Send Financial Aid Denial Letters

Use denial letters to notify families when a student is not awarded financial aid. You can create templates, send letters individually or in bulk, and review previously sent letters.

When you send a denial letter, the system sends an email notification to the parent. The email notification does not include denial information. Parents view denial letters in the parent portal under Communications.

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

Upload a School Logo

Upload a logo to display on letter templates. Supported file types include .png and .jpeg.

Select Awards, then Letter Templates.
Select Upload School Logo.
Select Browse Image. Then select a file from your local computer.
Select Save.
Tip: To delete the logo, select Delete school logo and then Yes, delete it! to confirm the deletion.

Create a Letter Template

Create a template for use in a mail merge for denial letters.

Select Awards, Letter Templates.
On the Denial Letter Templates tab, select Create New Denial Letter Template.
Enter Template name and Subject that clearly describe the letter's purpose and use.
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 Clear.
  
  Tip: Selecting Clear does not clear out the template entirely. It simply brings back the default template settings.
Select Save.

Edit a Letter Template

Update an existing template for use with future letters.

Select Awards, Letter Templates.
On the Denial Letter Templates tab, select Available Denial Letter Templates and choose a template.
Select Edit and enter your changes.
Then select Save.

Delete a Letter Template

Remove a template that has never been used.

Select Awards, Letter Templates.
On the Denial Letter Templates tab, select Available Denial Letter Templates and choose a template.
Select Delete and confirm the change.

Run Denial Letters for Individuals or in Bulk

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

Select Awards, Letter Templates.
On the Denial Letter Templates tab, select Available Denial Letter Templates and choose a template.
Select Run Letters.
Select one or more budgets. Families in the budget will receive letters generated by this process based on the awards associated with it.
By default, Send denial letter is set to Now. To schedule the letter to send at a later date, select Schedule, then select a schedule date.
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.
Select the students that should receive the letter. The Sent History column indicates if a denial letter has already been sent.

Note: Students will not be eligible to receive a denial letter if they have been awarded in any budget.
Select Preview and view the merged letters.
Select Send to confirm and send the letters.

View a Student's Denial Letter

In Families, Manage Families, select the family name to open the Family Detail on their Main Family Page.
In the Application Data tile, select Denial Letters.
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.

View Denial Letters for the Year

Select Awards, Letter Templates.
On the Denial Letter Templates tab, the Denial Letter History displays at the bottom of the page.
Select the view icon in the Letter column to view the letters for that Run Date.

Resend a Denial Letter

Denial letters are visible in the parent portal under Communications. If a student’s denial changes and you need to send an updated letter, you can re‑run the denial letter. You can also re‑run the letter to resend the same letter again.