Athletic Aid - Coach 4/9/ :42:00 AM

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2 COPYRIGHT & TRADEMARKS Copyright 1998, 2009, Oracle and/or its affiliates. All rights reserved. Oracle is a registered trademark of Oracle Corporation and/or its affiliates. Other names may be trademarks of their respective owners. This software and related documentation are provided under a license agreement containing restrictions on use and disclosure and are protected by intellectual property laws. Except as expressly permitted in your license agreement or allowed by law, you may not use, copy, reproduce, translate, broadcast, modify, license, transmit, distribute, exhibit, perform, publish or display any part, in any form, or by any means. Reverse engineering, disassembly, or decompilation of this software, unless required by law for interoperability, is prohibited. The information contained herein is subject to change without notice and is not warranted to be error-free. If you find any errors, please report them to us in writing. If this software or related documentation is delivered to the U.S. Government or anyone licensing it on behalf of the U.S. Government, the following notice is applicable: U.S. GOVERNMENT RIGHTS Programs, software, databases, and related documentation and technical data delivered to U.S. Government customers are commercial computer software or commercial technical data pursuant to the applicable Federal Acquisition Regulation and agencyspecific supplemental regulations. As such, the use, duplication, disclosure, modification, and adaptation shall be subject to the restrictions and license terms set forth in the applicable Government contract, and, to the extent applicable by the terms of the Government contract, the additional rights set forth in FAR , Commercial Computer Software License (December 2007). Oracle USA, Inc., 500 Oracle Parkway, Redwood City, CA This software is developed for general use in a variety of information management applications. It is not developed or intended for use in any inherently dangerous applications, including applications which may create a risk of personal injury. If you use this software in dangerous applications, then you shall be responsible to take all appropriate fail-safe, backup, redundancy and other measures to ensure the safe use of this software. Oracle Corporation and its affiliates disclaim any liability for any damages caused by use of this software in dangerous applications. This software and documentation may provide access to or information on content, products and services from third parties. Oracle Corporation and its affiliates are not responsible for and expressly disclaim all warranties of any kind with respect to third party content, products and services. Oracle Corporation and its affiliates will not be responsible for any loss, costs, or damages incurred due to your access to or use of third party content, products or services.

3 Table of Contents Athletic Aid... 1 Athletic Aid Awarding... 1 Coach... 1 Working with/submitting a squad renewal/nonrenewal... 1 Submitting a status change request Documenting a multi year scholarship Page iii

5 Athletic Aid Athletic Aid Awarding Welcome to athletic aid awarding in the Student Information System (SIS). This system provides an accurate and efficient process for entering, validating, notifying, and tracking aid awarded to athletes for the academic year. Awarding from within the SIS eliminates redundant data entry, maintains compliance, and supports the compilation of data related to awarding and tracking athletic aid at the department and institutional level. The system uses workflow methodology. To begin the workflow, athletic coaches enter student athlete information into the SIS, including squad renewal/nonrenewals and status changes. Sport supervisors, Athletics Compliance, and Student Financial Services then use worklists in turn to approve renewal/nonrenewals and status changes. Coach Upon completion of this required course, you will be able to: Work with and submit your squad renewal/nonrenewals Submit your status change requests for approval Document your multi year scholarships (as applicable) Working with/submitting a squad renewal/nonrenewal Procedure In this exercise you will access an example squad renewal/nonrenewal page, enter information for a student athlete, and submit the completed renewal/nonrenewal for approval. Page 1

6 1. To access the Student Information System (SIS): In the upper right corner of the University of Virginia website, click the SIS link. Page 2

7 2. The Student Information System's self service page displays. We recommend you save this page as a browser favorite. Click the SIS Login button. Page 3

8 3. The NetBadge Web Login page displays. Log in through one of two ways: (1) Using your UVa Digital Certificate. (2) Using your UVa computing ID. Use the password for either your Eservices or Central Mail System (CMS) account. Click the Log In button. Page 4

9 4. The menu displays on the left. Click the Renewal / Non-Renewal Page link. Page 5

10 5. The search page displays. Enter the Academic Year. You can type the year or use the look up button to select from the list of available years. Click the Look up button. Page 6

11 6. Choose the academic year. 7. Click the Search button. Page 7

12 8. Your sport or sports display. Click the Sport Roster button. Page 8

13 9. Your squad renewal/nonrenewal page displays. Note that you can hide the left menu. Click the Collapse Menu button. 10. Your initial view of this page includes the following (sortable) columns of information: Empl ID: Student's 7-digit SIS identification University ID Student Name Career (SIS term for Grad, Undergrad, Law, etc.) Residency: whether student is a Virginia (V) or non-virginia (N) resident International: Checked box denotes an international student. 11. Totals and the following action buttons display at the bottom of the page: Save - saves information you have entered but does not exit the page. Save and Return - saves information you have entered and exits the page. Return - does not save any new information and exits the page. Note that after you click the Submit ALL for Approval button, only the Return button displays on the submitted roster. Page 9

14 12. You can work within the individual tabs of information, as in this exercise. You could also click the Show all Columns button to the right of the tabs. This displays information in a single, scrollable format. 13. Athlete tab: Use this section to mark students as international. 14. Click the Awarding tab. 15. Use this section to enter award information, including enrollment type, status, award type, percent and amount, and aid change. Important Note: Always enter information in the fields in the order they display on the page. Choosing certain combinations may necessitate reentering information in a previous field. 16. Click the Enrollment Type list. Page 10

15 17. Choose from the list of options: Entering, Not Return, and Returning. 18. Based on the enrollment type you entered in the previous screen, the Status and Athletic Aid Change information defaults. Click the Award Type list. Page 11

19. Choose from the list of options: Fall Only, Full Year, None, or Spring Only. 20. Head count sports: Based on your selection, the Award Percent and Award Amount values default.

