New Scholarship Fund

What is a Scholarship Fund?

A Scholarship fund is an extension of the Grant Edge Classic (GE Classic) Fund Record. It is used to further define the fund’s uses and requirements, as it relates to scholarships. The GE Fund Record and GE Scholarship Fund Record are linked to each other and also to the Raiser’s Edge Fund Record. The Fund to Scholarship Fund relationship is a one-to-many relationship, that is, one GE Classic Fund can extend to multiple scholarship funds. For example, the Johnson Family Fund wants to sponsor two different scholarships; one benefiting students studying Fine Arts and the other for students studying Computer Science. In this case, two different scholarship funds with separate qualifying criteria will be establish from the same Johnson Family Fund.

Prerequisites

In GE Classic, grant type needs to be defined as a default, if this is not set with a default, creating a new fund have an error.

1. Go to Config > Business Rules > Grant Types > set the field called "Default Scholarship Grant Type".
2. Use the grid to add new scholarship grant types if necessary.

Creating a New Scholarship Fund

1. Go to Scholarships > New Scholarship Fund. The most important tabs are Summary, Criteria, and Defaults.
2. Fill in these fields:
   1. Status - The status of the Scholarship Fund (OPEN or CLOSED)
   2. Scholarship Name - the name of this Scholarship Fund
   3. Scholarship Description - a description for this Scholarship Fund, this description does not appear online; users can define what will appear online using Web Apps > Edit HTML. 
   4. Fund - the main fund record in GE. Search for a GE fund recording using the binocular icon, after the fund has been selected, the available funds data will auto-populate. 
   5. Requestor - use the dropdown menu to select a Fund Advisor from the linked Fund record. This advisor constituent will become the Requestor on Grant records created from this Scholarship Fund.
   6. Add an Academic Year to differentiate awards by school year, or use one year called DFLT. The user can drill down into the academic year by double clicking the line to set minimum and maximum award amounts and how much the fund has to spend. If this fund is to be used for online applications, check the box “Display in Web”. 
3. The remaining information on the Summary tab is optional. This data is not needed to operate the scholarship online, it is a place for users to maintain information specific to the scholarship fund. 
   1. Renewable - indicates whether or not awardees can renew their applications year after year
   2. Renew Years - the number of years an applicant can renew their application
   3. Established - the date this Scholarship Fund was established

Criteria

The Criteria tab is important as it is the location where previously created criteria are associated with a particular scholarship fund. This is what Spectrum NXT uses to match applicants to scholarship funds. For detailed steps on establishing and linking criteria, see this Scholarship Matching and Criteria.

Defaults

The default tab is used to set the default fields associated with grant making from this scholarship fund: Grant type, Workflow, etc. These fields can be defined on the Scholarship Fund record and when a subsequent grant is created, these default fields will be populated without re-entry. 

• Grant Type - the new Grant's Grant Type (one of the Scholarship Grant Types). This field is populate with the default set in Business rules, see Prerequisite section for more information.
• Secure Scholarship - this flag specifies that the Scholarship Applicant should be hidden to some GE users. The Grant recipient name will be shown as "Confidential" when viewed by users who do not have rights.
• Workflow Template - the workflow template to be used on the new scholarship record. This is one of the templates configured to be used with Scholarship record type.
• Check Designation - Users can choose one of the predefined templates for the designation, or a designation can be manually added. Choosing a predefined template puts the rendered value into the main field, where it can be customized if needed. To edit a longer Designation value, use the "Editor" link to get a popup editor.
• Addendum - this field is used for online Scholarship Applications in the Spectrum NXT. When necessary, a scholarship fund can require applicants to complete additional fields through the use of an addendum. Addendums only become accessible to applicants after they have completed the general application and been matched to scholarship funds. One addendum page can be used for multiple scholarship funds. Addendums are created using the same process as other pages, with a page type set to “Addendum”, for more information see Addendums.