Managing Institutional Managing Institutional Scholarship Awarding Scholarship Awarding
ProcessesProcessesMASFAA 2005MASFAA 2005
Sondra Fonville, University of Sondra Fonville, University of MichiganMichigan
& & Ellen Barbour, Purdue UniversityEllen Barbour, Purdue University
Managing Institutional Managing Institutional Scholarship Awarding Scholarship Awarding
ProcessesProcesses Issue:
Scholarships were being awarded all through the academic year, even into April.
Improvement: Developed a
scholarship policy signed by the president that requires scholarships be awarded by March 1st for freshman and April 1st for returning students.
Managing Institutional Managing Institutional Scholarship Awarding Scholarship Awarding
ProcessesProcesses Issue:
Various issues associated with Academic Departments and their scholarshipawarding processes
Improvement A Merit Aid group was
formed and it meets regularly to discuss issues that relate to the awarding of scholarships on campus. The group is led by financial aid.
Managing Institutional Managing Institutional Scholarship Awarding Scholarship Awarding
ProcessesProcesses Issue:
If a scholarship required need, schools and departments would determine student had need simply due to the fact that student owed a bill. It was inconsistent and inequitable.
Improvement: As part of
scholarship policy indorsed by the president, the Division of Financial Aid is only entity on campus that can determine financial need.
Managing Institutional Managing Institutional Scholarship Awarding Scholarship Awarding
ProcessesProcesses Issue:
Awarding scholarships in a manner that is in line with the Michigan Supreme Court case decision
Improvement: Creation of a
holistic awarding process that ensures exclusive funds are awarded in a narrowly tailored fashion.
Managing Institutional Managing Institutional Scholarship Awarding Scholarship Awarding
ProcessesProcesses Issue:
The need to handle documents for donor related scholarships in a moreefficient manner.
Improvement: We have
determined a way to image individual scholarship files for easy access to the information.
Managing Institutional Managing Institutional Scholarship Awarding Scholarship Awarding
ProcessesProcesses Issue:
Schools and departments were making payments to students directly without notifying our office.
Improvement: The scholarship policy
signed by the president requires any scholarship payment be processed through out office. Manual check payments to a student will no longer be allowed unless our office signs off on it first.
Managing Institutional Managing Institutional Scholarship Awarding Scholarship Awarding
ProcessesProcesses Issue:
Managing all the paper our office receives requesting us to set-up scholarship payments.
Improvement: Suggestions?
Managing Institutional Managing Institutional Scholarship Awarding Scholarship Awarding
ProcessesProcesses Issue:
Michigan Club scholarships required heavy time commitment and non-standard selection processes
Improvement: Created a work-
group to identify issues and develop guidelines forall clubs to use
Managing Institutional Managing Institutional Scholarship Awarding Scholarship Awarding
ProcessesProcesses Issue:
Scholarships established by various Purdue Clubs were not over seen by a designated administrator. This made getting them in line with the university policies difficult.
Improvements: The coordination of
awarding and raising funds was designated to our Alumni Association. They have one representative that works with all the clubs on policies and best practices when it comes to scholarship creation and spending.
Managing Institutional Managing Institutional Scholarship Awarding Scholarship Awarding
ProcessesProcesses Issue:
Difficulty managing information received for private scholarships. A need to get information to students in a timely and effective way.
Improvement: Developed a piece
on our website dedicated to private scholarships, including ability to download applications and a link to organizations offering scholarship.
Managing Institutional Managing Institutional Scholarship Awarding Scholarship Awarding
ProcessesProcesses Issue:
School level freshman merit scholarships were being awarded after admissions notified students of possible need-based and university wide merit-based funds.
Improvement: We created a system
that allows school level merit scholarships to be awarded at time of admissions. This gives student a complete listing of financial support they can expect from the University in one letter sent early, so as to influence the decision to attend.
Managing Institutional Managing Institutional Scholarship Awarding Scholarship Awarding
ProcessesProcesses Issue:
Having to manually enter all scholarship payments into our system
Improvement: Suggestions
Managing Institutional Managing Institutional Scholarship Awarding Scholarship Awarding
ProcessesProcesses Issue:
Interest earned on endowments not being spent as they accumulate in the support account.
Improvement: A process was
developed to monitor funds that are being under utilized.
Managing Institutional Managing Institutional Scholarship Awarding Scholarship Awarding
ProcessesProcesses Issue:
Need-based scholarships awarded by financial aid office were not being stewarded
Improvement: Work-group was
created to look at this issue. Award messages were developed to encourage students to write thank you letters and examples of thank you letters on our website.
Managing Institutional Managing Institutional Scholarship Awarding Scholarship Awarding
ProcessesProcessesThank YouThank You
