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Submitting Change of Status Requests

Page history last edited by Robert Hackett 8 years ago

—> back to BWBRS Users Guide

 

Reminder: Avoiding Duplicate Student Profile Entries

 

Duplicate entries most often occur when:

  • you experience a glitch when entering a student profile and simply re-entry it again without double-checking to see if the first entry made it into the system.
  • more than one person adds new students into BWBRS.  

 

Therefore, before adding a new student into BWBRS, you should also be sure that the student is not already in the system.  If there is any reason you think they may have already been entered by you or another staff member, then you should double check.  

 

You can see all the student entries in BWBRS by viewing the School Menu > Student List page.  From this page, select the menus to show ALL PROGRAMS and ALL STATUSES.  The list will show every single student entered in BWBRS.  You may need to use the menu that subdivides the list alphabetically (which is used to keep the list manageable).

 

 

 

Step 1: Go to the Current Registrar's List

Click on the School Menu > Bonner Scholar Program > Registrars tab to find the current registrars list.

 

Note: if you need to create the next semester's registrar's list, use the visual step-by-step guide for Submitting a Registrar's List.

 

 

Step 2: Initiate a Change of Status Request

There are two options for initiating a change of status:

  1. Use the Available Actions > Change of Status Request menu
  2. Click on the Change Status button in the row of the student you want to change

 

 

Step 3: Select the Student & Status Change

The first page of the Change of Status Form requires you to make two selections:

  1. Select Student
  2. Select Change of Status Type

 

Note: the student's current status is in parentheses after their name. The Change of Status Type must relate to the student's current status, as follows:

  • Active Students can be changed to: a) On Leave, b) Withdraw from Program, c) Awaiting Loan Reduction, or d) Receiving Loan Reduction
  • On Leave students can be changed to: a) Return from Leave, b) Withdraw from Program
  • Replacement Students are technically prospective Bonner Scholars and can only be changed using the Activate Replacement status. See the visual step-by-step guide for Submitting Replacement Bonner Scholars for Foundation Approval.

 

Note: If a withdrawn students needs to be reactivated, you will need to contact the Bonner Foundation for help with this step.

 

 

You use the Select Student menu to change the student whose status you want to change.

 

 

The Select COS Type menu gives you the full range of options, even though you can only use the appropriate option as described above.

 

 

Step 4: Fill in the Change of Status Form

The second page of the Change of Status Request form has additional information you need to include in your request.

 

Below is the form for students going on leave. It requires the following additional information:

  1. Effective Date of Status Change
  2. Expected Return Date
  3. Reason for Leave
  4. Explanation (which can be a general explanation to protect the student's privacy)

 

 

When you've completed the form, click on the Submit Request Form button at the bottom of the page (#5).

Below is the form for students being withdrawn from the program. It requires the following additional information:

  1. Effective Date of Status Change
  2. Reason for Withdrawal
  3. Explanation (which can be a general explanation to protect the student's privacy)
  4. Unexpended Bonner Scholarship Funds for the semester the student is being withdrawn

 

When you've completed the form, click on the Submit Request Form button at the bottom of the page (#4).

 

 

Below is the form for graduating seniors who are awaiting loan reduction. It requires the Effective Semester of Status Change (#1). This is generally the summer semester registrar's list, though it could be the Spring semester for students who graduate mid-year.

 

When you've completed the form, click on the Submit Request Form button at the bottom of the page (#2).

 

 

Below is the form for graduating seniors who are receiving loan reduction. It requires the Effective Semester of Status Change (#1). This is generally the summer semester registrar's list right after the student graduates, but it could be any future semester for students whose status has been awaiting loan reduction (above).

 

Please use the Optional Comment box (#2) if a student will not be receiving their full loan reduction award.

 

When you've completed the form, click on the Submit Request Form button at the bottom of the page (#3).

 

 

 

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