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Overview
In 2026 Financial Aid and OMET established a new way for students to apply for scholarships through their HCOM Student Portals. This article explains how to create, manage, and update scholarships to prepare for students to apply.
Create Scholarship Records for the New AY
January/Early Spring
- Pull report of Scholarships from the previous AY to use as a template to load into DataLoader to create new ones. Be sure to update all columns of the report accordingly for the new academic year.
- Especially the "Last AY Award Recipient" and "Last AY Awarded Amount' fields. May have to make those fields on the object before populating.
- Define the deadline for the next application cycle and update it in 'Custom Settings' > Scholarship Application Deadline > Manage
- OMET update the table in the student portal to show the appropriate scholarships the next AY.
- In waffle search for 'ERX Dynamic Table Builder'
- Select the Configuration 'Scholarships' from the drop-down.
- Adjust 'Base Query Filters' and other settings as needed.
Students Apply for Scholarships
Students will be instructed by Financial Aid when the applications are open and be provided additional instructions. We also have a KnowledgeBase article for the students. Financial Aid Scholarship Application - How to Submit.
Once the global deadline for the scholarships pass, students will no longer have access to apply for scholarships. If a student reaches out to financial aid and asks for an extension, there is a way to open it back up just for that student. To do so, follow the steps below.
Extending Application Deadline for Single Student:
1. Navigate to the Student's Contact Record in Salesforce
2. Search for the 'Override Scholarship App Deadline' checkbox field.
3. Check it - when this is true the applications will be opened for this student
4. Once the student has applied for the scholarship, the box will need to unchecked.
Reviewing Applications & Awarding Scholarships
To review applications and award funds that have been submitted for a specific scholarship, navigate to the record for that year.
- From the Salesforce 'Home' tab, select 'View All' and then click on the 'Scholarships' tile.
2. Select the Appropriate List View for this Academic Year.
3. Click on the name of the scholarship you are working on. On the right of the screen, you will see a bar graph that represents all applications for that scholarship for that academic year. Click 'View Report'.
4. On the report, you'll be able to see each student's eligibility statement, parent info, attachments, etc. You'll also be able to award funds to the student by clicking the 'Enable Field Editing'. Add the amount to the 'Award Amount' column you'd like to give to that student, then click 'Save'.
Once all of the scholarships have been awarded by Financial Aid, OMET will check the 'Award Process Complete' checkbox and update the 'Status' field to awarded/not awarded (based on dollar amount) on all applications using DataLoader- checking this box and having a value in the DocuSign Template name, is what triggers the Flow that sends the DocuSign Letter to the student.
When the Scholarship Application Award amount is greater than $0.00 a Flow populates the DocuSign Template name and the stipulations field, so if no award amount is given, the DocuSign will not send.
After Scholarship Cycle Closes
Once the scholarship cycle closes, the below steps must be completed to ensure a smooth cycle for the next round.