Introduction

This section is intended to help describe the two main scholarship life cycle flows.  Choosing the correct path for the scholarship depends on how the institution wishes to round up the candidates and their approach to vet them once the cycle closes.  There are other factors that can also influence the scholarships life cycle like; school size, cycle length, scholarship amount, resources, ect.  It is up to the school to determine what path works best for them for each individual scholarship.


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Internal Application Flow


  • When building a scholarship, the user has a choice to either add an Application, add an Application with Continuous Awarding or to select the Direct Award option.  When adding an Application to the scholarship the system forces the user to select an active application from the drop down list.  

  • When publishing the scholarship and once the Cycle is open, students will answer questions to see if they match with the matching criteria of that scholarship.  If they do, they will then have the option to complete the application associated with the the scholarship in order to be placed in the candidates pool.
  • Once the cycle for that scholarship has expired, the scholarship will close and be placed in a Ready to Review status.  At this point, the institution has a choice to make:
    • Start the Review process or
    • Skip the review process and go directly to Awarding


Start the Review process:

  • To start the review process, a pool needs to be created to grab all of the applicants, assign the reviewers, and determine the scoring methods.  Please review the Manage Pools page for more details.
  • Once a pool has been created, the assigned reviewers can start reviewing and scoring the candidates applications.
  • The Review manager will need to determine how many review rounds to complete in order to reduce the applicant pool to the decided number.
  • Once the Review manager is satisfied with the review results, they will complete the review process and move to Awarding.


Skip the review process and go directly to Awarding:

  • When the scholarship is in the Ready for Review status, the user can skip the Review process by hitting the Start Awarding button.  This will change the scholarships status to Awarding.




Awarding


  • Once the scholarship is in Awarding status, the Award Manager will need to open an Award View in order to start awarding funds to the selected Candidates.  See Award Views for more details.
  • After the awards have been allocated and the Award view has been saved, the user can view the Awards in the Plan > Scholarships > Edit Scholarship > Awards tab.



  • The next step is to Notify the Applicants.  See Notify Awardees for more details.
  • After the Awardees have been notified and any additional requirements (acceptance and/or Thank you letter) have been completed the funds will be ready to post.
  • Once all of the funds have been posted to the awardees accounts, the scholarship will close.  See Post Awards for more details.


Internal Application with Continuous Awarding


  • When building a scholarship, the user has a choice to either add an Application, add an Application with Continuous Awarding or to select the Direct Award option.  When choosing the Internal Application with Continuous Awarding, the user will be required to select an Application to apply to the Scholarship.
  • This is a hybrid method of the two above. While it requires an application to be completed by eligible students who have met the matching requirements of the scholarship, institutions are allowed to view the applications and begin awarding while the application is open.
  • This is all managed within the scholarship and does not require a committee review.
  • This method greatly revolves around the scholarship's cycle as that controls the open and deadline date for applying. Based on the purpose of the scholarship, individual cycles for these scholarships may be preferred.


  • When publishing the scholarship and once the Cycle is open, students will answer questions to see if they match with the matching criteria of that scholarship.  If they do, they will then have the option to complete the application associated with the the scholarship in order to be placed in the candidates pool.


Vetting


  • At this point, the institution has the option to start reviewing and awarding the Candidates.  Since this Application Method does NOT go through the review process, the school user can review and accept/reject applications within the Candidates tab.  
  • The user also has access to the Column manager as well as the SmartRank to help with the review process.



Awarding


  • Once the student is reviewed, the school user has the option to promote them to be awarded.
  • Once the student has been promoted, the student will be pushed to the Awards tab.
  • Once funds have been offered to the student, the system will generate a record in the Award Views >Manage awards tab.
  • At this point, the student will be go through the standard awarding process until all of the available funds in the scholarship have been exhausted.


Closing the Cycle


  • When the cycle closes, the application process will be concluded.  At this point, the scholarship will be pushed to an awarding status to complete the awarding process, if needed.
    • This differs from the standard Application Process because it skips the Review process.
  • Once all of the funds have been posted to the awardees accounts, the scholarship will close.  See Post Awards for more details.



Direct Award Flow (Auto-matching)


  • When building a scholarship, the user has a choice to either add an Application, add an Application with Continuous Awarding or to select the Direct Award option.  When choosing the Direct Award option, it is important that the Matching Criteria is defined.

  • When publishing the scholarship and once the Cycle is open, the scholarship will be placed in a Pending Auto-match status.  Users can view the scholarship in this status in the Active tab.
    • Pending Auto-match: While in this status, the scholarship is in queue to auto-match students with the scholarship.  Users will have limited access to make adjustments to the scholarship while in this status.
    • Processing Auto-match:While in this status, the system will review all of the students that answered the question(s) defined in the scholarships Matching Criteria and pull in the students with the answer(s) that mirror the Matching Value of the scholarship. Depending on the Matching Criteria and the amount of students in the system, the scholarship maybe be in this status for only a few moments.  Once this process is finished, the scholarship will return to the Awarding tab and the candidates from the auto-match process can be viewed in the Candidates tab.
      • The Auto-matching count will max out at 5,000 candidates.
      • While the scholarship is still in awarding, the user can re-run the auto-match process at anytime
        • This could be a good strategy to increase or decrease the candidate count by updating the matching criteria to make it more or less difficult to match, then re-run the process.

Note: After the start of the cycle date has passed and the scholarship has been pushed into Pending Auto-match, the cycle end date no longer has relevance for Direct Award scholarships.




Vetting


  • In Awarding status, the Scholarship Manager is free to vet candidates in the Candidates tab by using the Column Manager, sorts/filters, and/or the SmartRank tool. For candidates that are chosen to be awarded, the user will click theicon to populate the candidates record in the Awards tab.
  • There is also an option to manually add students to this Candidates and Awards pool through the Student Profile modal.
    • While in the student's profile, navigate to the Student Profile > Scholarships tab, in the drop down list, select Direct Awards to view all of the Direct Awards scholarships that the student matched with.
    • Locate the scholarship and hit theicon to add the student to the Candidates tab and Awards tab to be awarded.




Awarding

  • When the user is ready to Award students, they can award by navigating to the Awards tab in the Scholarship OR open an Award View to allocate funds.



  • After funds have been allocated, the Award manager will Notify the candidate(s). See Notify Awardees for more details.
  • After the Awardees have been notified and any additional requirements (acceptance and/or Thank you letter) have been completed the funds will be ready to post.
  • Once all of the funds have been posted to the awardees accounts, the scholarship will close.  See Post Awards for more details.