Effective Scholarship Administration-Effective Scholarship Administration-Are You On The Right Track?Are You On The Right Track?

Judy Florian

Macomb Community College

January 31, 2011

Understand Institution’s Understand Institution’s GoalsGoals

Centralize administration Decentralize administration Foundation structure Development Office Community Relations

Current AssessmentCurrent Assessment

Review existing procedures and funds Assess what information you have and

what is missing Create formal structure of scholarship

management Create and adopt language to protect

institution if funds need to be redirected

Coordination EffortsCoordination Efforts

Understand roles Responsibility for procurement

of scholarship dollars Responsibility for promotion of

scholarships Responsibility for management

of scholarship funds

Scholarship ManagementScholarship Management

Collection of scholarship applications Selection of candidates Matching to donor criteria Notification to recipients/non-

recipients Coordination with other aid Reconciliation of accounts

Donor RelationsDonor Relations

Educate donor on options Guidelines of eligibility criteria

Don’t make too restrictive Donor wants funds to be spent Donor-selected can be problematic

Endowed vs. RestrictedEndowed vs. Restricted

Determine institution’s policies on endowed vs. restricted funds

Macomb: Restricted: Minimum commitment of

$500 a year for three or more years Endowment: $15,000 minimum One time gift or pledge over 3-5 years

GuidelinesGuidelines

Boilerplate language Agreement between donor

and institution Formal structure Restricted scholarships Endowed scholarships

Guideline ContentGuideline Content

Description of scholarship Options for donor

Enrollment status Major area of study Academic requirements Financial need Biography or essay Other

Advantages of GuidelinesAdvantages of Guidelines

Consistent administration of funds Provides ability of institution to

redirect funds if necessary Honors donors wishes Enhances publication and promotion

of funds

ChallengesChallenges

Working with academic units Donor selection committees Updating staff on changes Timely communications

Promoting ScholarshipsPromoting Scholarships

Website Printed Publication

Preferred by donors Bulletin boards around campus Registration schedules Student publications

Tips for SuccessTips for Success

Thorough research of current procedures

Include all departments and areas of study in process

Continuous contact with development/foundation office

Reduce restrictive language in guidelines

Encourage donor and student contact

QuestionsQuestions

Judy Florian586.445.7535florianj@macomb.edu