How do you record Scholarship winners in your database?

Bradley Henry · March 2018

I am looking for advice on the best way to record scholarship winners in the RE database.

I would like to be able to record on the individuals record,

What scholarship they recieved.

What year they received it.

We have some students that have received multiple scholarships so it needs to be something that they can have multiple of.

Cheers, lokk forward to reading your responses.

Bradley, ANU Canberra.

Aaron Rothberg · March 2018

Hi Bradley-

At my previous institution, we tracked scholarships through Individual -> Fund Relationships. If, say, a student received a scholarship from our Athletics Fund, we would create a relationship between the student and the Athletics Fund with the Date From and Date To spanning the semester they received the scholarship. Using this method allowed us to track a student's many scholarships as well as tracking if the student received the same scholarship many times and we could query from either the student perspective or the Fund perspective.

One major downside to this, you need a 3rd party product to create Relationships between Constituents and Funds. We used ImportOMatic. Importacular may also have this functionality, but I don't think you can access that functionality with the free version.

Kristin White · March 2018

Bradley Henry:

I am looking for advice on the best way to record scholarship winners in the RE database.

I would like to be able to record on the individuals record,

What scholarship they recieved.

What year they received it.

We have some students that have received multiple scholarships so it needs to be something that they can have multiple of.

Cheers, lokk forward to reading your responses.

Bradley, ANU Canberra.

We record them as Education Attributes in the Indiv record. Can have multiples. We put the Scholarship Name in Description field; Date Awarded in Date field and use Comments for the Award Amount.

Christine Cooke 2 · March 2018

Bradley Henry:

I am looking for advice on the best way to record scholarship winners in the RE database.

I would like to be able to record on the individuals record,

What scholarship they recieved.

What year they received it.

We have some students that have received multiple scholarships so it needs to be something that they can have multiple of.

Cheers, lokk forward to reading your responses.

Bradley, ANU Canberra.

I have always recorded those in Education Attributes with a category of Scholarship, description drop down with the name of the scholarship and in comments the academic year it was received. Easy to pull lists and you can do as many as you want/need

Katherine Mannion · March 2018

We do the same as Aaron described, Individual -> Fund Relationship. This method also allows us to create a relationship between the Fund and the Scholarship Contact, usually an Alum. Then we can use this data to have students write thank you notes directly to their benefactor.

Elizabeth Rich · March 2018

We get the students along with their majors and class years with the scholarship name on a spreadsheet from the Financial Aid Office. I masage the spreadsheet and then import the name, class and major as an attribute on the fund record. We don't import students as constituents unless they graduate or give.

Bradley Henry · March 2018

Aaron Rothberg:

Hi Bradley-

At my previous institution, we tracked scholarships through Individual -> Fund Relationships. If, say, a student received a scholarship from our Athletics Fund, we would create a relationship between the student and the Athletics Fund with the Date From and Date To spanning the semester they received the scholarship. Using this method allowed us to track a student's many scholarships as well as tracking if the student received the same scholarship many times and we could query from either the student perspective or the Fund perspective.

One major downside to this, you need a 3rd party product to create Relationships between Constituents and Funds. We used ImportOMatic. Importacular may also have this functionality, but I don't think you can access that functionality with the free version.

Thanks Aaron, we have importOmatic so creating the relationship links shouldn't be too diffucult once I have a datafile that I can use

Shelley Nappier 2 · March 2018

Bradley Henry:

I am looking for advice on the best way to record scholarship winners in the RE database.

I would like to be able to record on the individuals record,

What scholarship they recieved.

What year they received it.

We have some students that have received multiple scholarships so it needs to be something that they can have multiple of.

Cheers, lokk forward to reading your responses.

Bradley, ANU Canberra.

Hi Bradley,

We use both fund relationship and Education Attribute. Our education attribute is setup with Category: Scholarships, Description = $ amount awarded; date is date awarded and comments is the fund #. Using the fund # in the comments section allows us to be consistant in data entry as all of our fund #'s consist of four numbers. We use the fund relationship for thank you letters from the students to donors. We have recently installed the Alumni Module and we are just getting into how this will change our current procedures. What I know so far is the checkbox on the education tab on Bio1 ...goes away and so does the educaton information. The Alumni Module turns education information into "relationships".

Christy Hill · March 2018

Hi Bradley,

We use both fund relationship and Education Attribute. Our education attribute is setup with Category: Scholarships, Description = $ amount awarded; date is date awarded and comments is the fund #. Using the fund # in the comments section allows us to be consistant in data entry as all of our fund #'s consist of four numbers. We use the fund relationship for thank you letters from the students to donors. We have recently installed the Alumni Module and we are just getting into how this will change our current procedures. What I know so far is the checkbox on the education tab on Bio1 ...goes away and so does the educaton information. The Alumni Module turns education information into "relationships".

We use education attributes to track scholarships as well. A note on the Alumni Module...Once you make an education record "primary", the bio 1 check mark and link become active again.

How do you record Scholarship winners in your database?

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