Introduction

The Awards System was developed as a tool for tracking departmental awards and scholarships, but can also be used for items such as fellowships, travel grants, research awards, etc. This does not provide a feeder in any University payment system.

The application provides a way to identify all departmental awards and scholarships so that Department Heads, committees, and business office and administrative staff know what is available. It also helps business office staff track when they process payments outside the application to the appropriate University system.

The Awards System is in my.[portal] portal under the “Other Applications” tab(Path may vary depending on the Unit). The direct link is https://my.[Unit].illinois.edu/awards/.

Replace [Unit] with your portal unit, for example (Engineering): https://my.engr.illinois.edu/awards/

Requesting Access and Setup

Access to the Awards System can be gained by sending an email to the College of Engineering IT Applications group at engrit-apps@illinois.edu.

Include the department name(s) and all Organization Code(s) for which access is being requested. In addition, include the netIDs for the individuals who will need “Manager” roles for each department. “User” roles can be added once “Manager” access is in place.

Roles:

Manager – This role is given to the individual(s) who will have the authority to add additional Managers and assign “User” roles. Only Managers can add or edit “Awards” and edit “Winners” once submitted.

User - The “User” role can submit “Winners” (recipients of awards) but cannot edit once submitted. This is to prevent changing any data that may have been updated but the Managers, specifically the Business Office.

Roles are managed via the “APPTRACK” link in the upper-right corner.

 

From there, go to the “Authorization” tab, select the department, then select the Members icon for the required Role. There, you can add or remove individuals from the Members list.

System Components

Once logged into the Awards System, there are two buttons shown, “Awards” and “Winners”. There is also a “Select Department” dropdown box that will include any departments for which you have access.

Awards:

This page lists all Awards established. The displayed columns can be changed by selecting the “Column Visibility” button and toggling individual columns on or off. Columns can also be sorted by clicking the up and down arrows in the column headings or filtered.

To add an Award to the listing, select the link to “Add New Award” to the right. This will open a pop-up window.

Award – Enter the official name of the Award.

More Info URL – If available, a website URL where more information on the Award can be found may be entered here.

The following are the current drop down lists available for the fields shown. Additional items can be added by ENGIT-Apps as needed.

a list of available fields in the app

Source	Category	Award Type

 

Description – Details related to the Award are entered here. They might include policy items such as the typical award amount, the number of awards made, eligibility requirements for the winner, whether the award is recurring, and the usual term of the award.

Notes – This is an additional space for notes by the Business Office to include items like the default CFOP(s) and title(s) from which the award is typically paid, the University System used for processing,

Status – This dropdown allows the Award to be changed from “Active” to “Inactive” when the department needs the Award to be temporarily or permanently unavailable. When made “Inactive,” the Award and Winner data remain intact, but are no longer available in the Winner popup for selection.

Winners:

This page displays a list of all submitted Winners. The displayed columns can be changed by selecting the “Column Visibility” button and toggling individual columns on or off. Columns can also be sorted by clicking the up and down arrows in the column headings or filtered.

To add a Winner to the listing, select the link to “Add New Winner” to the right. This will open a pop-up window.

Ceremony Award Title – This is a dropdown of all the Awards currently listed as “Active” for the department. No entry can be made unless it is already established as an Award.

NetID – Enter the NetID of the recipient. This should then automatically populate the UIN, Winner’s first and last name, and email address. Leave this blank if the recipient is external to the University.

UIN – Enter the UIN of the recipient. This should then automatically populate the NetID, Winner’s first and last name, and email address. Leave this blank if the recipient is external to the University.

CFOP – Enter any CFOPs, separated by commas, that are used for a payment.

Amount – Enter the total amount of the award payment.

 

Winner Category – The current list of recipient categories is as follows:

Year/Term Awarded – This is used to record the year and term in which the award is made or applies.

Ceremony Year – This field can be used to record the year a ceremony is held to recognize the award.

Winner Last Name – Record the last name of the recipient, unless already auto-populated. This will be manually needed for Alumni or other external recipients.

Winner First Name - Record the first name of the recipient, unless already auto-populated. This will be manually needed for Alumni or other external recipients.

Winner Email – Record the email of the recipient, unless already auto-populated. This will be manually needed for Alumni or other external recipients.

Completed – The Business Office enters this, and it is the date the payment was completed.

Notes – The User can include notes here as needed. The Business Office can add notes to include items such as when the payment was entered into the University system (DAWS, etc.), the actual CFOP used, or other items.

Additional Details

Email Notifications - Anytime a New Winner is submitted, an email notification can be sent to a Business Office contact to let them know that an Award needs to be processed. Send an email to ENGIT-Apps to request this, along with department, Org Code, and the email address of the person to receive the notification.