCH RESULTS
The OSR Admin search results appear below the search criteria fields at the top of the OSR Admin page. Upon initial OSR load, the results will display under the Pending pool (default pool until the pool is changed) by ID number which is assigned alphabetically. Each SS member is responsible for a specific renewal year. For example, in the picture below, the renewal year would be considered 2009. Therefore, one member of SS would be responsible for tracking all submittals for the renewal year 2009. This is done by searching for scholars in the Pending pool and scrolling through the records to identify any scholars with a new submitted date. There is no way to sort the results by any of the column headings nor is there a way to search for recently submitted. If the search results contain Archival data, a column will be inserted between the number and ID columns called Renewal Year which displays the renewal year for the scholar record. Clicking on a row will open the scholars OSR record in a new tab. Only one record can be opened at a time; there are no right-click capabilities. After reviewing or editing the status on the OSR scholar record, SS must return to the search page and press refresh to see any Pool changes take effect. There is no automatic or triggered refresh functionality. If the search involves using Archive as a renewal year, a record will exist for each year the scholar is eligible for renewal. A student with three renewal years would appear 3 times in the results. Page Image
Bottom of the OSR Admin Screen (Search Results)
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Field Details
Field Name Control Type Req ? Lngth Tab Order Field Init. Format Directions read: The following scholar(s) were found matching your search criteria. Label N/A N/A N/A N/A Click anywhere on a row in the table to view the detailed information for that scholar. [page range for results on page] of [total amount of records returned;] e.g. 1-25 of 20000 Record set page number; Page x of y where x is the page drop-down and y is total number of records as text Search results are displayed in a table; 9 columns displaying scholar information appear at the top. See below for more information on the data display; header bold, background blue. Standard 4 digit year format The record row number. Not unique to scholar record. Scholars Last Name; all-caps Scholars First Name; all-caps Middle Initial (optional); all-caps Defaults to Pending on initial load. Otherwise, this is the status set on the OSR scholar record Name of the scholars college; black text Name of the scholars scholarship sponsor; black text The date the scholars OSR record was submitted; black text; yyyy-mm-dd N/A Business Rule Err or
Search results directions
Search count and number of results
Label
N/A
N/A
PI-1
N/A
Page Number
Dropdown
N/A
N/A
N/A
PI-2
N/A
Search Results
Table
N/A
N/A
N/A
PI-3
N/A
Renewal Year
Label
Cond
N/A
N/A
PI-12
The Renewal Year column will appear if the search results contain archival data. N/A Required on Scholar History record Required on Scholar History record Required on Scholar History record Required on Scholar History record Required on Scholar History record Required on Scholar History record When an OSR application has been submitted, the submittal date will appear.
Number Last Name First Name MI
Label Label Label Label
N/A N/A N/A N/A
N/A N/A N/A N/A
N/A N/A N/A N/A
PI-4 PI-5 PI-6 PI-7
Pool
Label
N/A
N/A
N/A
PI-8
School Sponsor
Label Label
N/A N/A
N/A N/A
N/A N/A
PI-9 PI-10
Submitted
Label
N/A
N/A
N/A
PI-11
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Page Initialization
ID Area Processing Depending on the number of results returned, the Search count label will show the number of results on the page out of the total number of records. For example, if the results per page is set to 50, then 50 records will appear on the page. The results returned will show 1-50 out of x where x is the total number of matching results. The next page will show 51-100 records, and so on. Record set page number; Page x of y where x is the page drop-down and y is total number of records as text Search results are displayed in a table; 9 columns displaying scholar information appear at the top. The record row number. Not unique to scholar record. Scholars Last Name; all-caps Scholars First Name; all-caps Middle Initial (optional); all-caps Defaults to Pending on initial load. Otherwise, this is the status set on the OSR scholar record Name of the scholars college; depending on the scholarship, college may also be the scholarship sponsor Name of the scholars scholarship sponsor; depending on the scholarship, scholarship sponsor may be the same as the college. The date the scholars OSR record was submitted; Column appears when the search results contain archival results. This year is the same year as you would see on the OSR detailed scholar record following the students name. This column will not appear if the search results are for the current renewal year.
PI-1
Results returned
PI-2 PI-3 PI-4 PI-5 PI-6 PI-7 PI-8 PI-9 PI-10 PI-11
Page Number Search Results Number Last Name First Name MI Pool School Sponsor Submitted
PI-12
Renewal Year
Page Actions
Control Type Click Action Click (Row) Processing Clicking a scholar record will open the full OSR record in a new tab/window. Only one record can be updated at a time.
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4.2.1.3
OSR ADMIN SCHOLAR RECORD
The OSR scholars record can be opened by clicking on the search result row on the main OSR Admin page. The scholar record will open in new tab but the application is limited to only one record open at a time. The information displayed will be for the current renewal year. In the example below, the scholars record shows 2010 renenwal information as indicated by the parenthesis after the scholars name. Previous years may be accessed by clicking on the year link (2009) in the Other years available section. The top part of the page displays information created and maintained in Scholar History. In the section below, OSR Response, the Current section also displays information attained from Scholar History. Below this section is the Scholar Response section where responses from a submitted OSR will appear. If the scholar changes any of the information found in the Current section, the specific change will appear in the From Application section. If the scholar was on leave for the previous renewal year and requires a Reinstatement form to be completed, a Reinstatement Application section will appear below From Application and to the right of Scholar Responses. The third section on the screen is where SS manages the scholars record by placing the scholar into the appropriate pool based on the information the student has submitted. The last section, Launch Options, allows SS to create a PDF of the scholars application response and retrieve a Reinstatement form (if applicable). If information needs to be altered on the scholar record, SS will need to do so in Scholar History as that OSR scholar submitted information is not editable.
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Page Image
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Field Details
Contr ol Type Len gth Tab Order Field Init.
Field Name
Req?
Format Bold; 0.9em; black; yy-xxxxx where yy is the two digit scholar year (first year of eligibility) and x is the scholar ID; information pulled directly from Scholar History Bold; 0.9em; black; all-CAPS; Last Name First Name Middle Initial. Bold; 0.9em; black; (yyyy) where y is the 4 digit renewal year (the current year) Regular font Regular font Regular font Standard link properties Regular font Regular font Regular font Regular font Regular font Regular font; no decimal points. Dollar sign precedes. Regular font; Mth Date, YYYY where Mth is the shorthand of the Month, Date is the calendar date, and YYYY is the year the OSR was submitted. Displays in parenthesis following the submittal date (if applicable) All CAPS; two lines; read-only; from Scholar History Formatted S-TTYY where S is the first letter of the status, TT is the term type, and YY is the two
Business Rule
Error
Student ID
Label
N/A
N/A
N/A
PI-1
Information copied from Scholar History to OSR
N/A
Student Name
Label
N/A
N/A
N/A
PI-2
N/A
Renewal Year
Label
N/A
N/A
N/A
PI-3
Information copied from Scholar History to OSR Information copied from Scholar History to OSR Information copied from Scholar History to OSR N/A N/A Information copied from Scholar History to OSR Information copied from Scholar History to OSR Information copied from Scholar History to OSR Information copied from Scholar History to OSR Information copied from Scholar History to OSR Information copied from Scholar History to OSR
N/A
Last Name First Name & MI Prior Years Prior Year Status G/E Co-Op College Sponsor
Label Label Label Link Label Label Label Label Label
N/A N/A N/A N/A N/A N/A N/A N/A N/A
PI-4 PI-5 N/A PI-7 PI-6 PI-8 PI-9 PI-10 PI-11
Annual Stipend
Label
N/A
N/A
N/A
PI-12
N/A
Submission Date
Label
N/A
N/A
N/A
PI-13
N/A
Confirmation ID
Label
N/A
N/A
N/A
PI-14
All scholars who have submitted an OSR application successfully will receive a confirmation number, N/A
N/A
OSR Response : Address
Label
N/A
N/A
N/A
PI-15
N/A
OSR Response: Status
Label
N/A
N/A
N/A
PI-16
N/A
N/A
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Field Name
Contr ol Type
Req?
Len gth
Tab Order
Field Init.
Format digit year. E.g. AFT09 which means Active, Fall Term 2009-2010 school year; from Scholar History (SH) Formatted S-TT-YY where S is either Graduating or Expiring Units, TT is term type, and YY is the two digit year; from SH; e,g, GST12 which means student graduating spring term of 20122013 year M or F Name of college Name of sponsor Code and Major Code and Career
Business Rule
Error
OSR Response: G/E
Label
N/A
N/A
N/A
PI-17
N/A
N/A
OSR Response : Gender OSR Response: College OSR Response: Sponsor OSR Response: Major OSR Response: Career
Label Label Label Label Label
N/A N/A N/A N/A N/A
N/A N/A N/A N/A N/A
N/A N/A N/A N/A N/A
PI-18 PI-19 PI-20 PI-21 PI-22
N/A N/A N/A N/A N/A From Application section will appear if scholar has made note of changes to his or her contact information. Because e-mail is not stored in SH, this section will always appear as a result of the email address being required. OSR application must be submitted in order for this information to appear. Scholar must provide a change in Last Name on the OSR application in order for this information to appear. OSR application must be submitted in order for this information to appear. Scholar must provide a change in First Name on the OSR application in order for this information to appear. OSR application must be submitted in order for this information to appear. Scholar must provide a change in Middle Initial on the OSR application in order for this information to appear. OSR application must be submitted in order for this information to appear. Scholar must provide a change in Middle Initial on the OSR application in order for
N/A N/A N/A N/A N/A
From Application
Label
Cond
N/A
N/A
PI-23
Standard Title format; right side of Current information.
N/A
From Application: Last Name
Label
Cond
N/A
N/A
PI-36
Display response to the right of the label.
N/A
From Application: First Name
Label
Cond
N/A
N/A
PI-37
N/A
From Application: MI
Label
Cond
N/A
N/A
PI-38
N/A
From Application: Street
Label
Cond
N/A
N/A
PI-39
N/A
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Field Name
Contr ol Type
Req?
Len gth
Tab Order
Field Init.
Format
Business Rule this information to appear. Address submitted on OSR application cannot be foreign. OSR application must be submitted in order for this information to appear. Scholar must provide a change in address on the OSR application in order for this information to appear. Scholar must provide a Foreign change in address on the OSR application in order for this information to appear. OSR application must be submitted in order for this information to appear. Scholar must provide a change in Apt/Unit number on the OSR application in order for this information to appear. Address submitted on OSR application cannot be foreign. OSR application must be submitted in order for this information to appear. Scholar must provide a change in City on the OSR application in order for this information to appear. Address submitted on OSR application cannot be foreign. OSR application must be submitted in order for this information to appear. Scholar must provide a change in State on the OSR application in order for this information to appear. Address submitted on OSR application cannot be foreign. OSR application must be submitted in order for this information to appear. Scholar must provide a change in Zip on the OSR application in order for this information to appear. Address submitted on OSR application cannot be foreign. OSR application must be submitted in order for this information to appear. OSR application must be submitted in order for this information to appear. Scholar must provide a change in graduation date on the OSR application in order for this information to appear. OSR application must be
Error
From Application: Address
Label
Cond
N/A
N/A
PI-40
N/A
From Application: Apt/Unit
Label
Cond
N/A
N/A
PI-41
N/A
From Application: City
Label
Cond
N/A
N/A
PI-42
N/A
From Application: State
Label
Cond
N/A
N/A
PI-43
N/A
From Application: Zip
Label
Cond
N/A
N/A
PI-44
N/A
From Application: Email
Label
Yes
N/A
N/A
PI-45
Display response to the right of the label. New grad date displays along with explanation prefaced in bold as Reason for change: Display response to
N/A
From Application: Grad date
Label
Cond
N/A
N/A
PI-46
N/A
From Application:
Label
Yes
N/A
N/A
PI-47
N/A
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Field Name Major From Application: Career Scholar Responses Scholar Responses: Full time day Scholar Responses: Remained full time? Scholar Response: Grade Below C? Scholar Responses: Placed on probation? Scholar Responses: Continue full time? Scholar Responses: [Semester] grades Scholar Responses: Special accomplishments
Contr ol Type
Req?
Len gth
Tab Order
Field Init.
Format the right of the label. Display response to the right of the label. Standard title format; displays below the Current information section. Display response to the right of the label. Display response to the right of the label. Display response to the right of the label. Display response to the right of the label.
Business Rule submitted in order for this information to appear. OSR application must be submitted in order for this information to appear. Scholar must complete OSR application in order for information to populate in this section. OSR application must be submitted in order for this information to appear. OSR application must be submitted in order for this information to appear. OSR application must be submitted in order for this information to appear. OSR application must be submitted in order for this information to appear. OSR application must be submitted in order for this information to appear. OSR application must be submitted in order for this information to appear. OSR application must be submitted in order for this information to appear. Only displays when a student is required to complete a Reinstatement application as part of his or her OSR application process. OSR Application must be submitted in order for this section to appear. OSR application must be submitted in order for this information to appear. N/A When Returning in Fall is set to No, explanation is required. When Returning in Fall Is set to No, Will return date is required. Field is not required. No validation when leaving the scholar detail page. Defaults to Pending N/A
Error
Label
Yes
N/A
N/A
PI-48
N/A
Label
N/A
N/A
N/A
PI-24
E2
Label
Yes
N/A
N/A
PI-25
N/A
Label
Yes
N/A
N/A
PI-26
N/A
Label
Yes
N/A
N/A
PI-35
N/A
Label
Yes
N/A
N/A
PI-27
N/A
Label
Yes
N/A
N/A
PI-28
Display response to the right of the label. Display response to the right of the label. Display response to the right of the label.
N/A
Label
Yes
N/A
N/A
PI-29
N/A
Label
No
N/A
N/A
PI-30
N/A
Reinstatement Application
Label
N/A
N/A
PI-31
Standard title format, text is a link to the reinstatement edit form.
N/A
N/A
Reinstatement Application: Returning in Fall? Reinstatement Application: Explanation Reinstatement Application: Signed on Reinstatement Application: Will return on Scholar Review: Notes Scholar Review: Pool Update
Label
N/A Cond . Cond . Cond .
N/A
N/A
PI-32
Yes or No
N/A
Label
N/A
N/A
PI-49
N/A
N/A
Label
N/A
N/A
PI-50
N/A Formatted m/yyyy where m is the one month and yyyy is the 4 digit year N/A Standard drop-down format. Standard button
N/A
Label
N/A
N/A
PI-51
N/A
Edit box Dropdown Button
N/A N/A N/A
N/A N/A N/A
N/A N/A N/A
N/A PI-33 N/A
N/A N/A N/A
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Field Name
Contr ol Type
Req?
Len gth
Tab Order
Field Init.
Format format; displays to the right of the Pool drop-down. Standard button format; displays below the Notes edit box. Displays logged in SSO username (formatted AAA2345 where AAA is the signed in users initials and 2345 is the users extension) and date, time, time zone of the save. (m/dd/yyyy 11:00AM CDT) Displays below the Pool dropdown. Standard button format. Standard button format. Button/Link for the main Search page; tool-tip: search responses; hover: color #e0e8ff; Button/Link for Add Scholar page; tooltip search for and add scholars to renewal group hover: color #e0e8ff; hover: color #e0e8ff; Button/Link for Scholarship Renewal Report Sponsor Listing; tool-tip get scholarship counts by sponsor and generate sponsor PDFs; hover: color #e0e8ff; Button/Link for Test Users; tool-tip is reset test user accounts for repeated testing; hover: color #e0e8ff;
Business Rule
Error
Save note
Button
N/A
N/A
N/A
N/A
N/A
E15
Set by save information
Text
N/A
N/A
N/A
PI-34
N/A
N/A
Launch Options: PDF Launch Options: Reinstatement form
Button Button
N/A N/A
N/A N/A
N/A N/A
N/A N/A
N/A N/A
N/A N/A
Search
Link
N/A
N/A
N/A
N/A
N/A
N/A
Add Scholar
Link
N/A
N/A
N/A
N/A
N/A
N/A
Synchronize
Link
N/A
N/A
N/A
N/A
Must have proper security permissions in order to access this option.
N/A
Sponsor
Link
N/A
N/A
N/A
N/A
N/A
Test Users
Link
N/A
N/A
N/A
N/A
N/A
N/A
Page Initialization
ID PI-1 PI-2 Area Student ID Student Name Processing Auto-populate with the scholars Scholar ID. Auto-populate with Scholars full name.
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ID PI-3 PI-4 PI-5 PI-6 PI-7 PI-8 PI-9 PI-10 PI-11 PI-12 PI-13 PI-14 PI-15 PI-16 PI-17 PI-18 PI-19 PI-20 PI-21 PI-22
Area Renewal Year Last Name First Name & MI Status Years available G/E Co-Op College Sponsor Annual Stipend Submission Date Confirmation Number OSR Response: Address OSR Response: Status OSR Response: G/E OSR Response: Gender OSR Response: College OSR Response: Sponsor OSR Response: Major OSR Response: Career From Application Information
Processing Auto-populate with scholars Renewal Year Auto-populate with scholars Last Name Auto-populate with scholars First Name and Middle Initial (if applicable) Auto-populate with scholars Status. See Appendix B for more information. If scholar has gone through a renewal cycle, access to the scholars previous OSR record will be available following the following text: Other years available for student; Clicking on the link will open the previous scholar record in the current page. The renewal date listed to the right of the scholars name will update to reflect the date selected. Auto-populate with scholars G/E. See Appendix B for more information. Auto-populate with a C if scholar is participating in Co-Op; else leave blank. See Appendix E for more details. Auto-populate with the name of the college the scholar is attending. Auto-populate with the name of the sponsor of the scholarship the scholar is receiving. Auto-populate with the scholarship amount. If the scholarship award is corporate fixed, display (FIXED) in all-CAPS after the scholarship amount. If scholar has submitted his/her OSR a submitted date will pear; else, leave blank. Appears if the student has submitted his or her OSR application. This number reflects the number automatically created on submission. Auto-populate with the scholars address in Scholar History (SH) Auto-populate with the scholars status code from SH. See Appendix B for more details. Auto-populate with the scholars G/E code from SH. See Appendix B for more details. Auto-populate with the scholars Gender (M or F) from SH. Auto-populate with the scholars College from SH. Auto-populate with the scholars Sponsor name from SH. Auto-populate with the scholars Major code and name from SH. E.g. 303: Computer Science Auto-populate with the scholars Career code and name from SH. E.g. 300: Computer and Information Sciences. From Application section allows SS to view any changes to the scholars OSR contact information or changes to information on file like College Major and Career. Because the e-mail field is not stored in SH, this section will always appear on submitted scholar applications because the e-mail address is a required field. Section provides information from the Scholars submitted application. The information displayed helps SS determine if the scholar is eligible for participation in the upcoming school year. Scholars response to question 1 on the Questionnaire page of the OSR. If scholar has selected Yes to Question 1, then scholar record will show Yes next to Full time day?. If the scholar has selected No to Question 1, then: a. Display No next to the label Full time day? b. Display Explanation text below the No response (Explanation is a required field if No is selected on the scholars application). Scholars response to question 2 on the Questionnaire page of the OSR. If the scholar has selected Yes to Question 2, then scholar record will show Yes next to Remained Full Time? If the scholar has selected No to Question 2, then: a. Display No next to Remained Full Time label. b. Display Explanation text below the No response (Explanation is a required field if No is selected on the scholars application). Scholars response to question 5 on the Questionnaire page of the OSR. If the scholar has selected No to Question 5, then scholar record will show No next to Placed on probation?
PI-23
PI-24
Scholar Responses
PI-25
Scholar Responses: Full time day
PI-26
Scholar Responses: Remained full time?
PI-27
Scholar Responses: Placed on probation?
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ID
Area
Processing If the scholar has selected Yes to Question 2, then: a. Display Yes next to Placed on probation? label. b. Display Explanation text below the No response (Explanation is a required field if Yes is selected on the scholars application). Scholars response to question 7 on the Questionnaire page of the OSR. If the scholar has selected Yes to Question 7, then scholar record will show Yes next to Continue full time?
PI-28
Scholar Responses: Continue full time?
