Florida State University is excited to announce the launch of a new centralized scholarship management system from AcademicWorks! AcademicWorks offers many useful online features and benefits for students as well as faculty and staff who are involved in awarding scholarships. Students can view available scholarships for which they are eligible, apply for scholarships, and view and accept scholarship offers. Faculty and staff can view applicants eligible for specific scholarships, review and score applications, select recipients, offer scholarships and monitor award status.
We are currently in the process of building out key features of the system including the creation of a general application, along with configuring the student data import from Campus Solutions. Once this has been completed, the Foundation will be working with the scholarship administrators in each academic unit to determine the list of funds to be loaded into the system, identify any additional questions that may need to be collected from the students when applying for scholarships and address any questions you may have.
In the meantime, we have established this page to keep you informed throughout the process. You will find a brief overview, a list of frequently asked questions as well as any relevant dates or other important information. Additional communication will also take place throughout the implementation process via email as well as the financial representative listserv.
Working collaboratively with the Office of Financial Aid, Student Business Services and our scholarship administrators in the academic units will be critical to a successful campus-wide implementation. AcademicWorks is scheduled to go-live in the fall of 2018. This will ensure that all scholarships awarded for the 2019-20 academic year will be administered within the new system.
We are looking forward to working with you to bring AcademicWorks to Florida State University.
Frequently Asked Questions
Over the past several weeks, we have received a few questions concerning AcademicWorks and the implementation. As a result, we have compiled the following list of frequently asked questions as a means to keep everyone informed during this process.
AcademicWorks is the leading scholarship management platform in the country, used by hundreds of colleges and universities including many of Florida State University’s peer institutions. It is a scholarship management system accessible by students, administrators and the campus community via an online portal. AcademicWorks provides a centralized solution for awarding scholarships campus-wide while enhancing transparency of available scholarships, maximizing fund utilization and enhancing donor engagement.
AcademicWorks provides a centralized scholarship management solution for awarding scholarships campus-wide at Florida State University. It enhances transparency of available scholarships to our students and maximizes fund utilization thus ensuring the University is fulfilling its responsibility to provide good stewardship of donor funds.
AcademicWorks is scheduled to go-live no later than December 1, 2018 so that departments can become familiar with the new system. All scholarships for the 2019-20 academic year, beginning with the fall semester, will be awarded using AcademicWorks.
AcademicWorks offers students a streamlined approach for applying to and monitoring the scholarship process. It simplifies the application process by importing student data directly from Campus Solutions daily, which minimizes the amount of information a student needs to provide. This feature allows students to be automatically considered for all Foundation scholarships they are eligible for without even applying! Departments are able to control this feature and adjust the criteria based on the needs for each scholarship opportunity.
AcademicWorks streamlines the scholarship process for reviewers and administrators. The online scholarship management system eliminates countless spreadsheets and paper applications, automatically applying students to the applicable scholarships. By integrating with Campus Solutions and other internal systems, student data is imported daily into the secure scholarship management software, providing the needed information to match students with scholarships. The same data can help administrators ensure applications demonstrate donor requirements and help make awarding decisions faster, ultimately saving time, energy and resources for all parties. AcademicWorks allows scholarship administrators to easily sort and filter through a list of applicants automatically pre-qualified by the system, while affording the flexibility to assign scholarship committee members, scoring requirements, deadline dates and application questions for each of their scholarship funds. Scholarship committee members can review and rate scholarship applications online eliminating thousands of paper copies. Once awards have been made, students will be prompted to accept scholarship awards online. AcademicWorks also allows for the uploading of thank you letters, letters of recommendation, student photos and other post-acceptance information that may be required to receive a scholarship.
This project will focus on establishing scholarship opportunities within the system, which will be paid from Foundation funds. This includes all Foundation scholarship funds as well as any non-scholarship fund that may be used to provide reportable student aid such as a professorship or general discretionary fund.
Information provided from the general application submitted by each student as well as data elements synced from Campus Solutions will be available for administrators to use in the selection process. In some cases, the information provided will enhance the selection process by providing additional information that may not have been previously accessed.
AcademicWorks syncs with the Foundation’s financial accounting system to provide daily fund information such as fund name, available spendable cash balance and fund purpose. Each administrator with access to the funds will be able to see this information. AcademicWorks also provides fully customizable and exportable charts, graphs and summaries on all historical awards and fund balances.
