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Discussion Forum: Managing Scholarships

The Dean of University of Florida would like more information on how schools are managing their scholarship awards.

  • Are you using specific software?
  • Do you have a dedicated staff member(s)?
    • If so, does this person work for development or in a different office?
    • Is this person shared with any other colleges?

Any other information you feel would be helpful is greatly appreciated.


  1. Lynne Haley says:

    The College of Veterinary Medicine at Washington State University uses a “home-grown” Access database, which was a great upgrade from the paper files we were using before!

    Our student services office is ultimately responsible for scholarships, but development gets pretty deeply involved because of the donor aspect of it. The responsibility had bounced around a bit, but currently we have a 1/2 time employee who has picked up the slack the last three years or so and has really done a great job. She’s not an employee of the student services office or the development office, but she/we are making it work. She is definitely not a dedicated staff member, but works closely with the person who manages the database, the scholarship committee, and the development office.

  2. Mandy Altfater says:

    Ohio State currently uses Filemaker for their scholarship database, separate from advancement database (Blackbaud). Scholarship Committee (mix of faculty and staff) are lead by Director of Professional Program Support and oversight from Associate Dean for Professional Programs. Donor Relations and Stewardship role is currently very involved in the process including making sure they know how much and how many students can be awarded for each scholarship fund, making sure scholarships are awarded based on selected criteria, and making sure students thank the donors. Incoming 1st-year students are not involved in the scholarship process, the majority of the awards they receive are from general funds.

    November – Scholarship Committee reviews application and makes changes to timeline, application and awarding process.
    December – Application is sent to students, and scholarship award amounts for next fiscal year are confirmed.
    January – Applications are closed mid-January, and committee begins review of applications.
    February – Scholarship recipients are determined.
    March – Students are notified of scholarship recipients.
    April – Students write thank you notes to scholarship donors.

  3. 1. At Kansas State College of Vet Med, we are currently using an in-house Access database. We are working towards implementing AcademicWorks for the 2019-2020 academic year.
    2. We have a College of Veterinary Medicine Business Manager (me) and a staff person that are dedicated to the scholarship process as part of our duties. We manage the administrative side of the process–notifying students, submitting paperwork to the KSU financial aid office, organizing information for the committee, soliciting additional information from the students for the committee, etc. We also work with our development staff on reporting for scholarships and managing account balances.

    I’d be happy to discuss this further if you’d like any clarification or more information. I’d also like to hear how your process works!

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