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Scholarships

Scholarships are financial aid provided to students based on specific criteria to support their educational expenses. In CampX, scholarship management allows administrators to track, allocate, and manage scholarship funds received from government sources and other sponsors for eligible students.

The Scholarships module helps institutions manage scholarship disbursements efficiently, ensuring transparent tracking of funds received and distributed to students. This system supports both merit-based and category-based scholarship allocation as per government guidelines.

Key Features​

  • Government Scholarship Tracking: Track scholarships allocated by government based on caste/quota categories and entrance examination ranks.

  • Attendance & Credits Criteria: Monitor student eligibility based on attendance requirements and credit completion for scholarship continuation.

  • Year-wise Allocation: Manage scholarship distribution on annual basis rather than semester-wise allocation.

  • UTR Tracking: Record Unique Transaction Reference numbers for all scholarship transactions for audit compliance.

  • Comprehensive Student Records: View detailed scholarship history and status for each student recipient.

To access the Scholarships module:

  1. Navigate to the main menu on the left side of the screen.

  2. Click on Payments to expand the payments submenu.

  3. Select Scholarships from the dropdown menu.

This will open the scholarships management interface displaying the list of students and their scholarship details.

Managing Scholarship Details​

Viewing Student List​

When you access the Scholarships module, you will see a comprehensive list of students with their scholarship information displayed in a tabular format. The list includes:

  • Student identification details
  • Current scholarship status
  • Allocated amounts
  • Payment history

Viewing Individual Student Details​

To view detailed scholarship information for a specific student:

  1. Locate the student in the displayed list.

  2. Click on the 'View' (eye) icon next to the student's name.

  3. The system will display comprehensive scholarship details including:

    • Total scholarship amount allocated
    • Payment history and dates
    • UTR reference numbers
    • Remarks and notes

Adding Scholarship Details​

To add new scholarship information for a student:

  1. From the student details view, click the 'Add Received Scholarship Details' button.

  2. In the form that appears, enter the following information:

    • Scholarship Amount: Enter the exact amount of scholarship received
    • UTR Number: Input the Unique Transaction Reference number from the payment transaction
    • Remarks: Add any relevant notes or comments about the scholarship

  3. Review all entered information for accuracy.

  4. Click 'Submit' or 'Save' to record the scholarship details.

Editing Scholarship Information​

To modify existing scholarship details:

  1. Navigate to the student's scholarship record.

  2. Click on the 'Edit' icon corresponding to the scholarship entry you want to modify.

  3. Update the required fields:

    • Modify scholarship amount if necessary
    • Update UTR number if corrected
    • Edit or add remarks as needed

  4. Save the changes to update the scholarship record.

Scholarship Eligibility Criteria​

Government-Based Allocation​

Scholarships are typically allocated through two primary mechanisms:

Category-Based Allocation

  • Scholarships allocated based on caste/quota categories as per government norms
  • Includes SC/ST/OBC and other reserved category scholarships
  • Eligibility determined by student's category verification documents

Merit-Based Allocation

  • Scholarships awarded based on entrance examination ranks
  • Merit scholarships available irrespective of caste or quota considerations
  • Rank-based allocation as per government scholarship schemes

Academic Requirements​

Attendance Criteria

  • Students must maintain minimum attendance requirements as specified by the institution
  • Failure to meet attendance criteria may result in scholarship denial or discontinuation

Credit Requirements

  • Students must complete required academic credits for each academic year
  • Insufficient credit completion may affect scholarship eligibility for subsequent years

Annual Allocation Policy​

  • Scholarships are distributed on a year-wise basis, not semester-wise
  • Annual assessment of student eligibility before scholarship renewal
  • Year-end evaluation of academic performance for continued eligibility

Expected Results​

After completing scholarship management tasks, you should expect:

  • Accurate Record Keeping: All scholarship transactions recorded with proper UTR references and amounts.

  • Transparent Tracking: Clear visibility of scholarship fund flow from receipt to student disbursement.

  • Compliance Documentation: Proper documentation for audit purposes with all required transaction details.

  • Student Notification: Students are informed about their scholarship status and any required actions.

  • Report Generation: Ability to generate comprehensive reports on scholarship distribution and utilization.

Common Issues & Solutions​

Issue: Unable to find student in scholarship list

  • Solution: Verify student enrollment status and check if student meets basic eligibility criteria for scholarships.

Issue: UTR number not accepted by system

  • Solution: Ensure UTR number format is correct and hasn't been previously used for another transaction.

Issue: Scholarship amount calculation discrepancy

  • Solution: Cross-verify with government scholarship allocation letters and confirm calculation based on fee structure.

Issue: Student scholarship denied despite meeting criteria

  • Solution: Review attendance and credit completion records; verify all eligibility documents are properly submitted.

Issue: Unable to edit scholarship details

  • Solution: Check user permissions for scholarship management; ensure you have appropriate administrative access.

Best Practices​

  • Regular Monitoring: Continuously monitor student attendance and academic progress to ensure continued scholarship eligibility.

  • Documentation: Maintain proper documentation of all scholarship-related communications and approvals.

  • Timely Updates: Update scholarship records promptly upon receiving government disbursements.

  • Verification: Always verify UTR numbers and amounts before finalizing scholarship entries.

  • Communication: Keep students informed about their scholarship status and any actions required from their end.

Useful Tips
  • Set up regular reminders for scholarship renewal deadlines to ensure timely processing.
  • Maintain a backup of all UTR numbers and transaction details for audit purposes.
  • Create student notification templates for common scholarship-related communications.
  • Regularly reconcile scholarship amounts with government disbursement records.
Important Note

Scholarship eligibility and amounts are subject to government policies and may change based on updated guidelines. Always refer to the latest government circulars for current scholarship schemes and criteria.

Support​

Need Help?
Access Support Portal from the footer and click on "Login with CampX."