Award Letters
The Director of Financial Aid will provide a list of students in the ‘Award Letter’ queue to have award letters printed or emailed. Once printed and emailed, you will need to route those students out of the ‘Award Letter’ queue into the ‘Completed Projects’ queue. To route these students to the ‘Completed Projects’ queue you will need to select these students, then right click on them, select ‘Workflow’, and then ‘Route Anywhere’. A pop-up will appear and at this point you will select the queue that they are to be routed to, which is “FA – Completed Project”.
To Email Students
Email a student regarding their updated award letter amount if that student was mailed an award letter previously this academic school year. This can be determined on the CRI screen, there will be an award letter shown if we have already printed one prior.
To email students go to:
· Open the Common Drive
· Common/student emails/loan/
o Select: 20146l Loan.xlsx à for excel worksheet
§ Enter in student IDs
§ Name excel tab “sent (insert date)”
§ Save once completed
o 2013-14 Loan Award Letter.docx
§ Go to “select recipients” under the “Mailings” Ribbon
· Select “Use Existing List”
o Select the “20146l Loan.xlsx” excel worksheet
· Edit Recipients à used to double check that recipient list is correct
§ Finish and Merge to send
· Subject: Revised 2013-2014 Award Letter Available
· In ImageNow
o Go to FA-Award Letter Queue
§ Select Recipients
· Route to Completed Projects
Award Letters (Print)
Only print an award letter if a student has not previously had one printed for them in the current academic year. In Uilive, check the Communication Code Entry (CRI) screen to check if a student has received an award letter previously.
Note: Any student that was not “routed by” our Operations Manager (Jackie Tresemer E037487) to the Award Letter Queue can be mailed.
How to:
§ In ImageNow
o Go to FA-Award Letter Queue
§ Select Recipients
· Right click to route to Completed Projects
§ In Uilive
o Go to ALTR
§ Pick Academic Year
§ Delete FA Applicants from previous batch of award letters
· Use CTRL + ALT + D to delete
§ Then add student IDs
§ Press F9 to save
· Update
§ Press F9 to save
· Update
§ Output Device
· Enter: “P”
§ Printer – PR08347AWRD or PR14517AWRD
§ Press F9
· Update
§ F9
· Updateà Then it prints
· Make sure that the paper is loaded into the printer face down with the top of the paper facing towards you
§ Verify that students have had grant money applied that should have grants applied. Also, verify that the correct amount is disbursed. This only has to be done after the disbursement dates for the given semester.
o Go to AIDE, in Uilive
o Check if student has credit hours listed and A/R –Cred (Financial aid applied)
§ If there is no A/R- Cred, then highlight on the printout list. This list is then given to the Operations Manager (Jackie).
· Use ImageNow to scan and link printed award letters
o Save as Award Letters
§ If there are about 100 letters in the batch, you can send them to the mail room to be folded, stuffed in an envelope and mailed. If there are less than 100 letters to be mailed, we must fold, stuff and mail. Make sure that only the name and address appears in the window of the envelope, otherwise the mailroom will return the letter to the Financial Aid Office.