Step 1 - Set Up Scholarship Automatch Components and Test

For information on building scholarship criteria, configuring your GOapply Settings for automatch, and setting up the Opportunity/Phase, please reference the GOapply - Scholarship Automatching Knowledge Article.

After all components have been set up, make sure to thoroughly test your automatch Opportunity. For more information, please reference the GOapply Testing Best Practices Knowledge Article.

  Step 2 - Publish Opportunity 

  Step 3 - Monitor Status Tracking Records and Requests During Scholarship Cycle

During the open scholarship cycle, we recommend monitoring GOapply Status Tracking records for this Opportunity using view(s) so you can track drafts, scholarships in progress, and any errors. 

If you would like to send email reminders as the application deadline approaches, you may choose to run the GOapply Send Individual Application Reminder Email workflow. This is an on-demand out of the box workflow that sends an email from the Foundation Contact listed on the GOapply Settings to the GOapply User. It references the Email Template GOapply -- Individual Applicant Reminder Email, which can be customized as needed. 

  Step 4 - Internal Review and Assign to Review Group

Once the application deadline has passed - or for rolling dockets, when your board/committee/review group is ready to review applications - we recommend first completing an internal review of the Requests created upon submission.

To do this, you may choose to utilize the Pending Scholarship Requests System View (access through the Requests table). Alternatively, you may choose to create your own view of Requests filtered to your specific Opportunity, which includes any relevant columns you want to quickly review directly from the view in bulk.

If you would like to mark which Requests have been internally reviewed before assigning to a Review Group, you can use the Review Complete field found on the Process tab of a Request. If you review from a view, you can select all and click the pencil icon to mark them all Review Complete = Yes in bulk.

 

After you have completed an initial internal review, you are ready to create Review Group(s) and assign the appropriate applications for review. 

If a unique group of people will be reviewing applications for each scholarship (i.e. the Tenn family will be reviewing all applications from students eligible for the Tenn Scholarship, etc.) you will create a Review Group for each Scholarship. If one group of individuals will be reviewing all submissions, you will create one Review Group that is not related to a specific Scholarship. 

For Scholarship specific Review Groups, you can choose the related Scholarship record:

 

If a Scholarship is selected, when applications are assigned to the review group, any supplemental forms will be added to the Attachments tab of GOapply Reviewer. This also allows you to add all pending requests where the student has opted in to a specific scholarship in bulk.

There are several ways to add submissions to the Review Group. For auto-match scholarship Requests, you may choose to utilize the +Add Pending Requests button accessed directly from a Review Group to add all Requests where the student has opted in to the specific Scholarship in bulk. If you plan to do this and are using the Scholarship Automatch feature within akoyaGO CRM, you must update the Requested Scholarships from a Status Reason of Eligible to Opted In for this to work properly. 

Alternately, you may choose to add submissions directly from the Requests table or Requested Scholarship table. 

Please see the GOapply Reviewer Administrator Guide Knowledge Article for more information (including screenshots) on:

• Creating Review Groups 
• Adding Submissions to Review Groups
• Reviewer Reports (accessing the Reviewers' responses)

  Step 5 - Processing Requested Scholarships

Once it has been decided which scholarships will be awarded, you are ready to start entering this data in akoyaGO. The first step is to process the Requested Scholarship records. 

For each scholarship that the student will be awarded, enter an Awarded Amount. The Status Reason will automatically update to Approved:

Continue working your way through Requested Scholarships for this Request. You can click on the Record Set Navigator icon to open the full list for this Request. Move on to the next Requested Scholarship: 

If the student is NOT receiving a scholarship, enter the Awarded Amount as $0 to signify you have reviewed this Requested Scholarship and the student will not be receiving it. Note the Status Reason of the Requested Scholarship does not change if no funds are being awarded:

 

From Scholarships

If you prefer to work by Scholarship, open the related Scholarship record > Requested Scholarships tab:

Sort or filter to view Requested Scholarships for Request Status = Pending or In Review. Open the first Requested Scholarship. 

Enter Awarded Amounts for any students receiving this scholarship. Enter the Awarded Amount as $0 for any students who are not receiving this scholarship. These are the same steps listed above, but instead of working from the Request (i.e., this student is receiving Scholarship A, B, C), you are working from the Scholarship (i.e., this Scholarship is being awarded to Student 1, 2, 3). 

  Step 6 - Approve/Deny Request (Approve - Requested Scholarships)

After all Requested Scholarships have an Awarded Amount entered, you are ready to Approve/Deny the Requests. For students receiving scholarships, using the Approve - Requested Scholarship will sum all approved Requested Scholarships and create payment(s) for each one. Process Payment(s) as normal.

For detailed instructions (including screenshots), see the Approving/Denying a Request and Processing Payments Knowledge Article.

  Step 7 - Advance to Later Phases

If there are later phases the student will need to complete via GOapply, such as an award agreement and/or report(s), advance the user to the next GOapply phase. For detailed instructions (including screenshots), see the: GOapply: Advancing to the Next Phase Knowledge Article.

If you have advanced the student to an Award Agreement phase, the Agreement Received field will automatically update when the student submits the related status tracking record via GOapply. You can use view(s) to manage and track Requests where Agreement Received does not contain data. You may want to add additional criteria to your views, such as filtering for a specific GOapply Opportunity. 

If you have advanced the student to an Interim Report or Final Report phase, a Requirement record will also be created. This Requirement will automatically be marked as received when the related status tracking record is submitted via GOapply. You can use views to manage and track outstanding Requirements. 

  Step 8 - Notification

Every organization can choose how they would like to notify students of approval/denial, and methods vary (e.g., custom workflows to send emails, letters, etc.) If you are sending letters by mail, akoyaGO recommends using a Letter Template. More information on Letter Templates can be found here: Generating Letters in CRM