16 19. Choose from the list of options: Fall Only, Full Year, None, or Spring Only. 20. Head count sports: Based on your selection, the Award Percent and Award Amount values default. The Head Count for this student is now Equivalency sports: Changing the value in either the Award Percent or Award Amount field adjusts the value in the other field, as well as the Equivalency value. Page 12

17 22. When you have completed the awarding for all student athletes you may submit. Click the Approval status tab. 23. View the submit status from this section. To submit, click the Submit ALL For Approval button at the bottom of the page. Page 13

18 24. Use the Workflow Status column to track progress through the approval process. You will receive an when the renewal/nonrenewal has been approved (or denied, with reason noted). Page 14

19 25. After approval, a Request Status Change column displays. Use this column to create a status change request (see next topic). 26. When you have finished working in the SIS use the link at the top right corner of the page to exit the system. Click the Sign out link. 27. Congratulations, you have completed the exercise for working with and submitting a renewal/nonrenewal. See separate topic for documenting multi year scholarships. End of Procedure. Submitting a status change request Procedure In this exercise you will submit a status change request for approval. Page 15

20 1. To access the Student Information System (SIS): In the upper right corner of the University of Virginia website, click the SIS link. Page 16

21 2. The Student Information System's self service page displays. We recommend you save this page as a browser favorite. Click the SIS Login button. Page 17

22 3. The NetBadge Web Login page displays. Log in through one of two ways: (1) Using your UVa Digital Certificate. (2) Using your UVa computing ID. Use the password for either your Eservices or Central Mail System (CMS) account. Click the Log In button. Page 18

23 4. The menu displays on the left. Click the Renewal / Non-Renewal Page link. Page 19

24 5. The search page displays. Enter the Academic Year. You can type the year or use the look up button to select from the list of available years. Click the Look up button. Page 20

25 6. Choose the second half of the academic year. 7. Click the Search button. Page 21

26 8. Your sport or sports display. Click the Sport Roster button. Page 22

27 9. The Renewal/NonRenewal page displays. Remember that you can collapse the left menu to display more of the page. Click the Approval status tab. Page 23

10. In this example you are increasing a student athlete's award to 100%. Click the Request Status Change link. 11. The UVa Status Change page displays with the student's current information.

28 10. In this example you are increasing a student athlete's award to 100%. Click the Request Status Change link. 11. The UVa Status Change page displays with the student's current information. Use this page to complete the following fields (in order): Date of Change - Defaults to today's date but can be changed as needed. Coach Reason Aid Change Status New Award Type New Award Percentage Based on the percentage you enter, the New Award Amount calculates automatically. Page 24

29 12. Click the Coach Reason list. Page 25

30 13. Choose from the following options: Add to Team Award Change Drop from Team Page 26

31 14. Click the Aid Change list. Page 27

32 15. Choose from the following options: Increase New/Add No Change NonRenewal Reduced Page 28

33 16. Click the Status list. Page 29

34 17. Choose from the list of options. Cut from Team Exhausted Eligibility Graduated Medical Exemption N/A Quit the Team Suspension Transfer Withdrawl Page 30

35 18. Click the New Award Type list. Page 31

36 19. Choose from the following options: Fall Only Full Year None Sprng Only Page 32

37 20. Enter a value in the New Award Percentage field. Press [Tab]. 21. The amount in the New Award Amount field calculates automatically. 22. The Projected Team total represents all approved Athletic Awards plus any pending status change requests. Page 33

38 23. Use the scrollbar to view the bottom of the page. Page 34

39 24. The Other Information/Notes section can be used for additional comments as needed. Click the Save button. 25. The change displays in non-editable format, including the Submitted By and Submitted Date information. To exit this page, click the Return button. 26. You can view the change request's progress in the Workflow Status column. When the change has completed the approval process the status displays as Approved. 27. You will receive an when the status change request has been approved (or denied, with a reason). The change will be noted in the Athletic Aid Change column of the Awarding tab. Page 35

40 28. When you have finished working in the SIS use the link at the top right corner of the page to exit the system. Click the Sign out link. 29. Congratulations, you have completed the exercise for submitting a status change request. End of Procedure. Documenting a multi year scholarship Procedure In this exercise you will enter multi year scholarship information for a student athlete. Page 36

41 1. From within your renewal/nonrenewal page, click the Multi-Year tab. Page 37

42 2. To enter information on a student athlete's multi year scholarship, click the Multiple Year Scholarship option. Page 38

43 3. A new column displays, with a button for adding the information. Click the Multi Year Scholarship button. Page 39

44 4. Enter the start year of the scholarship in the Academic Year field. You can type the year or use the look up button to select from the list of available years. Enter the desired information into the Academic Year field. 5. Click in the Percentage field. 6. Enter the desired information into the Percentage field. 7. Click the Add a new row button. 8. Continue adding rows of information for each academic year. 9. Click the Save & Return button. Page 40

45 10. You can now view your multi year scholarships at any time by clicking the student athlete's Multi Year Scholarship button in the Multi-Year tab. 11. Congratulations, you have completed the exercise for documenting a multi year scholarship. End of Procedure. Page 41