Why you need scholarship management software

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Why You Need Scholarship Management Software

Managing scholarships can be a complex and time-consuming task for associations, foundations, and non-profits. Traditional methods often involve a mix of physical papers, online forms, and manual data handling, leading to inefficiencies and errors. Modern solutions like Reviewr scholarship management software are revolutionizing how these processes are managed. In this article, we will explore the various aspects of managing scholarships, comparing traditional methods with the advanced capabilities provided by Reviewr. From the submission experience to managing operations and conducting reviews, we will highlight how Reviewr transforms the scholarship management process.

This blog is designed to help you justify the investment in Reviewr by showcasing the inefficiencies of your current processes and the many benefits of adopting a streamlined scholarship management software.

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1. Submission Experience for Applicants

Without Reviewr Scholarship Management Software:

  • Method: Applicants submit physical papers, use online form tools like Jotform or Google Forms, or send fillable PDFs and Word documents via email.
  • Negative Impact:
    • Inconsistent Submission Formats: Leads to confusion and additional time needed for standardization.
    • Tracking and Managing Submissions: Difficult, increasing the likelihood of errors and lost documents.
    • Cumbersome Process: Applicants face an unclear submission process, leading to frustration and potentially fewer applications.
    • High Administrative Burden: Staff must reconcile different formats and track submissions manually.

Example submission experience WITHOUT Reviewr’s scholarship management software:

Example submission form using a fillable pdf example on why you need grant management software

With Reviewr Scholarship Management Software:

  • Method: Applicants create profiles, fill out online applications, and upload supporting documents securely through a unified platform.
  • Benefit:
    • Streamlined Experience: User-friendly submission process increases applicant satisfaction and potentially more applications.
    • Easy Tracking: Submissions are easily tracked and managed, reducing administrative burden and processing times.
    • Secure Document Handling: Lower risk of lost or misplaced documents ensures all submissions are accounted for.
    • Improved Efficiency: Automated workflows streamline the submission process for both applicants and administrators.
Example applicant experience WITH Reviewr’s scholarship management software.
Example showing the grant application experience in Reviewr and why you need grant management software
 
 

2. Collecting Documents and Deliverables

Without Reviewr Scholarship Management Software:

  • Method: Submissions are manually collected from various sources, exported, downloaded, and merged into a centralized system.
  • Negative Impact:
    • Time-Consuming: Labor-intensive process leads to inefficiencies.
    • Risk of Missing Documents: High risk of misplacing important documents.
    • Organizational Issues: Difficulty in maintaining consistent records.

With Reviewr Scholarship Management Software:

  • Method: Centralized collection and management of documents within the platform.
  • Benefit:
    • Organized Collection: Streamlined document collection improves operational efficiency.
    • Enhanced Security: Easy access and enhanced security reduce the risk of missing or misplacing documents.
    • Accurate Management: Efficient document management improves accuracy and reduces the potential for errors.
    •  

Example of Reviewr’s Scholarship Management Software document management:

Example of document management for grant applicants and why you need grant management software

 

3. Managing Operations

Without Reviewr’s Scholarship Management Software:

  • Method: Operations teams manually compile submissions into folders or spreadsheets, redact sensitive data, and manage data security.
  • Negative Impact:
    • Labor-Intensive: Manual compilation increases workload and delays.
    • Loss of data: In the process of moving files data may be lost of misplaced.
    • High Resource Requirement: Significant time and resources required to manage and secure data.
Example viewing and accessing submissions using tools such as Jotform.
Jotform 

With Reviewr Scholarship Management Software:

  • Method: Automated compilation and organization of submissions with secure data management.
  • Benefit:
    • Reduced Manual Labor: Saves time and costs with reduced administrative burden.
    • Improved Data Security: Enhanced data security and integrity lower the risk of data loss.
    • Efficient Data Management: Faster and more accurate data management enhances operational efficiency.
Example of the Reviewr’s Scholarship Management Software command center:
Reviewrdashboard

4. Communication

Without Scholarship Management Software:

  • Method: Communication with applicants and review teams is conducted via email, with notes and feedback logged in spreadsheets.
  • Negative Impact:
    • Inconsistent Channels: Disconnected communication channels lead to miscommunication.
    • Record Maintenance: Difficulty in maintaining a clear record of all communications and ensuring timely responses.
    • Inconvenience: staff having to go back and forth between applications and emails.

With Reviewr Scholarship Management Software:

    • Method: Integrated communication tools within the platform for consistent and organized communication.
    • Benefit:
      • Enhanced Collaboration: Better communication among applicants and review teams reduces the risk of miscommunication and missed messages.
      • Higher Satisfaction: Applicants and review teams experience higher satisfaction.
 

