How to Handle a Surge in Scholarship Applications

More people than ever before are seeking scholarships to pay for their education. After all, the cost of college and trade schools is only increasing. According to a recent report, 58% of families in the United States are now looking to scholarships as a means to help pay for education.

If you're managing a scholarship program, you've likely experienced this scholarship application surge firsthand. Maybe it hit you suddenly – one morning, you opened your inbox to find twice the usual number of applications waiting for review. Or perhaps you've watched the numbers climb steadily each cycle, wondering how to maintain quality evaluation as volumes grow.

We understand the challenges you're facing. Managing a scholarship program isn't just about distributing funds – it's about creating opportunities and changing lives. When application numbers suddenly spike, the pressure to maintain thorough, fair evaluations while meeting deadlines can feel overwhelming.

The good news? You're not alone in this journey, and there are proven strategies to help you navigate these waters successfully. Whether you're dealing with an unexpected surge right now or planning ahead for future growth, we've got your back.

In this guide, we'll walk through practical, actionable steps to help you:

- Transform overwhelming application volumes into manageable workflows

- Maintain evaluation quality even as numbers climb

- Keep your communication personal and meaningful at scale

- Build resilient processes that flex with application volumes

- Implement preventive measures to better handle future surges

Let's turn this challenge into an opportunity to strengthen your scholarship program and make an even bigger impact on your applicants' lives.

Understanding Application Surges

In 2020 alone, we saw more than $8.2 billion awarded for students seeking assistance with getting a degree or trade school certificate. Since then, that number has only risen as costs for education have increased as well.

In 2023, East Texas Communities Foundation reported, “Our number of applications has increased from 658 in 2012 to over 3,700 this year."

We’re hearing similar comments from other scholarship application program managers as well!

Simply put, we’ve seen scholarship application surges become increasingly common, and understanding why these surges happen is the first step in managing them effectively. Let’s explore what’s driving this trend and how it could potentially impact your organization.

Why Applications Are Rising

A scholarship application surge is often driven by several key factors.

First, and most importantly, is the economic climate. Rising costs coupled with layoffs and other economic issues have made education costs a pressing concern for many families. As a result, more students are actively seeking financial support, and they’re casting a wider net – applying to more scholarships than ever before.

Digital transformation has also played a crucial role. The shift to online applications has removed many traditional barriers, making it easier for students to discover and apply for scholarships.

Social media and scholarship search platforms have amplified awareness, connecting more qualified candidates to opportunities they might have missed in the past. With this awareness comes more applications.

We’re also seeing changes in applicant behavior. Applicants are seeking more than just educational expenses too. They’re hoping for housing and books to be covered as well.  To that end, students are becoming more strategic in their approach, often applying to multiple scholarships from multiple organizations simultaneously.

This shift, combined with simplified digital application processes, means a single qualified candidate might submit applications to dozens of programs.

Impact on Your Organization

When a scholarship application surge occurs, the effects ripple throughout your entire scholarship program. Here’s what you might be experiencing:

– Administrative Pressure: Your team suddenly needs to process and review significantly more applications within the same timeframe. This can strain existing workflows and resources.

– Quality Assessment Challenges: With more applications to review, maintaining consistent evaluation standards becomes increasingly complex. Your reviewers need to balance thoroughness with efficiency.

– Resource Allocation: Surges often require quick decisions about how to allocate staff time and resources. Do you extend deadlines? Add reviewers? Adjust your review process?

– Timeline Management: Meeting established deadlines becomes more challenging as volume increases. This can impact everything from initial reviews to final award notifications.

Understanding these dynamics isn’t just about identifying challenges – it’s about recognizing opportunities for improvement. When we acknowledge these pressure points, we can begin to develop targeted solutions that not only address immediate surges but strengthen your program for the future.

So where do we go from here? How can we handle these administrative challenges, and ease the burden of scholarship application management?

Strategies for Managing the Scholarship Application Surge

When applications start flooding in, having the right strategies in place can transform what feels like an overwhelming tide into a manageable flow.

Let’s explore proven approaches that can help you navigate these high-volume periods while maintaining the quality and integrity of your selection process.

Streamlining Your Review Process

The key to handling increased volume lies in working smarter, not just harder. Here’s how you can optimize your review process:

Create a Multi-Stage Review System

We recommend that you start with automated pre-qualification screening to filter applications based on basic eligibility criteria. This ensures your reviewers’ valuable time is spent only on candidates who meet your fundamental requirements.

Think of it as your first line of efficiency – letting technology handle the initial sorting while preserving human judgment for more nuanced evaluations.

