The Ultimate Playbook to Managing Scholarships

The Hidden Complexities of Scholarship Management

Scholarship management involves far more than simply collecting applications and selecting recipients. The process encompasses multiple stages, stakeholders, and systems that must work together cohesively:

Application Collection

• Creating accessible application forms
• Designing effective eligibility screening
• Gathering personal information securely
• Collecting academic records
• Managing reference submissions
• Receiving financial documentation
• Handling essay and video submissions

Operational Management

• Tracking application progress
• Sending reminder communications
• Managing deadlines
• Ensuring data security
• Maintaining applicant privacy
• Creating application packages for review
• Pairing applications with appropriate reviewers

Review and Selection

• Facilitating fair evaluation processes
• Creating standardized scoring criteria
• Managing reviewer workloads
• Normalizing scoring variations
• Supporting deliberation processes
• Documenting selection decisions

Post-Award Management

• Disbursing funds
• Tracking academic progress
• Collecting impact data
• Managing renewable scholarships
• Generating impact reports
• Demonstrating outcomes to donors

The Pitfalls of Disconnected Processes

When scholarship providers attempt to manage these complex processes using disconnected tools, several critical issues can emerge:

Lost and Missed Applications

One alarming trend reported by scholarship providers is the loss of deserving applications due to disconnected processes. When applications arrive via email, many are automatically filtered to spam folders, resulting in qualified candidates never receiving consideration.

As one scholarship provider discovered months after completing their selection process, several highly qualified applicants had applied but were never reviewed because their applications were trapped in spam filters. These applicants eventually reached out asking about results, only to learn their applications were never seen.

Data Security and Privacy Concerns

Scholarship applications contain highly sensitive personal information, including:

• Social Security Numbers
• Tax documents
• FAFSA information
• Personal essays
• Financial records

When this information is transmitted via unsecured channels like email or stored in unprotected spreadsheets, it creates significant privacy and security risks—both for applicants and for the organization managing the scholarship.

Inefficient Review Processes

Disjointed review processes create unnecessary burdens for volunteer reviewers:

• Downloading numerous files
• Navigating multiple systems
• Manually entering scores into spreadsheets
• Struggling with incompatible file formats
• Managing excessive application volumes

These challenges lead to reviewer fatigue, inconsistent scoring, and potentially unfair selection outcomes.

Biased Selection Results

Without structured, systematic review processes, scholarship selections can be influenced by unconscious biases:

• Applications reviewed early may receive more attention than those reviewed later
• Reviewer fatigue may affect scoring consistency
• Individual reviewer tendencies (scoring high or low) may unfairly impact results
• Incomplete application packages may disadvantage qualified candidates

The Problem of Unredacted Personal Information

A particularly significant source of bias in scholarship selection comes from exposure to personal identifiable information and demographic details. When reviewers can see applicants’:

• Names (which may indicate gender, ethnicity, or cultural background)
• Addresses (revealing socioeconomic status or geographic origin)
• Photos (revealing race, gender, and physical appearance)
• Demographic information (direct indicators of race, gender, socioeconomic status)

This information can trigger unconscious biases that influence scoring decisions, regardless of a reviewer’s intentions. Research consistently shows that identical applications receive different scores based solely on the perceived identity of the applicant.

Without systematic redaction of this sensitive information, scholarship providers risk selection decisions influenced by factors unrelated to merit, potential, or program criteria—creating potential legal and ethical issues while undermining the fundamental fairness of their programs.

The Challenge of Reviewer Assignments

Another often overlooked source of bias stems from how applications are paired with reviewers. Manual assignment processes face several critical challenges:

• Personal Connections: In organizations serving specific communities, reviewers may personally know applicants or their families, creating clear conflicts of interest
• School/Institutional Bias: Reviewers may favor applicants from their alma mater or institutions they’re familiar with
• Uneven Workload Distribution: Without systematic assignment, some reviewers may receive significantly more applications than others, affecting scoring consistency
• Reviewer Expertise Mismatch: Applications may be assigned to reviewers lacking relevant subject matter expertise for proper evaluation
• Demographic Clustering: Manual assignments may inadvertently cluster applicants with similar backgrounds to the same reviewers, amplifying bias effects

These pairing challenges become particularly problematic in smaller communities or specialized scholarship programs where relationships between reviewers and potential applicants are more common. Without a system to identify and manage these conflicts of interest, scholarship selections may be influenced by personal connections rather than merit.

