Platform to integrate scholarship application and process
| Project number: | 134086 |
| Opened by: | jsheu |
| Opened on: | 週日, 六月 23, 2013 - 6:03pm |
| Last modified: | 週六, 八月 10, 2013 - 11:09am |
| Operations: | add Case | view all project cases |
- Project summary: seek an online way of integrating scholarship application and process
- People: Sister Jen
- Project kickoff: 6/27/2013
- Project due: November, 2013
- Project phases:
- Feature/Request:
-
Feature/Request Priority Status Note 1 applicants have to create a Drupal account first before submitting forms High Open 2 do not record the reason why the applicant is qualified for the scholarship Medium Close 6/27: Jen decided 3 record the names of Brothers or Sisters going to the Scholarship night Medium Open 4 record the counselor name, phone, email Medium Open 5 record applicants' birth day (year/month/day) or birth year (year) High Open 6 force applicants to submit and attach pdf files only High Open 7 notify applicants if documents are not complete High Open 8 record response from interviewers on attached file or in database High Open 9 record the names/email of interviewer(s) High Open 10 weighted GPA and unweighted GPA High Close 7/29: Jen
unweighted GPA (aka GPA): required
weighted GPA: entered by Regional Team
- Database fields:
-
Description CCK Field Name Scholarship Applicant Scholarship TCNW Admin Scholarship TCNW HeXin Team Scholarship TCNW Regional Team Scholarship TCNW Reviewer Note 1 *Last Name field_scholar_last_name Read, Write Read, Write Read Read Read * encrypted * *First Name field_scholar_first_name Read, Write Read, Write Read Read Read * encrypted * *Middle Namefield_middle_name*Gender field_scholar_gender Read, Write Read, Write Read Read Read *Date of Birthday field_scholar_birthday Read, Write Read, Write Read Read Read *Address field_scholar_home_address Read, Write Read, Write Read Read Read * encrypted * *City field_scholar_home_city Read, Write Read, Write Read Read Read * encrypted * *State field_scholar_home_state_tcnw Read, Write Read, Write Read Read only tcnw-region states *Zip Code field_scholar_zipcode_tcnw Read, Write Read, Write Read Read Read * encrypted *
only tcnw--region zip codesHome Phone field_scholar_phone_home Read, Write Read, Write Read Read Read * encrypted * Cellular Phone field_scholar_phone_cellular Read, Write Read, Write Read Read Read * encrypted * *Email field_scholar_email Read, Write Read, Write Read Read Read * encrypted * *Parent or Guardian field_scholar_parent_or_guardian Read, Write Read, Write Read Read Read *High School field_scholar_high_school Read, Write Read, Write Read Read Read need generic name so college/university fields can be combined *Address of High School field_scholar_high_school_address Read, Write Read, Write Read Read Read *City of High School field_scholar_high_school_city Read, Write Read, Write Read Read Read *State of High School field_scholar_hs_state_tcnw Read, Write Read, Write Read Read Read only tcnw-region state *Zip Codeof High School field_scholar_hs_zipcode_tcnw Read, Write Read, Write Read Read Read only tcnw-region zip code *Counselor field_scholar_connselor_name Read, Write Read, Write Read Read Read *Phone number of High School's field_scholar_high_school_phone Read, Write Read, Write Read Read Read *College/University Planned to Attend field_scholar_college_planed Read, Write Read, Write Read Read Read for 4-year renewal *Address of College/University planned to attend field_scholar_college_planned_address Read, Write Read, Write Read Read Read for 4-year renewal *Planned Major field_scholar_college_planned_major Read, Write Read, Write Read Read Read GPA Weighted field_scholar_gpa_weighted None Read, Write Read Read, Write Read *GPA field_scholar_gpa_unweighted Read, Write Read, Write Read Read, Write Read unweighted GPA Ethnic Group
(optional)field_scholar_ethnic_group
(controlling field_ethnic_group_contry)Read, Write Read, Write Read Read Read Ethnic Group Country field_scholar_ethnic_group_country Read, Write Read, Write Read Read Read *Extracurricular Activities in HS field_scholar_extracurricular Read, Write Read, Write Read Read Read *Household Income field_scholar_income_range Read, Write Read, Write Read Read Read - below $15,000
- $15,001 - $30,000
- $30,001 - $50,000
- above $50,000
