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  • 1.  Scholarship Allocation Timelines and Date of Gift Policies

    Posted 03-06-2025 01:31 PM
    Edited by Jayme Fancher 03-06-2025 01:31 PM

    We currently set allocations for each year based on the fund balance on 12/31 the prior year in line with our gift agreements and internal processes required to manage scholarship funds, coordinate with the scholarship office to award, and manage awards and allocations. This has at times created the need for exceptions for donors who establish a fund after the 12/31 date and wish for an immediate award. We currently use BBAM for applications and awards and manage 930+ scholarship funds for a student base of 33,000+. 

    I am curious, what processes or timeframes do others use and if anyone is willing to share answers to the following:

    • Do you have a cutoff date for gifts to be received?
    • If no cutoff date, how do you manage the flow of adding new funds?
    • If new funds are added throughout the year, but a general application for scholarships is used, how do students learn of the newly added funds?
    • Do you use a scholarship platform or an internal process (excel spreadsheet) for award tracking? 

    As we review our processes your answers will help us benchmark what seems reasonable and what may need to be reconsidered with our given platforms. 



    ------------------------------
    Jayme Fancher
    San Diego State University
    jfancher@sdsu.edu
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  • 2.  RE: Scholarship Allocation Timelines and Date of Gift Policies

    Posted 03-07-2025 01:50 PM

    Hi Jayme,

     

    At Indiana University Foundation, because of our scholarship application deadlines in BBAM, we also have a priority date of 12/31 for new funds. In the few instances where we have made an exception to this deadline, the scholarship criteria have not required application materials or questions beyond the general application and import of student data (i.e., they have been auto-match opportunities). That said, if we do need additional materials for opportunities added late in the cycle, we let BBAM identify the pool of applicants and then email the students separately alerting them to the new opportunity.

     

    Thanks,
    Alison

     

    Alison Baum (she/her)

    Sr. Director of Account Administration Services, Indiana University Foundation

    P.O. Box 500, Bloomington, IN 47402

    812-855-5794 (Office)

    iufoundation.iu.edu

     

    Please note my email is changing to abaum@iu.edu. When the transition is complete, you will no longer be able to reach me at my old email address (abaum@indiana.edu).

     

    Please begin using my new address abaum@iu.edu now. Thank you!

     

    IU Foundation logo

     

    This e-mail message, including all attachments, is private and may contain confidential and privileged information. If you are not the intended recipient, do not use, disseminate, disclose, or copy this information. Please notify the sender by reply e-mail and immediately delete this message.

     

     




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