Difficulty Measuring Impact

Without systems to track outcomes and collect data from scholarship recipients, organizations struggle to:

• Demonstrate impact to donors and board members
• Show the return on investment from scholarship funds
• Gather compelling stories for marketing and fundraising
• Improve program effectiveness based on results

The Solution: Systematic Scholarship Management

The key to addressing these challenges lies in implementing comprehensive systems that manage the entire scholarship lifecycle. As Kyle emphasized during the webinar, “Most scholarship providers focus on point A) collecting scholarship applications and point B) the selection of scholars. However, the meat and potatoes and what makes these programs highly successful is what happens between points B and Y.”

Scholar-Centered Profiles

At the core of effective scholarship management is the concept of a centralized scholar profile—a single location that houses all information related to an applicant:

• Personal information
• Application forms
• Uploaded documents
• Reference letters
• Communications
• Scoring and feedback
• Post-award reporting

This profile-based approach ensures that all information about a scholar remains connected, accessible, and secure throughout the entire scholarship lifecycle.

Lowering Barriers for Applicants

Effective scholarship systems prioritize the applicant experience by:

• Scholarship Matching: Instead of forcing applicants to wade through eligibility criteria, automated matching tools can instantly show applicants which scholarships they qualify for based on their profile information.
• Simplified Reference Collection: Rather than requiring references to email letters (which must then be manually matched to applications), automated systems can send reference requests directly to recommenders and automatically attach their responses to the correct application.
• Streamlined Document Submission: Secure portals for transcript and document uploads eliminate the need for emails and attachments, ensuring that all materials are properly associated with the correct application.
• Giving Scholars a Voice: Well-designed applications include opportunities for applicants to differentiate themselves through essays, video submissions, and personalized content that showcases their unique qualities.

Operationalizing Efficiency

Behind the scenes, scholarship management systems create operational efficiencies by:

• Centralizing Information: All applicant data, documents, communications, and review information is accessible from a single dashboard.
• Automating Communications: Automated reminders for applicants, references, and reviewers ensure that everyone stays on track throughout the process.
• Securing Sensitive Data: PII (Personally Identifiable Information) is securely stored and can be selectively redacted from view when appropriate.
• Tracking Progress: Real-time dashboards show application status, reference completion, reviewer progress, and selection outcomes.

Creating Fair, Unbiased Selection Processes

Perhaps the most critical component of effective scholarship management is implementing structured review processes that ensure fair consideration for all applicants:

• Managing Reviewer Workload: Research shows that reviewer effectiveness declines significantly after evaluating approximately 20 applications. Effective systems manage reviewer workloads to prevent fatigue and ensure consistent scoring.
• Standardized Scoring Criteria: Well-designed scorecard templates ensure that all reviewers are evaluating applications using consistent criteria.
• Data Redaction: Selective hiding of personal information (names, demographics, etc.) helps prevent unconscious bias from influencing scoring.
• Score Normalization: Advanced systems can identify and adjust for individual reviewer tendencies (consistently scoring high or low) to ensure fair comparisons across applications.
• Data-Driven Deliberation: Selection committees benefit from comprehensive scoring data and leaderboards that facilitate informed discussions about finalist candidates.
• Intelligent Reviewer Assignment: Sophisticated systems can automatically detect and prevent potential conflicts of interest, ensuring applications are assigned to appropriate reviewers without personal connections or biases.

Measuring Long-Term Impact

Effective scholarship management doesn’t end with the selection of recipients. Comprehensive systems facilitate ongoing impact measurement through:

• Post-Award Reporting: Structured forms allow scholarship recipients to report on their academic progress, fund utilization, and achievements.
• Outcome Tracking: Organizations can collect data on graduation rates, career outcomes, and other success metrics.
• Impact Storytelling: Testimonials and success stories provide compelling content for donor communications and marketing materials.
• Renewal Management: Systems can automate the process for renewable scholarships, collecting updated information and verifying continued eligibility.

