Contents

• What is Award Setup?
• Step-By-Step Instructions
  • Access Award Setup
  • Set Up an Award
  • Adding More Awards
  • Deleting Awards
• What You Can't Change After Notifying Recipients
• Related Articles

Overview

This step-by-step guide shows Program Admins how to add and set up awards in an award cycle in Next.

What is Award Setup? 

Award Setup is where you set up the awards for your cycle. You'll use this page to name the award, set the number of recipients, and enter the funding amount (if applicable). If your organization has Budgets enabled, you can also link funds to the award here. 

• Who can set up awards? 
  • Organization Owners 
  • Client Admins 
  • Program Owners 
  • Program Managers

📌Note: Award Setup is editable until you notify at least one recipient. After that, certain settings become locked. See What You Can't Change After Notifying Recipients for details.

Step-By-Step Instructions 

Go to Award Setup 

1. Open the award cycle (Program Settings >  All Award Cycles > Click Open next to the cycle)

   

2. On the Cycle Settings screen, click Financials in the top menu. Select Award Setup from the left menu. 
   
   

Set Up an Award

📌Note: What you see in the Award Setup tab depends on which features are enabled for your organization. The screenshots below show an organization that has Budgets enabled. 

1. Name the Award: Enter a name for the award in the Award Title field. Each award name in a cycle must be unique - you cannot use the same name twice.
   
   
    
2. (Optional) Link a Docusign Account: If your organization has Docusign enabled, select a Docusign account from the Link DocuSign Account dropdown.
   📌Note:  If no accounts appear in the dropdown, DocuSign may not be connected at the organization level. See ➡️ Docusign Integration for Award Agreements for more help. 
   
   
    
3. Complete the Award Details: Fill in the fields below to define the award. 
   
   

a. Non-monetary: Toggle on if this is not a monetary (cash) award (for example, a fellowship). 

b. # of Recipients: Enter the number of people who will receive this award. If the number may change based on your final applicant pool, select the box next to Variable instead.

c. Monetary Amount (per recipient) - Monetary awards only: Enter the amount each recipient will receive. If the amount may vary based on final applicant information, select the box next to Variable instead.

d. Maximum Amount - (for monetary awards): Enter the total amount available across all recipients for this award. (This amount automatically fills in if you entered a set number for both # of Recipients and Monetary Amount).
 

4. *Allocate Funds to the Award: Add one or more funds to the award.

*This section only appears if your organization has Budgets enabled.

To add funds: 

1. In the Award Funds field, click +Add Fund.
   
   
    
2. In the Fund dropdown, select the fund you want to add to the award.
   
   
   📌Note: If no funds appear, make sure the Organization Owner has set up the organization's budget first. See ➡️Setting Up Budgets.
    
    
3. In the Allocate Amount field, enter the amount to allocate. This cannot exceed the available funds.
   
   
    
4. Click the checkmark icon next to the Allocate Amount field to save the fund. 
   ⚠️IMPORTANT: Once funds are allocated to an award, they cannot be removed.
   
   
    
5. Save Changes: When you're done setting up the award, click Save Changes in the upper-right corner. 
   
   
    

Adding More Awards 

To add another award to the cycle, click +Add Award in the upper-right corner. A new award form appears. Repeat the Set Up an Award steps above, then click Save Changes. 

Deleting Awards

To delete an award, click Delete this Award at the bottom of the award form. 

⚠️IMPORTANT: 

• Awards can only be deleted before an awardee is notified. Once an awardee has been notified, the award cannot be deleted.
• Once saved, awards with funds attached cannot be deleted.

What You Can't Change After Notifying Recipients

Once you notify at least one applicant, certain award settings become locked:

• # of Recipients: Cannot be reduced below the number of recipients already awarded.
• Monetary Amount (per recipient): Cannot be reduced below what any notified recipient was awarded.
• Maximum Amount: Cannot be reduced below what any notified recipient was awarded.
• Award type: Cannot be switched between a set number and Variable. 
• Delete award: Cannot delete the award.
   

Related Articles

➡️Award Agreement Templates
➡️Setting Up Budgets
➡️Docusign Integration for Award Agreements