Notes for Spring 2018 Scholarship Process
The deadline to submit student scholarship winners to WAA for the fall semester is July 1. To make this possible, please make sure you have enough funds in your scholarship account by July 1 to cover these awards. Contact your chapter representative to get your balance.
Download a Student Scholarship Application Example, the Student Scholarship Award Template, or the Student Scholarships Quick Guide as a print ready PDF.
- Contact the guidance counselors of local high schools.
- Advertise in local newspapers.
- Distribute information to local community centers, civic organizations, recreation departments, etc.
- Put the call out to area alumni to solicit recipients. Encourage them to use their networks and connections to spread the word.
- If the UW-Madison Office of Admissions and Recruitment is attending a college fair in your area, ask its staff to include information about your scholarship program.
- Determine the application process: application interviews, essays, etc. (See the FAQ below.)
- Review applicants’ applications.
- Select recipients using a standard evaluation to ensure consistency and fairness. Consider academics, extracurricular activities, and financial need.
- Notify WAA of the names of the chosen recipients.
- Submit your scholarship transmittal form(s) no later than Dec. 1. Include students’ names, addresses, ID numbers, and the dollar amounts awarded. (Checks should be made payable to UW Foundation.)
- Notify winners.
- Present a certificate, provided by WAA, at a chapter event. This is optional but recommended.
- Notify the applicants who were not selected.
- Keep in touch with recipients. Invite them and their parents to attend chapter events, especially the Badger Student Send-Off Celebration.
Fundraising for Scholarships
- Include scholarship-donation opportunities on all event registrations when possible.
- Conduct raffles or auctions for Badger memorabilia.
- Solicit donations from game-watch locations (e.g., part of the proceeds of sales from game-watch events or extra contributions during bowl season and tournaments).
- Encourage alumni to take advantage of corporate match programs with their employers, when possible.
Frequently Asked Questions
May chapters receive a list of students?
Due to the Family Educational Rights and Privacy Act (FERPA), we cannot legally share the names and contact information for students with our chapters. To initiate contact and communication with students, chapters should submit an email request at uwalumni.com/chapterleader. Chapters should then post scholarship applications on the chapter website so the email can link to your website.
What is the Family Educational Rights and Privacy Act (FERPA)?
FERPA is a federal law that permits students access to their own educational data; allows students to control access to their directory (public) information, such as their name and address; and requires a student’s written consent to release any nondirectory (nonpublic) data. Both financial and grade information are considered nonpublic. FERPA does not cover students who have not yet attended any university (e.g., first-year admitted students).
Affiliate groups such as the Wisconsin Alumni Association are considered third-party organizations by the federal government and therefore do not have access to the same information as the university without the written consent of the student.
Why don’t we have direct access to our scholarship account?
Due to turnover in volunteers and the confusion caused by the delay in withdrawing scholarship funds, WAA has limited individual access to scholarship accounts.
When is scholarship money withdrawn from the chapter account?
The UW Foundation withdraws scholarship funds from chapter accounts in the late spring of the year following the scholarship award.
To whom should scholarship checks be made out?
Please make checks payable to the UW Foundation.
Once recipients are selected, how are scholarships processed?
Chapters must complete the online scholarship transmittal form, which includes each recipient’s name, address, email, student ID number (all students who have applied to the UW have a student ID — do not use or ask for Social Security numbers), and the scholarship amount awarded. Once WAA receives a transmittal form, we enter it into a spreadsheet and send the information to the Office of Student Financial Services, which processes the forms and applies the student scholarship payments to tuition statements. Transmittal forms received after the deadline may not be processed in time to award money for the first semester.
What questions can be asked on the scholarship application when there’s no release form on file?
Chapters are allowed to include questions on their scholarship applications such as those below to help assess need (i.e., students can self-report). However, chapters cannot require applicants to provide such information.
- What is the Expected Family Contribution (EFC) from your FAFSA form?
- How do you plan to finance your education?
- Please explain in detail your financial need for this scholarship.
- Are you currently employed? How many hours per week?
- Do you expect to be employed during the academic year/semester for which the scholarship is awarded?
- Are you receiving financial assistance from any other source?
Why should students complete a Free Application for Federal Student Aid (FAFSA)?
UW-Madison is increasing the pool of available need-based aid and is encouraging all students to complete a FAFSA form, which gives students the opportunity to potentially access additional funds.