The Playbook:

Phase 1: Planning and Preparation

Before diving into the world of scholarship management, the cornerstone of any successful scholarship program lies in meticulous planning and preparation. This stage is critical, setting the tone for the entire process and ensuring that every subsequent step aligns with your organization’s goals and objectives. Reviewr, a leader in scholarship management software, emphasizes the importance of this foundational step and offers insights into making the planning phase as effective as possible.

Define Your Objectives

• Purpose Identification: Clearly define the purpose of the scholarship. Is it to support students in financial need, encourage studies in a specific field, or promote diversity?
• Goal Setting: Establish measurable goals. How many scholarships will be offered? What impact do you hope to achieve?

Target Audience Analysis

• Demographic Targeting: Identify the demographic and academic characteristics of your target audience. Consider age, field of study, level of study (undergraduate, graduate), and any specific criteria (e.g., women in STEM, first-generation college students).
• Needs Assessment: Understand the needs of your target audience. What financial, academic, or support do they require?

Budget Planning

• Funding Sources: Identify sources of funding for the scholarship. Will it be funded internally, through fundraising efforts, or via sponsors and partners?
• Budget Allocation: Determine the budget for the scholarship program. Include funds for the scholarship awards and operational expenses (marketing, administration, etc.).

Scholarship Criteria Development

• Eligibility Requirements: Establish clear eligibility criteria based on the scholarship’s objectives and target audience. Consider academic achievements, financial need, community involvement, or specific talents.
• Selection Criteria: Define the criteria for selecting recipients. How will applications be evaluated? Will you prioritize certain achievements or qualities?

Timeline Establishment

• Program Schedule: Create a detailed timeline for the scholarship program, including the application period, evaluation phase, selection announcement, and disbursement of funds.
• Milestones: Set key milestones to track progress and ensure the program stays on schedule.

Utilizing the Right Tools

• Leveraging technology can significantly streamline the planning and preparation process. Reviewr’s scholarship management software offers a suite of tools designed to facilitate application collection, review, and communication. 
• By automating administrative tasks, your team can focus more on strategic aspects of the scholarship program.

Preparing for Challenges

• Anticipate challenges and prepare contingency plans. 
• Whether it’s dealing with an overwhelming number of applications or addressing technical glitches, being prepared ensures that your program runs smoothly.
•  Reviewr’s support team and comprehensive resources are always on hand to help you navigate any obstacles that arise.

Phase 2: Marketing the Scholarships

Outreach

• Direct Communication: Personalized letters or emails highlighting the scholarship program’s importance, criteria, and how to participate.
• Digital Marketing: Utilize SEO strategies for your website, content marketing through blogs and articles, social media campaigns, and email marketing. Consider paid advertising through google, social media, and LinkedIn.

Newsletters

• Regular Updates: Include a dedicated section in the regular newsletters about the scholarship program, with updates, timelines, and featured past winners.
• Spotlight Stories: Share stories or interviews of past winners, focusing on the impact of winning the scholarship.

Email Campaigns

• Announcement Email: Send a detailed announcement about the scholarship program, including key dates and how to apply.
• Reminder Emails: Schedule reminder emails as deadlines approach, including tips for a successful application.

Social Media Campaign

• Hashtag Campaign: Create a unique hashtag for the scholarship program and encourage people to share stories or posts with it.
• Regular Posts: Share regular updates, quotes from previous winners, and countdowns to deadlines on social media.

Website

• Dedicated Web Page: Create a detailed web page on the organization’s website with all information about the scholarship program.
• FAQ Section: Include a FAQ section addressing common questions about the scholarship process.

Partnership and Sponsorships

• Industry Partnerships: Collaborate with industry partners for wider outreach and credibility.
• Sponsorship Opportunities: Offer sponsorship opportunities for different scholarship categories.

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 writeTakes time and effortMulti-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. 

Phase 4: Judging and Selection

The scholarship selection process is a crucial phase that demands fairness, transparency, and objectivity as guiding principles. It is essential to establish a rigorous and unbiased selection mechanism to ensure that every applicant receives equal consideration, based solely on their qualifications and alignment with the scholarship’s objectives.

Reviewr has developed scholarship management software that upholds these principles at every step of the selection process. The software incorporates advanced features that safeguard against bias and streamline the review workflow, thus enhancing the program’s credibility.

