Scholarship Awards

Scholarship Officer prepares an award record with its name, academic year, eligibility criteria and maximum amount. The award also points to an enrollment. That link gives the later application a specific learner-course context to check, rather than leaving the reviewer to infer which course place the support concerns.

An application refers to the award and carries its own approved amount and state. Scholarship Reviewer reads the criteria and the linked enrollment before deciding the application. Finance Officer can use the same award context when following an approved application toward its recorded disbursement. The maximum amount is a value to review against the application; the team must agree its interpretation before routine decisions begin.

• Award description. Use a recognizable name and academic year so the team selects the intended support. Write eligibility criteria that a reviewer can apply to the learner’s actual circumstances and enrollment.
• Amount basis. Record the maximum amount and agree how approved amounts are compared with it. Make the monetary convention clear to both the scholarship team and the person confirming the later finance handoff.
• Enrollment link. Select the enrollment that gives the award its operating context. Compare its learner and course with the application before review proceeds, especially when several enrollments exist for the same learner.

Agree who maintains award criteria and how the team handles a change after an application has entered review. The reviewer needs a clear basis for the decision being made. Keep the academic year meaningful and decide whether a new award record is needed when the operating basis changes for a later cohort.

Define what the maximum amount means for an individual application and how the team records an amount below that maximum. Establish the currency convention for these monetary values and the external system that confirms any payment. Ask Scholarship Officer and Scholarship Reviewer to walk through the same example and explain the eligibility and amount decision in their own words before accepting the setup.

Prepare an example award for a learner’s bookkeeping enrollment with a maximum amount of 1,000 in the program’s agreed currency. Write the actual eligibility criteria the team intends to use. Scholarship Officer creates an application for that learner, and Scholarship Reviewer checks the selected award and enrollment before considering an approved amount of 800.

Then link a rehearsal application to an award associated with another enrollment. The team should identify the mismatch and correct the selection before making a decision. Try an amount above the stated maximum and follow the agreed review rule rather than treating the number as an unexplained exception. Finish by changing the rehearsal academic year and asking the officer to identify which award should be used for the next cohort.

• Awards by Enrollment — Awards with positive maximum amounts, their criteria and the linked enrollment visible together.
• Application Intake — Submitted learner applications that need their award context checked.
• Application Review Queue — Applications whose eligibility and amount are under review.

Continue with application review and the implementation rehearsal.