Recipient Administration
This section outlines the steps to be completed after a scholarship recipient has been selected and approved by It’s A Family Affair.
Step 1 — Verify Recipient Information
Before an award is processed, verify the selected recipient’s information and any documentation required for the scholarship.
Use the Scholarship Recipient Verification Form to document completion of this step.
Step 2 — Notify the Applicant
After final approval, the selected applicant may receive the official Scholarship Award Notification Letter.
Applicants who were not selected should also receive the appropriate notification after the selection process has been completed.
Scholarship Board members should not individually notify applicants of selection results unless authorized to do so.
Step 3 — Scholarship Award Acceptance
The selected recipient should complete the Scholarship Award Acceptance Form acknowledging the award and any applicable scholarship requirements.
Any optional permission involving photographs, publicity, testimonials, or promotional use should be handled separately and should not be required as a condition of receiving the scholarship.
Step 4 — Award Payment
Before scholarship funds are released, complete the Scholarship Payment/Disbursement Authorization Form.
The organization should maintain documentation showing:
- Recipient name
- Scholarship awarded
- Award amount
- Payment date
- Payment method
- Payee
- Required authorization
- Supporting documentation
Step 5 — Recipient Tracking
Record each scholarship award in the Scholarship Recipient Tracking Log.
The tracking record should include the scholarship name, recipient, award amount, selection date, notification date, acceptance status, and payment information.
Step 6 — Maintain Scholarship Records
Maintain the appropriate scholarship records according to the organization’s recordkeeping procedures, including:
- Application and required supporting materials
- Eligibility documentation
- Reviewer score sheets
- Conflict-of-interest and recusal records, when applicable
- Final selection and voting record
- Award notification
- Recipient verification
- Award acceptance
- Payment/disbursement documentation
Applicant and recipient records containing personal information should be kept secure and accessible only to authorized individuals.
Confidentiality
Scholarship recipient information must continue to be handled appropriately after selection. Confidential applicant information should not be published or shared publicly without appropriate authorization.
No scholarship payment should be issued until the required selection, verification, acceptance, and authorization steps have been completed.