*Number of People / Family size field_scholar_family_size Read, Write Read, Write Read Read Read Class Rank field_scholar_class_rank Read, Write Read, Write Read Read Read *Home Property Ownership field_home_property_ownership Read, Write Read, Write Read Read Read *Rental Property Ownership field_rental_property_ownership Read, Write Read, Write Read Read Read *Reference 1: Name field_reference1_name Read, Write Read, Write Read Read Read * encrypted * *Reference 1: Relationship field_reference1_relationship Read, Write Read, Write Read Read Read *Reference 1: Phone field_reference1_phone Read, Write Read, Write Read Read Read * encrypted * *Reference 1: Address field_reference1_address Read, Write Read, Write Read Read Read * encrypted * *Reference 2: Name field_reference2_name Read, Write Read, Write Read Read Read * encrypted * *Reference 2: Relationship field_reference2_relationship Read, Write Read, Write Read Read Read *Reference 2: Phone field_reference2_phone Read, Write Read, Write Read Read Read * encrypted * *Reference 2: Address field_reference2_address Read, Write Read, Write Read Read Read * encrypted * Transcript field_scholar_transcript None Upload, Download Upload, Download Upload, Download Upload, Download pdf only, private upload *Tax Forms Selection field_scholar_tax_form_selection Read, Write Read, Write Read Read - 1040 current
- 1040 previously and w2 current
- other
*Tax Form (currently year) field_scholar_tax_form_currently Upload Download Download Download Download pdf only, private upload *Tax Form (previously year) field_scholar_tax_form_previously Upload Download Download Download Download pdf only, private upload *Tax Form (W2) field_scholar_tax_form_w2 Upload Download Download Download Download pdf only, private upload *Tax From (Other) field_scholar_tax_form_other Upload Download Download Download Download pdf only, private upload Recommendation 1 field_scholar_recommendation1 None Upload, Download Download Download Download pdf only, private upload Recommendation 2 field_scholar_recommendation2 None Upload, Download Download Download Download pdf only, private upload *Autobiography field_scholar_autobiography Read, Write Read, Write Read Read Read private upload *Essay field_scholar_essay Read, Write Read, Write Read Read Read private upload College/University Attended field_college_attended None Read, Write Read, Write Read Read Address of College/University attended field_address_college_attended None Read, Write Read, Write Read Read Planned Major field_major_attended None Read, Write Read, Write Read Read Review Package field_scholar_review_package None Read Read Read Read [Internal] backend-generated merged pdf Region field_region None Read, Write Read, Write Read, Write Read, Write [Internal] auto-selected or admin--selected region, TAC Household Gross Income field_household_gross_income None Read, Write Read, Write Read, Write Read Gross Income per Person field_gross_income_per_person None Read, Write Read, Write Read, Write Read Interest Income field_interest_income None Read, Write Read, Write Read, Write Read Dividend Income field_dividend_income None Read, Write Read, Write Read, Write Read Additional Note field_additional_note None Read, Write Read Read, Write Read ?Application Paper file?Interview Report file field_interview_report None Upload, Download Download Upload, Download Download pdf, doc, docx, txt Interview Score field_interview_score None Read, Write Read, Write Read, Write Read Number of Interviewers field_number_interviewers None Read, Write Read, Write Read, Write Read Time Spent for interviewing (Hours) field_interview_hours_spent None Read, Write Read, Write Read, Write Read Number of Tzu Chen/Commissioner Interviewers field_number_interviewers None Read, Write Read, Write Read, Write Read Number of Tzu Chen/Commissioner Interviewers (in Training II) field_number_interviewers_training2 None Read, Write Read, Write Read, Write Read Number of Tzu Chen/Commissioner Interviewers (in Training I) field_number_interviewers_training1 None Read, Write Read, Write Read, Write Read Number of General Volunteer Interviewer field_number_interviewers_voilunteer None Read, Write Read, Write Read, Write Read Review Score fied_score None Read, Write Read None Read Status from Reviewer 1 field_status_reviewer1 None Read, Write Read None Read Score from Reviewer 1 field_score_reviewer1 None Read, Write Read None Read Status from Reviewer 2 field_status_reviewer2 None Read, Write Read None Read Score from Reviewer 2 field_score_reviewer2 None Read, Write Read None Read Status from Reviewer 3 field_status_reviewer3 None Read, Write Read None Read Score from Reviewer 3 field_score_reviewer3 None Read, Write Read None Read Final Score field_final_score None Read, Write Read None Read Status Shown to Applicants field_status_to_applicants None Read, Write Read Read Read status updated automatically by the system Status Internal field_status_internal None Read, Write Read Read Read status updated automatically by the system Sequence field_scholar_sequence None Read, Write Read Read Read sequence number generated by the system Status of Financial Document field_scholar_financial_doc Read Read, Write Read, Write Read Read - Not uploaded yet
- Uploaded, not approved
- Approved
- Rejected and wait for update
duplication check field_scholar_dupcheck Read/Hidden Read Read Read Read [Internal] system generated to do the duplication check if the same applicant has submitted the application more than once.
