Once a Chapter Scholarship Fund (CSF) agreement is signed and submitted by an alumnus group, who certifies they will oversee the application and selection process, the CSF account is opened and money may be received. Activity reports, listing the donors and gifts received can be requested by the alumni group (donor information is not released publicly, but is provided to the group who signed the CSF agreement). Yearly after the Foundation’s financial audit, the alumnus group, chapter and advisor will receive access to the online statement of their account, listing the scholarship money available for the next academic year.
The award committee, along with input from the chapter, decides the number, amount and criteria of awards. The committee should also decide on the annual timeline, including deadlines for applications and expected dates of awards including potentially awarding the scholarships at homecoming or Founders Day. Other items the group may consider are naming the awards for prominent alumni or donors, what items should be included on the application, etc. If needed, the Foundation can provide a simple application, customized for the chapter.
The committee works with the chapter's scholarship chairman to promote the awards and receive applications and the appropriate support materials (transcript or grade report, letters of recommendation, etc.). Once the committee has all the required information, the committee meets and reviews the applications and selects their candidates. They then complete the online disbursement request form and submit it as their recommendations to the Foundation Trustees. The Foundation staff reviews the request and, if all is in order, will send it to the Trustees for their final approval, which must be done by vote. Once a majority vote is returned in favor, a check for the award is requested, signed and sent.