If the scholar has selected No to Question 7, then: a. Display No next to Continue full time? label. b. Display Explanation text below the No response (Explanation is a required field if No is selected on the scholars application). Scholars response to question 3 on the Questionnaire page of the OSR. Depending on the scholars college, the grades will display in terms of Semester or Quarter. If the scholars college uses Semesters, the label will read Semester grades. a. Fall: [G] b. Spring [G] where G is the item selected from question #3s drop-down (see page 24). If the scholars college uses Quarters, the label will read Quarter grades. a. Fall: [G] b. Winter: [G] c. Spring: [G] where G is the item selected from question #3s drop-down (see page 24 Scholars response to question 10 on the Questionnaire page of the OSR. This question is not required on the OSR application, so there may be no comment next to the label. Populate with scholars reinstatement application information included a link to download the application. Yes or No; determined by PDF response. Default to Pending; Drop-down options include: Pending, Late grad, Early grad, Problem, Academic, Renewed, Withdrawn, Applications, Reinstatements; options appear in the order listed. When the scholars pool is changed from default Pending to another pool, the scholar record will be classified under the new pool. Timestamp for when the scholars pool is saved. Displays as text below the Pool dropdown field. Reads: Set by [ABC1234] at [2/12/2011] [12:15PM][CDT]; Username, date saved, time of the save, and time zone the record was saved. Scholars response to question 4 on the Questionnaire page of the OSR. If scholar has selected No to Question 4, then scholar record will show No next to Grade below C?. If the scholar has selected Yes to Question 4, then: a. Display Yes next to Grade below C? label b. Display Explanation text below the Yes response (Explanation is a required field if Yes is selected on the scholars application) Populate with the scholars submitted Last Name entered in the Last field on the OSR Application . Populate with the scholars submitted First Name entered in the First field on the OSR Application . Populate with the scholars submitted Middle Initial entered in the Middle field on the OSR Application . If the scholar has indicated a change in Domestic address on his or her OSR application, the street address provided will display here. See PI-40 for Foreign addresses. If the scholar has indicated a change in Domestic address AND the address is foreign, the addressed entered will appear here. Populate with the scholars submitted Apt/Unit entered in the Apt/Unit # field on the OSR application. Populate with the scholars submitted City entered in the City field on the OSR application. Populate with the scholars submitted State selected from the State/Zip drop down field on
PI-29
Scholar Responses: [Semester/Quarter] grades
PI-30 PI-31 PI-32
Scholar Responses: Special accomplishments Reinstatement Application Reinstatement Application: Returning in Fall? Scholar Review: Pool
PI-33
PI-34
Set by save information
PI-35
Scholar Response: Grade Below C?
From Application: Last Name From Application: First Name From Application: MI From Application: Street From Application: Address From Application: Apt/Unit From Application: City From Application: State
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ID
Area
Processing the OSR application.
From Application: Zip From Application: Email From Application: Grad date From Application: Major From Application: Career Reinstatement Application: Explanation Reinstatement Application: Signed on Reinstatement Application: Will return on
Populate with the scholars submitted Zip entered from the State/Zip field on the OSR application. Populate with the scholars submitted Email entered on the OSR application. Populate with the scholars submitted Graduation date entered on the OSR application. The reason for the change (explanation field) will display below the grad date submitted. Major code will appear regardless if student changed this information on the OSR application. Both code and name of the code should appear. Career code will appear regardless if student changed this information on the OSR application. Both code and name of the code should appear. Populate with the explanation text field when Returning in Fall is set to No. Else, do not display. Populate with signed on date from reinstatement edit page. Populate with the returning date entered on the reinstatement page
Page Actions
Control Type Action Processing If the student has submitted an OSR in a previous year, the OSR record for that year will be available from a link. The link will be displayed following the text Other years for this student; when selected, the scholar OSR record for that year will open. The year following the scholar name will change to indicate the OSR Record. User will be able to return to the current scholar year application by clicking the current year link located to the right of the Other years for this student text. When selected, the Reinstatement Application edit screen appears. Clicking the PDF button will open the Student Detail Report (See Student Detail Report) for more information. Clicking the Reinstatement form button will open the Edit Reinstatement Form page (see Edit Reinstatement Form for more information). Clicking the Update button will save the value in the Pool drop-down. When clicked the system will display modal message Pool status successfully updated! and provide a save/time stamp below the drop-down. Save detail example: Set by ABC1234 At 3/31/2010 11:00AM CDT Does not validate if changes were made on the page prior when clicked. Link to the main OSR Admin search page Does not validate if changes were made on the page prior when clicked. Link to the Add Scholar page. Does not validate if changes were made on the page prior when clicked. Link to the Synchronize page. Does not validate if changes were made on the page prior when clicked. Link to the Sponsor page. Does not validate if changes were made on the page prior when clicked. Link to the Test Users page.
Link
Click (Year)
Link Button Button
Click (Reinstatement Application) Click (PDF) Click (Reinstatement form)
Button
Click (Update)
Link Link Link Link Link
Click (Search) Click (Add Scholar) Click (Synchronize) Click (Sponsor) Click (Test Users)
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4.2.1.4
EDIT REINSTATEMENT FORM
When a scholar requires reinstatement after being on Leave, the OSR application will require the scholar to save the Reinstatement After Leave form. This allows the scholar to confirm graduation and if the student is going to return to school. The student may then continue with the OSR completion without submitting the reinstatement form. The college registrar section is required from the College to confirm enrollment. A student may download this form through the OSR application or send it to USA. If the form is not uploadable, SS may utilize the Edit Reinstatement Form application to create and attach the reinstatement form to the scholar record. Page Image
Field Details
Field Name Scholarship Renewal Edit Reinstatement Form Close Scholar Info Control Type Label Req ? N/A Lngt h N/A Tab Order N/A Field Init. N/A Format Bold, black, standard title. Standard button formatting Bold, title Scholar name displays in all-CAPS formatted FIRST M LAST followed by scholar ID, Type of scholar Business Rule Scholar must have completed OSR for this form to be accessible. N/A N/A Error
N/A
Button Label
N/A N/A
N/A N/A
N/A N/A
N/A N/A
N/A N/A
Scholar:
Label
N/A
N/A
N/A
PI-1
N/A
N/A
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Field Name Award
Control Type Label
Req ? N/A
Lngt h N/A
Tab Order N/A
Field Init. PI-2
Format Award type code: B or C Status/TT/YYYY where status is Leave, TT is the school term and the yyyy is the four digit year. Unlike elsewhere, formatted with / G/E status formatted G/TT/YYYY where G is either graduating or E for expiring units, College or Corporate N/A Standard blue underlined link N/A N/A N/A Calendar select
Business Rule N/A
Error N/A
Status: Scholar
Label
N/A
N/A
N/A
PI-3
N/A
N/A
Status: Grad Sponsor type Reinstatement Form Download Replace: Browse Upload Only Signed on
Label Label Label
N/A N/A N/A
N/A N/A N/A
N/A N/A N/A
PI-4 PI-5 N/A
N/A N/A N/A Form must be submitted through OSR application in order for the download link to appear; N/A There are no restrictions as to what file type can be uploaded. N/A Field is required. When selected, Grad month/year and College Registrar information is required. Default to unselected yet still display the associated information.
N/A N/A N/A
Link Label Button Button Date Field
N/A N/A N/A N/A Yes
N/A N/A N/A N/A N/A
N/A N/A N/A N/A N/A
N/A N/A N/A N/A N/A
E17 N/A N/A E1 E4
Returning
Radio button
Cond
N/A
N/A
PI-6
Bold
E5
Grad Month/Year
Drop down
Cond
N/A
N/A
N/A
College Registrar
Label
Cond
N/A
N/A
N/A
Students expected grad month/year
Drop down
Cond
N/A
N/A
N/A
Formatted: Month dropdown and Year dropdown; Month display in order of calendar formatted full name; Year defaults to blank with options of the current year (2011) through the next 8 years (2019) Contains information in which the college registrar must fill out. Part of the Returning required fields. Formatted: Month dropdown and Year dropdown; Month display in order of calendar formatted full name; Year defaults to blank with options of the current year (2011) through the next 8 years (2019) N/A
Field is required when Returning radio button is selected.
E6
Fields in this section are required when Returning radio button is selected.
N/A
Field is required when Returning radio button is selected.
E6
Name
Edit box
Cond
N/A
N/A
N/A
Position/Title
Edit box
Cond
N/A
N/A
N/A
N/A
Field is required when Returning radio button is selected. Field is required when Returning radio button is selected.
N/A
E11
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Field Name Institution name
Control Type Edit box Date field
Req ? Cond
Lngt h N/A
Tab Order N/A
Field Init. N/A
Format N/A
Business Rule Field is required when Returning radio button is selected. Field is required when Returning radio button is selected. When selected, Will return month/year and Plans information is required. Default to unselected and hide the associated fields
Error E12
Signed on
Cond
N/A
N/A
N/A
Calendar select
N/A
Not Returning
Radio button
Cond
N/A
N/A
PI-7
Bold
E5
Will return in month/year
Drop down
Cond
N/A
N/A
N/A
Formatted: Month dropdown and Year dropdown; Month display in order of calendar formatted full name; Year defaults to blank with options of the current year (2011) through the next 8 years (2019) N/A
Field is required when Not Returning radio button is selected.
E13
Plans
Edit box
Cond
N/A
N/A
N/A
Field is required when Not Returning radio button is selected.
E14 E1, E4E7, E11E14
Save
Button
N/A
N/A
N/A
N/A
Standard button format
N/A
Page Initialization
ID PI-1 PI-2 PI-3 PI-4 PI-5 PI-6 Area Scholar Award Status: Scholar Status: Grad Sponsor type Returning Processing Auto-populate with the scholars name followed by scholar ID and scholar type. Auto-populate with the Award Type code (B or C) Auto-populate with the scholar status (L/EY/2010) Auto-populate with the G/E status (G/ST/2009) Auto-populate with scholarship sponsor type (College or Corporate) When radio button is selected, Grad month/Year and college Registrar fields are required. Section defaults to display despite the radio button not being selected. If Not returning is selected, this information will become hidden. Any information entered prior to the fields being hidden will remain until saving. When radio button is selected the fields below the Returning radio button collapse and the fields below the Not Returning radio button expand.
PI-7
Not Returning
Page Actions
Control Type Button Link Button Button Action Click (Close) Click (Download) Click (Browse) Upload (Only) Processing When the button is clicked the Edit Reinstatement Form page will close. When the link is clicked the Reinstatement Form pdf attached to the scholar record will open in a new window. When the Browse button is clicked, the native operating system file open dialog window will open allowing the user to select a file to upload. When a file has been uploaded successfully the message upload successful! will
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Control Type
Action
Processing appear in red at the top of the page. When clicked, page validation will occur. If required fields have not been filled out, error messages will appear to the right of the field indicating a response is required.
Button
Click (Save) If all fields have been filled out appropriately, the message Reinstatement form successfully saved! will appear at the top of the page.
4.2.1.5
STUDENT DETAIL REPORT
A scholars OSR application responses can also be read using the Student Detail Report (accessible through the PDF button on the OSR Scholar Record). This report also exists as part of the Sponsor Listing Report. Whereas the OSR data remains static throughout the OSR process, this report reads information directly from the submitted application. The Major and Career sections should only display the name of the selected field, not the code. For example, if a student has indicated a name change, the name on this report will be the information entered by the student, not the information generated from Scholar History. Page Image
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Field Details
Field Name Name of College or Sponsor College or Sponsor ID Control Type Label Label Req ? Yes Yes Lngth N/A N/A Tab Order N/A N/A Field Init. PI-1 PI-2 Format Header, upper left hand corner. Footer, lower left hand corner. Format Page x of y where x is the current page number and y is the total number of pages. Center at top of page; format as entered in the application (If generated from Scholar History, will appear in all-CAPS). Bold header; section separated by a horizontal line below the label and another horizontal line after the scholars college. 4-digit current year, header upper right hand corner italics Business Rule N/A N/A Error N/A N/A
Page number
Label
Yes
N/A
N/A
PI-3
N/A
N/A
Scholar Name
Label
Yes
N/A
N/A
PI-4
Display the scholar submitted name if the scholar name has changed on the OSR application
N/A
Scholar Information
Label
Yes
N/A
N/A
PI-5
N/A
N/A
Year Name
Label Label
Yes Yes
N/A N/A
N/A N/A
PI-6 PI-7
N/A N/A Display the scholar submitted address if the scholar address has changed on the OSR application. N/A N/A N/A N/A If the OSR application has not been submitted the text Scholar did not respond to any survey questions will appear in lieu of OSR questions and responses.
N/A N/A
Address
Label
Yes
N/A
N/A
PI-8
italics
N/A
College USA ID# Email Gender Responses to Scholarship Renewal application (Provided By Scholar)
Label Label Label Label
Yes Yes Yes Yes
N/A N/A N/A N/A
N/A N/A N/A N/A
PI-9 PI-10 PI-11 PI-12
italics Italics; formatted with scholar type displaying after ID number (e.g. 0419 (Merit Scholar) italics Italics; M or F
N/A N/A N/A N/A
Label
N/A
N/A
N/A
PI-13
Section title
N/A
OSR questions and responses
Text
N/A
N/A
N/A
PI-14
Each question is bolded and section underlined with selection and explanation (if necessary) displaying below.
OSR must be submitted in order for question and responses to appear.
N/A
Page Initialization
ID PI-1 PI-2 Area Name of College or Sponsor College or Sponsor ID Processing Populate with the name of the sponsor company or college name. Populate with the college or sponsor ID
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ID PI-3 PI-4 PI-5 PI-6 PI-7 PI-8 PI-9 PI-10 PI-11 PI-12
Area Page number Scholar Name Scholar Information Year Name Address College USA ID# Email Gender Responses to Scholarship Renewal Application (Provided By Scholar) OSR Questions and Responses
Processing Populate with the current page number and total number of pages Populate with the name of the Scholar ; if name change was submitted, name will display as entered by the scholar on OSR application Section is populated with Name, Address, College USA ID, Email and Gender. Populate with the current renewal year. If OSR application has yet to be submitted, the text continued in italics will appear at the top of the page above the scholar name. Populate with the scholars address; if address change was submitted, address will display as entered by the scholar on the OSR Application Populate with the name of the scholars college. Populate with the OSR ID followed by the scholar type, e.g. 08-00111 (Merit Scholar) Populate with the scholar submitted email address from the OSR application. Populate with M or F. If the scholars OSR application has been submitted, populate the area below this header with the questions and related responses from the OSR. If the scholar did not submit an OSR application, populate the area below the header with the text Scholar did not respond to any survey questions. See OSR questionnaire section for more information. Populate with the questions and responses from the OSR submitted application.
PI-13
PI-14
Page Actions N/A
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4.2.1.6
SCHOLAR HISTORY DATA SYNCHRONIZATION
The scholar history data synchronize page allows Scholarship Services to import newly eligible scholars from Scholar History to the OSR database. The purpose of running this is to generate a list of scholars in Scholar History that should receive an OSR letter for the second mailing. It should be noted that this feature does not behave like a true synchronization. Data for existing OSR scholars should not be updated with any data changes in Scholar History. Only students who are not in the OSR database but are eligible in the Scholar History table should be added to the OSR database. See the second mailing process flow for more information on how this occurs. Page Image
Page Verbiage Scholarship Renewal - Scholar History Data Synchronization Click the Preview Synchronization button below to generate a report of the following: any Scholars not in the first mailing who are newly qualified for a follow-up mailing, any Scholars in the first mailing who are no longer qualified, and any Scholars who have become re-qualified (in the event of a second follow-up). The preview query anticipates the results of a synchronization of Scholar History to the OSR.
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Clicking on the Synchronize scholar data button will synchronize the scholarship renewal (OSR) data for the request year with the current data in the Scholar History. This will add any newly qualified Scholars into the OSR, and disqualify or re-qualify Scholars already in the OSR for the mailing request year. Note that these operations take several minutes to complete. Please be patient and do not hit refresh. When completed, a summary of all actions performed will be displayed. Field Details
Field Name Control Type Req ? Lngth Tab Ordr Field Init. Format Button/Link for the main Search page; tool-tip: search responses; hover: color #e0e8ff; Button/Link for Add Scholar page; tooltip search for and add scholars to renewal group hover: color #e0e8ff; hover: color #e0e8ff; Button/Link for Scholarship Renewal Report Sponsor Listing; tool-tip get scholarship counts by sponsor and generate sponsor PDFs; hover: color #e0e8ff; Button/Link for Test Users; tool-tip is reset test user accounts for repeated testing; hover: color #e0e8ff; Populate with the current year + 5 years Format like a button, but in actuality performs like a toggle or a link. Business Rule Error
Search
Link
N/A
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Add Scholar
Link
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Synchronize
Link
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Sponsor
Link
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Test Users
Link
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Request Year
Dropdown
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PI-1
Default to the current renewal year Disable functionality until the first OSR cycle has closed .
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Hide/Show Help
Link
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Default to show help.
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Synchronize Scholar Data
Button
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Disable functionality until the first OSR cycle has closed . All scholars in Scholar History with an Award Type of 4-year fixed or variable (B or C) who have an Active status and Units remaining and have a Graduation/Expiration Date greater than the current academic year should receive an OSR letter.
N/A
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Field Name
Control Type
Req ?
Lngth
Tab Ordr
Field Init.
Format
Business Rule All scholars in Scholar History with an Award Type of 4-year fixed or variable (B or C) who have a Leave status regardless of Graduation/Expiration date or Units remaining should receive an OSR letter. Scholars should never be removed from OSR under any circumstances. Any changes in Scholar History data should not be reflected/updated in OSR.
Error
Preview Synchronization for 2011
Button
N/A
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Page Initialization
ID PI-1 Area Request Year Processing Request year drop-down defaults to the current renewal year and for all intensive purposes should only be used for the current renewal year; drop-down options include the current renewal year, renewal year +1, renewal year +2, renewal year +3, renewal year +4, and renewal year +5 (e.g. 2011 2016).
Page Actions
Control Type Link Link Link Link Link Action Click (Search) Click (Add Scholar) Click (Synchronize) Click (Sponsor) Click (Test Users) Processing Does not validate if changes were made on the page prior when clicked. Link to the main OSR Admin search page Does not validate if changes were made on the page prior when clicked. Link to the Add Scholar page. Does not validate if changes were made on the page prior when clicked. Link to the Synchronize page. Does not validate if changes were made on the page prior when clicked. Link to the Sponsor page. Does not validate if changes were made on the page prior when clicked. Link to the Test Users page. Help is displayed by default. Text reads: By clicking on the following button, you can synchronize the scholarship renewal data for a particular year with the current data in the main AS/400 scholar history table. Please note that this operation will take several minutes to complete. Please be patient and do not hit refresh. When the operation completes, you will see a summary display of all actions performed. Clicking on the link which reads Hide Help will hide the text and change the link text to read Show help. When the Synchronize scholar data button is clicked, a process runs in the background that searches the scholar history table for any scholar who meets OSR eligibility requirements and is not currently in the OSR database. The matching scholar records are then copied to the OSR database.
Button
Click (Help/Hide Help)
Button
Click (Synchronize scholar data)
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Control Type
Action
Processing When the Preview Synchronization for 2011 button is enabled and then selected, a pre-sync report will open in a new window (navigation, menu toolbars disabled) with counts for: a. Newly qualified scholars b. Requalified scholars c. Unqualified scholars The purpose of this is to primarily show the number of new scholars that would be added to the OSR database once the sync was performed. Requalified and unqualified scholars provides additional information on the records in the followup mailing data set.
Button
Click (Preview Synchronization for 2011)
4.2.1.7
OSR ADMIN - ADD SCHOLAR
If a student has become eligible after the second mailing has gone out and needs to be added to the OSR database, Scholarship Services may do so by using the Add Scholar feature. This functionality may also be used prior to the first mailing. The Scholar ID from Scholar History is entered and then the system locates the scholar. If the scholar does not currently exist in the OSR database then the scholar may be added. The option to Add becomes available. Once clicked, the student will be added to the OSR database. Page Image
Default view
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View after clicking Find Scholar
Field Details
Field Name Control Type Link Req ? N/A Lngt h N/A Tab Ord N/A Field Init. N/A Format Button/Link for the main Search page; tool-tip: search responses; hover: color #e0e8ff; Button/Link for Add Scholar page; tool-tip search for and add scholars to renewal group hover: color #e0e8ff; hover: color #e0e8ff; Button/Link for Scholarship Renewal Report Sponsor Listing; tool-tip get scholarship counts by sponsor and generate sponsor PDFs; hover: color #e0e8ff; Button/Link for Test Users; tool-tip is reset test user accounts for repeated testing; hover: color #e0e8ff; N/A Business Rule Error
