The Ultimate Playbook to Managing Scholarships

Phase 3: The Submission Process

Utilizing Technology

Select a Platform, and use a tool like Reviewr to manage submissions and the review process efficiently. Here are key elements your scholarship management software should include. 

Streamlined Submission Platform:

• A digital platform where applicants can submit all necessary documents and information in a structured, user-friendly format.

• The platform supports various file formats and submission types, catering to the diverse needs of different programs.

• Ability to collect third party references in a template format.
• Ability to save, logout, and track progress.
• Capture all the necessary scholarship application content such as long form essays, education, volunteer opportunities, etc.

• This digital transition not only saves time but also enhances accuracy and the overall applicant experience.

Safeguarding Applicant Information

It’s essential that scholarships are managed through dedicated and proven scholarship management software. Not only do these platforms save scholarship managers hundreds of hours in management energy, but they also include dedicated features to ensure an engaging experience for all parties involved as well as mechanisms for scholarship compliance. Scholarships are high-impact programs and should be treated as such. Scholarship programs should never utilize tools that were not developed to manage the sensitive nature of scholarships such as online form and survey tools, emails, spreadsheets, file-sharing sites, etc.

Data Encryption

• All data, especially PII (Personal Identifiable Information) and student information should be encrypted both in transit and at rest.

Compliance with global standards

• In an ever-changing, dynamic environment, compliance standards must be constantly reviewed. This includes things such as GDPR, FERPA, California Personal Information Act, etc. Softwares such as Reviewr that maintain the gold standard for data protection such as SOC2Type2 are always ahead of the curve and take the guessing game out of the equation – as well as the headache and time requirements that scholarship managers do not have.

Audits and Certification

• Saying a scholarship program is compliant and ensures data security and privacy is one thing – proving it is another. 
• Ask your scholarship management software for their Soc2Type2 report (Gold Standard).
• While many scholarship management application may be compliant in their own right, they lose scholarship compliance when used in conjunction with other tools. For example – collecting scholarship applications through a tool like JotForm may be a secure and reliable method, but once those forms are exported and moved into other tools the scholarship compliance goes out the window.
• This is why it’s critical to utilize a full scholarship lifecycle management software.

Reference collection

Often an afterthought, yet critical to get right, is the collection of references. When an external variable such as references is added to the scholarship application and selection process we must ensure this too follows both proper protocol for data security, but also best practices.

Avoid reference letters:

• Historically references were collected in a letter format but this is now an outdated and risky method.
• Letters create a barrier for references.
  • Hard to write
  • Takes time and effort
  • Multi-step to create, write, and send back.
  • Not all references are created equal – some are better written than others, some had more time put into it, etc. Is this a fair representation of the scholarship applicant?
  • Hard to blind PII in a letter.

Leverage reference templates:

• Outline 3-5 questions that each reference should answer.
• Lowers the time and effort barrier for references.
• Creates data consistency amongst all applicants.
• Creates consistency in the review process with defined data sets.

Use Reviewrs automated reference collection process:

• Scholarship applicant will enter the name and email of the reference
• Triggers an email notification to reference
• Reference clicks on a link that brings them to a reference template
• Reference simply fills out the template with the ability to save, log out, and work at their own pace.
• Visibility to both scholarship program managers as well as to applicants on the progress of references.
• Actual reference content can be blinded from the applicant.
• Upon submission, the reference template is automatically attached to the applicant profile.
• Reference data can be blinded more easily by the review team.

 Impartial Review Distribution

All human variables that may lend themselves to bias must be removed from the scholarship management equation. This includes how scholarship applications are assigned to review committees. While many scholarship programs are committee based with all members reviewing all scholarships, may opt to deploy a process where not all committee members review all submissions.

• Depending on volume, sometimes it can be overwhelming to ask review team members to evaluate all scholarship applications. 
• If evaluators are overwhelmed, their review and selection process is often degraded, leading to potentially inaccurate and unfair reviews and selections.
• Instead, start with a survey of the review team to define how many applicants they can provide 100% of their energy towards. This becomes the target.
• However, scholarship review members being assigned only a subset of the total application pool adds a risk element to who is reviewing who.
• Leverage Reviewr automation where an exact number can be entered (Assign each evaluator 9 submissions, assign each evaluator no less than 5 but no more than 7, I want every applicant reviewed 7 times, etc).
• Reviewr will then automatically, and randomly, distribute submissions to reviewers based on the input. By removing the human element of deciding which applicants are reviewed by which staff members, we can ensure compliance.

Centralized Communication and Workflow Management

• Facilitate streamlined communication with built-in messaging and notification systems, keeping everyone informed and engaged.

• The platform allows for easy tracking of deadlines, with automated reminders and updates, reducing manual follow-up tasks.

• A centralized dashboard enables program managers to oversee and coordinate all aspects of the program lifecycle in one place.

Enhanced Data Management and Reporting

• The platform offers robust data management capabilities, securely storing and organizing applicant information.

• Real-time reporting and analytics provide insights into program performance, helping in informed decision-making.

• The ability to generate comprehensive reports reduces the administrative burden and supports strategic planning and evaluation.

• Scalable Infrastructure: The system should be able to handle a high volume of submissions without performance issues.
• Integration Capabilities: The software should integrate seamlessly with other tools used by the organization, such as CRM systems, Single sign-on, and AMS. 

Customer Support and Resources

• Access to reliable customer support for troubleshooting and assistance.

• Robust library of resources for all types of participants. 

Sample Scholarship Application Form: