Scholarship Detailed Documentation

Introduction

The Scholarship Add-On enables educational institutions to manage the entire scholarship lifecycle from a single, centralized platform. Built on top of the School / Institute Management Add-On, it allows administrators to configure scholarship programs, collect and review student applications, and track budget utilization and performance through detailed reports. From setting up document requirements and scholarship types to processing approvals and monitoring financial trends, the Add-On provides a structured and efficient workflow for managing scholarship operations across the institution.

Note: This Add-On is dependent on the School / Institute Management Add-On, so you need to purchase it first.

How to Install the Add-On?

To Set Up the Scholarship Add-On, you can follow this link: Setup Add-On

How to use the Scholarship Add-On?

System Setup

• The System Setup section allows administrators to configure foundational data used across the system. It currently includes Document Types and Scholarship Types, both of which are referenced when managing scholarship applications throughout the platform.

Document Types

• To add a new document type, click the “Create” button on the Document Types page. In the form that opens, enter the Name of the document type in the provided field. Use the Required Field dropdown to specify whether the document is mandatory or optional for applicants, selecting “Required” marks it as essential, while “Not Required” makes it optional.
• The Document Types list displays all configured types in a table with columns for Name, Required Field, and Actions. The Required Field column uses color-coded badges to give administrators a quick visual reference, red for Required and green for Not Required, making it easy to review document rules at a glance.
• Available Actions: use Edit to update or modify an existing document type, and Delete to permanently remove it from the system. Note that document types actively referenced in scholarship applications should be managed carefully, as changes may affect existing application records that depend on them.

Scholarship Types

• To add a new scholarship type, click the “Create” button on the Scholarship Types page. In the form that opens, enter the Name of the scholarship type in the provided field. Once saved, the new type becomes available for selection across the platform.
• The Scholarship Types list displays all configured types in a table with columns for Name and Actions.
• Available Actions: use Edit to update or modify an existing scholarship type, and Delete to permanently remove it from the system. Note that scholarship types actively in use should be managed carefully, as changes may affect existing scholarship records that reference them.

Scholarship Applications

• To add a new scholarship, click the “Create” button on the page Scholarship Application. In the form that opens, fill in the following details, including Scholarship Name, Amount, Total Students, Start Date, End Date, select Scholarship Type, and Document Types from their respective dropdown (which are configured from the System setup).
• Select the status from the dropdown (Draft, Active, Closed). An optional Description field is also available to provide additional context about the scholarship. Once all required fields are completed, click “Create” to save the record.
• The list page displays all configured scholarships in a table with columns for Scholarship Name, Type, Amount, Start Date, End Date, Total Students, Status, and Actions. The list can also be toggled between a table view and a grid view using the layout button.
• Use the search bar at the top of the page to look up scholarships by name, then click “Search” to retrieve matching results. To narrow down the list further, expand the Filters panel to access three filter options: Scholarship Type, Status, and Date Range. Once the desired filters are set, click “Apply” to update the list, or “Clear” to reset all active filters.
• In the actions column, you can use the Applicants option to view students associated with the scholarship, View to see the full details of a scholarship record, Edit to update or modify an existing scholarship, and Delete to permanently remove it from the system. Note that scholarships with active student applicants should be managed carefully, as changes may affect existing application records linked to them.
• When you click on the Application option, the Apply for Scholarship page will open. On this page, you need to complete four sections: Student Details, Parent Details, Banking Details, and Documents.
• In the Student Detail section, when you select a student from the dropdown (which pulls data from the School Add-On), the following fields will automatically populate based on the selected student’s existing information: Student Name, set the Date of Birth, add the Mobile Number, select the gender using the radio button, enter the Email Address, set the Application Date, add the Student Grade, Student Marks (%), Caste Category, and complete Address.
• If any of these details need to be updated or changed, you can edit any of the fields directly. Once edited, the updated information will be saved.
• In the Parent Details section, when a student is selected, the corresponding details for the Father or Mother will automatically populate. These fields include the Name, Mobile Number, Email, Occupation, and Yearly Income. You can edit any of these details if necessary, and the changes will be saved accordingly.
• In the banking details section, you need to add bank account information, including the Account Holder Name, Bank Name, Bank Branch, Account Number, and IFSC Code.
• In the Documents section, you need to upload student supporting documents for verification. Required documents are marked with a red asterisk and labeled “Required document,” while optional documents are labeled “Optional document.” Use the “Browse” button next to each document field to upload the appropriate file. An “Upload all required documents” shortcut is also available in the top-right corner of this section to streamline the upload process.
• Once all sections are completed, click “Submit” to send the application, or “Cancel” to discard it and return to the previous page.

Student Applications

• The Manage Student Applications section allows administrators to review, process, and manage all scholarship applications submitted by students across the system.
• The Manage Student Applications list displays all submitted applications in a table with columns for Student Name, Scholarship Type, Grade, Marks, Application Date, Status, and Actions. The status column displays the application status, such as Pending, Approved, or Rejected.
• You can search for a specific student application using the search bar. To narrow down the list further, expand the Filters panel to access four filter options: Student, Scholarship Type, Status, and Grade. Once the desired filters are set, click “Apply” to update the list, or “Clear” to reset all active filters. The list can also be toggled between a table view and a grid view using the layout button.
• In the Actions column, use the Approve/Reject option to update the decision on a pending application, and View to open the full details of a student’s application record. For rejected applications, an Edit option is also available to update the application if needed.
• When you click the Approve/Reject action, the Update Application Status pop-up will open. The pop-up displays the student’s name and the associated scholarship for reference. Select the Decision from the dropdown and enter the Remarks for the student in the provided text field. Once completed, click “Submit” to apply the decision, or “Cancel” to close the dialog without making changes.
• When you click the View action, the Student Application Details page will open, displaying a complete read-only summary of the application. The page is organized into four sections: Student Information, Parents Information, Bank Account Details, and Documents, along with the scholarship name, award amount, type, and current approval status shown at the top. The Student Information section also displays any Admin Remarks that were entered at the time of the approval or rejection decision.

Scholarship Reports

• The Scholarship Reports section provides administrators with a comprehensive overview of scholarship activity, application performance, and budget utilization across the system.
• At the top of the page, six summary cards provide a quick snapshot of key metrics: Total Scholarships, Active Scholarships, Total Applications, Approved Applications, Total Budget, and Approved Amount.
• The report is further broken down into the following sections:
• Performance Overview displays the overall approval rate as a percentage, along with a progress bar and a breakdown of the total number of Approved and Rejected applications.
• Budget Utilization shows the percentage of the total budget that has been utilized, accompanied by a progress bar and a split view of the Approved amount and the amount currently Pending disbursement.
• Scholarship Status Distribution presents a donut chart that visualizes the proportion of scholarships by their current status: Active, Closed, and Draft.
• Application Status Distribution presents a donut chart that breaks down all submitted applications by their decision status: Approved, Pending, and Rejected.
• Applications by Grade displays a bar chart showing the number of applications received from students across different class grades, helping administrators identify which grade levels have the highest participation.
• Top Performing Students lists the highest-scoring applicants by mark percentage, along with their respective class grade, providing a quick reference for merit-based evaluations.
• Monthly Scholarship Creation shows a bar chart tracking the number of new scholarships created each month throughout the year.
• Monthly Applications shows a bar chart tracking the volume of student applications submitted each month, allowing administrators to identify application trends over time.
• Monthly Financial Trends presents a line chart that tracks the financial movement of scholarship amounts on a monthly basis, giving administrators visibility into budget allocation and spending patterns across the year.