On behalf of the North Carolina Community Foundation, thank you for serving as a scholarship administrator. We awarded $1.3 million in scholarships in 2023, and could not have done it without you!
Your Role
As a scholarship administrator, you are critical to enriching the lives of North Carolinians through access to higher education. An effective scholarship administrator will:
Understand NCCF policies and procedures.
Uphold the specific criteria of the scholarship you administer.
Promote the scholarship opportunity and ensure equal access to information for all who are eligible.
Support NCCF’s IRS-required responsibilities by following rules and regulations.
Operate a fair and equitable process for making scholarship awards.
Our Commitment
To ensure the success of volunteer scholarship administrators and the programs you serve, NCCF will:
Support you in administering an exemplary scholarship program.
Provide clear and accurate information about our funds and programs.
Respond to your inquiries and correspondence promptly.
Understand emerging educational trends and financial aid requirements.
Maintain ongoing partnerships with scholarship administrators, fundholders, students, and educational institutions.
Resources
NCCF is committed to supporting you. Below are important resources to guide you in administering your scholarship.
We highly recommend you print out and use this checklist to help keep you on track throughout the scholarship season.
The universal application is an online application form that will allow students to apply for multiple NCCF scholarships using a single application beginning in January 2024. The universal application will be used by about 130 NCCF scholarships and will provide students with an easier and more efficient scholarship application experience. Learn more about the universal application and the changes.
NCCF’s standard policy is to annually distribute 5% of each scholarship fund’s average balance from the past three years. All scholarship administrators are sent an email at the beginning of the year indicating the amount available for spending based on the current 5% distribution rate. Learn more about our distribution practices.
Follow these instructions for using NCCF's online system to review applications. Review the slides.
Promotional Toolkit
Your promotion of the scholarship opportunities and awards is critical to the scholarship’s success! In our toolkit, you will find templates for flyers, press releases, emails, texts and social media posts. Check out the toolkit.
Scholarship Committee Form – Use this form to list individuals filling the required slots on the selection committee for your scholarship. You will receive the form from NCCF via email in mid-January and you must complete and submit it to NCCF by Feb. 15, 2024. This document is required so NCCF can approve committee appointments as required by the IRS. If you do not receive a Scholarship Committee Form in January, please contact scholarships@nccommunityfoundation.org.
Scholarship Recommendation and Minutes Form – This form is used to note the scholarship committee’s award recommendations and document minutes from the selection meeting. This form is due by May 31, 2024. The sooner we receive this information, the sooner we can send an award check to the student’s college or university. A few reminders:
Be sure to complete both pages.
Committee minutes are required for scholarships to be processed.
Please complete all the required information. It is critical that rationale for selection and documentation of the presence or absence of conflicts of interest are included.
We encourage Scholarship Administrators to notify all applicants of the committee’s decision soon after materials are submitted to NCCF. Review templates of award and decline emails that you can customize and use.
Once a scholarship is approved for award, NCCF sends an email to the recipient, confirming their award and providing instructions for how to accept their award.
Students are required to complete a Scholar Information Form and submit it via their account on the NCCF Scholarships Portal before scholarship checks are issued. Students who do not submit their online form by Aug. 31, 2024, may have to forfeit their scholarship.
Upon submission of the Scholar Information Form, NCCF issues scholarship checks directly to colleges and universities. Awards will be paid in one check, but the college or university will split the amount equally between the fall and spring semesters. Review a sample of the Scholar Information Form.
