Enterprise award letters and templates

Enterprise 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. Later, staff can send letters to families in bulk and individually. When an award letter is created for a student at the Enterprise level, awards from multiple schools can be included in a single Enterprise award letter.

To access Enterprise award letters, ensure All Schools is selected in the schools dropdown.

From Awards, select 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. The biggest advantage to creating an Enterprise award letter is you are able to include a merge field called Award list. This merge field will bring in all awards received by a student across all schools in an Enterprise and all budgets in each school.

  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. Drag and drop the field into the desired location in the letter.

    • 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: Clear 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. When you are sending out Enterprise level award letters, you will be sending out one letter to each student with all the applicable school level awards. Once you have finished creating your letter template, you can run a mail merge to send out the letter to families.

  1. Select Available Award Letters Template 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.

  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

    Note: In the Student grid, students will appear on a single row with all of their included schools listed in the School column.

  7. Select Preview and view the merged letters.

  8. Select Send to confirm and send the letters. A copy of each letter is saved to the student's record.

Once you have sent out your Enterprise award letters, you can view them in the Award Letter History by selecting Awards, then Letter Templates. Select the view icon to view the letters as a .PDF. You can also see the following information for each letter:

  • Run date

  • Delivery date

  • Template name

  • Delivered Electronically or printed

  • Number of letters included