Manage special awarding situations

You can manually apply an applicant to an opportunity—often to prevent an award from going unclaimed—as long as:

  • The opportunity is not archived

  • The applicant has a drafted or submitted General Application

To apply an applicant to an unarchived opportunity:

  1. Go to Opportunity, General Applications, Applications.

    • For one or more applicants, at the bottom of the page, select Act on Selected, Apply.

    • For a single applicant, click View. On the applicant page, select Apply at the top of the page.

  2. Select an opportunity.

  3. Select Apply.

You'll now see an application record on the Applications tab of your opportunity.

Review this application carefully (especially related to category and qualification points) to make sure your reviewers can see the application.

Note: To apply applicants to opportunities attached to a conditional application, first apply the applicant to the conditional application. Then, use the conditional application's Applications tab to apply them to the opportunity.

Note: An application cannot be reassigned from one opportunity to another opportunity. In this scenario, an applicant need to apply to a new opportunity or you can force apply the applicant to a different opportunity.

Occasionally, admins may need to cancel an award offer that's already been extended to an applicant.

To cancel an award offer, move it to a non-encumbering category:

  1. Go to the Applications tab of an opportunity.

  2. Select an application..

  3. At the bottom of the screen, select Act on Selected, Categorize.

  4. Select a non-encumbering category (e.g., Submitted or Declined). For more information on categories, see Category award effects.

  5. Select Categorize.

Once you re-categorize the application, the following will occur:

  • Award: Admins will see the new award category, but also the former award amount and period in a gray color (for future reference)

  • Funding: All funds will be returned to the opportunity

  • Pending Communications: All pending communications will be deleted automatically

If your applicant received notifications regarding their award (i.e., already received an offer email or accepted the award), make sure to reach out and explain why their award was cancelled.

Occasionally, you may extend an award to offer to someone who never accessed your system.

First, you should encourage them to come in to your system and fill out a General Application. Then, you can force apply them to relevant opportunities.

If this action fails, you may have to create a user account for the applicant:

  1. Create a user account:

    • For SSO authentication, create a user account from the admin portal, including a UID that matches your applicant data import. For more guidance, see User accounts.

    • For Whitelist and Local authentication, create an account from your Sign Up page

  2. Once you activate the account, fill out and submit a General Application.

  3. Log out of the applicant account.

  4. Force apply the applicant to any needed opportunities.