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Scholarship Task Force Charge

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Scholarship Task Force Charge What are current processes for donor recognition, announcement of scholarship opportunities, the awarding of scholarships, and ... – PowerPoint PPT presentation

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Title: Scholarship Task Force Charge


1
Scholarship Task Force Charge
  • What are current processes for donor recognition,
    announcement of scholarship opportunities, the
    awarding of scholarships, and monitoring
    scholarship awardees?
  • How can scholarship information be more
    effectively shared with prospective awardees?
  • How do we better communicate with faculty and
    staff to make certain that all scholarship
    funding is awarded?
  • How can we effectively connect scholarship
    recipients with the donors who have provided this
    support?

2
Scholarship Task Force Membership
Kathy Lake, co-chair, Director, Enrollment
Services Mary Kay MacIver, co-chair, Associate
Director-Alumni Relations, UAM Maude Bigford,
Coordinator-Honors Program, University
College Kevin Dendel, student representative Matt
Eickhoff, Assistant Director, Student Leadership
Activities Brian Kegler, Assistant Athletic
Director, Athletics Becky Kowalkoski,
Educational Counselor, Business Rod Larsen,
Assistant Dean, Pharmacy Ron McKean, Associate
Dean, Technology Angie Mishler, Admissions
Counselor, Admissions Records Tracy Powers,
Assistant Dean, FSU-GR Christa Walker,
Advancement Services Assistant, UAM Heather
Youngs, Scholarship Programs Coordinator,
Financial Aid
3
Scholarship Task Force Subcommittees
  • Awarding and Tracking Kathy Lake, Chair
  • Marketing/Application Maude Bigford, Chair
  • Stewardship Mary Kay MacIver, Chair

4
Stewardship
stewardship, noun A process whereby an
organization seeks to be worthy of continued
philanthropic support, including the
acknowledgment of gifts, donor recognition, the
honoring of donor intent, prudent investment of
gifts, and the effective and efficient use of
funds to further the mission of the organization.
5
Donor Bill of Rights
To receive proper acknowledgement recognition
6
Current Process
Acknowledgement policy Publicity policy College
recognitions Individual department
recognitions Annual donor event Scholarship
luncheons Endowment reports
7
Marketing Application Current Process
  • Financial Aid Website
  • Selective advertising
  • -Torch
  • -MyFSU
  • -Crimson Gold (Legacy)
  • Colleges and program marketing varies

8
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9
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10
Marketing Application Current Process
  • Focus Group Notes
  • Students find the current scholarship website
    difficult and frustrating.
  • Hard to find initially and many did not know it
    existed at all
  • Cant search by major
  • Most do not have links for more information
  • Dont know what need-based means

11
Marketing Application Current Process
  • Focus Group Notes Continued
  • Categories seem too general and poorly labeled
  • Most who called Financial Aid to ask questions
    about scholarships after visiting the site said
    the person who answered could not answer any of
    their questions

12
Marketing Application Current Process
  • Focus Group Notes Continued
  • No suggestions or tips on the site on how to
    successfully apply
  • Students who spent the time to apply, including
    writing essays, often did not hear back at all.
    Some were not sure their application was received
  • Students visit once and dont return

13
Marketing Application Current Process
  • Focus Group Notes Continued
  • Other Marketing Ideas
  • Utilize Torch
  • Brochure in orientation packet
  • FSUS classes
  • Advertise on Facebook and My Space
  • Flyers
  • Encourage professors to announce in class
  • Targeted announcements that are clear
  • Scholarship workshops
  • Scholarship fair

14
Marketing Application Current Process
Focus Group Notes Continued Students were
unanimous in their desire for a unified
application system
15
Marketing Best Practices
  • Scholarship Website at our own
  • College of Technology!
  • Comprehensive
  • Applications are available as pdf files
  • Detailed information regarding each scholarship
  • Great Job!

16
Marketing Best Practices
Scholarship Web Search at Northern Michigan
University
17
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18
Title
19
Marketing Best Practices
Scholarship Workshops at University of
Washington Freshman Scholarship 101 Getting
Started in the Search for Scholarships Scholarship
201, Continuing Students The Search for
Undergraduate Scholarships and Graduate
Fellowships
20
Unified Application Best Practice
Ohio State University Scholarship Application See
handout
21
Recommendations
  • Marketing
  • Complete overhaul of the scholarship search site
    to include more detailed information about each
    scholarship, including an educational piece about
    the donor.
  • Include a FAQ section, as well as tips on how to
    apply for scholarships
  • Encourage each college to list scholarships
    similar to the COT