Search
N/A
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Add Scholar
Link
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N/A Must have proper security permissions in order to access this option. Must have proper security permissions in order to access this option.
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Synchronize
Link
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Sponsor
Link
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Test Users
Link
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N/A Scholar cannot be in the current OSR snapshot in order to find the scholar. Button is available after the scholar ID has passed validation (find scholar) Information will only
N/A
Find Scholar
Button
N/A
N/A
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N/A
E19E21
Add Name
Button Label
N/A N/A
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N/A PI-1
N/A All CAPS
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Field Name
Control Type
Req ?
Lngt h
Tab Ord
Field Init.
Format
Business Rule display if the scholar ID is valid. Information will only display if the scholar ID is valid.
Error
Address
Label
N/A
N/A
N/A
PI-2
All CAPS
N/A
Page Initialization
ID PI-1 PI-2 Area Name Address Processing Auto-populate with the name associated with the scholar ID entered. Auto-populate with the address associated with the scholar ID entered.
Page Actions
Control Type Action Processing When clicked, a. If scholar ID is not valid or scholar already part of the OSR renewal group then prompt the appropriate error code (E19-E21). Button Click (Find Scholar) Else a. Display message : The following scholar was found. Click the Add button if you still wish to add this student to the current renewal group. Below this message display the scholars name and address. b. Display an Add button. When selected, the system will add the scholar to the OSR database and return user to the page with the Scholar ID proceeded with the number 20. Message Scholar successfully added to renewal group will appear below the page title. Does not validate if changes were made on the page prior when clicked. Link to the main OSR Admin search page Does not validate if changes were made on the page prior when clicked. Link to the Add Scholar page. Does not validate if changes were made on the page prior when clicked. Link to the Synchronize page. Does not validate if changes were made on the page prior when clicked. Link to the Sponsor page. Does not validate if changes were made on the page prior when clicked. Link to the Test Users page.
Button Link Link Link Link Link
Click (Add) Click (Search) Click (Add Scholar) Click (Synchronize) Click (Sponsor) Click (Test Users)
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4.2.1.8
SPONSOR LISTING REPORT
At the end of the OSR cycle, a report is generated for each sponsor. A detailed report for each scholar sponsored by the company is included. By clicking on the View Sponsors button, a list of sponsors will appear. Clicking a row will open a report packet for that corporation in a new window. See report for an example of how this packet would appear. Page Image
Field Details
Control Type Req ? Lngt h Tab Orde r Field Init.
Field Name
Format Button/Link for the main Search page; tool-tip: search responses; hover: color #e0e8ff; decrease font-size to
Business Rule
Error
Search
Link
N/A
N/A
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Add Scholar
Link
N/A
N/A
N/A
N/A
Button/Link for Add
N/A
N/A
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Field Name
Control Type
Req ?
Lngt h
Tab Orde r
Field Init.
Format Scholar page; tool-tip search for and add scholars to renewal group hover: color #e0e8ff;
Business Rule
Error
Synchronize
Link
N/A
N/A
N/A
N/A
hover: color #e0e8ff; Button/Link for Scholarship Renewal Report Sponsor Listing; tool-tip get scholarship counts by sponsor and generate sponsor PDFs; hover: color #e0e8ff; Button/Link for Test Users; tool-tip is reset test user accounts for repeated testing; hover: color #e0e8ff; Standard title format N/A Drop down contains current year, previous year, and two years ago as options. N/A Creates a zip file for all the sponsors listed and related scholars. Sort results alphabetically by Sponsor Name (ignoring The, A, etc). N/A N/A N/A N/A
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Sponsor
Link
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Test Users
Link
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Scholarship Renewal Report Sponsor Listing Request Year Year View Sponsors Generate All Sponsors PDFs Sponsor Listing Sponsor Code Sponsor Name Expected Renewals Number Received
Label Label Dropdown Button Button
N/A N/A N/A N/A N/A
N/A N/A N/A N/A N/A
N/A N/A N/A N/A N/A
N/A N/A PI-1 N/A N/A
N/A N/A Default to the current calendar year. N/A Scholar must submit OSR in order for a report to be generated. N/A N/A N/A N/A N/A
N/A N/A N/A N/A N/A
Table Label Label Label Label
N/A N/A N/A N/A N/A
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N/A PI-2 PI-3 PI-4 PI-5
E17 N/A E17 N/A N/A
Page Initialization
ID PI-1 PI-2 PI-3 PI-4 PI-5 Area Year Sponsor Code Sponsor Name Expected Renewals Number Received Processing Request year drop-down with three options: 2011, 2010, 2009. Defaults to 2011. Populate with the code of the sponsor (e.g. T049); clicking on a table row will open the report in a new browser window. Populate with the full sponsor name (e.g. Accenture LLP); clicking on a table row will open the report in a new browser window. Populate with the number of expected renewals for the corporation (e.g. 16); clicking on a table row will open the report in a new browser window. Populate with the number of applications submitted for the corporation (e.g. 4); clicking on a table row will open the report in a new browser window.
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Page Actions
Control Type Link Link Link Link Link Button Action Click (Search) Click (Add Scholar) Click (Synchronize) Click (Sponsor) Click (Test Users) Click (View Sponsors) Processing Does not validate if changes were made on the page prior when clicked. Link to the main OSR Admin search page Does not validate if changes were made on the page prior when clicked. Link to the Add Scholar page. Does not validate if changes were made on the page prior when clicked. Link to the Synchronize page. Does not validate if changes were made on the page prior when clicked. Link to the Sponsor page. Does not validate if changes were made on the page prior when clicked. Link to the Test Users page. When the View Sponsors button is clicked, the Sponsor Listing table appears in the area below the button. This includes the Generate All Sponsors PDFs button as well. Button appears after View Sponsors button is clicked which populates the page with a table of sponsors and related information. When selected, a zip file is created for all sponsors with received renewals (scholars submitted OSR). Reports generated are PDFs with file name of Company Name ID Renewals 2011. Company name is the sponsor name, ID is the sponsor code followed by the text Renewals 2011 where 2011 is the current calendar year.
Button
Click (Generate All Sponsors PDFs)
4.2.1.9
TEST USER RESET
The Test User reset functionality is available from the OSR Admin Preview application. This allows a scholar ID to be entered for the purposes of resetting the associated data. Page Image
Field Details
Field Name Control Type Req ? Lngth Tab Order Field Init. Format Button/Link for the main Search page; tool-tip: search responses; hover: color #e0e8ff; decrease font-size to Business Rule Error
Search
Link
N/A
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N/A
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N/A
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Field Name
Control Type
Req ?
Lngth
Tab Order
Field Init.
Format Button/Link for Add Scholar page; tool-tip search for and add scholars to renewal group hover: color #e0e8ff; hover: color #e0e8ff; Button/Link for Scholarship Renewal Report Sponsor Listing; tool-tip get scholarship counts by sponsor and generate sponsor PDFs; hover: color #e0e8ff; Button/Link for Test Users; tool-tip is reset test user accounts for repeated testing; hover: color #e0e8ff;
Business Rule
Error
Add Scholar
Link
N/A
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Synchronize
Link
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Sponsor
Link
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Test Users
Link
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Page Initialization
ID PI-1 Area Page Processing Text
Page Actions
Control Type Link Link Link Link Link Button Button Action Click (Search) Click (Add Scholar) Click (Synchronize) Click (Sponsor) Click (Test Users) Click (Reset test user) Click (Reset all test users) Processing Does not validate if changes were made on the page prior when clicked. Link to the main OSR Admin search page Does not validate if changes were made on the page prior when clicked. Link to the Add Scholar page. Does not validate if changes were made on the page prior when clicked. Link to the Synchronize page. Does not validate if changes were made on the page prior when clicked. Link to the Sponsor page. Does not validate if changes were made on the page prior when clicked. Link to the Test Users page. Unavailable Unavailable
4.2.1.10
ONLINE SUBMISSION COUNTS
During the OSR cycle, Scholarship Services can view daily counts of scholar submittals for the current renewal year by clicking on the available link in the sentence Statistics on submissions by day is also available. This feature merely provides statistical data and is not interactive outside of the refresh and close links. The newest scholarship submittal data appears at the top of the list and is broken down by scholar type.
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Page Image
Field Details
Field Name Scholarship Renewal Online Submission Counts Scholarship Renewal Request Year Submit Date Submitted: Merit Submitted: Achievement Submitted: Special Submitted: Total Refresh Close Control Type Label Req ? N/A Lngt h N/A Tab Order N/A Field Init. N/A Format Title; standard title format. 2 header rows. First displays column headings, second row displays the year. Italicized font, bold, pink background Formatted yyyy-mm-dd; Bold; standard header formatting Bold; standard header formatting Bold; standard header formatting Bold; standard header formatting Standard underlined blue link Standard underlined blue link Business Rule N/A If no submittals exist, display No counts found! instead of the results table. N/A N/A N/A N/A N/A N/A N/A N/A Error N/A
Table
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PI-1
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Label Label Label Label Label Label Link Link
N/A N/A N/A N/A N/A N/A N/A N/A
PI-2 PI-3 PI-4 PI-5 PI-6 PI-7 N/A N/A
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Page Initialization
ID PI-1 PI-2 PI-3 PI-4 PI-5 PI-6 PI-7 Area Name of Field/Area Request Year Submit Date Submitted: Merit Submitted: Achievement Submitted: Special Submitted: Total Processing Processing rules Populate the field with name from OSR record, for example Header row shows the year of the renewal. In this case, it will display 2011. Date of the application submittal. At least one submittal for the day must exist in order for the date to have an entry in the report. Auto-populate with the total number of scholars in the Merit program who have submitted their application for the date specified. Auto-populate with the total number of scholars in the Achievement program who have submitted their application for the date specified. Auto-populate with the total number of scholars in the Special program who have submitted their application for the date specified. Auto-populate with the total number of scholars in the all programs who have submitted their application for the date specified.
Page Actions
Control Type Link Link Action Click (Refresh) Click (Close) Processing The Refresh link allows for the report to retrieve a list of updated scholar submittal counts to display in the table. The page will reload with the new counts. If no new submittals were received, the same counts will display. Close link closes the Submission counts report window.
4.2.1.11
SCHOLARSHIP RENEWAL LETTER APPLICATION
The Scholarship Renewal Letter Application provides document generation capabilities for scholar recipients. For the first letter, ABC Company will create a First run data set that is used to send the initial batch of OSR letters out. Once this batch is run, an indented line with the date and time of the batch run will appear below the First run group name. Letters can be generated for the entire batch of scholars or for an individual scholar. Scholarship Services is responsible for the second (follow-up) mailing. For this particular DocGen, the templates are created using a zip file that contains the Inconsolata font (used for Scholar/USA/User ID and Password), letterhead image embedded at the top of a PDF file and a main.xml file that provides the student data source for the mailing. This application may also be used to generate the OSR Summary Report and to search the data set for a specific scholar or group of scholars. Wildcard search functionality does exist using the % symbol. For the purposes of this document, only functionality affecting OSR directly will be documented.
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Page Image
Field Details
Field Name List Year Control Type Tab Tree Parent Tree Item Tree Item Label Req ? N/A N/A Lngth N/A N/A Tab Order 1 N/A Field Init. PI-1 PI-2 Format N/A Bold, expandable/collapsible tree control functionality Expand/Collapse functionality available if batch source exists. Expand/Collapse functionality available if batch source exists. Date Time, name of batch operation Group box; bolded Bolded; number appears to the right of the label Bolded; source name appears to the right Business Rule N/A Sample data will be available for the current year, year prior, and two years prior N/A Error N/A N/A
First run
N/A
N/A
N/A
PI-3
N/A
Followup
N/A
N/A
N/A
PI-4
N/A Batches are 150 pages (or less than depending on year) Tree item must be selected in order to view Default Settings Tree item must be selected in order to view Default Settings Tree item must be selected in order to view Default Settings Tree item must be selected in order to view Default Settings Data source is sorted by Sponsor Type, Scholar Year, and Program ID Tree item must be selected in order to view
N/A
Batch details
N/A
N/A
N/A
PI-5
N/A
Default Settings
Label
N/A
N/A
N/A
PI-6
N/A
Records
Label
N/A
N/A
N/A
PI-7
N/A
Data Source
Label
N/A
N/A
N/A
PI-8
N/A
Order By
Label
N/A
N/A
N/A
PI-9
Bolded; order by requirements appear to the right. Bolded; template name appears to the right
N/A
Template
Label
N/A
N/A
N/A
PI-10
N/A
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Field Name
Control Type
Req ?
Lngth
Tab Order
Field Init.
Format
Business Rule Default Settings Tree item or batch details must be selected in order for the button to be enabled. Tree item or batch details must be selected in order for the button to be enabled. Tree item or batch details must be selected in order for the button to be enabled. Batch details must be selected in order to view the Merge Settings Batch details must be selected in order to view the Merge Settings Batch details must be selected in order to view the Merge Settings Batch details must be selected in order to view the Merge Settings Batch details must be selected in order to view the Merge Settings Available by clicking on the Inquiry button in the Merge detail section. Hyphen is required when entering Scholar ID (e.g. 10-00021) N/A N/A N/A N/A N/A
Error
Report
Button
N/A
N/A
N/A
N/A
N/A
Sample
Button
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Inquiry
Button
N/A
N/A
N/A
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Merge Settings
Label
N/A
N/A
N/A
PI-11
Group box; bolded Bolded; record count appears to right. Bolded; printer name appears to the right. Bolded; page settings appear to the right. Bolded; batch number of pages appear to the right. Section title
N/A
Records
Label
N/A
N/A
N/A
PI-12
N/A
Printer
Label
N/A
N/A
N/A
PI-13
N/A
Page Settings
Label
N/A
N/A
N/A
PI-14
N/A
Batch
Label
N/A
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N/A
PI-15
N/A
Record Inquiry
Label
N/A
N/A
N/A
PI-16
N/A
Scholar ID Last Name First Name City State Student year
Edit box Edit box Edit box Edit box Edit box Edit box Dropdown Button Button Button Label
N/A N/A N/A N/A N/A N/A
N/A N/A N/A N/A N/A N/A 2 drop-down options: 00_COL_SPONSOR College Sponsor or 10_CORP_SPONSOR Corporate Sponsor Standard button format Standard button format Standard button format Section area Right-click menu over search results: two options Download PDF and Download Native Document Normal font Standard button format
Sponsor Type
N/A
N/A
N/A
PI-17
Default to blank
N/A
Search Reset Cancel Search results
N/A N/A N/A N/A
N/A N/A N/A N/A
N/A N/A N/A N/A
N/A N/A N/A PI-18
N/A N/A N/A N/A
N/A N/A N/A N/A
Download
Menu
N/A
N/A
N/A
PI-19
N/A
N/A
Records Found Download All
Label Button
N/A N/A
N/A N/A
N/A N/A
PI-20 N/A
N/A There results found in order for the Download All button to appear.
N/A N/A
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Page Initialization
ID PI-1 Area List tab Processing The ability to query or generate letters can be accessed through the List tab on the Scholarship Renewal Letter application. Three years of data sources are retained with the oldest displaying first, and the newest displaying at the bottom. Each set of data is grouped by year, then by First and Follow-up mailings. A new merge group is created each year for the OSR renewal cycle. Two groups should appear under the year: First run and Followup. Term used for the first mailing or initial OSR letter. When selected, Report, Sample and Inquiry options will become available. The second mailing data set is produced after SS uses the Scholarship Renewal Scholar History Data Synchronization application. This is not truly a sync - in that only new records are added to the OSR database from Scholar History. ABC Company will create the batch run for the first mailing and SS will create the batch run for the second mailing. Once a batch run has occurred, the option to generate or query the batch source will become available. An example of a batch run name: 02/08/2011 10:21 Production run 2011 The batch run is then used as the source for document generation. The print batches are set to 150 pages (or less than depending on the year break) and are then converted to PDF and sent to the printer queue. PI-6 PI-7 PI-8 PI-9 PI-10 PI-11 PI-12 PI-13 PI-14 PI-15 PI-16 PI-17 Default Settings Records Data Source Order By Template Merge Settings Records Printer Page Settings Batch Record Inquiry Sponsor Type Group box to display information PI-7 through PI-10. Populate with the number of records in the data set. Populate with the name of the data source. Populate with the sort order. Populate with the template name. Group box to display information PI-11 through PI-16 Populate with the number of records in the merge set. Populate with the printer name Populate with the page settings Populate with the Batch number of pages Section contains search fields used to search the data source for the document generation. Accessible only through Default or Merge Settings. Drop down with two options: 00_COL_SPONSOR - College Sponsor and 10_CORP_SPONSOR Corporate Sponsor If no search results are found display 0 next to Records found else display the matching records and data that fits within the following columns: a. # - Record row number b. Scholar ID ID of the scholar c. Last Name Scholars last name d. First Name Scholars first name e. Street Scholars street f. City Scholars city g. State Scholars state h. Zip Scholars zip code Accessible via a right-click menu over search result row. Options include: Download PDF and Download Native Document. Clicking either option will open an OSR letter with user ID and password generated and data merged for the associated row. Populate with the number of matching results. If no results are found, 0 will display.
PI-2 PI-3 PI-4
Year First run Followup
PI-5
Batch details
PI-18
Search results
PI-19 PI-20
Download Records Found
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Page Actions
Control Type Button Button Button Button Button Button Button Action Click (Report) Click (Sample) Click (Inquiry) Click (Search) Click (Reset) Click (Cancel) Click (Download All) Processing Clicking the Report button will generate the Summary Report for the selected group. Clicking the Sample button will generate a sample OSR letter Clicking the Inquiry button will display the Record Inquiry functionality to the right of the Merge options. Clicking the Search button will conduct a search within the dataset selected. Results are displayed below the search criteria. No error messages will appear if no results are found. Clicking the reset button will clear any data entered in the Record Inquiry fields. Cancel closes the Record Inquiry panel. Download all creates a data merge and downloads all the OSR letters for the search results displayed in one group.
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4.2.2
Error Code E1 E2
Error Codes
Situation No reinstatement form has been selected Scholar has not submitted an OSR application yet Incorrect scholar ID format entered in the scholar ID field Application form does not have a signed on date. Returning/Not Returning option was not selected. Grad month/year fields were left blank under the Returning section Students expected grad month/year is left blank User searches for scholar records but no criteria matches and therefore no results are returned. Sponsor PDF button was clicked but no sponsor was selected Scholarship Renewal report is run but no scholars exist. The Position/Title field is left blank under the College Registrar section. The Institution name is left blank under the College Registrar section. Return month and year has not been entered for a non returning scholar Plans or explanation for not returning was not entered in the plans field. User tries to save a note on the scholars record without typing any notes into the note field. User enters a scholar ID that is not part of the scholar year selected Sponsor does not have any scholars yet (number received = 0) System is unable to process the reinstatement form Severity/System Response Display message Display message Error display message Error display message Error display message Error display message Error display message Error display message and clear all fields Error display message below field Error display message Error display message Message Verbiage Select a file to upload No responses found for scholar. Enter a valid scholar ID or leave blank Enter the date signed (YYYYMM-DD) Select Returning or Not Returning Enter the grad date Enter the expected grad date Type Modal Page Spec/Page Title Edit Reinstatement Form OSR scholar record/Scholar Response section Scholar ID/OSR Admin
E3
Field
E4 E5 E6 E7
Field Field Field Field
Edit Reinstatement Form Edit Reinstatement Form Edit Reinstatement Form Edit Reinstatement Form
E8
No matching responses found! Try another query.
Page
Search results
E9
You must select a sponsor to generate a PDF No students found for that sponsor in that year
Modal
Sponsor PDF/OSR Admin Scholarship Renewal Sponsor Page
E10
Page
E11
Enter the title
Field
Edit Reinstatement Form
E12
Error display message Error display message Error display message
Enter the institution name
Field
E13
Enter the return date
Field
E14
Enter a description
Field
E15
Error display message Error-display message
Enter a note before saving.
Modal
OSR Scholar Record
E16
