Fund Type - Describes the type of fund. Possible values are:

Annual Scholarship - Scholarship is supported by the donor on an annual basis by sending payment to the university preferably by October 15 ?? for the next academic year award.

Award - Award given to the recipient, could be cash, plaque, or recognition for achievement.

Endowed Scholarship - Fund where the principal is invested and unavailable for spending. Only a portion of the interest is to be used for expenditures for scholarships. Some endowed scholarships are setup to allow deposits to be made to the operations management account so awards can be made before the scholarship is completely funded.

Loan - Money to be used as a loan for the recipient.

Miscellaneous Endowment - Fund where the principal is invested and unavailable for spending. Only a portion of the interest is to be used for expenditures. Some miscellaneous endowments are setup to allow deposits to be made to the operations management account so expenditures can be made before the endowment is completely funded. This value is used for endowments outside of scholarships.

Miscellaneous Fund - Non-endowed funds outside of scholarships.

Non-endowed Scholarships - Scholarship funds that are not endowed and the donor is not required to make a payment on an annual basis (see Annual Scholarship), e.g., COBAF scholarships.

Fund Status - Possible values:

Active - A signed agreement has been reached between the university and the donor(s), usually in the form of an LOA signed by both parties.

Pending - A formal agreement has not been reached between the university and the donor(s). A development staff member is still working to finalize the agreement.

Inactive - There is no money to be spent or the money has been moved to another account, possibly because a stipulation in the LOA has been violated, or it was a one time awarded that the donor has stated will not be funded again.

LOA Status - LOA Status. Possible values are:

Signed - The university and the donor(s) have signed the agreement. The value is also used if a signed document exists in the file that predates the LOA form.

Criteria - No official signed LOA or other verifying document. The hardcopy file only contains unsigned stipulations for awards and/or guidelines for investments/expenditures.

Verbal - The development staff have received verbal confirmation of the donor's intent, but no paper documents have been produced.

None - Used for older records. This type should not be used for future scholarships/endowments.

LOA Date - Date when the Vice President for University Advancement signs the LOA, or the date of a signed document describing the fund.

Origination Date - The date of first correspondence about the fund.

Last Change Date - The date when data in the funds database was last changed.

Accounts Screen

Account Number - Five digit number residing in FRS that holds the balance for the fund. Account numbers can be identified as:

Foundation Endowment account - numbers beginning with 91 (Athletic Foundation), 92 (Business Foundation), 93 (Education Foundation), 94 (Engineering Foundation), 97 (Friends of the Library Foundation), 98 (Nursing Foundation), or 99 (TTU Foundation).

Foundation Operations Management Account - numbers beginning with 951 (Athletic Foundation), 952 or 953 (Business Foundation), 954 (Education), 955 or 956 (Engineering Foundation), 958 (Nursing Foundation), 96 (TTU Foundation).

University Endowment account - numbers beginning with 5.

University Operations Management Account - numbers beginning with 3.

Account Name - Name associated with the account number.

Account Balance - Total balance as reflected in FRS one day before.

Remaining Pledge Balance - Total outstanding pledge balance based on the account alone. No reference should be made to a donor on this screen.

Total Value - Account Balance + Remaining Pledge Balance.

Fund Code (center of screen) - Corresponding fund codes for depositing money for this scholarship.

Subcode - Used in the Financial Aid system. Provided by Financial Aid.

Former Accounts - If the scholarship is moved from the university investments to the foundation investments or the accounting structure changes for the scholarship, then the former account numbers are kept.

Awards Screen

Area for Award - The area that the recipient must be involved in to be eligible for the award. This could be a college, a department within a college, an athletic sport, etc.

Amount of Award - The yearly amount the student would receive for the scholarship.

Number of Awards - The number of awards available for a particular area or set of areas.

Criteria - All stipulations that a recipient must meet to be eligible for the award.

Awards Screen (after clicking on the gray button beside the award data)

Area for Award - See above

Amount of Award - See above

Number of Awards - See above

Criteria - See above

Required Recipient Standing - Classification of recipient eligible for the award.

Financial Aid Required - If financial aid is a definite requirement (not just a preference), then yes, otherwise no.

Award Period - Length of time the recipient may continue to receive the award.

Award Date - When the scholarship is awarded to the student.

Sponsors Screen

Report Required - Specifies if an annual report is required to be sent.

PID - The ADS CID of the report recipient or fund initiant.

Person/Organization - Obvious.

Mail Name - How the report recipient wants to be addressed when sending the annual report.

Salutation - Greeting used when sending the annual report.