5. Creating Review Workflows and Assigning Submissions to Review Teams

Without Scholarship Management Software:

  • Method: Manual assignment of submissions to review teams, tracked using spreadsheets. Often this consists of the downloading and exporting of collected deliverables, sending via email or online file sharing systems, and attaching a spreadsheet to collect results to be sent back to operation teams.
  • Negative Impact:
    • Slow Process: Prone to mistakes, leading to delayed reviews.
    • Lack of Transparency: Difficulty in tracking progress.
    • Incorrect Assignments: High risk of incorrect assignments.
    • Inadequate experience for volunteers: Very manual, outdated, and time consuming process is burdensome for volunteers and review committees which results in a negative experience and poor experience.
Example using tools such as Google Drive and Dropbox to create folders to share submissions with review teams.
file sharing

With Reviewr’s Scholarship Management Software:

  • Method: Automated assignment of submissions with transparent tracking of review progress.
  • Benefit:
    • Efficient and error-free assignment process reduces delays.
    • Clear tracking of review progress and accountability ensures fair and consistent reviews.
    • Lower risk of assignment errors and more consistent reviews.
Example of Reviewrs dedicated grantee to evaluator pairing system.
 

6.Conducting Review and Selection

Without Scholarship Management Software:

  • Method: Review teams log scores and feedback in spreadsheets, which are then sent back to the operations team for compilation.
  • Negative Impact:
    • Extensive Logging: Slow manual logging and compilation.
    • Mistakes in Logging: High likelihood of mistakes in logging scores and feedback.
    • Inconsistent Scoring: Difficulty in maintaining consistent scoring standards across reviewers.
    • Incorrect Decisions: Increased risk of errors leading to incorrect selection decisions.
    • Frustrated Reviewers: Reviewers face a long process.
 
 
Example viewing a fillable pdf application with spreadsheets for scoring:
spreadsheet score

With Reviewr’s Scholarship Management Software:

  • Method: Integrated review tools for scoring and feedback, automated compilation of results.
  • Benefit:
    • Consistent Process: Streamlined review process improves accuracy and reliability of selection decisions.
    • Error Reduction: Lower risk of errors in scoring and feedback enhances consistency in review standards.
    • Reviewer Satisfaction: Easier process for reviewers leads to higher satisfaction.

Example of the Reviewr dedicated Scholarship management software side-by-side evaluation tools:

spreadsheet score 1

7. Generating Results and Ongoing Data Collection with Applicants

Without Scholarship Management Software:

  • Method: Manual re-compilation of scores and feedback for decision-making, with disconnected submission of post-award deliverables.
  • Negative Impact:
    • Fragmented Data: Inconsistent data collection.
    • Inaccurate Reports: Difficulty in generating accurate and comprehensive reports.
    • Time-Consuming Reconnection: Error-prone reconnection of post-award deliverables with initial data.

With Reviewr Scholarship Management Software:

  • Method: Centralized and consistent data collection with seamless integration of post-award deliverables.
  • Benefit:
    • Efficient Management: Efficient data management improves reporting accuracy.
    • Comprehensive Reports: Easier generation of accurate and comprehensive reports enhances decision-making.
    • Holistic View: Seamless integration of ongoing data collection provides a holistic view of the program’s impact.

Example of the Reviewr scholarship management software leaderboard and ranking tool:

Screenshot 2024 08 01 at 7.42.28 AM

Transitioning from traditional manual methods to a modern solution like Reviewr scholarship management software can significantly improve the efficiency, accuracy, and overall experience of managing scholarships. By streamlining submission processes, automating data collection, and enhancing communication and collaboration, Reviewr empowers associations, foundations, and non-profits to manage their scholarship programs more effectively, ultimately leading to better outcomes for both the organizations and their applicants.

Why Your Current Process is Failing You and How Reviewr Can Help:

Current Challenges:

  • Inefficiency: Manual processes are time-consuming and error-prone.
  • Data Security Risks: Handling sensitive information through emails and spreadsheets increases the risk of data breaches.
  • Poor User Experience: Cumbersome submission processes frustrate applicants and can reduce participation.
  • Lack of Integration: Disconnected systems make it difficult to manage and track submissions and communications effectively.

Reviewr Solutions:

  • Streamlined Processes: Automated workflows save time and reduce administrative burden.
  • Enhanced Security: Secure data handling protects sensitive information.
  • Improved User Experience: A user-friendly platform increases applicant satisfaction and participation.
  • Integrated System: Centralized management of submissions, communications, and data improves efficiency and accuracy.

Investing in Reviewr scholarship management software will not only address the current inefficiencies and challenges but also elevate the overall management process of your scholarship programs. It’s time to transform your workflow, enhance applicant engagement, and achieve your goals with Reviewr.

 

Ready to make the switch? Contact us today for a demo and see how Reviewr can revolutionize your scholarship management process.