General funds, professorships and other non-scholarship funds used to provide reportable student aid will not be visible to the public. Scholarships that have unique characteristics, such as a decision based on a performance or audition or those that are used for recruiting purposes, may not be appropriate to accept direct applications. While those scholarships will still be publically visible as a matter of good donor stewardship and financial transparency, each one may be configured so applicants are unable to apply to them. For this reason, Foundation staff will be working closely with scholarship administrators in each academic unit to compile a list of the scholarship opportunities that need to be loaded into the system.
Each academic unit will be responsible for the scholarship award process and control the application dates, application deadlines and visibility of the scholarship. Scholarships may be visible to the public throughout the year, only during the application process or not at all.
Scholarships that have unique characteristics, such as a decision that is based on a performance or audition or those that are used for recruiting purposes, may be configured in such a way that they are not open to accept applications. While those scholarships will be visible to the public as a matter of good donor stewardship and transparency, each one may be set up so applicants are unable to apply to them. In these situations, academic units can force apply students to the specific opportunities they are eligible for thus ensuring all awards are being made within the AcademicWorks system. Foundation staff will be working closely with scholarship administrators in each academic unit to ensure each scholarship is properly configured based on the qualifiers for that opportunity.
AcademicWorks will automatically match applicants to the opportunities they are pre-qualified for. Many of the opportunities offered at Florida State University will be apply-to scholarships, which require additional information from the student to determine whether they are truly qualified for that specific opportunity and included in the applicant pool for consideration. Scholarship administrators will be able to view all qualified applicants within the system, filter by specific qualifiers, which are determining factors when awarding scholarships, and provide reports for those on the committees making the decision. We are confident that once departments become familiar with the system and the many tools AcademicWorks has to offer, departments will find new ways of accomplishing the tasks in a more efficient manner.
There are two ways a scholarship opportunity can be configured within Florida State University’s AcademicWorks: auto-match or apply-to. The auto-match process systematically matches qualified applicants to the scholarship opportunity based on specific data elements obtained from Campus Solutions, such as GPA or major. No action is required by the student to apply for these scholarships other than completing the general application. The apply-to process recommends a scholarship opportunity to semi-qualified applicants but requires that the applicant provide additional application information within AcademicWorks.
Conditional applications allow administrators to greater simplify the application process for targeted groups of applicants. Administrators are able to consolidate common questions covering a broad category of scholarships which may be shared throughout the University and are not restricted to a specific college or department. The information provided by the student at this point in the process gives them access to additional scholarship opportunities that fit into these categories.
Students who have been admitted to Florida State University can apply to scholarships.
No, this process varies by scholarship. In order to be eligible for scholarships, each student will be required to complete a general application when they first login to the system. Many scholarships, such as those based solely on GPA or major, can be awarded using the auto-match feature using student data provided from Campus Solutions to identify eligible applicants. In other instances, a student will be directed to an apply-to or conditional scholarship application where additional information is required.
All students who meet the requirements of a scholarship opportunity will be auto-matched into the applicant selection pool, systematically giving the selection committee the ability to choose the recipient from the list. A scholarship administrator can then force apply an applicant to an opportunity.
Scholarships that are awarded from AcademicWorks will sync with University systems which will initiate the disbursement process. Foundation Scholarship Disbursement Requests will no longer be used except in those few instances where an academic unit is awarding a scholarship to a student in an academic semester prior to the AcademicWorks implementation. The process for how scholarships will be disbursed by Student Business Services and Payroll to the students will not change.
The stewardship component will change when we migrate to AcademicWorks. Students will still be required to write thank you letters to donors before funds are disbursed; however, this will be handled during post-acceptance of the scholarship within the AcademicWorks system. The current process, whereby scholarship coordinators obtain original thank you letters and send them via campus mail to the Foundation, will no longer be required.
When the system is ready for use this fall, an official announcement will be made. At some point in the near future, prospective students, parents and the general public will be able to access the website to get an idea of the scholarship opportunities the Foundation has available. The website, which is currently under construction, is fsu.academicworks.com
Yes. Consultants from AcademicWorks will be on-site for two days to provide training to users of the system. As we get further along in the implementation process and closer to go-live, details on this training will be provided. Scholarship administrators or other individuals who are interested in attending the training will be asked to sign up for the event.
Yes. AcademicWorks offers several locations within the system where users may download Excel file (.CSV) reports containing various types of information.
The AcademicWorks system currently accepts a multitude of file types up to 10 MB in size (The average upload speed for the US is 384 KB, which would result in a 10MB file taking 3.5 minutes to upload.) If a file is over 10 MB in size, it will be rejected. Please note that Google Docs are NOT acceptable file types.