Create a Scholarship Award

Create a scholarship award in CommunitySuite to add a recipient to a scholarship and set up a payment schedule. Scholarship awards typically serve the purpose of providing financial aid toward a student's education, but can also be used for a variety of other purposes.

Who: Finance and development staff who manage scholarship recipients and payment schedules.

When to Create a Scholarship Award

Create a scholarship award to:

• Issue a scholarship check to a school or grantee rather than directly to the student. 
• Set up a multi-payment schedule with specific payment dates and amounts. 
• Configure conditional payments that require the recipient to meet specific criteria before receiving the next installment.

Award a Scholarship 

To create a scholarship award for a student or school/grantee:

1. Navigate to the Scholarships page and click Scholarships in the left-side menu.
2. Click the ID of the scholarship.
    
3. Click Add Recipient in the left-side menu.
4. Enter the student name in the search field and select the student from the drop-down list.
   • Alternatively, click Show List to view a list of all students. Click the student name.
   • The student can be changed on a scholarship award at any point unless the scholarship award has been synced to Scholarship Lifecycle Manager (SLM).
      
5. Enter the applicable Add Student to Scholarship information, and then click Add.
   • Scholarship letters will not be created if the Omit Grant Documents field is set to Yes on the scholarship record.
   • If Post by Payment is checked, the scholarship can be adjusted as payments are made.
   • The option to post each individual payment line for the award rather than the entire award all at once is available.
     
      

Add a Payment Schedule

To add a payment schedule to a scholarship award, use Add Payment Dates to enter payments manually or Quick Add to generate a schedule automatically.

Option 1: Add Payment Dates

To add payment dates to a scholarship award manually:

1. Click Add Payment Date in the left-side menu.
2. Enter the Payment Date and Open Amt, check the box under Conditional if the payment is conditional, and then click Save.
   • If the scholarship award will be paid with multiple payments, enter the Payment Date and Open Amt for the first payment, and then click Save. Click the Add Payment Date option that appears. Continue adding payments until the sum of payments equals the total amount on the scholarship award.
      

Option 2: Quick Add

Quick add is an additional way to add a payment schedule. The quick schedule page allows setting an initial payment date, the number of payments, and the interval between payments. The system will automatically generate the payment schedule based on those variables.

1. Click Quick Add in the left-side menu.
2. Edit the Scholarship Recipient section, and then click Create Payment Entries.
   • First Payment Date - Date of first grant installment.
   • Payment Count - Number of grant payments.
   • Interval - Select month, quarter, or year.
   • Conditional - If checked, the recipient must do something in order to receive the next installment.
      
3. Click Set and then enter and select the School/Grantee that will receive the check for the scholarship award.
   • If the check will be made to the student and the Pay Student checkbox is enabled on the scholarship program record, then the student's name will auto-populate in School/Grantee.
   • If the School/Grantee is undecided, the Pay Student option will be available in the left-side menu.
      
4. Click Edit to enter a Student Number.

For instructions on how to pay the scholarship award, click the resource below that corresponds with your approval workflow.

• Pay a Scholarship Award - Post and Get Approval Workflow
• Pay a Scholarship Award - Auto Approval Workflow