Overview

This article provides instructions on how a Program Owner or Program Manager can complete the second step of setting up awards in a program cycle in Next.

Award Setup

Adding awards to a program cycle in Next includes three steps:

1. Naming the awards: Award Names
2. Defining the award details per program cycle: (this article)
3. Providing the terms that awardees must accept to receive a specific award: Award Agreement Templates

As outlined above, after the award names have been established, the next step is to go into a program cycle and complete the award details for that cycle.

To set up the details of each award:

1. Logged in as the Program Owner or a Program Manager, select the Open button to the desired program to set up the cycle award details.

2. Select the Program Settings link from the left panel menu.

3. Select All Award Cycles in the left panel menu.

4. Select the Open button for the cycle where award details need to be set up.

5. Select Award to display the Award sub-menu options.

6. Select Setup.

On the Award Setup screen, all of the award names that have been established for the program, regardless of cycle, will be listed.  (See the article titled Award Names for more information.)  

7. From the list of awards, select at least one award that will be used in the program cycle by selecting the box to the left of the award title.

8. If the award is non-monetary, toggle the switch on.

9. In the box corresponding to the # of Recipients, enter a number or select the box next to Variable:

a. Typing a number indicates the maximum number of recipients who can receive the award.

b. Selecting the box next to Variable indicates that the total number of recipients who can receive the award is not predetermined and may vary based on the final applicant pool.

10. For monetary awards, in the box corresponding to the Monetary Amount (per Recipient), enter a number or select the box next to Variable:

a. Typing a number indicates the amount of money awarded to each recipient.

b. Selecting the box next to Variable indicates that the monetary award is not predetermined and may vary based on final applicant information.

11. For monetary awards, in the box corresponding to Maximum Amount, enter the total amount available to the pool of recipients.  Please note that this field will populate automatically if the number of recipients and monetary amount per recipient is fixed.

12. Repeat steps 8-11 above for each award in the cycle.
     

    --- IMPORTANT ---

    During the awarding process, the Program Owner or Program Manager cannot exceed the number of award recipients or total award amount than what is set up on this page.
    
    
     

13. When all awards are set up, select the Save Changes button located in the upper right corner of the screen.

The award details for the program cycle are now defined.

 

Important points to remember about awards and editing award details:

• Information on the Award Setup page is editable until at least one award recipient is notified they were selected for an award.
• During the award process, the number of recipients configured on this setup page cannot be reduced to less than the number of awarded recipients.
• The award amount given to an award recipient for a variable award cannot exceed the maximum amount established on this setup page for that award.
• After a notification is sent to even a single recipient, the monetary amount (per recipient) cannot be reduced below the award amount given to that recipient on the Award Setup page.
• After a notification is sent to even a single recipient, the total maximum monetary amount cannot be reduced below the award amount given to that recipient on the Award Setup page.
• After an awardee is notified of their award amount, the number of recipients and monetary amount (per recipient) cannot be changed from fixed to variable or vice-versa.