Scholar ID year does not match the scholar year chosen. There are currently no submissions for [Company Name (ID)] You might want to requery the listing by clicking on View listing to see if the Number Received count has changed. Cannot find reinstatement data to get form.
Field
OSR Admin
E17
Error-display message
Page
Sponsor Listing
E18
Error-display message
Page
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Error Code E19
Situation Scholar ID is entered incorrectly or no scholar ID was entered prior to finding scholar. ID entered cannot be located in the Scholar History table. The scholar ID entered already exists in the OSR database
Severity/System Response Error display message Error display message Error display message
Message Verbiage
Type
Spec/Page Title
Enter a valid scholar ID
Field
OSR Add Scholar
E20
Cannot find scholar with that ID That student is already in current renewal group
Page
OSR Add Scholar
E21
Page
OSR Add Scholar
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4.3
4.3.1
OTHER REQUIREMENTS
Batch Process Description
All mailings are stuffed using a Z-fold and use envelope 170978 (#10 with USA return address, nonstandard window). First Mailing th The first mailing is typically prepared during the first or second week of February (anytime around the 6 th 8 ) depending on the calendar dates. Because the first mailing exceeds 20,000 scholars, additional preparation time is necessary. The first mailing is handled by ABC Company. See process flow on the following page for more information. Batches are organized into two groups: College Sponsor and Corporate Sponsors. Scholars are then grouped by scholar year and sorted by Scholar ID within that scholar year. The 2011 breakdown can be viewed using the Summary Report. Address Changes During the OSR cycle, scholar submitted address changes are updated in Scholar History nightly using a cron job. In order to update a scholars record, the following requirements must be met: o o o o Have submitted an OSR application Are not in the Update Queue Have submitted a non-foreign address change in OSR Omits territories and foreign states Are not a test user
Second Mailing Second mailing is handled in-house by Scholarship Services. On a much smaller scale (around 2,500), a follow-up mailing is created and then mailed. Scholarship Services is responsible for handling the second (follow-up) mailing. The data set is much smaller than the first, allowing this process to be done in-house.
4.3.2
Output (other than UI)
OSR Admin application produces multiple documents and reports which have been covered throughout this document: 1. 2. 3. 4. 5. 6. 7. Student Detail Report Sponsor Listing Report Online Submission Counts OSR Letter Reinstatement Form Summary Report Pre-synchronization Report
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ABC
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5.
OSR SYSTEMS OPERATIONS
The OSR application allows scholars to submit applications online for scholarship renewal. This process occurs around two mailings. The first mailing is the largest with over 20,000 eligible recipients receiving a letter with credentials that are used to renew their scholarship online. The eligible list of OSR recipients is extracted from the Scholar History table and then copied to the OSR database. The Second Mailing requires identifying students in the OSR database that received the first letter but did not log in to the OSR. As a result these scholars are sent a duplicate second letter as a reminder to renew their scholarship. This mailing also includes any other students in Scholar History who are now eligible to be added to the OSR database for the second mailing. During the time the OSR application is open, any student-submitted address changes are automatically updated in Scholar History when a cron-job is run nightly. A number of problems surfaced last year as a result of second mailing processes. These are explained in detail below. PROBLEMS 1. The criteria for scholars who are eligible to renew their scholarships were not clearly defined when the system was originally created. As a result some scholars who should have received an OSR letter did not while some scholars who should not have received an OSR letter did. Examples include: a. Active Scholars with zero units left received OSR letters. These students should not have received an OSR letter. b. Active Scholars graduating during the current academic year received OSR letters. These students should not have received an OSR letter. c. Scholars on Leave did not receive an OSR letter. These scholars should have received an OSR letter. 2. OSR records that were eligible for the first mailing were later removed from OSR because of incorrect criteria. This most likely happened as a result of populating the OSR database for the second mailing. 3. OSR records that were updated in Scholar History and OSR as withdrawn were wrongly removed from OSR. 4. Information changed in Scholar History was updated in OSR. Information should not be updated in OSR as a result of changes in Scholar History. 5. Scholars that received an OSR letter that included credentials could not log into the OSR application after the Second Mailing occurred. The credentials generated should work for the entire OSR cycle.
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BUSINESS RULES 1. All scholars in Scholar History with an Award Type of 4-year fixed or variable (B or C) who have an Active status and Units remaining and have a Graduation/Expiration Date greater than the current academic year should receive an OSR letter. For example, a scholar who is Active and graduating in the future would be able to receive a letter for scholarship renewal. 2. All scholars in Scholar History with an Award Type of 4-year fixed or variable (B or C) who have a Leave status regardless of Graduation/Expiration date or Units remaining should receive an OSR letter. For example, even if a scholar appears to be graduating during the current academic year and has 0 units remaining, the scholar should still receive a letter because the scholars status is Leave. 3. Current academic year starts in summer and ends in spring of the following year (SU10-ST11). For example, a student set to graduate in summer of 2011 would be graduating the next academic year (SU11-ST12), not this year. 4. Only scholar address changes in the OSR application should be updated in Scholar History. No other OSR submitted data should be reflected/updated in Scholar History. 5. The credentials in the OSR letter should remain valid for the entire OSR cycle. 6. Scholars should never be removed from OSR under any circumstances. For example, a scholar who received the first letter but was not eligible to receive the second letter should continue to exist in the OSR database. 7. Any changes in Scholar History data should not be reflected/updated in OSR. The table below details a list of scenarios or situations that came up during the 2010 OSR renewal cycle. The problem is listed along with appropriate business rules that would alleviate the problem stated.
Scenario/Description
1 First OSR Mailing - Criteria is used to determine which students in Scholar History are eligible to receive an OSR. These students are transferred to the OSR database and receive the first mailing. However, the wrong criteria was used, and therefore a scholar with an Active status, 0 units remaining and graduating during the current school year received an OSR letter.
Problem
Problem 1: The criteria for scholars who are eligible to renew their scholarships were not clearly defined. As a result some scholars who should have received an OSR letter did not while some scholars who should not have received an OSR letter did.
Rule
Business Rule 1: All scholars in Scholar History with an Award Type of 4-year fixed or variable (B or C) who have an Active status and Units remaining and have a Graduation/ Expiration Date greater than G-ST10 or G-SQ10 should receive an OSR letter.
Business Rule 2: All scholars in Scholar History with an Award Type of 4-year fixed or variable (B or C) who have a Leave status regardless of Graduation/Expiration date or Units remaining should receive an OSR letter.
Problem 1A: Active Scholars with zero units left received OSR letters.
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Problem
Problem 1B: Scholars graduating during the current academic year received OSR letters.
Rule
Business Rule 3: Current academic year starts in Summer and ends in Spring of the following year.
2 Second OSR Mailing - The second mailing occurs after the OSR application is closed at the end of the first mailing cycle. This allows USA the ability to identify scholars who were not eligible during the initial OSR load but have since become eligible. In addition, the second mailing cycle provides the ability to re-send a second letter to scholars who were eligible for the first letter but have yet to complete their OSR application. Last year several scholars were updated by SS in Scholar History. As a result, several scholars incorrectly disappeared from the OSR database prior to the second mailing.
Business Rule 3: Current academic year starts in Summer and ends in Spring of the following year. Business Rule 6: Scholars should never be removed from OSR under any circumstances. Business Rule 7: Any changes in Scholar History data should not be reflected/updated in OSR.
Problem 2: OSR records that were eligible for the first mailing were later removed from OSR because of incorrect criteria used for determining the Second Mailing.
Business Rule 6: Scholars should never be removed from OSR under any circumstances.
3 College check returned - Scholar receives an OSR letter the first week of March. During the second week, independent of the students actions, the Scholars college returns the USA scholarship check. Scholarship Services, meanwhile, withdraws the award in Scholar History and moves the student into the OSR withdrawn pool. The preparation for the second mailing triggers the record being removed from OSR. Consequently, the Scholar is unable to login to the OSR, and SS cannot access the scholars record in OSR nor send a second letter.
Problem 2: OSR records that were eligible for the first mailing were later removed from OSR because of incorrect criteria. This most likely happened as a result of populating the OSR database for the Second Mailing.
Problem 3: OSR records that were updated in Scholar History and OSR as withdrawn were wrongly removed from OSR.
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Problem
Problem 5: Scholars that received an OSR letter that included credentials could not log into the OSR application after the Second Mailing occurred. The credentials generated should work for the entire OSR cycle.
Rule
Business Rule 5: The credentials in the OSR letter should remain valid for the entire OSR cycle.
4 Scholar receives an OSR letter during the first week of March. He fills out the OSR application and indicates that he will no longer be attending the sponsor institution. Scholarship Services (SS) changes his status in Scholarship History to Withdrawn and record is moved into the Withdrawn pool in OSR. Scholar later informs USA that he is not going to transfer to a new school and will remain at his sponsor institution. Scholar becomes eligible once again for scholarship renewal. College inquires why SS did not send money for the student; SS cannot access record in OSR to gather appropriate information.
Problem 2: OSR records that were eligible for the first mailing were later removed from OSR because of incorrect criteria. This most likely happened as a result of populating the OSR database for the Second Mailing.
Problem 3: OSR records that were updated in Scholar History and OSR as withdrawn were wrongly removed from OSR.
5 College Name updated on Scholars OSR application - Scholarship Services (SS) sends a transfer application to a scholar in January. The student returns the completed transfer application after the First Mailing. SS updates the students Scholar History record with the new sponsor institution. Student receives the first OSR letter and logs in to complete his renewal. The college listed in the OSR application is the students original college. Student submits his OSR. SS reviews his record and notices in OSR that the students original college had been replaced by the new college name.
Problem 4: Information changed in Scholar History was updated in OSR. Information should not be updated in OSR as a result of changes in Scholar History.
Business Rule 7: Any changes in Scholar History data should not be reflected/updated in OSR.
6 An Active Scholar with 3 units available and graduating during the current school year received an OSR letter. Because the scholar is graduating this year, the amount of units available is does not warrant a letter
Problem 1B: Active Scholars graduating during the current academic year received OSR letters. These students should not have received an OSR letter.
Business Rule 1: All scholars in Scholar History with an Award Type of 4-year fixed or variable (B or C) who have an Active status and Units remaining and have a Graduation/Expiration Date greater than G-ST10 or G-SQ10 should receive an OSR letter.
Business Rule 3: Current academic year starts in Summer and ends in Spring of the following year.
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7 Scholar is not eligible to receive a scholarship for his Spring Term because of an Internship, so the Scholar has a Leave status. College indicated that the scholarship check would be returned. He is scheduled to graduate Summer of 2011. The record shows that the student has 0 units available. However, SS is aware that a check will be returned which would provide the student with 3 units available.
Problem
Rule
Problem 1C: Scholars on Leave did not receive an OSR letter. These scholars should have received an OSR letter.
8 A Scholar is on Leave, has 0 units and is set to graduate this year. Because the scholar is on Leave there is a chance he still has units available or his graduation date will be pushed back to the next academic year.
Problem 1C: Scholars on Leave did not receive an OSR letter. These scholars should have received an OSR letter.
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5.1
5.1.1
OTHER REQUIREMENTS
Data Considerations
The Scholar History table is the source for the OSR database. Prior to the start of the Online Scholarship Renewal cycle, a list of scholars who are eligible for scholarship renewal are extracted from the Scholar History table to the OSR database. These records meet the following scholarship renewal requirements: Active status Award type B or C (4-year fixed or 4-year variable) Units left > 0 Expected G/E Year not the same as the current Academic Year OR Leave status Award type B or C (4-year fixed or 4-year variable) Scholar Year < current Calendar Year
Students who do not meet these requirements are not extracted into the OSR database. The extracted Scholar History data now provides the OSR a database in which the first scholarship renewal letter can be generated from (See Appendix B for more information on status codes). ABC Company prints the initial set of OSR letters for approximately 20,000+ students. If any changes happen to the scholar that makes him ineligible for scholarship renewal, the letter will be pulled prior to mailing (otherwise known as the OSR Pull-List). At this point, Scholarship Services will update the students record in OSR to indicate the student is no longer active and will also do the same in Scholar History. Once the initial set of letters has been sent and the OSR application opens for the start of the renewal cycle, all data is maintained through the OSR application. The OSR and Scholar History databases remain separate and any changes to a scholars status as a result of the OSR application submittal must be updated in both places. Updates in the OSR will not be reflected in Scholar History; updates in Scholar History will not be reflected in OSR. The separation of the two databases allows for the OSR data to remain in its original form. However, student-entered OSR address changes are updated nightly to Scholar History. The OSR Admin application allows the handling of the eligible scholars by providing an interface to track submittals and manage a scholars eligibility. As each application is submitted, SS will evaluate the students record to determine if the student meets scholarship renewal requirements. There are a number of factors that may cause the student to become ineligible such as low grades, disciplinary issues and college-sponsored changes. A complete evaluation of the students application allows SS to manage eligibility by placing scholars into specific pools (see Appendix B). The conflicting nature of the USA academic year (Summer through Spring) and the typical college academic year (Fall through Spring) can cause a few issues during the OSR cycle. Also, many situations may change for a student that may fall outside of the renewal cycle and change during the renewal cycle. A student who did not meet the OSR requirements for the first letter may actually become eligible during the first OSR cycle. Because the OSR and Scholar History databases remain separate, a second load of Scholar History to OSR database must occur in order to identify newly eligible scholars. The second OSR data load (second letter or follow-up mailing) consists of the same query as the first data load. The goal being to identify any scholars in Scholar History who are newly eligible for scholarship renewal. In addition, those scholars who received the first letter but did not submit an OSR application will also need to be re-notified of scholarship renewal.
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Using the data synchronization tool, Scholarship Services can manually trigger a query of Scholar History to identify new OSR scholars. These scholars will be added to the existing OSR database. Scholarship Services will then run a DocGen for the follow-up mailing using the Scholarship Renewal Letter application. The data source file for this follow-up mailing will contain existing OSR scholars who have not submitted an application and the new scholars from Scholar History. No information is removed or replaced in OSR as a result of this synchronization.
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6. 6.1
FUTURE STATE REQUIREMENTS IDEAL FUTURE STATE REQUIREMENTS
There are a number of issues that should be addressed in the future. High-level issues are listed below. Problem displays on the first line followed by a potential solution to resolve the issue on the second line. 1. Maintaining OSR records requires updates in Scholar History a. Problem: Upkeep of student records requires duplicate updates. b. Solution: A unified database with robust audit capabilities would resolve many of the frustrations with OSR. 2. OSR scholar records open in a new window. a. Problem: Records open in a new window without necessity. b. Solution: Open the scholar record in the parent window. 3. OSR Admin search results do not refresh automatically after saving a scholar record. a. Problem: Reviewing scholar record also entails updating the scholars pool in order for staff to take appropriate action. Updating a record does not update the search result screen so the screen needs to be refreshed after each record is updated. b. Solution: Automatically update the search results after a record is closed so that if a scholar is removed from the search result pool, the record will no longer appear. 4. OSR Admin lacks an efficient way to track newly submitted applications. a. Problem: Currently, SS has to scroll through all the results to find records recently submitted. b. Solution: Add an option to view recently submitted scholar applications; or add a link on the online submission counts that directs user to newly submitted applications; or allow sorting. 5. OSR Admin search results cannot be sorted. a. Problem: Search results are sorted by scholar ID so working with the list is cumbersome. b. Solution: Allow sorting of records when search results returned is less than All. 6. Cannot search OSR Admin results by Scholar History status. a. Problem: In order to find a scholar who is on Leave, for example, SS must go to Scholar History and search all the Scholar History results manually to locate someone on Leave. Then the Scholar ID must be noted. SS returns to OSR Admin search tool, pastes the scholar ID in the search field and then conducts the search. b. Solution: Allow for more robust OSR applicant searching (in other words, if fields display data on an OSR record (e.g. Status) allow users to search. 7. Not enough Pools exist need for College-Sponsored Transfer and Co-Op pools. a. Problem: Currently any college-sponsored transfers or co-op scholars are placed into the Problem pool but these classifications require specific steps to be taken. b. Solution: Create two additional pools to manage the college-sponsored transfers and co-op scholars. 8. Applications are sent manually instead of electronically. a. Problem: Staff sends most of the forms through the mail or fax which can be time consuming and inefficient. b. Solution: Allow staff to e-mail scholars directly and receive electronic forms in return; or allow for scholar access and submittal online. 9. Possible need to remove or repurpose the second mailing. a. Problem: Second mailing has caused some problems in the past due to unknown backend system processes.
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b. Solution: It may make more sense to change the process of alerting scholars of renewal eligibility for example, allowing Scholarship Services to generate a batch set of scholars at any point during the OSR cycle may allow for smaller, more immediate mailings.
6.2
ACTUAL FUTURE STATE REQUIREMENTS
Due to the time constraints of this project, it is decided that no Ideal Future State items will be implemented as part of the Actual Future State at this time. Instead the focus of the Actual Future State for this project is to ensure that all As-Is State items are fully tested and functioning properly in order to avoid any problems such as those that have occurred in prior years. The actual future state will serve to verify that the following business rules are in place: 1. All scholars in Scholar History with an Award Type of 4-year fixed or variable (B or C) who have an Active status and Units remaining and have a Graduation/Expiration Date greater than the current academic year should receive an OSR letter. For example, a scholar who is Active and graduating in the future would be able to receive a letter for scholarship renewal. 2. All scholars in Scholar History with an Award Type of 4-year fixed or variable (B or C) who have a Leave status regardless of Graduation/Expiration date or Units remaining should receive an OSR letter. For example, even if a scholar appears to be graduating during the current academic year and has 0 units remaining, the scholar should still receive a letter because the scholars status is Leave. 3. Current academic year starts in summer and ends in spring of the following year (SU10-ST11). For example, a student set to graduate in summer of 2011 would be graduating the next academic year (SU11-ST12), not this year. 4. Only scholar address changes in the OSR application should be updated in Scholar History. No other OSR submitted data should be reflected/updated in Scholar History. 5. The credentials in the OSR letter should remain valid for the entire OSR cycle. 6. Scholars should never be removed from OSR under any circumstances. For example, a scholar who received the first letter but was not eligible to receive the second letter should continue to exist in the OSR database. 7. Any changes in Scholar History data should not be reflected/updated in OSR.
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7. 7.1
NONFUNCTIONAL REQUIREMENTS PERFORMANCE REQUIREMENTS

