Configure Scholarship Types
Configure Scholarship Types
Create and manage scholarship type definitions that specify award amounts and categorize scholarships for your institution.
Time: 2–3 minutes per type Module: OpenEduCat Scholarship Enterprise Permissions: Scholarship Manager
Prerequisites
- Scholarship module installed and configured
- Scholarship Manager role assigned
- Access to OpenEduCat → Scholarship menu
Overview
Scholarship types serve as templates that define:
- Name: Category or program name (e.g., “Merit Scholarship”, “Need-Based Aid”)
- Amount: Default award value for scholarships of this type
- Company: Organization offering the scholarship (multi-company support)
When creating individual scholarship applications, users select a type to auto-populate the amount and categorize the award.
Steps
1. Access Scholarship Types
- Navigate to OpenEduCat → Scholarship → Scholarship Types
- View the list of existing scholarship types
2. Create a New Scholarship Type
- Click New to open the form
- Complete the required fields:
| Field | Action |
|---|---|
| Name | Enter the scholarship type name (max 64 characters) |
| Amount | Enter the award amount (must be greater than 0) |
| Company | Select the company (for multi-company setups) |
- Click Save
3. Edit Existing Types
- Click on a scholarship type from the list
- Modify the fields as needed
- Click Save
4. Archive Unused Types
- Open the scholarship type to archive
- Click Action → Archive, OR
- Toggle the Active field to unchecked
- The type will no longer appear in dropdown selections
Example Scholarship Types
| Name | Amount | Description |
|---|---|---|
| Merit Scholarship | 5000 | For academic excellence (GPA > 3.5) |
| Need-Based Financial Aid | 3000 | Income-based assistance |
| Athletic Scholarship | 4000 | Sports achievement awards |
| STEM Excellence Award | 6000 | Science and technology focus |
| Community Service Grant | 2500 | Volunteer work recognition |
| Government Scholarship | 1500 | Government-funded programs |
| Special Scholarship | 2000 | Institutional discretionary awards |
Field Reference
Scholarship Type Model (op.scholarship.type)
| Field | Technical Name | Type | Required | Description |
|---|---|---|---|---|
| Name | name | Char(64) | Yes | Scholarship type name |
| Amount | amount | Integer | Yes | Award amount (must be > 0) |
| Company | company_id | Many2one | No | Company for multi-company |
| Active | active | Boolean | No | Archive toggle (default: True) |
Validation Rules
Amount Validation
The system enforces that the amount must be greater than 0:
ValidationError: "Amount must be greater than 0"This prevents creating scholarship types with zero or negative values.
Using Scholarship Types
In Scholarship Applications
When creating a scholarship application:
- Select a Scholarship Type from the dropdown
- The type’s amount becomes the default for that application
- The amount can be adjusted per-application if needed
Filtering and Reporting
- Group scholarship applications by type for analysis
- Filter applications to view specific scholarship programs
- Track total disbursements per scholarship type
Search and Filter Options
Searchable Fields
- Name
- Amount
Filters
- Archived: Show inactive scholarship types
Group By
- By Name
- By Amount
Multi-Company Considerations
In multi-company environments:
- Each company can define its own scholarship types
- Types are filtered by user’s current company
- Cross-company scholarships require appropriate permissions
Troubleshooting
| Issue | Cause | Solution |
|---|---|---|
| ”Amount must be greater than 0” | Zero or negative value entered | Enter a positive amount |
| Type not appearing in dropdown | Type is archived | Unarchive the type |
| Cannot create type | Missing manager permissions | Request Scholarship Manager role |
| Duplicate name allowed | No uniqueness constraint | Use descriptive unique names |
Best Practices
- Naming conventions: Use clear, descriptive names that identify the scholarship program
- Amount accuracy: Set amounts that reflect actual award values
- Regular review: Periodically review and archive obsolete types
- Documentation: Include scholarship criteria in external documentation
Sequence Integration
When scholarship applications are created, they receive automatic sequence numbers:
- Format:
S-0001,S-0002, etc. - Prefix:
S- - Padding: 4 digits
This provides unique identifiers for tracking applications.
Related Tasks
Security Notes
| Role | Capabilities |
|---|---|
| Scholarship User | Read-only access to scholarship types |
| Scholarship Manager | Full CRUD access to create, edit, delete types |
Only Scholarship Managers can create or modify scholarship types. Users can view types when creating applications.
Demo Data
The module includes sample scholarship types for testing:
| Type | Amount |
|---|---|
| Government Scholarship | 1500 |
| Special Scholarship | 2000 |
These can be modified or archived after initial setup.