- Workflow
- Workflow-State-Transition
-
Name of State/Transition State / Transition? Description Note 1 [s:draft] State applicants are entering and modifying form data and are uploading required douments 2 [s:draft] -> [s:pending] Transition applicants marked the "acknowledge" checkbox and are saving the form transition done by applicants 3 [s:pending] State applicants think they are done with all required data and documents. Do we have to review the required documents at this stage? 4 [s:pending] -> [s:complete] Transition committee people reviewed all attached documents and there is no missed required documents. The program automatically assigns the applicants/forms to predefined regions. transition done by committee 5 [s:complete] State all required documents are done 6 [s:complete] -> [s:interview] Transition committee start the interviewing process. Also manually assign the applicants/forms to designated region if not automatically assigned 7 [s:interview] State Interviewing process is on going 8.1 [s:interview] -> [s:qualified] Transition Interviewing process is done and the applicant is qualified.
Mark the applicant who is qualified for one-time or 4-year.8.2 [s:interview] -> [s:not_qualified] Transition interviewing process is done and the applicant is not qualified 9 [s:not_qualified] State the applicant is not qualified 10 [s:qualified] -> [s:notified] Transition making the transition will trigger the system to send out email notification automatically 11 [s:notified] State mark the applicant whether he/she will come to Tzu Chi's ceremony 12 [s:notified] -> [s:done] Transition Tzu Chi's ceremony is done - Regions
-
Region Name Note 1 TCNW, Fresno 2 TCNW, Modesto 3 TCWN, Oakland 4 TCNW, Portland 5 TCNW, Reno 6 TCNW, Sacramento 7 TCNW, San Francisco 8 TCNW, San Jose, Cupertino 9 TCNW, San Jose, Fremont 10 TCWN, San Jose, San Jose 11 TCNW, Santa Rosa 12 TCNW, Seattle 13 TCNW, Stockton 14 TCNW, Ukiah
Scholarship Specification (updated by Jen and Alex on 7/28/2013)
Scholarship process: (provided by Terry, Stephanie, Liwen)
1. 公佈獎學金章程，並開始接受申請 (11/15/12 -3/9/13)
公佈獎學金章程在西北合心區網頁,並傳真或志工親自拜訪學校共600多所高中，包括北加州，西雅圖 (華盛頓州),波特蘭(奧瑞崗州),雷諾(內華達州),愛達荷州,蒙塔納州,懷俄明州,阿拉斯維加斯州
1. Scholarship announcement to all Nor Cal branch offices and begin accepting application.
Posting scholarship application and applying detailed information on Nor Cal Tzu Chi website. Volunteers begin faxing, emailing or visiting about 600 high schools announcing TC scholarship including Nor Cal, Seattle Washington, Portland Oregon, Reno Nevada, Idaho, Montana, Wyoming, and Alaska.
2. 收件 (3/8/13- 3/28/13 TCNW會所)
拆信,並在信封和申請書上標示所屬慈濟支連點及編號，檢查申請文件是否齊全，含：申請表，稅表，成積單，倆份推薦書，自傳，慈濟論文。完整者，進入電子檔.
3/8結止日前我們就集合了10位師姐開始處理信件(拆信,確認齊全,編號,傳真或 scan上傳電子檔,email通知收件.若不齊全,即email 或 電話通知補件) . 陸陸續續,花了 師姐們兩週辛苦煎熬的時光. 有興趣的人歡迎報各來嚐試 !
2. Receiving Applications (3/8/13 - 3/28/13)
Open envelopes enclosed with applications, labeling each application by branch office, numbering the pages and assign an app number. Checking to see all documents are complete or incomplete. Documents included application, tax return, transcript, 2 recommendation letters, auto-bio, Tzu Chi essay. Upload complete applications into shared folders as electronic files.
Before the due date of 3/9, scholarship team gathered 10 volunteers (sisters) processing these applications. Processing tasks were, unsealed, confirming all docs are in, numbering, fax or scan into share folder, email and/or call incomplete applicants to supplement their docs, email complete applicants confirming application received. It takes 2 weeks of hard work with only Sundays off to finish the processing tasks. If any volunteers who are interested in trying our first phase of scholarship processing, please don't hesitate to join us next year!!