The OSR application must not experience any performance problems as a result of adding new queries to address scenarios. The OSR front-end supports the following browsers and operating systems: o IE, Safari, Mozilla Firefox & Seamonkey, Opera, Chrome o WinXP, Vista o Mac 10.4, 10.5 o Linux Redhat, Debian o FreeBSD The OSR Admin applications support Mozilla Firefox only due to a Gecko rendering engine used for the presentation tier.
7.2
SECURITY REQUIREMENTS
The security of the OSR application must not be compromised after adjusting the OSR queries. 1. Only allow the Scholar to log in once (for a single session). 2. Currently the Scholar can navigate back to any previous screen at any time. This is okay for all pages except for the last page (when the renewal has already been submitted). 3. Scholar can time out of the application after 30 minutes. When this occurs, the application will bounce back to the login screen. 4. Progress is not stored if the Scholar exits the application prior to submittal. Scholar must start navigation at the very first page and re-enter all data again.
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APPENDIX A: OSR LETTER
Sample of the OSR Letter
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Password Requirements Password consists of case-sensitive letters and numbers. Password will not contain any symbols. Password should not contain any similar looking characters. These include: I, 1, l O, 0, Q. Password should be presented using a clear and readable font. o Inconsolata 13pt medium weight. o Leading adjusted Business Requirements Credentials for the scholar will remain the same if the scholar is eligible for a second letter. Credentials for a scholar should remain valid for the entire OSR cycle. The second letter sent is a duplicate of the first letter. Scholarship Services attaches an addendum letter reminding the student that the original deadline was missed.
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APPENDIX B: STATUS CODES

