SCHOLARSHIP AWARD FORM

Table of Contents:

• Purpose
• General Information
• Exhibit and Instructions
• Form Requirements
  • Accessing GURU Forms:
    • Web-based Documents:
    • Converting Web-based Documents to PDF Documents:
  • Exceptions:
    • Combining PDF Documents:
  • Applying digital IDs on PDFs (general instructions)
• Number of Copies and Ultimate Distribution
• Where To Send Completed Forms
• Contact Information
• Cross References

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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:

• In certain situations, a department may desire to formally recognize the donor and/or the recipient via presentation of the award at a banquet or awards ceremony. For these instances, a certificate of award (or other such representation of the award) will be created and presented at the event. However, the monetary award itself must be promptly processed per Policy FN03 Substantiation, Disclosure and Accountability for the Receipt of Contributions from Non-Governmental Sources and Procedure CR2021 Flow and Accountability of Gifts and Grants from Non-Governmental Sources.


• IRS mandates require that scholarships may NOT be awarded in exchange for services rendered. Additionally, these awards may NOT be made from general funds monies, nor may general funds be transferred at any time into an area's designated budget/source code to fund such awards.


• This form requires signature of authorized department/committee approver (as applicable) affirming award is made in accordance with applicable scholarship guidelines and University Policy FN09 Scholarships.


• The Scholarship Award must be entered on-line to eSteward before the recipient is notified of selection.


• For further information on Scholarships, refer to Policy FN09 or consult the Office of Student Aid or Student Financial Services. For further information on eSteward entry and training, contact the Office of Donor Relations. To obtain the proper security clearance, contact your unit Stewardship Coordinator.

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 Associate Vice President for Budget and Finance). 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:

• Click on the appropriate form in GURU
• Complete the fill-and-print boxes on the web-based form
• Click the printer icon located in the upper right-hand corner of the screen
• Change Destination to Microsoft Print to PDF using the drop-down arrow
• Click Print at the bottom of that panel
• Enter a file name in the box at the bottom of the pop-up window and be sure to select a location where you will be able to relocate the document
• Click Save

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

• Now, open one of the completed PDF documents and on the far right select combine files
• Click Add Files and select the files to be combined
• Click Combine

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

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:

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:

• Policy AD35 University Archives and Records Management
• Policy FN03 Substantiation, Disclosure and Accountability for the Receipt of Contributions from Non-Governmental Sources
• Policy FN09 Scholarships
• Policy FN17 Required Use of Approved University Forms Appearing in the General University Reference Utility
• Procedure CR2021 Flow and Accountability of Gifts and Grants from Non-Governmental Sources

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(09/20/2021)