SCHOLARSHIP AWARD FORM
Systems and Procedures
A Division of The Corporate Controller's Office
IN

SCHOLARSHIP AWARD FORM

Table of Contents:


Use of Google Chrome Requires:

NOTE: Google Chrome MUST be used to access the GURU website and for completing and/or downloading fill-and-print forms. Firefox, Internet Explorer, and/or Microsoft Edge browsers do not support all features required for PDF fill-and-print form functionality. Substitutes for an approved University official form (created using a different browser or scanned copies) will be returned with the request to use the Chrome version of the form.

This form has fill-and-print form fields and digital ID (signature) fields enabled. The PDF version has instructions provided for the type and/or format of information to be included within the fill-and-print form fields. Hovering the computer mouse oveer any form field within the PDF will display these instructions. See Converting Web-based Documents to PDF Documents for details. See Applying Digital IDs on PDFs for instructions on adding signtures.

Purpose:

The Scholarship Award form provides a uniform source/entry document for recording University and Internal scholarship awards (as defined in Policy FN09 Scholarships).

General Information:

Example of award revision
PSU-ID
Number
Recipient's Name Total
Award
SEMESTER 1 SEMESTER 2 SEMESTER 3
AMT ST R EC AMT ST R EC AMT ST R EC
ORIG: 1-2345-6789 Benjamin R. MARSHALL $1000 500 AD RE   500 AD RE          
-- Award revised to $1200
NEW: 1-2345-6789 Benjamin R. MARSHALL $1200 600 AD RE   600 AD RE          

Exhibit and Instructions:

For step-by-step instruction for completing the Scholarship Award Form, click on link below:

Scholarship Award Form Exhibit

Form Requirements:

No form may be used that substitutes for an approved official University form without prior review and approval by the steward of the form/central office, as facilitated by the Office of Systems and Procedures (designated representative of the Corporate Controller). Policy FN17 Required Use of Approved University Forms Appearing in the General University Reference Utility (GURU) requires that all form templates must be vetted and approved prior to being published on the GURU website and all such documents having gone through said established approval process must be password protected.

Access Guru Forms

GURU PDF forms are designed for use with Adobe Acrobat Reader or Adobe Acrobat Pro. Each browser (Chrome, Firefox, Internet Explorer, etc.) has a built-in PDF viewer making it the default PDF viewer without asking users. These built-in viewers do not necessarily support all features required for PDF forms. Similarly, many calculations are not supported by other stand-alone PDF readers (for example, Nuance). If you experience problems downloading or opening documents, right click on the link on the Forms Locator Screen, select 'Save Link As' (or similar language) and save the file. The document can then be opened in either Adobe Acrobat Reader or Adobe Acrobat Pro from the saved location.

The latest version of Adobe Acrobat Reader is available for free. Contact your IT support staff person for downloading assistance, if/as needed. An Adobe Creative Cloud (CC) account is also available to all Penn State students, faculty, and staff members, at no cost. Sign up for an Adobe Creative Cloud account at adobe.psu.edu. If Adobe Acrobat Pro better suits your needs, contact your IT support staff person for purchasing and installation assistance.

Web-based Documents:

Clicking the form download icon on any of the form instruction pages on GURU will open a web-based version of the form. While it appears to have fill-and-print fields available, not all functionality may be available for use (i.e. digital ID fields). With some exceptions (see below), it will be necessary to convert these web-based documents to PDF documents.

Converting Web-based Documents to PDF Documents

In order to have a version with all PDF capabilities enabled, click the "Fill & Sign in Acrobat" or "Open with Acrobat" icon located in the upper right-hand corner of the screen. This icon must be clicked before entering any information. A new versions of the document will open. Complete this version and save the document in a location where you will be able to locate it.

If, upon opening the PDF in Google Chrome, the Fill & Sign in Acrobat icon does not appear in the upper right-hand corner of the screen, it will be necessary to enable Adobe Acrobat extension. Please visit Enable Adobe Acrobat extension for Google Chrome for instructions to enable Adobe Acrobat extension.

Exceptions:

Combining PDF Documents:

There may be times when it is necessary to combine multiple PDF documents into a single document for submission. In those instances, complete the following steps:

Repeat this process for each document that will be combined (each file name must be different from the previous)

Applying Digital ID's on PDF's (general instructions):

This form has the Digital ID (applying an electronic signature to the document) process enabled. If, upon opening the PDF in Google Chrome, the following does not appear in the upper right-hand corner of the screen, it will be necessary to enable Adobe Acrobat extension

Image of Adobe Acrobat Fill-and-Sign bar

Please visit the following for instructions to enable Adobe Acrobat extension:

Enable Adobe Acrobat extension for Google Chrome

Complete all fill-and-print form fields before completing the signature process:

  1. Open the Scholarship Award Form
  2. Before entering any information, click the "Fill-and-Sign in Acrobat" (see above) icon or click the "fill-and-sign" option (looks like a pen nib) located on the right-hand column within Adobe Acrobat, or click "Tools" from the tool bar on the upper left-hand side of the screen and click "Open" under the Fill & Sign option
  3. Complete all fill-and-print fields
  4. Once the form is complete, click in the signature form field and either:
    • select your digital ID and click continue, or
    • create your digital ID, select your digital ID, and click continue
  5. Review the information in the appearance box and click sign
  6. You will be required to save a copy of the document (the digital signature is not applied until the form is saved)
    • A pop-up window opens with the file name containing scholarship-award-form in the name field. Add a dash and the scholarship name, a dash, and year of award (i.e., scholarship-award-form-presidential-scholarship-2021)
    • Select a location where you will be able to retrieve the document
    • Click Save
  7. Close the form version appearing on your screen
  8. Open the version containing the scholarship name saved in the previous steps
  9. Verify that the digital ID appears on the document
  10. Close the document

If you encounter any difficulties, contact the GURU support staff by submitting a Technical Support Form request or by calling the tech support line at 814-863-8592.

Number of Copies and Ultimate Distribution:

Table of distribution and retention of the Scholarship Award Form
Document: Ultimate Distribution: Retention Periods: Disposition Method
Original eSteward Entry person Duration of Award + 2 years Paper document = Secure Bin disposal or shred

Electronic document and/or data = delete and empty recycle bin
1st Copy Financial Officer (Internal scholarships only) Duration of Award + 2 years Paper document = Secure Bin disposal or shred

Electronic document and/or data = delete and empty recycle bin
2nd Copy Originating Dept. Duration of Award + 2 years Paper document = Secure Bin disposal or shred

Electronic document and/or data = delete and empty recycle bin

Where to Send Completed Forms:

Forward completed form(s) to the authorized eSteward entry person within the appropriate Business Area. If an internal scholarship, a copy must also be forwarded to the Business Area Financial Officer.

Contact Information

For questions, additional detail, or to request changes to this form, contact the Stewardship Coordinator for the appropriate Business Area.

Cross References:


(09/20/2021)