2016 Scholarhip Ambassador Nextgen User Guide

Scholarship Ambassador NextGen User Guide March 10, 2016

Hawaii Community Foundation Scholarship Ambassador User Guide

March 2016

Table of Contents 1 Overview..............................................................................................................2 2 Log In...................................................................................................................2 2.1 Accessing My Committee Section .................................................................3 2.2 Review Candidates .........................................................................................5 2.3 Candidate Grid ................................................................................................7 3 Ranking and Comments ....................................................................................7 3.1 Basic Rules of Ranking and Commenting .....................................................8 3.2 Ranking Scale .................................................................................................9 3.3 Ranking via the Scholarship Profile ...............................................................9 3.3a Review Attachments via the Scholarship Profile ..............................11 3.4 Ranking via the Candidate Grid ...................................................................11 3.4a Review Attachments via the Candidate Grid ....................................12 4 Printing ..............................................................................................................11 5 Support ..............................................................................................................13 6 Basic Troubleshooting......................................................................................15

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Hawaii Community Foundation Scholarship Ambassador User Guide

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Overview

NextGen is a web-based scholarship management system utilized by Hawaii Community Foundation to facilitate the scholarship awarding process. This guide was created for Scholarship Ambassadors using the NextGen online system to review and rank eligible applicants.

Returning Ambassadors can use the same log-in information from prior years. New Ambassadors will receive an email with a link to the NextGen site, a user name and a temporary password. The Log In page can be accessed by clicking on the link that will be included in your email notifying you that your committees are ready for review or by clicking or saving this link to your favorites: https://hcf.scholarships.ngwebsolutions.com/CMXAdmin/Cmx_Content.aspx?cpId=543.

2

Log In

Click https://hcf.scholarships.ngwebsolutions.com/CMXAdmin/Cmx_Content.aspx?cpId=543 to go directly to the Log In page for Ambassadors.

 Returning Ambassadors: Enter the same username and password from last year.  New Ambassadors: Enter the username and temporary password that is emailed to you.  Forget your login? Refer to Section 5, p.14 for our contact information.

2.1

Accessing My Committee Section

Two weeks prior to your Ambassador meeting, you will receive an e-mail notifying you that several scholarship funds are ready for your review.

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Hawaii Community Foundation Scholarship Ambassador User Guide

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1. At the Welcome Page, click on My Committees.

2. Click Details under Academic Year 2016-2017 to see a listing of the Scholarship Funds you have been assigned to review.

TIP: An online Scholarship Manager Decision Maker Guide is available at this screen to supplement this training guide.

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3. Under Committee Name, click on the fund(s) listed for review.

Note: You are required to review all funds assigned and rank all applicants by the given due date.

The next page shows three sections, but you will only have access to Scholarship(s) To Be Awarded section. This section shows the number of qualified applicants and information relating to the award status of this specific scholarship.

4. Click the Scholarship name to see the applicant information in more detail.

2.2

Review Candidates

The Review Candidates page contains a variety of information about the scholarship you are reviewing and its eligible applicants. The page is divided into four sections:  Scholarship Basics  Award Renewals  Candidates Already Awarded  Available Candidate The Scholarship Basics section displays general information about the scholarship fund you are reviewing, such as the fund purpose as established by the donor, fund description, IntrapriseTechKnowlogies LLC

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fund amount, minimum and maximum award amounts, and maximum number of recipients.

The hard and soft requirements section lists the technical details defined and used by the system to filter the applicant pool.

If there are any special instructions for this particular scholarship fund, you will see a note under Guidelines.

The Available Candidates section shows the eligible applicants for that scholarship. This section allows you to control the number of students viewed per page, review each application, and search for candidates by last name.

1. Click Show Evaluation Options to see your ranking options (Recommended Ranking and Comment boxes).

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2. At the bottom of the grid, click Display # records per page box to adjust how many candidate records you want to see on your grid. If you choose not to display all candidates on one page, you can use the Previous Page and Next Page buttons to navigate through them. Remember to SAVE before moving on to the Next Page.

2.3

Candidate Grid

The Available Candidates section is also referred to as the Candidate Grid because it comparatively displays applicant information in columns. The grid columns are described, as follows:  PDF – Opens up a new tab showing student application in PDF format. You can click on any attachment to open and view.  HTML - Opens up a new tab showing student application in HTML format. You can click on any attachment to open and view.  Student Name – Click a student’s name to open the applicant’s Scholarship Profile, rank applicants, and make notes. Refer to Section 4.0 for more details on Ranking and Comments.

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o You can review application information and attachments and move to the next applicant from here or you can click on Return to Review Candidates to return to the Applicant Grid.  Current Awarding – Placing your mouse on any award amount in this column (other than $0) will show you a summary of the scholarships awarded to the applicant. This will be real-time information reflecting the latest awarding information for the current awarding season.  Other Columns – Other columns to the right of the Current Awarding Column may consist of Recommended Ranking, Comments on Candidate, EFC, GPA, Personal Statement, Transcript or GED attachment, Scholarship Specific Questions, or other fields important to this scholarship. o NOTE: Hovering your cursor over an applicant’s personal statement icon will display the first 150 words of the personal statement. To see the entire personal statement open the pdf or html version of the application.

3 Ranking and Comments Reviewing, ranking and commenting can be done in two ways: through the applicant’s Scholarship Profile or through the Candidate Grid. We will discuss both options in Sections 3.3 (p.9) and 3.4 (p.11).