Scholar History Status Code is in the format X-TTYY. The first character is the scholar's current status. The second two characters refers to the current semester/quarter or term, and the last two characters refer to a year. The two digit year signifies the start of the academic year. This means a student who is set to graduate in Spring of 2011 will have a status of G-ST10. The 10, in this case, infers a 2010 2011 academic year.
Code A L Status Active Leave Definition Scholar has scholarship units available and is active in the scholarship renewal process. Scholar is participating in a work-study, study abroad, requires missing school for medical reasons, and so forth. Students on Leave do not receive scholarship payments until the scholar provides the appropriate reinstatement forms. A pool of scholars who do not meet all the requirements for scholarship renewal. Possible withdrawn reasons include changing colleges and never submitting an application for renewal. Only application for the Fall Term of the new class of scholars Scholar exhibits academic or disciplinary issues resulting in the award being discontinued for one academic year. Scholar has passed away. Expected graduation date originally generated based on first year of scholarship eligibility when student record becomes part of Scholar History. SS will change the graduation dates as necessary. The scholars award ends before the scholar graduates.
W H T D G E
Withdrawn Honorary Terminated Deceased Graduated Expired
Grading System Terms

Code EY FT FS FQ FW Status Entire Year Fall Term Fall Semester Fall Quarter Fall and Winter Quarters Code WQ WS ST SS SQ Status Winter Quarter Winter and Spring Quarters Spring Term Spring Semester Spring Quarter
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Acceptable Scholar Status + Term Combinations This chart indicates the possible combinations of term and status. For example, as student could have a status of Active for the Fall Term (A-FT10) but would not be able to be Active for the Entire Year.
Terms Entire Year(EY) Fall Term (FT) Fall Semester (FS) Fall Quarter (FQ) Fall and Winter Quarter (FW) Winter Quarter (WQ) Winter and Spring Quarter (WS) Spring Term (ST) Spring Semester (SS) Spring Quarter (SQ) Summer Term (SU)
x x x x x x x x x x
x x
* Honorary Fall Term (HFT): Applicable only to the fall term of the new class or any students who have not received monetary assistance from USA.
The process of managing a scholars graduation or expiring units date is quite convoluted due to system limitations. Once a scholar is approaching their expected graduation date or the units available are close to being paid out, Scholarship Services must manipulate the information. In order to process a scholar who is Active, Fall Term 2007 (A-FT07) with an expected Graduation date of Spring Term 2010 (G-ST10) the following must occur:
Year 2010 2011 2011 2012 Field G/E Status G/E Status Change G-ST10 to E-ST10 A-FT07 to E-ST10 E-ST10 to G-FS11 E-ST10 to G-FS11 Explanation Changing G/E field to E-ST10 indicates the scholarship units available are running low. Units have ended upon the completion of the sprint term 2010-11. In order for the system to determine that units are expiring, the status and the G/E field must read the same. Update the scholar record to indicate the graduation term and year. Confirm scholars graduation by making the status and G/E field the same.
Ac tiv e Le (A) av e W (L ) ith dr aw H n on (W or ) a Te ry rm (H )* in at D ed ec ea (T ) se G d ra (D du ) at Ex ed pi (G re ) d (E )
x x x x x x x x x x x x x x x x x x x x x x x x x x x x x
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OSR Admin Pools

