Application Review

Scholarship Officer captures the application with its learner, award and submission date. The application begins in Submitted and moves to Review while the scholarship team checks the relevant context. Scholarship Reviewer considers the linked award criteria and the learner’s enrollment before approving an amount and advancing an eligible application to Approved.

The permitted application action resolves the learner, award, staff actor and learner enrollments before saving the result. This gives the office a specific operating record to review at each handoff. Submitted, Review, Approved, Rejected and Disbursed remain distinguishable states, so the team can discuss where the application stands without treating receipt of an application as an award decision.

• Application identity. Select the actual learner and intended award. Compare the award’s linked enrollment with the learner’s course context before the application enters the decision queue.
• Eligibility discussion. Use the award’s written criteria and the relevant learning context. Attendance or assessment results can inform the review when the program’s criteria call for them; the reviewer should know which facts matter for that award.
• Amount decision. Record the amount that Scholarship Reviewer approves and compare it with the award’s maximum under the agreed rule. Keep the later disbursement handoff tied to that recorded decision.

Agree what Scholarship Officer must check before submission and which person may perform each application transition. Define the evidence the reviewer needs for eligibility, including any supporting material held in another system. A course result should affect an award only under the criteria the program has agreed to apply.

Set the procedure for an application that is not approved, including use of Rejected and the explanation retained by the responsible team. Agree how a reviewer handles an incorrect learner, changed award basis or disputed amount before the finance handoff begins. Make sure staff identity is maintained through the people-to-user mapping used by the permitted action.

Use the learner’s bookkeeping enrollment and its example award with a maximum of 1,000. Scholarship Officer submits the application and checks that the saved record points to the intended learner and award. Scholarship Reviewer moves it into Review, applies the criteria and records an approved amount of 800 under the program’s amount rule.

Inspect the Approved record with Finance Officer and confirm that both people understand the same learner, award and amount. Rehearse a request submitted by an unauthorized staff identity and an application linked to an inconsistent enrollment. Those cases should be resolved before the state advances. Finally, walk through a non-approved example using the agreed rejection procedure so the office can explain how it informs the learner and retains the decision context.

• Application Review Queue — Applications in Review with learner, award and amount together for the decision.
• Application Intake — Submitted applications awaiting the initial context check.
• Scholarship Application Board — Applications grouped by their actual operating state.

Follow application review, then disbursement recording.