3.1

Basic Rules of Ranking and Commenting

1. Rank all applicants We require Scholarship Ambassadors to review and rank each student application in the candidate grid. It is important that all students are ranked online so the scores are averaged with other committee members. If there are 25 applicants in the candidate pool and only 15 awards to give, please rank applicants from 1- your first choice to 25- your last choice.

2. Rank based on the Scholarship Criteria Keep in mind that students should be ranked according to the purpose and specific criteria of the fund you are reviewing. If you have any questions on the intent of the fund, please refer to the Section 5, page 14 for our contact information.

3. Add comments During committee meetings, if numeric rankings are tied between several deserving applicants, the comments can help to initiate conversation about the candidates and come to a final decision.

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4. Save your work!

To save your rankings and comments, you MUST click Save Rankings/Comments.  NOTE: Keep an eye on the timer in the top right corner. You have 45 minutes per session- every time you save, the timer will reset the session back to 45 minutes.

3.2

Ranking Scale

Recommended Ranking After reviewing all the applications for a fund, provide a Recommended Ranking for the entire pool of students. This is how an individual student ranks against the entire pool of students who are eligible for this specific scholarship fund.

The ranking scale for Recommended Ranking is as follows: 1 – 1st (1st choice candidate) 2 – 2nd (2nd choice candidate) 3 – 3rd And so on…

The system is set up to have this help us make collective decisions, every student must be ranked.

Comments Box: Enter your thoughts on this student in this box.

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Ranking via the Scholarship Profile The applicant’s Scholarship Profile can be opened by clicking on the Student’s Name in the Candidate Grid. You can enter the Recommended Ranking and Comments here.

Figure 1. Search for a particular candidate from the Save & Go To Candidate drop-down list, or use the Save & Previous or Save & Next Candidate button to navigate through the candidate list.

Figure 2. Scroll down the page to review the student’s application, personal statement and attachment information.

After entering your ranking and/or comments, remember to click on Save & Continue or Save & Return to Review Candidates to save your work.

Figure 1

Figure 2

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3.3a Review Attachments (transcript) via the Student Profile 1. In the Student Profile, scroll down the Application section to the Cumulative GPA and GED Scores. The transcript link will be shown as a PDF (or related).

2. Click on the link to open the transcript.

3.4

Ranking via the Candidate Grid

The second way to review, rank and comment is to do so directly on the Candidate Grid.

You must click on ‘Save Rankings/Comments’ to save your updates.

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3.4a Review Attachments (transcript) via the Candidate Grid 1. Scroll to the right-most column of the Candidate Grid. Under the Transcript or GED Attachment column, click on the icon.

2. You will see a pop up on the bottom of your screen, asking you if you would like to open the document. Click Open to open the attachment.

4 Printing If you would like a print out of the Candidate Grid after ranking and comments are completed for the fund, you can do so by using the Export Data button. Note: Rankings and comments will be available for view at the decision making meeting.

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Your data will pop up in the chart below. To print, click Export to Excel OR Copy to Clipboard to paste the spreadsheet to Excel or Word.

In Excel, each field is placed in a cell and in Word, fields are presented in a table grid format. Feel free to make any necessary adjustments to the column widths as needed.  Excel: When you export to excel, you will be prompted to open a file. Click Open and an excel sheet with your candidate grid will open.  Copy to Clipboard: If you choose this option you will see the pop-up below.

Click OK then open up a new Word document to paste (File >> Paste) the table into.

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Support

We hope this NextGen tool optimizes the Ambassador experience and addresses any issues as they arise. Should you have any questions or concerns, please direct them to:  O’ahu Scholarship fund related questions Eric La’a, Scholarship Officer

#566-5557

elaa@hcf-hawaii.org

 Kaua’i Scholarship fund related questions Darcie Yukimura, Sr. Philanthropic Services Officer #245-4585 dyukimura@hcf-hawaii.org Uri Martos, Philanthropic Services Asst. #245-4585 umartos@hcf-hawaii.org

 Hawai’i Island Scholarship fund related questions Diane Chadwick, Sr. Philanthropic Services Officer #885-2174 dchadwick@hcf-hawaii.org Marlene Hochuli, Philanthropic Services Asst. #885-2174 mhochuli@hcf-hawaii.org

 Maui Scholarship fund related questions Deborah Rice, Sr. Philanthropic Services Officer

#242-6184

drice@hcf-hawaii.org

 Ambassador Program questions such as roles, responsibilities, policies and procedures Tara Shibuya, Scholarship Officer #566-5574 OR contact any of the Neighbor Island HCF staff listed above

tshibuya@hcf-hawaii.org

 NextGen technical support/questions Kayla Kuboyama, Scholarship Assistant

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#566-5515 kkuboyama@hcf-hawaii.org

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Basic Troubleshooting

Forgot your User Name  If you forget your username, click Forgot your user name? from the Login Page or contact us.

 Enter your email address and click Submit. Your User Name will be emailed to you.

The email will be from notify@ngwebsolutions.com

Forgot your password  If you forget your password, click on Forgot your password?  Enter your e-mail associated with this account then click Submit.  You will be asked to answer your secret question. Once you click submit you will be sent an email with a temporary password. You can now log in using the temporary password.

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Changing your temporary password, email or username  If you would like to change your temporary password (or username, email) after you log in, click on My Account under Site Navigation.

 Click on the item you would like to change. o If you received a temporary password and want to change it, click on Change Password. You will be asked to enter your Old Password, which is the temporary password you received when you clicked on Forgot Password.

 Create your new password and confirm it. Refer to the Password Requirements for guidance when creating your password. Click Save Changes.

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