Modernizing Scholarship Programs

Scholarship providers play a pivotal role in offering scholarship programs to support students and engage their communities. However, many organizations face challenges in launching or managing these programs effectively. Whether you’re new to scholarships or looking to optimize your process, a modern approach is essential. Here’s a comprehensive guide to building an efficient, compliant, and engaging scholarship program.

Key Challenges in Managing Scholarship Programs

Many organizations encounter two primary concerns when running scholarship programs:

1. Lack of experience – Some organizations are launching scholarships for the first time and need guidance on best practices.
2. Compliance and security – Ensuring data security and fairness throughout the process is critical, especially when dealing with personal and financial information.

These challenges are exacerbated by outdated methods such as using emails, spreadsheets, or disconnected online forms, which can lead to inefficiencies and even lost applications.

Traditional Processes: Where They Fall Short

While tools like Google Forms, email, and spreadsheets may seem adequate, they often create more issues than they solve. Common problems with traditional methods include:

• Disconnected submissions – Applicants often have to send documents via email or through multiple platforms, leading to an unorganized process for administrators.
• Lost data – Important application materials can end up in spam folders or get misplaced during manual compilation.
• Compliance issues – Managing sensitive applicant information via email or non-secure platforms can result in compliance risks.

A truly modern scholarship program must go beyond these tools to provide a streamlined, compliant, and centralized process that benefits applicants, reviewers, and administrators alike.

Essential Elements of a Modern Scholarship Program

To run a successful and compliant scholarship program, scholarship providers need to focus on four key elements:

1. Profile-Centric Submission Experience
   • The first step to modernizing your scholarship program is to shift from one-off submissions to a profile-centric approach. Applicants create a profile, where they can upload documents, essays, and other deliverables. This allows them to log back in, update information, and track their progress.
   • This system reduces the administrative burden on applicants and makes the entire submission process more organized and efficient for both applicants and administrators.
2. Customizable, Simple Application Forms
   • Scholarship application forms should be customizable and streamlined to suit your organizations needs. Use eligibility criteria to ensure applicants only see the scholarships they are eligible for, reducing confusion.
   • The forms should capture important information about academic achievements, community involvement, and personal stories through essay prompts or video submissions. These prompts should align with your organizations mission, and video essays can offer a unique, personal way for applicants to differentiate themselves.
3. Automated Reference Collection
   • References are a key part of most scholarship applications but can be challenging to collect. Instead of relying on open-ended reference letters, use an automated system to request specific answers from references, making the process easier for both applicants and their referrers.
   • The references are automatically attached to the applicant’s profile, and reminders are sent if they aren’t submitted by the deadline, increasing completion rates.
4. Data Security and Compliance
   • Given the sensitive nature of applicant data, ensuring compliance with security standards is essential. All information must be managed through a secure, centralized platform to protect applicant data and comply with regulations.
   • Redacting personal information during the review process also ensures fairness. Reviewers should only see what’s necessary for evaluation, without being influenced by details like name, address, or demographic information.

Engaging a Younger Demographic

One of the main goals for organizations offering scholarships is to attract and engage younger members. A modern and digital experience is crucial for appealing to high school and college-aged applicants. Outdated methods like mailing documents or using PDFs for submissions can be seen as a deterrent for tech-savvy applicants who expect a seamless, online experience.

For many organizations, scholarships serve a dual purpose: they not only support students but also help recruit new members. By offering a streamlined, tech-forward process, organizations can build long-lasting relationships with younger members, ensuring they remain engaged beyond the scholarship application process.

Issues with Traditional Tools and How to Address Them

Traditional tools like spreadsheets, email, and Google Drive, while useful in some capacities, are not designed to handle the complex workflows of a scholarship program. Here are the most common issues:

• Missing documents – With emails and disconnected tools, important documents may be lost, leading to incomplete applications.
• Manual labor – Administrators spend excessive time downloading, organizing, and managing applications from various sources, which can be prone to human error.
• Inconsistent review processes – Without a unified system, reviews can lack structure, leading to potential bias or oversight.

A Unified Platform for Managing Scholarships

A unified platform solves these issues by streamlining the entire process. Here’s how a centralized system can address the complexities of managing scholarships:

1. Centralized Application Hub
   • The platform acts as a central hub where all submissions—application forms, documents, references, and essays—are stored. This eliminates the need for manual downloads and ensures nothing is lost.
   • Applicants can track their submission status, while administrators can view and manage everything from a single dashboard, ensuring a smooth process from start to finish.
2. Review Buckets and Randomization
   • To ensure fairness, applications can be distributed to reviewers through review buckets, ensuring an equal workload and randomizing the assignments to avoid bias.
   • The system allows for customized settings, such as how many times an application should be reviewed and which data is visible to reviewers.
3. Scorecards and Normalizing Results
   • A fair and consistent review process is key. Reviewers use customizable scorecards to evaluate applicants, ensuring that each application is judged on the same criteria. The system calculates scores automatically, giving you a clear picture of which applicants are rated highest.
   • The platform can also normalize results by accounting for different scoring tendencies among reviewers, so no applicant is unfairly penalized.
4. Real-Time Dashboards for Administrators
   • Administrators have full visibility through real-time dashboards, where they can track how many applications have been received, whether references have been submitted, and which deadlines are approaching.
   • The system also allows for automated reminders to applicants and reviewers, reducing the risk of incomplete applications or missed deadlines.

Tailoring Scholarships for Specific Schools

For organizations offering scholarships that target specific schools, the application process can be further customized. Applicants can select their school from a dropdown list, and the system will route their applications to the appropriate review bucket. Schools can have their own liaisons, or organizations can manage the entire review process internally, ensuring an even distribution of scholarship recipients.

In cases where multiple schools are involved, organizations can set up systems to ensure a balanced distribution of scholarships across different institutions, maintaining fairness in the selection process.

Building a Sustainable and Fair Review Process

A successful scholarship program depends on a fair and compliant review process. Here are key best practices for structuring reviews:

1. Randomizing and Redacting Data – Applicant data should be redacted during the review process to avoid any bias. Reviewers should focus solely on the merits of the application without knowing personal information like the applicant’s name or background.
2. Structured Review with Scorecards – Every review should follow a structured format using scoring rubrics. Reviewers answer standardized questions, and points are calculated based on these responses. This ensures consistency and fairness across the board.
3. Deliberation Meetings – After initial scoring, review teams can meet to deliberate, using the data from the scorecards to guide their decisions. The system also allows for multiple phases of review, such as interviews or final selections.

Conclusion: The Path to a Modern Scholarship Program

A modern, engaging, and compliant scholarship program is within reach for organizations that adopt the right tools. By centralizing submissions, automating references, ensuring compliance, and providing a modern online experience, credit unions can not only attract young applicants but also simplify internal processes, making the entire experience seamless and efficient.

By leveraging technology to create a streamlined process, organizations can ensure that applicants, reviewers, and administrators all benefit from a fair, transparent, and engaging program that meets the needs of today’s applicants and sets the stage for long-term relationships with new members.