Status Academic Early Grad Pending Problem Reinstatements Renewed Withdrawn Definition A pool of scholars who show signs of low grades and require additional evaluation to determine if they are still eligible for scholarship renewal; scholars in academic pool are also maintained in separate spreadsheet by Scholarship Services. A pool of scholars who are graduating a year or semester earlier than anticipated; important to change early graduation dates quickly to help prevent any additional ineligible payments. A pool of scholars who have received an OSR letter but have yet to submit an application; the initial and secondary load of OSR students from Scholar History are considered pending. A catch-all problem pool of scholars that require additional analysis from Scholarship Services; examples include a scholar who is no longer enrolled full time, participating in dual enrollment programs, or disciplinary issues. A pool of scholars who meet all eligibility requirements but were on Leave and need to complete reinstatement forms in order to be reactivated. A pool of scholars who meet all requirements for OSR renewal. A pool of scholars who do not meet all the requirements for scholarship renewal. Possible withdrawn reasons include changing colleges and never submitting an application for renewal.
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APPENDIX C: CO-OP STUDENTS

Co-op students are students who spend one or more semesters/quarters doing hands-on work-based training. During this time they will not receive monetary disbursements from USA. If a new Scholar decides to go on co-op, they must complete a co-op schedule and submit it to SS via fax or email. SS makes a note of this by placing a C indicator in the Scholars Scholar History file. SS also creates and maintains a co-op schedule for the Scholar in an Excel file stored on the USA network (I: drive). The co-op schedule indicates the times that the co-op Scholar is in class and the times that they are on co-op. Checks are created and disbursed to the co-op Scholar each semester/quarter the Scholar returns to class. The checks are computer generated by a code change made by SS in Scholar History. SS changes the C to either a 2 for semester payments or a 3 for quarter school payments. Once ABC Company completes the computer check run, the value automatically reverts back to a C. Conversely, students who are Active but are not co-op students, will automatically have checks generated for them. Co-op students are considered Active in OSR. However, the back-end of OSR will reveal a C on the students OSR (linked from Scholar History) warning SS that the Scholar already has a co-op schedule on file. Then SS verifies the Scholars co-op schedule with the new information they are submitting via OSR to determine if the schedule needs to be updated.
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APPENDIX D: APPLICATIONS
There are a number of applications that Scholarship Services will send to scholars in response to their online submissions or through various communications. The information completed by scholar helps to determine the scholars pool and eligibility. 1. Reinstatement After Leave (3 separate applications) College Sponsored Corporate Variable Corporate Fixed 2. Request for Leave of Absence (2 separate applications) College Sponsored Corporate Variable and Fixed 3. Reinstatement After Withdrawal (3 separate applications) College Sponsored Corporate Variable Corporate Fixed 4. Reinstatement After Termination (3 separate applications) College Sponsored Corporate Variable Corporate Fixed 5. Study Abroad or Other Off-Campus Program (3 separate applications) College Sponsored Corporate Variable Corporate Fixed 6. Transfers (2 separate applications) Corporate Variable Corporate Fixed 7. Retroactive Summer Stipend Payment Request (1 application) 8. Summer Stipend Payment Request (1 application) 9. Co-op Schedule (1 application)
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APPENDIX E: REINSTATEMENT FORM

The reinstatement form is available to the Scholar (as a PDF file) only during the renewal process. College Scholarship Reinstatement Form
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4 Year Variable Reinstatement Form
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APPENDIX F: TECHNICAL SUPPORT PROCESS

The OSR is active from the beginning of March to the end of May. During this time, USA IT staff should anticipate receiving technical support calls. When away from their desk, USA IT staff should place their calls on Do Not Disturb (DND) status, so that Scholarship Services (SS) can know who is/isnt available to transfer a support call to. Support levels are as follows: st o 1 tier = SS nd o 2 tier = USA IT staff rd o 3 tier = ABC Company SS staff receive all initial calls from Scholars regarding the OSR. SS answer questions regarding the nd renewal process (process related questions). They can transfer a call to 2 tier support as needed (for nd rd technical support related questions). If no one from 2 tier support is available, then SS can contact 3 tier support. Technical support initiation is as follows: SS first attempts to transfer the call to Support Contact 1 o SS checks their phone indicator to see if Support Contact 1 is on DND or not. If Support Contact 1 is unavailable, then SS attempts to transfer the call to Mike o SS checks their phone indicator to see if Support Contact 2 is on DND or not. If Mike is unavailable, then SS puts the Scholar on hold. SS contacts ABC Company regarding the technical support issue. SS then relays the solutions provided by ABC Company to the Scholar. When 2 tier support receives a call, they should adhere to the following protocol: 1. Verify the student is using the account info and URL instructions in the currently mailed letter (students have been known to retain old information and may have last years outdated URL address). 2. Ask the Scholar if they are using a Mac or PC. 3. Ask the Scholar what type and version number of browser they are using. 4. Walk the Scholar through determining if they have Javascript enabled in their browser. 5. Ask the Scholar which page is presenting difficulties. 6. If applicable, ask the Scholar which question is presenting difficulties. 7. Ask the Scholar to elaborate on the series of steps that brought them to the point of error. 8. If necessary, log into the Production version of the OSR as a test Scholar and try to recreate the problem (the test scholar login info is provided by ABC Company Support Contact 1 already has a copy). Support Escalation: 1. If solution is still unknown then ask the Scholar for their User ID (which appears on the initial mailed letter). o If they cant find their ID then ask for their full name. Look up their name in Scholar History in order to derive their User ID. 2. Place the Scholar on hold. Phone ABC Company. o Tell them the Scholar User ID
nd
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o o
Describe the problem Retrieve a solution from ABC Company
Communicate the solution to the Scholar: 1. After the support issue has been resolved, ask the Scholar Do you have any other questions regarding the application process? o If yes, then transfer the call back to SS. The call can be transferred to any available SS staff member. nd 2 tier support checks their phone indicators to see which SS staff are available or already on a call. o If no, then the call ends. 2. Log the details of the call and the support issue in Jira.
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APPENDIX G: GLOSSARY OF TERMS

Term/ Abbreviation Cohort group CCR EPG G/E N/A Newly qualified scholar USA OSR PM Requalified scholar RM RTM Snapshot SCM SDP SE SM SS SSN SOP SPI SQA SRD SRS SW TBD Unqualified scholars Description Term used by Scholarship Services to describe the class of scholars. For example, a high school USA senior scholar would be considered part of the 2011 cohort group. Configuration Change Request Engineering Process Group Graduating/Expiring Not Applicable A scholar who meets all OSR renewal requirements in the scholar history table but is not currently in the OSR database. This scholar would then be added to OSR database once the synchronization was performed. Term used by scholar history data synchronization feature. USA Scholarship Online Scholarship Renewal Project Manager A scholar who is in the OSR database but has not submitted an application. This scholar would be eligible to receive a second letter once the synchronization was performed. Term used by scholar history data synchronization feature. Requirements Manager Requirements Traceability Matrix Snapshot is used to describe the first data load from Scholar History to OSR as well as the second data load. Software Configuration Management Software Development Plan Software Engineering Software Manager Scholarship Services department Social Security Number Standard Operating Procedure Software Process Improvement Software Quality Assurance Software Requirements Document Software Requirements Specification Software To Be Determined Scholars currently in the OSR database that have submitted an application and therefore are not qualified to receive a second letter when the data synchronization is performed. Term used by scholar history data synchronization feature.
Field Address 1 Address 2 Annual Stipend Award Type Career Co-Op/Foreign
College DOB Exception Pay Fraction Gender
Definition The street address of the scholar's current address. The city, state and ZIP code of the scholar's current address. A monetary figure denoting the annual award payout to the scholar. The award type is shown on this form with both the award codes, (A, B, C, D) and their description. The scholar's prospective career. The code and description are listed. This is a flag that is set to a pay amount if the scholar is on a co-op internship program or a study abroad program, during both of which payments to the scholar are cut in half, however the record is flagged to send disbursal directly to the scholar instead of their respective colleges during this time. This field may also have another fractional value to pay 1/2 or 1/3 of the annual stipend. This field defaults to empty if the scholar is on a normal schedule. The college that the scholar is attending, the college code and name are displayed in this field. The scholar's date of birth, in the format MM/DD/YYYY. Exceptions are generally a reissue of a lost scholarship award payment check that becomes an exception in the next payment cycle. The fraction that can be set is part of whole of the annual stipend, to match the lost amount. This field should be empty if no exceptions for the next payment cycle exist. The scholar's gender.
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Field G/E
Hold Major Name Scholarship Sponsor SSN Status
Units Awarded/ Available
Year-ID
Definition Graduated or Expired status code. This code follows the same convention X-TTYY convention above, however the first character is different as shown in the table below. The year refers to the year that the award should expire or the that the scholar is expected to graduate. Indicates if ALL payments to this scholar are put on hold. The scholar's selected major. The code and description are listed. The scholar's name, with their last name shown first, followed by their first name and middle initial. The code and name of the sponsor of the scholarship award. The code and name of the scholarship the scholar was awarded. The scholars social security number. Although this field exists, USA has stopped collection SSN for privacy purposes. This field displays a code representing the scholar's status. The code is in the format X-TTYY. The first character is the scholar's current status. The second two characters refers to the current semester/quarter or term, and the last two characters refer to a year. This shows how many units have been awarded to the scholar and how many are available. The award is allocated into 6 units per academic year, which can be paid over different periods as required by the Sponsor and USA. For example for a 1-Time award there will be 6 units awarded, for a 4 Year Fixed award there will be 24 units awarded. The year indicates the (school) year that the award was granted, and the ID is the scholar's 5 digit ID number.
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APPENDIX H: SCHOLAR HISTORY

Sample of a Scholar History record:
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APPENDIX I: SUMMARY REPORT

Summary Report
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APPENDIX J: PRE-SYNCHRONIZATION REPORT
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APPENDIX K: OSR PULL-LIST

The OSR Pull-List is created by Scholarship Services after the first initial OSR dataload, but before the OSR letters are sent out. The list is e-mailed to ABC Company, who then removes the listed students from the OSR mailing. Many colleges return checks during this time and so the letters must be pulled from the mailing. Below is an example of the OSR Pull-List which is ordered by Year, Selection Index and Name. Approximately one week prior (e.g. February 21, 2011) to the mailing, Scholarship Services will provide ABC Company a Late Pull-List for any additional scholars that need to be removed prior to the mailing.
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Online Scholarship Renewal Application (OSR)

Software Requirements Document Version 2.0

Online Scholarship Renewal (OSR)

Software Requirements Document

Document Change Record

2.2 2.3 2.4

CAG CAG CAG

2-4-2011 2-7-2011 2-8-2011

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HIGH-LEVEL INTRODUCTION PURPOSE

INTENDED AUDIENCE AND READING SUGGESTIONS

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OVERALL DESCRIPTION OVERVIEW

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Scholar and System

DESIGN AND IMPLEMENTATION CONSTRAINTS

ASSUMPTIONS AND DEPENDENCIES

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ONLINE SCHOLARSHIP RENEWAL (OSR FRONT END)

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PROCESS FLOW DIAGRAM

As-is State: OSR Application Scholarship Services Parity ABC

1.01 Receive letter Read account and URL info

Log into the OSR

1.05 Display Requirements page 1.07 Scholar status is Leave? No

1.06 Read requirements and click Next Yes

5.25.01 Receive reinstatement form by fax, or email, or online submission

2.01 Download, complete, and send reinstatement form. Click Next

2.00 Display Reinstatement page

1.08 Display Questionnaire page

1.10 Display Submittal page 1.12 Display Thank You page

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PROCESS FLOW DESCRIPTION

1.01 1.02 1.03 1.04 1.05 1.06 1.07

Scholar Scholar System Scholar OSR Scholar OSR

Display Questionnaire page Complete the questionnaire and click Next

1.10 1.11 1.12 1.13

OSR Scholar OSR Scholar

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The page displaying the login prompt.

The page displaying the renewal questionnaire.

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Online Scholarship Renewal (OSR)