{"tinyMCE_dummy":"","title":"For administrators","url":"\/apply\/scholarships\/for-administrators","meta":{"title":"","description":"","excludeFromSitemap":"No"},"ordinal":1,"content":"<p>On behalf of the North Carolina Community Foundation, thank you for serving as a scholarship administrator. We <a href=\"https:\/\/nmcdn.io\/e186d21f8c7946a19faed23c3da2f0da\/7868d48393ef4e3bb7bca8cdf7bc2f20\/files\/Scholarship-Fact-Sheet-2023-updated.pdf\">awarded $1.3 million in scholarships<\/a> in 2023, and could not have done it without you!<\/p>\r\n<h2>Your Role<\/h2>\r\n<p>As a scholarship administrator, you are critical to enriching the lives of North Carolinians through access to higher education. An effective scholarship administrator will:<\/p>\r\n<ul>\r\n<li>Understand NCCF policies and procedures.<\/li>\r\n<li>Uphold the specific criteria of the scholarship you administer.<\/li>\r\n<li>Promote the scholarship opportunity and ensure equal access to information for all who are eligible.<\/li>\r\n<li>Support NCCF’s IRS-required responsibilities by following rules and regulations.<\/li>\r\n<li>Operate a fair and equitable process for making scholarship awards.<\/li>\r\n<\/ul>\r\n<h2>Our Commitment<\/h2>\r\n<p>To ensure the success of volunteer scholarship administrators and the programs you serve, NCCF will:<\/p>\r\n<ul>\r\n<li>Support you in administering an exemplary scholarship program.<\/li>\r\n<li>Provide clear and accurate information about our funds and programs.<\/li>\r\n<li>Respond to your inquiries and correspondence promptly.<\/li>\r\n<li>Understand emerging educational trends and financial aid requirements.<\/li>\r\n<li>Maintain ongoing partnerships with scholarship administrators, fundholders, students, and educational institutions.<\/li>\r\n<\/ul>","excerpt":"","media":0,"custom":{"blocks":{"blocks":[{"fieldset":"9a2c8836701c4608b7a82a5f971b54ea","fieldset_slug":"_accordion","title":"Resources","description":"NCCF is committed to supporting you. Below are important resources to guide you in administering your scholarship.","item_title_1":"Scholarship procedures checklist","item_content_1":"<p>We highly recommend you print out and use <a title=\"Scholarships Checklist\" href=\"https:\/\/nmcdn.io\/e186d21f8c7946a19faed23c3da2f0da\/7868d48393ef4e3bb7bca8cdf7bc2f20\/files\/Scholarship-Checklist-2024-FINAL-Web.pdf\" target=\"_blank\">this checklist<\/a> to help keep you on track throughout the scholarship season.<\/p>","item_title_2":"Information students need to apply","item_content_2":"<p>All students will <a href=\"\/apply\/scholarships\/how-to-apply\">apply<\/a> online through the <a href=\"https:\/\/www.grantinterface.com\/Home\/Logon?urlkey=nccommunityfoundationscholarship\">NCCF Scholarships Portal<\/a>, and most will apply for scholarships through our new Universal Scholarships Application that makes it easy for students to apply for multiple NCCF scholarships. <a href=\"\/apply\/scholarships\/for-administrators\/standard-scholarship-application-package\">Learn more about the information students are asked in their application<\/a>.<\/p>","item_title_3":"NCCF Universal Scholarships Application","item_content_3":"<p>The universal application is an online application form that will allow students to apply for multiple NCCF scholarships using a single application beginning in January 2024. The universal application will be used by about 130 NCCF scholarships and will provide students with an easier and more efficient scholarship application experience. <a href=\"https:\/\/nmcdn.io\/e186d21f8c7946a19faed23c3da2f0da\/7868d48393ef4e3bb7bca8cdf7bc2f20\/files\/NCCF-Universal-Application-Fact-Sheet---Scholarship-Administrators---2024.pdf\">Learn more about the universal application and the changes<\/a>.