Fund Details

Filed as - How the hardcopy file is stored in the filing cabinets in the Gifts/Records and Stewardship Center. If the scholarship/endowment/award is setup using a person's name, then this field should start with the last name followed by the first name and so on. For example, the Don Cook Endowed Scholarship should be filed as Cook, Don Endowed Scholarship. If a person's name is not associated with the fund, then the hardcopy file should be filed using the first word in the fund name. For example, The Premier Diagnostic Imaging Outstanding Nursing Graduate Award should be filed as Premier Diagnostic Imaging Outstanding Nursing Graduate Award, dropping the leading "The."

Responsible Office - The academic or administrative office that is completely responsible for the fund. If the duties are split between two offices, list both offices on a separate line.

College/Area of Benefit - The college or area that benefits from the scholarship. If more that one area will benefit, then check both boxes. If all areas benefit, then click All.

Distribute Funds - Yes/No field specifying which scholarships are ready for money to be transferred from the endowment account to the operations management account on an annual basis.

Comments - Background information from the LOA (copy and paste) as well as other notes about the scholarship.

Fund Guidelines - Detailed instructions on how to invest the money, spend the money, which office is responsible for the account, and who should receive an annual report. This information is copied and pasted directly from the LOA.

Recipients Screen

CID - The SIS id for the student.

Name - Obvious.

Year - The academic year in which the award was granted. If the award was given only for a semester, then the semester and year should be input (Spring 1999). Use four digit year at all times.

Major - The major of the recipient at the time the award was granted.

Standing - The classification level of the recipient at the time the award was granted.

Hometown - If the recipient lives in Tennessee, then the county will be used, otherwise the city and state will be used.

Processes for Donor SESS

New Scholarship or Endowment Entry

Make sure that this is actually a new fund. There may be an existing fund with a slightly different name, but money has already been deposited for it. If so, then see the next section entitled, "Revised Scholarship or Endowment."

Go to Fund Details layout and click the green New Record button. This will take you to the Enter New Record layout. All data to be entered for the new record is on this layout. After entering all the data available, click the Fund Details button at the top of the screen.

Revised Scholarship or Endowment Maintenance

If the LOA has been revised, then Donor SESS needs to be updated with the revised information. It is not necessary to create a new record for revised LOAs. Simply overwrite the old data with the new data from the LOA. Be sure to move the old account numbers to the Former Accounts section on the Accounts layout.

Green Button Processes

Accounts Screen - New Account

When adding a new account to a scholarship or endowment that has already been created, you must use this button. If the account numbers need to be kept as former accounts, be sure to click the white button beside the account number before adding the new account.

Awards Screen - New Award

When adding a new award to a scholarship or endowment that has already been created, you must use this button. The Awards database will be opened and you will be allowed to enter the new award.

Sponsors Screen - New Report Recipient

When adding a new report recipient to a scholarship or endowment that has already been created, you must use this button. You will be prompted to enter the ADS CID and click continue twice. If the report recipient already exists in the system, then you will be prompted to enter the ADS CID of the report recipient in the next available row of report recipients. If the report recipient does not exist, then you will enter the person's name in the given field and click continue. The person will automatically appear as a report recipient.

Sponsors Screen - New Fund Initiant

When adding a new fund initiant to a scholarship or endowment that has already been created, you must use this button. You will be prompted to enter the ADS CID and click continue twice. If the fund initiant already exists in the system, then you will be prompted to enter the ADS CID of the fund initiant in the next available row of fund initiants. If the fund initiant does not exist, then you will enter the person's name in the given field and click continue. The person will automatically appear as a fund initiant.

Recipients Screen - New Recipient

When adding a new recipient to a scholarship or endowment that has already been created, you must use this button. You will be prompted to enter the student's ID as well as their name, major and standing at the time the award was received, year the award was received, and hometown. If the student is from Tennessee, then enter the county in the hometown field, otherwise enter the city and state in the city and state field.

Gray Button Processes

Awards Screen - View/Edit Award

When viewing or editing an award of a scholarship or endowment, you must use the button next to the award. The Awards database will be opened and you will be allowed to view and/or edit the award.

Sponsors Screen - View/Edit Report Recipient

When viewing or editing a report recipient of a scholarship or endowment, you must use the gray button next to the report recipient. The Sponsors database will be opened, displaying the information for the report recipient. Remember that the address information will be overwritten the following morning with fresh data from ADS.

Sponsors Screen - View/Edit Fund Initiant

When viewing or editing a fund initiant of a scholarship or endowment, you must use the gray button next to the fund initiant. The Sponsors database will be opened, displaying the information for the fund initiant. Remember that the address information will be overwritten the following morning with fresh data from ADS.

Recipients Screen - View/Edit Recipient

When viewing or editing a recipient of a scholarship or endowment, you must use the gray button next to the recipient. The IEAR database will be opened, displaying the information for the recipient.

Donor SESS User's Manual