Promoting Objective Reviews

A fair selection process is fundamental to maintaining the integrity and reputation of your scholarship program. It involves implementing strategies that minimize personal bias and ensure a level playing field for all applicants. This is not just about ethical responsibility; it’s also about identifying truly deserving candidates who best match the scholarship’s goals.

Redact (Personal Identifiable Information) PII from the evaluation team

• Purpose: To prevent unconscious bias, Reviewr’s system anonymizes applications by hiding PII from review teams during the evaluation process.
• Impact: Reviewers make judgments based on the quality of the application, such as academic achievements, extracurricular involvement, and essay responses, without being influenced by the applicant’s personal background.

Blind “non-critical” information

• Often times scholarship applications include essential bookkeeping and data but it’s not essential for the actual review in the selection process – meaning the data collected will not be used in making scholarship selection decisions. In this use case, the data should be blinded from reviewers so as to also provide an engaging and non-overwhelming experience for them.

Random distribution of applications to review teams

• Method: Applications are randomly assigned to reviewers to prevent any potential clustering of applications that might skew the fairness of the evaluation.
• Benefit: This ensures that every application has an equal chance of being reviewed by multiple reviewers, balancing out individual reviewer biases.

Manage Review Team workloads

• Approach: Reviewr ensures that each reviewer is assigned a manageable number of applications, preventing review fatigue and ensuring a thorough evaluation.
• Outcome: A focused and less burdensome workload leads to more attentive and considerate reviews, contributing to the overall quality and fairness of the selection process.

Structured Review Phases

• Initial Vetting to Final Selection: The process is divided into phases, starting with an initial vetting to filter out ineligible or incomplete applications, followed by more detailed reviews that narrow down the pool to the most qualified candidates.
• Advantages: This phased approach allows for a more organized and gradual narrowing of applicants, ensuring that each stage is conducted with due diligence and focus.

Dedicated scholarship management software

• While it is impossible to completely eliminate the possibility for review team members to export, screenshot, or save information – using a dedicated scholarship management system such as Reviewr does make it significantly more challenging to ensure that data collected in Reviewr stays in Reviewr.

Quantitative Selections

The last piece to a compliant, fair, non-biased, and equitable scholarship management process is leveraging scoring rubrics for a quantitative selection. By using scoresheets we can avoid comparison bias amongst applicants and let the merits of their entry and scoresheet tell the story.

• Scorecards should match the scholarship application and scholarship provider’s guiding vision and principles.
• The Proof of Process lays out why specific scholarship questions are being asked – the scoresheet needs to mirror those.Example, volunteer experience GPA, family needs, etc.
• This allows the review team to side by side review the scholarship application and references with a scoresheet that follows along. The review team simply plugs in their answers as they read the application.
• Consider weighted scoringWhile the scoresheet should mirror the questions answered in the application, some scholarship application questions are in more alignment with the scholarship provider’s mission than others – these should be weighted to reflect.For example: If a plumbing trade association is offering a scholarship but that trade association specializes in pipefitting – then those students who are pursuing that career would get weighted higher for answering that question.Other examples include weighting volunteer activity over grades, grades over intangibles, or essay writing.
• Use a scholarship management system such as Reviewr to auto-result tabulation and leaderboards.It’s critical to remove potential human error when tabulating scholarship results on a quantitative basis. Leverage Reviewr automation which calculates the quantitative results based on the scorecard input by the review teams. This will then outline non-bias, and fair, rankings.

Phase 5: Tie It All Together 

The keyword in “Proof of Process” is “Proof”. This means when the scholarship program is complete, provide transparent results that “prove” the process was followed.

• Notify both scholarship recipients and those not selected.
• Grant access back into the scholarship management system.
• Allow applicants to anonymously review the scoresheets that were submitted about them.
• Empower review teams to leave constructive feedback for applicants. Share this back with the applicants for self-development and growth.Imagine a great candidate who didn’t receive your scholarship, but based on the feedback of the review team, was able to make changes to a future scholarship application and pursue their dreams with funding elsewhere.
• Provide value to everyone. Not just those receiving the scholarship funding.
• Collect essential data from scholarship recipientsFuture Reviewr guides will be written on this topic… but:Ensure programs stay compliant where acceptance letters, fund disbursement forms, etc are all powered through the same scholarship management system that was used to collect, manage, and review the initial scholarship applications.