Off-Cycle Awards and Cycle Management

Mary Claire Gilder

We have some awards that do not follow our university-wide timeline for applications and awarding. Many of these are travel awards or outstanding student awards, given to the student for immediate use rather than applied to the upcoming academic year's fee bill. Does anyone else have these “off-cycle” awards? If so, how do you manage them when Cycle Management rolls around?

Michael Elliott

Hi,

We have the same situation. We do our cycle management in late Oct each year to get ready for the new cycle (22-23) in this case, which will open on 12/1/21. There are 6 opportunities still open for fall semester that I have excluded from cycle mgt so they do not get archived and can remain open. Then once they close later this fall I can archive and clone them manually myself. This allows students to still apply to these scholarships during the fall semester that will be awarded this fall too. Hope that helps out.

Betcy Scaria

We do have awards which are not apart of our normal awarding cycle which we use Flex Apps for that are outside of the General Application.

Amy Carcanagues

This is our fist year with BAM… does cycle management prohibit awarding and post acceptance, or just accepting additional applications?

Ashley Darabaris

We also have this issue with a small subgroup of scholarships, mostly study abroad scholarships. Students are selected on a different timeline and awarded for the current aid year. Typically, anything that has to be posted for summer study abroad, or adjusted for summer payment due to student enrollment is not captured for us in the system, as we have to make all of our summer awards in our SIS rather than AM. We would love to find a way to overcome this issue, also!

Andrew Maxwell

Similar to Michael, we have apply-to opportunities that stay open through the cycle management process. Administration gets a little tricky but it is doable. For example, the General Application should stay open as long as there are any applications open in the system. Once cycle management concludes, we had to open our General Application the next day to allow students to complete the General Application then complete the apply-to. If we did not open the General Application immediately after cycle management, then students would not be able to complete the apply-to application.