<\/p>","item_title_4":"Scholarship award distribution practices","item_content_4":"<p>NCCF’s standard policy is to annually distribute 5% of each scholarship fund’s average balance from the past three years. All scholarship administrators are sent an email at the beginning of the year indicating the amount available for spending based on the current 5% distribution rate. <a href=\"\/apply\/scholarships\/for-administrators\/distribution-practices\">Learn more about our distribution practices<\/a>.<\/p>","item_title_5":"Pension Protection Act","item_content_5":"<p>Passed by Congress in 2006, the Pension Protection Act established required guidelines regarding scholarship awards from community foundations. To comply with federal law, all NCCF scholarships must abide by certain procedures. <a href=\"\/apply\/scholarships\/for-administrators\/pension-protection-act\">Learn more about the Pension Protection Act and the procedures that need to be followed<\/a>.<\/p>","item_title_6":"Frequently asked questions","item_content_6":"<p>Can a committee award a scholarship to a student attending a for-profit institution? Can a committee consider a hard copy application received? <a href=\"\/apply\/scholarships\/for-administrators\/frequently-asked-questions-for-scholarship-administrators\">These and more questions are answered in our FAQs for scholarship administrators<\/a>.<\/p>","item_title_7":"Online scholarships system tutorial","item_content_7":"<p>Follow these instructions for using NCCF's online system to review applications. <a href=\"https:\/\/nmcdn.io\/e186d21f8c7946a19faed23c3da2f0da\/7868d48393ef4e3bb7bca8cdf7bc2f20\/files\/Scholarships_Tutorial_Series_Committee-Review-updated-feb24.pdf\">Review the slides<\/a>.<\/p>"},{"fieldset":"fd39717673c942dfb102a174d17a8b99","fieldset_slug":"_wysiwyg","text":"<h2>Promotional Toolkit<\/h2>\r\n<p>Your promotion of the scholarship opportunities and awards is critical to the scholarship’s success! In our toolkit, you will find templates for flyers, press releases, emails, texts and social media posts. <a href=\"\/apply\/scholarships\/for-administrators\/toolkit-for-scholarship-administrators\">Check out the toolkit<\/a>.<\/p>\r\n<h2>Required Documentation and Key Dates<\/h2>\r\n<p>The following two documents are required – please return these to NCCF by the noted due dates at <a href=\"mailto:scholarships@nccommunityfoundation.org\">scholarships@nccommunityfoundation.org<\/a>.<\/p>\r\n<p><strong>Scholarship Committee Form<\/strong> – Use this form to list individuals filling the required slots on the selection committee for your scholarship. You will receive the form from NCCF via email in mid-January and you must complete and submit it to NCCF by <strong>Feb. 15, 2024.<\/strong> This document is required so NCCF can approve committee appointments as required by the IRS. If you do not receive a Scholarship Committee Form in January, please contact <a href=\"mailto:scholarships@nccommunityfoundation.org\">scholarships@nccommunityfoundation.org<\/a>.<\/p>\r\n<p><strong>Scholarship Recommendation and Minutes <\/strong><strong>Form<\/strong> – This <a href=\"https:\/\/nmcdn.io\/e186d21f8c7946a19faed23c3da2f0da\/7868d48393ef4e3bb7bca8cdf7bc2f20\/files\/Scholarship-Recommendations-and-Minutes-Form-2024---FINAL.pdf\">form<\/a> is used to note the scholarship committee’s award recommendations and document minutes from the selection meeting. This form is due by <strong>May 31, 2024<\/strong>. The sooner we receive this information, the sooner we can send an award check to the student’s college or university. A few reminders:<\/p>\r\n<ul>\r\n<li>Be sure to complete both pages.