Award Letters & Templates

School staff create templates for communications about financial aid awards, including letters that indicate whether aid is granted, the amount and type of aid granted, and any terms or conditions for families. Once award amounts are entered and a budget is locked, Award and Denial Letters can be created for that budget.

For more information on Denial Letters, see Denial Letters.

From Awards, select Letter Templates, then Award Letter Templates. A grid shows a summary of past letters sent. Select a letter to view what was sent.

Tip: Imported students and their parents do not have access to online award letters. However, you can download an award letter to provide to a family directly.

Upload a logo for use on templates. Supported file types include ,png and .jpeg.

  1. Select Upload School Logo.

  2. Select Browse Image. Then select a file from your local computer.

  3. Select Save.

    Tip: To delete the logo, select Delete school logo and then Yes, delete it! to confirm the deletion.

Create a template for use in a mail merge for awards.

  1. Select Create a New Award Letter Template.

  2. Enter Template name and Subject that clearly describe the letter's purpose and use.

  3. Enter the content of the letter.

    • To add a merge field, select a field name from the left column. Selecting the merge field will add it into the letter template at the cursor's location.

    • Format the letter with headings (H1, H2, H3), text effects (bold, italics, underline), and lists (ordered/numbered, unordered/bulleted).

    • To start over, select Cancel.

      Tip: Cancel does not clear out the template entirely. It simply brings back the default template settings.

  4. Select Save.

Update an existing template for use with future letters.

  1. Select Available Award Letter Templates and choose a template.

  2. Select Edit and enter your changes.

  3. Then select Save.

Remove a template that has never been used.

  1. Select Available Award Letter Templates and choose a template.

  2. Select Delete and confirm the change.

Use a letter template to run a mail merge to communicate with families in bulk.

  1. Select Available Award Letter Templates and choose a template.

  2. Select Run Letters.

  3. Select one or more budgets. Families in the budget will receive letters generated by this process based on the awards associated with it.

    Note: You can send letters from a budget multiple times.

  4. By default, letters are set to send Now. To schedule the letter to send at a later date, select Schedule, then select a schedule date.

  5. Update letter history is enabled by default. This saves a copy of the letter on the family's Main Family Page accessed by selecting Families, Manage Families, then the family name.

  6. Select the student or students that should receive the letter. A student must have an award of at least $1 to be eligible to receive an award letter.

  7. Select Preview and view the merged letter(s).

  8. Select Send to confirm and send the letters.

  1. In Families, Manage Families, select the family name to open their Main Family Page.

  2. In the Application Data tile, select the view icon in the Letter column for the letter you want to view.

    Note: A letter is only recorded for the student if Update letter history is enabled when the letter is sent.

  3. If needed, select the print or download icons to print or save a copy of the letter.

  4. When finished, select Close.

  1. Select Awards, then Letter Templates.

  2. The Award Letter History displays at the bottom of the page.

  3. Select the view icon in the Letter column to view the letters for that Run Date.