2016 scholarhip ambassador nextgen user guide

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NextGen User Guide March 10, 2016

Hawaii Community Foundation Scholarship Ambassador User Guide March 2016

IntrapriseTechKnowlogies LLC page 1

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



1 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.





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.



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,



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).



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.



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.



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.



3.3 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



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.



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.



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.



5 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 [email protected]

Kaua’i Scholarship fund related questions Darcie Yukimura, Sr. Philanthropic Services Officer #245-4585 [email protected]

Uri Martos, Philanthropic Services Asst. #245-4585 [email protected]

Hawai’i Island Scholarship fund related questions Diane Chadwick, Sr. Philanthropic Services Officer #885-2174 [email protected]

Marlene Hochuli, Philanthropic Services Asst. #885-2174 [email protected]

Maui Scholarship fund related questions Deborah Rice, Sr. Philanthropic Services Officer #242-6184 [email protected]

Ambassador Program questions such as roles, responsibilities, policies and

procedures Tara Shibuya, Scholarship Officer #566-5574 [email protected]

OR contact any of the Neighbor Island HCF staff listed above

NextGen technical support/questions Kayla Kuboyama, Scholarship Assistant #566-5515 [email protected]

mailto:[email protected]








6 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

[email protected]

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.




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.

2016 scholarhip ambassador nextgen user guide

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