Scholarship Feature
- Sanket Shrestha
Scholarship Overview
A student scholarship is a financial award given to a student to help pay for their education. Scholarships are typically awarded based on academic merit, athletic achievement, financial need, or other criteria established by the scholarship provider. Scholarships can be awarded by a variety of organizations, such as education providers, private foundations, corporations, or government agencies. They may cover some or all of the costs of tuition, fees, books, and living expenses. Scholarships do not have to be repaid, making them an attractive source of funding for students who are looking to reduce the financial burden of their education.
Student Scholarship Setup
The "Scholarship" page allows the user to set up scholarships in a number of ways. Student scholarship can either be set up in percentage or fixed amount which can be applied either to ‘All Semester’ or a particular semester. The user can define scholarship rate per semester or a subject.
If the user selects scholarship type as ‘Percentage’ then user can enter the scholarship percentage or user can enter the amount if the selection is ‘Fixed amount’.
To add scholarship for a student, follow the instructions below:
Click Accounts > Student Payment > Summary.
To set-up scholarship, click on the Apply Scholarship icon
from the Action column. This will direct the users to the Add Scholarship page.
1. Student scholarship format
Student scholarship settings allow user to add scholarship in single format only.
For example, for one student, the user can select only one option from the following:
Scholarship Rate (%) Per Semester OR
Scholarship Rate (%) Per Subject OR
Scholarship Amount Per Semester OR
Scholarship Amount Per Subject.
In the student scholarship page, select the course to add scholarship.
Select semester for which student scholarship is getting assigned to.
Select scholarship type as ‘Percentage’ or ‘Fixed amount’.
Enter a valid scholarship rate or scholarship amount.
Note: The preceding scholarship setups can be added only with the same scholarship type similar to the first set-up since the ‘Scholarship type’ dropdown and ‘Rate’ dropdown are disabled for while adding next scholarships. Users can still add scholarships for different semesters but only with the same scholarship type combination.
To add a new scholarship for another semester, select the Semester from the ‘Semester to be Applied’ dropdown and enter the ‘Scholarship Rate’ value.
2. Student scholarship rate validation
The system will restrict users to enter scholarship rate greater than 100%. A validation text has been added to update the value.
Subject specific invoices and scholarship
Subject schedule page has been updated to show the scholarship amount linked to each subject to different invoice type.
1. Creating subject invoices for multiple subjects at the same time with separate invoice number
If user selects “Separate Invoice Number for each Subject” option, the calculated scholarship amount from the scholarship setup will be displayed under the Scholarship column for each subject. If the user updates the fee, scholarship amount will be updated accordingly.
2. Creating subject invoices for multiple subjects at the same time with one invoice number
If the user selects “Separate Installment for each Subject with one Invoice Number” option, the calculated scholarship amount from the scholarship setup will be displayed under the Scholarship column for each subject. If the user updates the fee, scholarship amount will be updated accordingly.
Student Scholarship
1. Scholarship Setup list
Student scholarship page has been updated to display the scholarship setup recorded for the student. This is for the user’s information purpose ONLY.
2. Student Scholarship Allocation
There are multiple methods of applying scholarship to the student (‘Semester scholarship’, ‘Invoice scholarship’).
Scholarship can be assigned to a list of available semesters. The user can manually select the semester and allocate scholarships amount.
Scholarship can be assigned to all available invoices. If invoices without scholarship is available in the summary page, the invoice ID and invoice amount will be available in ‘Add Scholarship’.
To assign calculated scholarship amount, users can select scholarship set. This will populate the scholarship amount based on the ‘Set’.
To assign scholarship amount manually, select the option ‘Manually Set’ from the ‘Scholarship Set’ dropdown, then enter valid scholarship amount.
Click on ‘Add Scholarship’ to add scholarship to the invoice
OR while creating invoice from the Subject Schedule feature, the scholarship is Subject schedule page has been updated to show the scholarship amount linked to each subject to different invoice type.
Processing Student Scholarship – Pre 2024
1. Processing Invoice Scholarship
In existing version of scholarship feature, the processing amount is shown as invoiced amount. The amount received is calculated deducting the scholarship amount and this is the actual bank deposited amount.
Under Payment schedule, click on Pay Schedule Fee.
Click on payment schedule to view the Semester Scholarship Allocated amount.
Note: Semester Scholarship Allocated amount is sum of Semester Scholarship and Invoice Scholarship amount.