3. 家訪／面談 (3/16/13 - 4/10/13)
各社區志工透過實地深入或 拜訪了解學生的家空兄或另約見面時間地點或電話詳談...若遇特殊案 例，即可列為社區個案,做深入長期的關懷與協助.
3. Home Visiting/In Person Interview (3/16/13 - 4/10/13)
Volunteers from each local community set up meeting time to visit the applicants either by phone or in person for a better understanding of the applicants' living condition and financial needs. If the applicant and the family shows special needs, they can be considered as a case and receive more of long term assistance.
4. 評審 (3/15/13 - 4/30/13)
審核團隊綜合各組所有申請文件,家訪/ 面談等詳情報告 一 一討論，做成獎學金得獎人的決議。 確定每一份獎學金,能確實幫助這些清貧的學生得到更多機會上學，充實自己的能力,再回饋給社會幫助更多需要幫助的人.
4. Review Committees (3/15/13 - 4/30/13)
Review committees makes decisions based on the application documents received and home interview reports. Committees are making sure that the scholarship is truly going to help students with need through colleges for a higher education and better their skills. Then, return to communities to help others.
5. 通知得獎學校及得獎人 (5/ 1/13－5/ 8/13)
通知各支聯點得獎學生名單,即早通知學生及學校以確定參加"畢業班頒獎典禮"的時間和志工人數.
5. Notifying Scholarship Award Recipients and Their Schools (5/1/13 - 5/8/13)
Notifying all branching office and providing scholarship recipient names. Letting the schools and recipients know about the result ahead of time and confirming number of volunteers attending the senior award nights at the recipients' high schools.
6. 參加各地高中學校頒獎典禮 (5/1/13 - 6/10/13)
各支聯點的社區志工參加得獎學生的學校的畢業班頒獎典禮,並加強和校方及其它組織團體互動,更借此機會將上人愛灑人間的善念,傳播出去到社會各個社區的角落.
6. Attending High School Senior Award Ceremony in Local Area (5/1/13 - 6/10/13)
Volunteers in all branches attending senior award nights to reinforce the relationship with the schools and other organizations. Taking this opportunity to spread our master’s idea of compassion and love and reach out to every corners of the community.
7. 慈濟西北合心區獎學金頒獎典禮 (6/22 /13 TCNW會所)
頒獎典禮之前準備,當天的節目程序表和PPT分享的編排和印製工程,會場內外及舞台佈置,音效/燈光組,三合一組,香積組,參加表演組,獎狀及結緣品準備,和邀請師兄姐參與當日接待/導覽/交通指揮,及各支聯點安排陪伴學生及家人的師兄姐carpool等的事前協調.及當天手語師姐,慈青表演,以及得獎學生上台分享等等.
7. Tzu Chi Northwest Region Scholarship Award Ceremony (6/22/13 at TCNW Campus)
Preparation for the ceremony includes orchestrate a ceremony program with many other supporting teams, program and award certificates printing, Power Point making, making corsages for the attendees a day ahead, setting up stages and decorating, 35 round tables and chair set up with table cloth and table decor with flowers, ordering Tzu Chi Jin Si products and packaging into small gift favors for the awardees, requesting 3-1 photography team, media and lighting, luncheon prep, food team, coordinating performers from hand sign and Tzu Ching (college volunteers)
8. 寄發獎學金支票 (7/1/13 －9/30/13)
依照得獎學生入學許可和課程註冊單, 填妥及簽准請款單, 送財務組核准支票,再寄發獎學金支票及通知書(註明學生姓名,學號, 及支票寄出曰期)至各得獎學生的大學。
8. Distributing Scholarship Checks (7/1/13 - 9/30/13)
Checks will be distributed according to the awardees college acceptance letters and courses registration. Processing team has to confirm that the awardees had included the two documents in order to request for their scholarship checks. Requesting a check from finance department needs to filled out a fund requesting form and signed by the charity group lead. Checks can be picked up after a few days of process in financial office and mail out with a letter to the school stating name of the awardee and schools attending. Each check has to be recorded on the spreadsheet with the awardee's school, major and mail out date for track record.
9,匯集資料, 提供得獎學生名單與西北合心及總會 (9/30/13)
匯集2013所有得獎學生及大學名單, 提供西北合心與總會慈善組,以便日後連繫學生的參考.
9. Forwarding Scholarship Awardees Contact Info to TCNW and TC HQ Charity Teams (9/30/13)
Scholarship team forwards awardee's contact and college information to TCNW charity group leads for future follow up as part of scholarship program's mission to maintain a relationship and planting a compassionate seed with the awardees. Follow up with the awardees by our TC offices in the area where they're attending school is a good way to carry out that mission.