22
Recommendations
Marketing Timely Torch article Encourage
professors to announce scholarship availability
in class Utilize FSUS classes Hold scholarship
workshops Investigate scholarship fair Thoughtful
use of MyFSU notices Utilize Facebook and My
Space this is where our students are on a daily
basis!
23
Recommendations
Marketing continued Use all marketing internal
resources, including Bulldog Radio, flyers,
Ferris Cable channel
24
Recommendations
Develop a unified application to be used with all
scholarships university-wide
25
Awarding Process
  • Current Process
  • Endowment status is reviewed in the Spring
  • Status memo is sent to the colleges
  • Dept./Fin Aid start selection process
  • Dept. sends email to Fin Aid with recipients
    information
  • Fin Aid awards the scholarship
  • Dept. sends out notification letter to student

26
Awarding Process
  • Awarder Survey Results
  • No consistent place to get information
  • No tracking of whether a scholarship was awarded
    or not
  • Little or no communication exists

27
Awarding ProcessBest Practice
  • Penn State Annual Cycle

28
Awarding ProcessBest Practice
  • Northern Michigan University
  • Scholarship Committee

29
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30
Recommendations
  • Establish a contact person in each College
  • Send an email awarding notification form to
    appropriate contact person in the Spring (already
    developed)
  • Dept contact person forwards the form with
    selection information to Fin Aid for awarding of
    scholarship
  • Establish a University Committee to award general
    scholarships

31
Recommendations
  • Create a website for awarders on the Intranet, ie
    FAQs, Annual Cycle
  • Create tracking for scholarships that are not
    awarded or not accepted
  • Develop a process to acknowledge applications
  • Coordinator is developing a system to ensure that
    all funds are awarded

32
Internal Resources
  • Programmers
  • Tracking program for scholarships
  • Intranet website for awarders
  • Website for scholarship searches
  • Website for donors

33
Stewardship
Enough with the plaques! Show me the impact!
34
Stewardship Thank You Process
  • Current practice
  • Not required
  • No process in place to track thank you notes
  • Encouraged only at the department/awarding entity
    level
  • No unified message to encourage students to write
    thank yous
  • No guidelines available to assist them

35
Stewardship Best Practice
University of Memphis All student-athletes are
required to write up to five thank-you notes to
their donors. They do not receive their
books/grant money until they write those five
notes. The student-athletes are given a
template to work from Donors are very
appreciative!
36
Stewardship Best Practice
University of Minnesota Does not require a thank
you for the funds to be released Creates instead,
a scholarship experience for students with a
packet that contains a congratulatory letter,
background information, a note card to write the
thank you, tips on what to say, and a return
envelope to the development office
37
Stewardship Best Practice
University of Florida Requires a thank you note
and an information release form before releasing
funds See handout
38
Stewardship Scholarship Luncheons
  • Current practice
  • Lunches are selectively coordinated by
  • Alumni Office
  • Colleges
  • Departments
  • Major gift officers

39
Stewardship Best Practice
FSU College of Pharmacy Honors Convocation Donors
are invited to attend to present
awards Traditional ceremony that donors look
forward to each year Great job!
40
Stewardship Endowment Reports
See example Reports are sent in the spring with a
letter from President Eisler Contains background,
criteria, amount to award, recipient information
and contribution information
41
Stewardship Best Practice
University of Texas at Austins Donor
Connect An online reporting system developed by
UT Austin that allows donors to check the status
of their endowment and connect to recipients via
personalized messages with photos that augment
traditional thank you notes.
42
Recommendations
Development of a Comprehensive Stewardship Policy
available on the intranet to help educate faculty
and staff about the importance of speaking with
one voice. Response from awarding survey
regarding donor contact and providing that
contact information to UAM We would if it
involved them
43
Recommendations
Develop the administrative systems necessary to
begin a stepped thank you process Begin with
thank you notes strongly encouraged and move to a
thank you note required system in the
future Provide students with the necessary
support to write effective thank you notes
44
Recommendations
Examples of support Online tips for writing
thank you notes on our scholarship
website Requests for thank yous attached to the
notification letter Workshops to assist students
in writing thank you notes Providing computer
workstations, notecards and postage.
45
Recommendations
  • Establish a policy for scholarship luncheon
    support similar to the acknowledgement policy.
  • Research indicates that donors appreciate as much
    personalization as possible for luncheons
  • Private with University representative and
    student
  • Department level
  • College level

46
Recommendations
Research the feasibility of providing online
information to donors including a donor survey on
estimated usage of such a system
47
Scholarship Task Force Wrap - up
We do some things well We do some things ok We do
some things very poorly! We are not alone. Many
universities we spoke with want a copy of our
report because they face the same challenges!
Breaking new ground!
48
Scholarship Task Force Wrap - up
  • Written report will include a recommendation to
    establish an Office of Scholarships at Ferris
    State University.
  • Oversee the entire process from Stewardship to
    Marketing to Awarding

49
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