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Student Record: A Detailed Guide

This guide walks through every tab on a student's record and what each one tells you.

To access a student's record, go to Users, locate their account, and select it.

All student users have the same tabs under their account:

  • Profile

  • Activity

  • Awarding

  • Application

Profile

Under the Profile tab, you'll find basic user details such as First Name, Last Name, and Email Address.

Note: If your site uses SSO, you will also see a Username field.

A student's Profile tab with the actions menu open, numbering the last sign-in, Impersonate, Reset Password, Delete and Deactivate account.

  1. View the user's last login date.
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  2. Click Impersonate to see the user's view.
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  3. Click Reset Password to send a reset password email to the email address on the account.
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  4. Click Delete to delete the user account and all associated data.

    Note: Deleting a user account is permanent.

  5. Click Deactivate account to restrict logins while retaining associated data.

Activity

Under Activity, you can find emails you've sent to the user. This includes emails sent using the Award & Deny templates as well as any custom emails sent from Emails > Compose.

The Activity tab listing a student's emails and awards grouped by month, newest first.

Once you expand the email, you will see its contents and more details (e.g., the date the email was sent).

An email row on the Activity tab expanded to show its sent and opened status and the full message body.

You will also find any awards the applicant received. Each award will specify which scholarship they were awarded, the award amount, and the date and time of the award.

The Activity tab with an award entry boxed, showing awards appear in the same timeline as emails.

This tab also displays a confirmation of the General Application submission email that is automatically sent to the user. It will display the cycle for which the application was submitted, as well as the date and time of submission.

An Application Submitted event on the Activity tab, next to the confirmation email the student received.

Awarding

Under Awarding, you'll see a list of all of the scholarships in the selected award cycle.

The Awarding tab with eleven numbered parts: the view switcher, cycle, standings filter, four columns, a standing, the row expander and Apply.

  1. Switch how the award cycles are shown: Cards, Table, or Timeline.
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  2. Select an award cycle to load its scholarships below. The selected cycle is highlighted.
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  3. Narrow the list to particular statuses using the All standings filter. Every standing is selected by default.

    The standings filter open on the Awarding tab, showing the standings the scholarship list can be filtered by.

  4. The Award ($) column displays the amount awarded if they were awarded the given scholarship.

    Note: If it's blank, no amount was distributed for the scholarship.

  5. The Score (%) column displays the average application score, calculated from reviewer data.

    Note: If the score is not present, the applicant has not yet been scored or is not applied to the scholarship.

  6. The Status column displays the applicant's application status for the given scholarship if they submitted their application.

    Note: If blank, it indicates they have not yet submitted their application, the scholarship was closed when they submitted, or the scholarship is not yet open.

  7. The Action column contains the Award, Deny, and Apply buttons.
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  8. Two information icons can appear in the Action column.

    1. Beside a greyed-out Award button, it means all awards for that scholarship have already been given.

    2. Beside Apply, it means the scholarship has Additional Requirements.
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  9. The scholarship's status for the applicant: Awarded, Applied, Qualified, Not Qualified, Denied, or No Activity.
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  10. Expand a row to view matching qualification details for the applicant. Each scholarship lists the qualification group(s), the applicant's response, and their matching status.

    • A red cross and No match indicate that they did not meet a qualification, or the group as a whole.

    • A green check and Match indicate that they met the qualification(s).
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    A Not Qualified scholarship row expanded to show its qualification match, with both requirement lines boxed, one met and one not.

  11. Click Apply next to a scholarship to manually apply the applicant for it. This will add the applicant to the Award & Deny tab for that scholarship.

    Note: This action is permanent. Once manually applied, the applicant cannot be removed from the Award & Deny tab.

Application

Under Application, you can view the user's application (questions and answers).

The Application tab showing one card per award cycle above the selected cycle's section-by-section answer summary.

Each section of the application is labeled Not Started, In Progress, or Complete.

The application section list with one section's Complete status boxed, next to its answered-question count.

Use the Cards, Table, or Timeline views here to access previous award cycles and view the user's application for the selected cycle.

If the applicant has not started their application, the status next to the award cycle will be No Activity.

A student record with no application started, shown in Timeline view, with the cycle's No activity status boxed.

Award Cycle views

The Awarding and Application tabs both list the student's award cycles across the top, and the same three view buttons change how that list is drawn.

Cards is the default. Each cycle has a tile with the application status, section progress, and total award amount in the cycle.

The award cycles in Cards view, each cycle in its own tile with its status, section progress and award total.

Table lists the same cycles out as a grid, one cycle per row and one detail per column.

The award cycles in Table view, with the view switcher and the Cycle column boxed, one cycle per row.

Timeline stacks the cycles along a single track in date order.

The award cycles in Timeline view, stacked in date order with the selected cycle opened out.
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