TUP Scholarship Workflow

Slate Instance	TUP
Requestor	Katie-Ann Mason
Date	8/12/2024
Status	In Progress
Summary Description	Create workflow in Slate for all program applications to be reviewed for scholarship awards.

[ADD LINK TO BOX FOLDER]

Detailed description of desired deliverable:

TUSMGP has re-established a scholarship committee that will need to review applications across all programs for scholarship awards. They will have a small committee that will need to review specific information about the candidate, submit a review form, and then make a final decision about the awarding process.

Research:

Outcome:

Created new Scholarship Review Workflow
- Bin movement rules that pull eligible files into the review workflow
- Tabs: Dashboard with relevant information to committee
- Tabs: All application materials
- Tabs: Submitted review forms
- Permissions: unique and only accessible to members of the scholarship committee
- Form: review form to calculate total
Reports/Queries

Testing Plan:

Refreshed test environment 9/3.

TEST RECORDS:

688941683 MPH Awaiting Decision  Mary   
018287536 OMPH Awaiting Decision Tasifa
100174235 MBS Awaiting Decision Justin

429395058 MBS Admit
344763903 MPH Admit

481963292 SEA IE   In Admit bin, 2024 round, added scholarship comments (NO)
308995003 PHX IE	MRCD Admit, 2024 Round, added scholarship comments  (YES)
337908874 BOS IE    In Admit - Pending Outreach, 2024 Round, can't add scholarship comments

988007153 PA IE -- has 7 HRSA factors and lives in MA

Bin Automation/Rules

Ensure rules work to identify application records from 5 programs (BOS, PHX, SEA, MBS, O-MPH, MPH) and move to bin structure when they are in admit bins in applicaiton review workflow or the most recent confirmed decision on the application is Admit or IE.

Created 8 test records in Test across programs and either awaiting decision (for bins) or decided (for decision rules)

Ensure rules work to move PA applications that are IE into workflow for review.

Ensure the rule to add committee reviewers works

Only adding one reviewer per file, check bin settins?

Ensure that future movement/decisions don’t remove the files from bins?

Ensure that “in queue” ignore rule works properly

Dashboard

Review Form

Workflow

Questions for Katie-Ann:

Do you want a queue notification email for Scholarship committee members? YES
Which HRSA factors should be used to “count” in the review rubric PENDING
Should dual degree programs be excluded from the bin movement rules (i.e., are you assessing dual degree students for scholarships?) YES
Do you also want MRCD = IE to be moved to scholarship review process? (i.e., if they accept the offer, do you want them to remain in the workflow for consideration?) YES (for now)
Should there be a recommendation or comments for the scholarship reviewer to submit on the form? YES
Confirm that committee forms are:
- MBS Final Committee Review Form (0e962b0c-595a-4f29-9bb6-a3b71eb4cdd6)
- PH Committee Review Form (77b28650-0f91-4f92-8900-8b21cd455cb6)
  - Will there be more than one of these? Need to account for this on the dashboard.
- PA?
- DPT-BOS Committee Final Review e6a1a8fc-ee32-4d92-b743-7bb7a29cd659
- DPT-PHX Committee Final Review 6c376bb8-847b-4c31-b2fa-1a3cb0a060c5
- DPT-SEA Committee Final Review b4777800-e405-4aa4-9b6e-4f9495221b49

Notes EOB 9/6

Completed updates to the scholarship review form and to the scholarship review dashboard so should now be working properly.

Need to set up permissions for users and turn on rules in production environment. Also need to update dashboard and form calculation once KA provides HRSA factors to “count.”

Need to set up default views for bins (if not custom ones).

Need to set up queue notification emails for sch committee.

HRSA Factors

	CASPA	SOPHAS	PTCAS	MBS/Dual

	CASPA	SOPHAS	MBS/Dual
Has your education ever been interrupted because of military service?	Y
Have you or a member of your immediate family ever used federal or state assistance programs (e.g. Aid to Families with Dependent Children, food stamps, Medicaid, public housing, etc.)?	Y	Y	Y
If yes, were you employed in order to contribute to the overall family income (as opposed to working primarily for your own discretionary spending money)?	Y		Y
Did you receive or were you eligible to receive a Federal Pell Grant at any time?	Y		Y
Were you ever homeless for any period of time from birth to age eighteen?	Y
Did you graduate from a high school from which a low percentage of seniors graduated?	Y	Y
Did you graduate from a high school from which a low percentage of students went to college?	Y		Y
Did you participate in a HOSA-Future Health Professionals during high school?	Y
Were you a member of the National Society for High School Scholars (NSHSS) during high school?	Y
Do you wish to be considered as a disadvantaged applicant by any of your designated programs that may consider such factors (economic, environment, educational) as part of their review process?	Y		Y
I am a high school drop-out who received AHS diploma or GED		Y
I am the first generation in my family to attend college (neither my mother nor my father attended college).		Y
English is not my primary language		Y
I was accepted to the health professions program after academic reassessment at the completion of remedial courses		Y
Have you ever been disciplined for academic performance (e.g. academic probation, dismissal, suspension, disqualification, etc.) by any college or school?			Y
Have you ever been disciplined for student conduct violations (e.g. academic probation, dismissal, suspension, disqualification, etc.) by any college or school?			Y
Have you ever been convicted of a misdemeanor?			Y
Do you plan on applying for financial aid through the Tufts University School of Medicine Financial Aid Office?			Y
Have you applied for and been accepted to DACA?	Y
I was homeless for any period of time from birth to age eighteen			Y

Notes EOB 9/9:

Need crosswalk updated for HRSA questions

Need to test that the form calculations work properly with different use-cases

Test the rules to make sure that they don’t get pulled out of bins

Test

Queue notification emails

Bin Flow w/ Forms

From Bin	To Bin	How	Form

From Bin	To Bin	How	Form
Pending Review	Under Review	Manual (Query)
Under Review	Final Decision Review	Submit Form	Scholarship Review Form
Under Review	Assigned to Committee	Manual (Individual)
Assigned to Committee	Review Complete	Submit Form	Scholarship Review Form
Review Complete	Req Discuss	Rule
Review Complete	Final Review	Rule
Request Discuss	Final Revew	Submit Form	ZZZZ
Final Review	Scholarship Waitlist	Submit Form	YYYY
Final Review	Award Scholarship	Submit Form	YYYY
Final Review	No Award	Submit Form	YYYY
Scholarship Waitlist	Award Scholarship	Submit Form	ZZZZ
Scholarship Waitlist	No Award	Submit Form	ZZZZ

9/17 Questions for Katie-Ann

Is the Siegel Fellowship specific to a program? MPH
Will you need to decide on dollar or percent amounts in the final review, or will they be a set number for everyone?

** Make sure to test that MPH20% scholarship doesn’t show up in the letter

Changes made 9/20 after meeting on 9/19 with KAM and AB:

Split the original “review form” into two forms – there is now a Screening form and a Committee Review form.
Added a question to the Screening form about Review Path (Committee Review, Backup Review, Fast Track (Award), Fast Track (No Award)).
Attached the Screening form to the Under Review bin.
Removed “potential” as an option for the scholarship decision.
Changed the name of the waitlist bin to Backup.
Created a view that shows the recommended scholarship decision and the review path selected by the screener. Make that view default on most bins.