<\/li>\r\n<li>Committee minutes are required for scholarships to be processed.<\/li>\r\n<li>Please complete all the required information. It is critical that rationale for selection and documentation of the presence or absence of conflicts of interest are included.<\/li>\r\n<\/ul>","image":"","alignment":""},{"fieldset":"8d2e0895df77444baf2690fb407972d5","fieldset_slug":"_button_block","button1_text":"Download the form","button1_link":"https:\/\/nmcdn.io\/e186d21f8c7946a19faed23c3da2f0da\/7868d48393ef4e3bb7bca8cdf7bc2f20\/files\/Scholarship-Recommendations-and-Minutes-Form-2024---FINAL.pdf","button2_text":"","button2_link":"","button3_text":"","button3_link":""},{"fieldset":"fd39717673c942dfb102a174d17a8b99","fieldset_slug":"_wysiwyg","text":"<h2>Scholarship Awards<\/h2>\r\n<p>We encourage Scholarship Administrators to notify all applicants of the committee’s decision soon after materials are submitted to NCCF. <a href=\"https:\/\/nmcdn.io\/e186d21f8c7946a19faed23c3da2f0da\/7868d48393ef4e3bb7bca8cdf7bc2f20\/files\/3E--Sample-Scholar-Communication.docx\">Review templates of award and decline emails<\/a> that you can customize and use.<\/p>\r\n<p>Once a scholarship is approved for award, NCCF sends an email to the recipient, confirming their award and providing instructions for how to accept their award.<\/p>\r\n<p>Students are required to complete a Scholar Information Form and submit it via their account on the NCCF Scholarships Portal before scholarship checks are issued. Students who do not submit their online form by Aug. 31, 2024, may have to forfeit their scholarship.<\/p>\r\n<p>Upon submission of the Scholar Information Form, NCCF issues scholarship checks directly to colleges and universities. Awards will be paid in one check, but the college or university will split the amount equally between the fall and spring semesters. Review a sample of the <a href=\"\/apply\/scholarships\/for-administrators\/scholar-information-form\">Scholar Information Form<\/a>.<\/p>\r\n<h2>2024 Scholarship Administrator Training<\/h2>\r\n<p>View the 2024 Scholarship Administrator Training and <a href=\"https:\/\/nmcdn.io\/e186d21f8c7946a19faed23c3da2f0da\/7868d48393ef4e3bb7bca8cdf7bc2f20\/files\/NCCF-Scholarships-Admin-Training-UPDATED-for-2-14-24.pdf\">download the training slides<\/a>.<\/p>\r\n<p style=\"text-align: center;\"><iframe allow=\"autoplay; fullscreen; encrypted-media; picture-in-picture;\" allowfullscreen=\"true\" src=\"\/\/cdn.embedly.com\/widgets\/media.html?src=https%3A%2F%2Fwww.youtube.com%2Fembed%2FXeaKBe2HAbc%3Ffeature%3Doembed&display_name=YouTube&url=https%3A%2F%2Fwww.youtube.com%2Fwatch%3Fv%3DXeaKBe2HAbc&image=https%3A%2F%2Fi.ytimg.com%2Fvi%2FXeaKBe2HAbc%2Fhqdefault.jpg&key=81452a8888894daf8896d07a956c66ed&type=text%2Fhtml&schema=youtube\" frameborder=\"0\" scrolling=\"no\" class=\"embedly-embed\" width=\"640\" height=\"360\"><\/iframe>","image":"","alignment":""},{"fieldset":"319fa2ab33b04f0d8fcad64553fb94d6","fieldset_slug":"_footnote","content":"<p><strong>Questions?<\/strong> Contact <a href=\"mailto:scholarships@nccommunityfoundation.org\">scholarships@nccommunityfoundation.org<\/a> with any questions.<\/p>"}]},"masthead":{"title":"","counties":"","affiliate_logo":"","sub_text":"","background_image":"","caption":""},"latest_blog":{"post":""},"social_sharing":{"share_image":""},"the_latest":{"show_latest_posts_by":""}},"inMenu":false,"visibleTo":"Everyone","publishedAt":1533149294,"orderChildrenBy":"ordinal","enableComments":false,"permission":"read","id":"92078114c60b4ba495eb8752a701bca8","parent":"49a35634c36c4409b23b27c32b3d047d","node":115512,"created":1533149294,"modified":1710208932,"fresh":1,"type":"page","children":{},"relations":{}}