The amount received will be calculated deducting the scholarship amount from the processing amount.
After processing the transaction, the payment record is displayed with the scholarship amount.
The student scholarship used amount is updated which is the total scholarship amount applied to the invoice.
2. Student Portal
Students can view scholarship amount linked with individual invoices in the View Your Payment Information page. On clicking the pay now link, the amount to pay will be shown on the payment detail.
Note: The system displays the amount to be paid by the student which is not editable.
Unused or unprocessed scholarship is displayed as ‘Available Scholarship’ is displayed under the student course payment summary page.
Note: Students cannot use or process scholarships. Scholarship amounts are for view purpose only.
Processing Student Scholarship – Post 2024
1. Processing Invoice Scholarship
The system automatically applies Student Scholarship linked with invoices while paying the schedule fee.
Under Payment schedule, click on Pay Schedule Fee.
If invoice Id is linked with any scholarship amount, the amount will be available under the Scholarship column.
The processing amount is auto calculated as scholarship amount deducted from the invoiced amount.
After processing the transaction, the payment record is displayed with the scholarship amount.
The student scholarship used amount is updated which is the total scholarship amount applied to the invoice.
2. Resetting used scholarship
The post 2024 scholarship feature allows users to reset used scholarship to remove processed scholarship from the invoice.
Reset icon can be visible in transactions that have used scholarship. This allows to delete scholarship from the invoice without having to delete the Invoice as a whole.
Scholarships can be reset in the following steps:
Click on the “Reset” icon and, the confirmation pop-up window is shown to confirm reset action.
By clicking ‘Confirm Reset’ button, the scholarship amount is reset, and the student paid amount is updated as invoice fee minus the scholarship amount.
On the “Student Scholarship” page, the scholarship used amount is reset and is set to 0.
Note: Users can again process the scholarship for the invoice, if required.
3. Student Portal
Students can view scholarship amount linked with individual invoices in the View Your Payment Information page. On clicking the pay now link, the amount to pay will be shown by deducting the scholarship amount from the Fees amount.
Note: The system displays the remaining amount to be paid by the student which is not editable.
Unused or unprocessed scholarship is displayed as ‘Available Scholarship’ is displayed under the student course payment summary page.
Note: Students cannot use or process scholarships. Scholarship amounts are for view purpose only.
Student Scholarship Processing Logic – Pre 2024 VS Post 2024
1. Pre 2024 scholarship Logic
In pre 2024 version of scholarship feature, the processing amount is shown as invoiced amount, with the amount received calculated after deducting the scholarship amount. For the invoice processing amount linked with a scholarship, there was some manual calculation required potentially leading to confusion. The Pay Fees feature in the student portal allows students to pay the full invoice amount without displaying scholarship-related information, leading to manual calculations by staff for excess amounts paid.
The Pay Now feature enables Student to pay the invoice amount from the Student Portal. The amount to pay will be shown as full invoice amount. The student must pay the full invoice amount and system doesn’t provide any scholarship related information.
Note: The staff manually calculates the excess amount paid by the student and record it as student credit.
2. Post 2024 scholarship Logic
With the post 2024 version of scholarship feature, the processing amount is calculated by deducting scholarship amount from the invoiced amount. Furthermore, if the invoice is partially paid, it deducts the amount and shows the final processing amount automatically.
This process provides clear idea about actual amount to be paid by the student and avoids manual calculation for staff.
The Pay Now feature enables Student to pay the invoice amount from the Student Portal. The scholarship amount will be shown along with the invoice fee. The amount to pay will be shown deducting scholarship amount from the invoiced amount. This is the actual amount to be paid by student.
Turning post 2024 scholarship setting on to the existing clients
Post 2024 scholarship setting will be turned on in existing client sites only if client makes a request.
When the post 2024 scholarship setting is turned on for the existing client who are using the pre 2024 scholarship feature, the following changes will be seen by the user:
The interface update on staff portal: Scholarship amount will be shown on the same invoice row while processing the fee.
As the processing amount is different, the client may have to update the invoice templates to display the remaining invoice amount (Full invoice amount – Scholarship)
Update on Student portal: The scholarship amount linked to the invoice will be shown on the interface and while paying the fee, the fee to pay is shown by deducting scholarship amount.
A reset icon will be visible on transactions that have used scholarship. The user scholarship will be reset.
Student scholarship page will display the scholarship setup recorded for the student. This is for the user’s information purpose ONLY.