Manage Scholarship Applications

Manage Scholarship Applications

Process student scholarship applications through the review and approval workflow.

Time required: 5-10 minutes per application

Prerequisites

• Scholarship Manager role
• Scholarship programs created
• Applications received

Application Workflow

┌───────┐    ┌───────────────────┐    ┌──────────┐
│ Draft │───▶│ Awaiting Document │───▶│ Approved │
└───────┘    └─────────┬─────────┘    └──────────┘
                       │
                       ├───▶ On Hold
                       │
                       └───▶ Rejected

View Applications

Step 1: Access Scholarship List

1. Go to OpenEduCat → Scholarship → Scholarships
2. View kanban or list view

Step 2: Filter Applications

Filter	Purpose
By Stage	See applications at each workflow step
By Type	Filter by scholarship category
By Student	Find specific student’s applications

Process an Application

Step 1: Open Application

Click on an application card or row.

Step 2: Review Details

Verify:

• Student eligibility
• Course enrollment
• Required documents

Step 3: Update Stage

Drag card to new column (Kanban) or click stage in status bar.

Stage	Action	Next Steps
Draft	Initial creation	Request documents
Awaiting Document	Waiting for student	Review when complete
Approved	Grant scholarship	Create invoice
Rejected	Decline application	Notify student
On Hold	Pending review	Further investigation
Cancel	Withdraw	Close application

Create Disbursement Invoice

After approval:

1. Open approved scholarship
2. Click Invoice button
3. System creates invoice with:
   • Sponsor as partner
   • Scholarship amount
   • Student reference

Application Fields

Field	Description
Student	Applicant
Course	Enrolled course
Batch	Student’s batch
Type	Scholarship category
Amount	Award amount
Sponsor	Funding source
Stage	Current workflow status

Field Reference

Scholarship Application

Technical Field	UI Label	Type	Notes
student_id	Student	Many2one	Required
course_id	Course	Many2one	From enrollment
batch_id	Batch	Many2one	Filtered by course
type_id	Type	Many2one	Required
amount	Amount	Integer	Award value
sponsor_id	Sponsor	Many2one	Funding source
scholarship_stages_id	Stage	Many2one	Workflow state
invoice_id	Invoice	Many2one	Disbursement invoice

Troubleshooting

Cannot change stage

Verify:

• You have manager permissions
• All required fields filled
• No validation errors

Invoice button not visible

Check:

• Application is approved
• No existing invoice
• You have manager role

Student courses not showing

Ensure:

• Student has active course enrollment
• Enrollment state is “Running”

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Related: Create a Scholarship | Scholarship Types