**Reviewing Scholarship Thank You Letters Process

TABLE OF CONTENTS

• Open Attachments in Colleague
• Confirm the Thank You Letter Requirements
• Reject the Thank You Letter
• Review the Thank You Letter

Open Attachments in Colleague

Once a student has completed a Thank You Letter for their institutional award, an automatic FreshDesk email will be sent. An Outlook rule can be made to send these messages to a separate folder. This allows you to have a record of submissions in Outlook.

1. Open View Correspondence Attachments, VCAT, in Colleague
2. Update the "Filter Start Date" to be the same date as the last completed Thank You Letter
3. Change "Sort Order" to "D Sort by Date" (see below)
4. Detail in on the student's Communication Attachments, CATT (see below) 
5. Once you are detailed in, click on the attachment link (the paperclip on the lefthand side). Once you are in attachments, download the Thank You Letter to the computer.

Confirm the Thank You Letter Requirements

Each Thank You Letter will need to be individually reviewed. Once you have downloaded the student's Thank You Letter, read the student's letter and make sure it meets the following criteria. The criteria listed below help to ensure each letter is roughly uniform and formatted similarly:

• A word-count of at least 300
  • Find word-count by copy and pasting the letter into a Word Document 
  • Be flexible but use your judgement, some letters will 250-300 may be acceptable if the quality of the letter is good
• Opening that is addressed "Dear Gracious Donor"
• Closing that includes the student's name
  • Occasionally, a missionary student will sign off with a pseudonym. This is acceptable as it is done for security reasons

If the Thank You Letter meets these requirements, skip to "Review the Thank You Letter"

If the Thank You Letter DOES NOT meet these requirements, proceed to "Reject the Thank You Letter"

Reject the Thank You Letter

If the Thank You Letter does not meet all three requirements, you will need to delete the letter and notify the student.

1. In "View Attachments," you can delete the student's attachment by clicking the trash can icon
2. Close out of "View Attachments," which will bring you back to the student's CATT
3. Click on "Save" and "Update" to make sure the processes has been saved
4. Create a new email in FreshDesk to the student's SEBTS email
5. Briefly ask them to submit a new Thank You Letter, specifying why the letter did not meet the requirements

Once this process has been complete, you can continue reviewing Thank You Letter for other students

Review the Thank You Letter

This process is done to move the Thank You Letter to the right folder and to review the letter so that the student's financial aid checklist is complete.

1. Open the "Thank You Letter" folder in the file structure
   1. OneDrive-SEBTS> SRFINAID- Financial Aid> Financial Aid> Institutional Scholarships> Awarding> *Award Year*> Thank You Letters
   2. This should have all of the folders for our institutional awards
2. Open your downloads folder in a separate tab
3. Open the spreadsheets for Mission Scholarships and Institutional Scholarships awarded for the academic year
4. Using the student's name or ID number, search in the spreadsheets to find what award they are receiving (Control+F)
5. Open the specific scholarship's folder within the Thank You Letter folder
6. Move the student's Thank You Letter from Downloads to the award's folder
7. Rename the PDF using this format: TYL_FirstInitial LastName_StudentID# ex: TYL_J Smith_0123456
8. Go back to the CATT page in Colleague, and change the status from Received (U) to Reviewed (R)
9. Save out of the student to return to VCAT
10. IMPORTANT: In order to the "Reviewed" status to stick, you must save our of VCAT. This does not need to be done after every student, but if you do not do this and cancel out, you will have to go back and individually change the status of each student back to "Reviewed"
11. If an Outlook email is created for the Thank You Letter, archive the letters that you have reviewed to help you keep track of what has been completed