Idaho State University

Facts:

  • Pocatello, Idaho
  • Enrollment: 13,900
  • Number of Scholarship Funds:1000
  • AcademicWorks Customer Since: 2013

Idaho State University implemented AcademicWorks in 2014 as a means to make their scholarship management process more efficient. The campus was looking to eliminate the need to manually enter each award into the Banner Financial Aid System for disbursement. “I needed a solution that made it easy to see what awards needed my attention and what awards could move through the process as usual,” said Debbie Green, Associate Director of Scholarships.

Idaho State was one of the first campuses to take advantage of the AcademicWorks Fund Disbursement Application Programming Interface (API) to solve the problem. The Information Technology (IT) team, led by IT Systems Analyst Blair Combs, was able to work with AcademicWorks to take advantage of this tool. Combined with an API developed by Combs, the campus was able to automatically post their AcademicWorks award data into the Banner system each morning, Monday through Friday. “Matt Thomas, Chief Product Officer at AcademicWorks, and the engineering team were great at providing answers to make sure we got the exact information we needed from AcademicWorks in order to load awards into Banner,” stated Combs.

Having the Fund Disbursement API in place along with the ISU API and custom SQL reports has improved efficiencies, so Debbie no longer has to manually enter award information into Banner. “Today, when I arrive at work each morning, I have two reports waiting in my email inbox showing exactly what needs my attention that day,” exclaimed Green. One of these reports provides an overview of award recipient progress through each stage of the scholarship cycle. This makes it easy to see which awards need attention and which students may need to be contacted further for awards to process in a timely manner. The report includes up-to-date contact information from Banner, making it easy to reach out to students. A second report provides an overview of each scholarship award loaded into Banner that morning along with any awards needing special attention.

For those campuses exploring the use of the Fund Disbursement API, Idaho State serves as a great model of success. “We are ready to help any school take advantage of this functionality to streamline their scholarship process even further,” exclaimed Combs.