Module 04 / 13 · Student lifecycle
Scholarships
Track every year’s scholarship application independently, including form completion, verification, corrections, sanction, money received and fee allocation. Keep scheme-specific requirements configurable.
Annual forms & renewalsEligibility documentsVerification & correctionsSanction & receiptsFee allocations
The working flow
What happens, step by step
- Scholarship officer records the scheme and proposed checklist.
- Student fills a fresh application or renewal for the applicable year.
- Officer checks eligibility evidence and requests any correction.
- Submitted application is tracked using its external acknowledgement.
- Officer records the sanction decision and amount from supporting evidence.
- Accounts records who received the money and how much; only college receipts can be allocated to fees.
How this connects
Reuse verified student information and link every allocation to the exact student-year fee account. A renewal never overwrites an earlier application.
One owner for every action.
The responsible office enters and maintains its records. The named verifier checks accuracy; the approver authorises decisions. Every material change retains the actor, date and reason.
Explore this workflow →The responsible office enters and maintains its records. The named verifier checks accuracy; the approver authorises decisions. Every material change retains the actor, date and reason.
Annual forms · fictional example
Do not lose the first-year form at renewal
Each row below represents a separate application with its own form, documents and history.
| Study year | Form / type | Filled | Submitted | Verified | Sanctioned | Received / applied |
|---|---|---|---|---|---|---|
| Year 1 | SCH-AS-2023 · Fresh | 05 Jul 2023 | 10 Jul 2023 | 14 Jul 2023 | ₹25,000 | ₹25,000 / ₹25,000 |
| Year 2 | SCH-AS-2024 · Renewal | 05 Jul 2024 | 10 Jul 2024 | 14 Jul 2024 | ₹25,000 | ₹25,000 / ₹25,000 |
| Year 3 | SCH-AS-2025 · Renewal | 05 Jul 2025 | 10 Jul 2025 | 14 Jul 2025 | ₹30,000 | ₹30,000 / ₹30,000 |
| Year 4 | SCH-AS-2026 · Renewal | 05 Jul 2026 | 10 Jul 2026 | 14 Jul 2026 | ₹30,000 | ₹20,000 / ₹20,000 |
Final-year follow-up: the Year 4 form is complete, submitted and verified; ₹30,000 is sanctioned, but only ₹20,000 has been received by the college and applied to fees. The scholarship desk follows up on the remaining ₹10,000. Accounts changes the fee ledger only after a verified receipt is allocated.
For longer or shorter programmes, the same component repeats for the configured duration. Years before lateral entry display “Not applicable” rather than “Form not filled”. Scheme-specific fields remain configurable.
The record specification
Fields, requirements & responsibility
Each row identifies the input, when it is needed and who is responsible.
01 / Annual application & eligibility
18 fields| Field name | Input type | Requirement | Entered by | Verified / approved by |
|---|---|---|---|---|
| Student ID | Linked record | Required | Student | Scholarship officer |
| Study year and academic session | Select | Required | Student | Scholarship officer |
| Scheme name and authority | Text | Required | Student | Scholarship officer |
| Application type | Select: fresh / renewal | Required | Student | Scholarship officer |
| Eligibility category | Select | As scheme requires | Student | Scholarship officer |
| Income certificate reference and validity | Text / date | As scheme requires | Student | Scholarship officer |
| Category / domicile certificate | File / reference | As scheme requires | Student | Scholarship officer |
| Academic result and attendance evidence | Linked record / file | As scheme requires | Student | Scholarship officer |
| Bank beneficiary name and masked account | Text | For disbursement | Student | Scholarship officer |
| Bank name and IFSC | Text | For disbursement | Student | Scholarship officer |
| Form filled? | Yes / no | Required | Student | Scholarship officer |
| Form completion date | Date | If filled | Student | Scholarship officer |
| Form submitted? | Yes / no | Required | Student | Scholarship officer |
| Application / renewal number | Text | If submitted | Student | Scholarship officer |
| Submission date and acknowledgement | Date / file | If submitted | Student | Scholarship officer |
| Submitted form copy | File | If submitted | Student | Scholarship officer |
| Required document checklist | Checklist | Required | Student | Scholarship officer |
| Documents complete? | Yes / no | Required | Student | Scholarship officer |
02 / Verification & correction
10 fields| Field name | Input type | Requirement | Entered by | Verified / approved by |
|---|---|---|---|---|
| Verification status | Select: pending / verified / correction required / rejected | Required | Scholarship officer | Designated scholarship authority |
| Verified by and date | Staff / date | When verified | Scholarship officer | Designated scholarship authority |
| Correction required? | Yes / no | Required | Scholarship officer | Designated scholarship authority |
| Correction details and deadline | Long text / date | If correction required | Scholarship officer | Designated scholarship authority |
| Resubmission date and file | Date / file | After correction | Scholarship officer | Designated scholarship authority |
| External application status | Select | Required | Scholarship officer | Designated scholarship authority |
| Sanction decision | Select: pending / sanctioned / rejected | Required | Scholarship officer | Designated scholarship authority |
| Sanction reference and date | Text / date | If sanctioned | Scholarship officer | Designated scholarship authority |
| Sanctioned amount | Currency | If sanctioned | Scholarship officer | Designated scholarship authority |
| Rejection reason | Long text | If rejected | Scholarship officer | Designated scholarship authority |
03 / Disbursement & fee allocation
12 fields| Field name | Input type | Requirement | Entered by | Verified / approved by |
|---|---|---|---|---|
| Scholarship receipt ID | Automatic ID | On receipt | Accounts | Reconciliation officer |
| Received amount | Currency | On receipt | Accounts | Reconciliation officer |
| Receipt date | Date | On receipt | Accounts | Reconciliation officer |
| Beneficiary destination | Select: college / student | Required | Accounts | Reconciliation officer |
| Bank transaction reference | Text | On receipt | Accounts | Reconciliation officer |
| Receipt verified? | Yes / no | Required | Accounts | Reconciliation officer |
| Amount allocated to fees | Currency | For verified college receipt | Accounts | Reconciliation officer |
| Target student and fee year | Linked record | For allocation | Accounts | Reconciliation officer |
| Fee credit transaction reference | Linked record | On allocation | Accounts | Reconciliation officer |
| Unallocated college receipt balance | Calculated currency | System generated | System | Reconciliation officer |
| Sanctioned amount still pending | Calculated currency | System generated | System | Reconciliation officer |
| Receipt / allocation remarks | Long text | Optional | Accounts | Reconciliation officer |
Approvals & operating rules
- Application approval and receipt confirmation are separate actions.
- Scheme eligibility, documents and renewal deadlines must be confirmed with the institute before production.
- No automatic government-portal submission is implied. External submission references are recorded in the ERP.
Keep people informed
Notifications
- Student: form pending, submission deadline and correction request.
- Scholarship officer: verification backlog and missing external acknowledgements.
- Accounts / student: sanction updates, receipt confirmation and fee allocation.
Make decisions clearly
Reports
- Year-wise forms not filled / not submitted
- Missing documents and correction ageing
- Submitted versus sanctioned applications
- Sanctioned versus received amounts
- College receipts, direct student receipts and fee allocations
Notification channels, approval thresholds and external integrations are proposed and will be confirmed with the institute. The local demonstration does not send messages.