Effective Scholarship Administration- Are You On The Right Track? Judy Florian Macomb Community College January 31, 2011

Understand Institution’s Goals  Centralize administration  Decentralize administration  Foundation structure  Development Office  Community Relations

Current 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 Efforts  Understand roles  Responsibility for procurement of scholarship dollars  Responsibility for promotion of scholarships  Responsibility for management of scholarship funds

Scholarship 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 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. 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

Guidelines  Boilerplate language  Agreement between donor and institution  Formal structure  Restricted scholarships  Endowed scholarships

Guideline Content  Description of scholarship  Options for donor  Enrollment status  Major area of study  Academic requirements  Financial need  Biography or essay  Other

Advantages of Guidelines  Consistent administration of funds  Provides ability of institution to redirect funds if necessary  Honors donors wishes  Enhances publication and promotion of funds

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

Promoting Scholarships  Website  Printed Publication  Preferred by donors  Bulletin boards around campus  Registration schedules  Student publications

Tips 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

Questions Judy Florian