Keeping track of encumbered funds in Conditional App

Tina Phifer

I'm coming up against an awarding issue and would love some advice. Our institution uses Conditional Apps with Auto-Match funds for our big programs, so for example a student in the College of Arts & Sciences only has to apply for one app (Cond App) and they will be considered for many funds (Auto Matches).

When it comes time to do awarding and I'm looking at my Cond App grid, how do I keep track of which students have already been awarded from that Cond App already? I generally sort on Reviewer Score from high-to-low and then go one-by-one down the list to award the highest scoring applicants. We want the highest scoring applicants to get an award (assuming they are qualified for something) and we don't want to give anyone more than one award. I'm noticing the Encumbered column shows how much they have received in total for BBAM, which isn't helpful, as it might include our Covid Relief funding or something from another program on campus.

I know there is an Encumbered Funds list I can access, but it feels cumbersome to go back and forth when I'm sitting down to do all my awarding for a particular Cond App in one sitting. Anyone have tips for me?

Lindley Davis

We haven't managed to crack this one yet either. In our case, we want Opportunity Admins to only see the funds their unit has awarded to students - not the amount the student might be receiving from other units around campus.

I did put in an Enhancement Request for BAM to tie Encumbered Funds to Scope so that we can see what a student has been awarded from a particular area. The link to the enhancement request (Search: AWARDS-I-107) is here if you'd like to add your vote.