Students are the life-blood of our university. As the cost of education rises, scholarships are increasingly important because they help us to retain the best students by removing financial barriers of attendance.
| Stewardship Practice | Owner** | Notes/Frequency |
|---|---|---|
| Pull Stewardship PREP report | Scholarship Administrator | Before beginning of awarding cycle |
| Gather thank you notes and post-award documentation | Scholarship Administrator | Based on unit awarding cycle. Recommend collecting notes a month after awards are finalized |
| Notify WFAA Development Liaison of Scholarship Recipients* | Scholarship Administrator | Provide first/last name, and Student EMPL ID Transmit via agreed method (CSA, Stewardship PREP report, excel etc.) |
| Record Scholarship Recipient Names in ABE | WFAA Development Support | |
| Review thank you notes for appropriateness | Scholarship Administrator | |
| Notify donor(s) of scholarship recipient name, send thank you notes, additional information on students, and/or statement from leadership. Send a copy to WFAA Development Liaison | Scholarship Administrator | Use completed Stewardship PREP report |
| Record stewardship package in ABE and send correspondence to OnBase | WFAA Development Support | |
| Coordinate additional donor stewardship as appropriate. Copy WFAA Development Liaison on stewardship communications | WFAA and Unit Advancement Teams | Donor-Student Meetings Scholarship Reception |
*Refer to FERPA and NCAA Compliance Regulations
**S/C/U staff should partner with their WFAA advancement colleagues to determine roles and responsibilities to maximize their stewardship efforts for their particular areas
Planning Tools
- Stewardship Checklist – Biomedical Engineering
- Departmental Recommendations for Scholarship Stewardship
Process
- Stewardship Template Overview
- Impact Report – Recipient
- Undergraduate Audit
- Undergraduate Workplan Template
Samples
Communication to Donors
- Recipient Profile Packet – Biochemistry
- Student Notification Letter Template
- Recipient Thank You Letter – Intl Studies
- Recipient Thank You Letter – L&S Honors
- Recipient Thank You Letter – Thomas Parker Scholarship
- Impact Report – SOHE
- Impact Report – Successworks
Communication to Students
- Thank You Letter Writing Guide – Undergraduate Awards
- Thank You Letter Writing Guide – L&S Honors
- Undergraduate Support – Customizable Thank You Letter Writing Instructions
- Scholarship Award Letter – L&S (Living Donor) | Scholarship Award Letter – L&S (No Living Donor)
- Scholarship Award Letter – EGR
- Undergraduate Best Practices Guidelines