Implement Standardized Scoring Rubrics

Clear, consistent evaluation criteria are your best friends during application surges. The key to managing increased volume lies in developing detailed rubrics that transform subjective reviews into structured evaluations.

Start by breaking down your evaluation into specific, measurable components – think academic achievement, community involvement, financial need, or whatever matters most to your program. For each component, create clear scoring guidelines that leave little room for interpretation.

This structured approach serves multiple purposes. First, it allows your reviewers to move through applications quickly while maintaining consistency. A well-designed rubric means that two different reviewers looking at the same application are likely to reach similar conclusions.

Additionally, when decisions need to be justified – whether to your board or to applicants requesting feedback – your rubric provides a clear audit trail that supports your funding decisions.

Organize Strategic Reviewer Groups

When application volumes surge, smart workload distribution becomes crucial. Consider organizing your reviewers into specialized teams, each focusing on specific aspects of the applications. This specialization allows reviewers to develop expertise in their assigned areas, leading to faster and more accurate evaluations.

To maintain quality and prevent reviewer fatigue, assign applications in balanced batches. Think of it as a marathon, not a sprint – you want your reviewers fresh and focused throughout the entire process. Implement a rotating system where reviewers can switch between different types of evaluation tasks. This not only helps maintain fresh perspectives but also ensures that no single reviewer becomes overwhelmed.

Don't forget to establish clear escalation paths for complex cases. Even with the best rubrics and systems in place, you'll encounter applications that require additional discussion or expertise. Having a predetermined process for handling these cases prevents bottlenecks and ensures challenging decisions receive appropriate attention without derailing your entire review process.

Identifying High-Quality Applicants

With more applications to review, identifying your strongest candidates becomes both more challenging and more crucial. The key lies in implementing systems that help you efficiently surface exceptional applicants while maintaining fair and thorough evaluation standards.

Leverage Weighted Scoring Systems

Not all selection criteria carry equal importance in your decision-making process. A well-designed weighted scoring system acknowledges this reality and helps streamline your evaluation process.

Begin by identifying your most crucial selection factors – perhaps academic achievement carries more weight than extracurricular activities, or financial need outweighs test scores in your program’s mission.

Once you’ve established these priorities, implement a system that automatically calculates preliminary scores based on objective criteria. This approach helps surface exceptional candidates early in the process, allowing your review team to focus their detailed attention where it matters most.

The beauty of weighted scoring lies in its ability to maintain consistency across all evaluations while still allowing for nuanced assessment of each applicant’s unique circumstances.

Enhance Recommendation Quality

Strong references can provide invaluable insights into an applicant’s potential, but managing recommendations during application surges requires careful planning.

It’s a good idea to start by implementing structured online recommendation forms that standardize input across all recommenders. This not only makes it easier for recommenders to provide information but also helps your team evaluate responses more efficiently.

Think carefully about the questions you ask recommenders too. Each question should align with your evaluation criteria and elicit specific, actionable insights about the candidate.

Provide clear guidelines to recommenders about what you’re looking for – the more specific you can be, the more useful their input will be. And don’t forget to implement automated reminders for pending recommendations; this simple step can significantly reduce the time your team spends following up on missing materials.

Maintaining Quality Communication

Even as application volumes surge, keeping clear lines of communication open with applicants remains crucial for your program’s success and reputation. The challenge lies in maintaining personalized, meaningful communication while managing increased volume efficiently.

Automate Strategic Updates

Technology can be your greatest ally in keeping applicants informed without overwhelming your staff.

We highly recommend that you design a communication strategy that leverages automatic status notifications at key milestones in your process. These updates might include application receipt confirmation, completion of initial review, or advancement to final consideration.

You could create targeted email campaigns for different applicant segments – perhaps more detailed updates for finalists or specific information for those needing to submit additional materials. For time-sensitive updates, consider implementing text messaging capabilities.

Throughout all these communications, maintain a personal touch by using dynamic content fields that automatically insert applicant-specific information.

Manage Expectations Proactively

Clear communication about your process helps reduce anxiety and inquiry volume while building trust with your applicant pool. Start by publishing clear timelines and committing to them. Regular updates about where you are in the review process help applicants understand what to expect and when.

Develop detailed FAQs that anticipate common questions, and keep them updated based on actual inquiries you receive. For common questions that do come in, set up automated responses that provide helpful information while maintaining a personal touch. Remember, the goal is to help applicants feel informed and supported throughout the process, even when your team is managing high volumes.

The true measure of success in handling application surges isn’t just about processing more applications – it’s about maintaining the quality and integrity of your selection process while scaling to meet increased demand. By implementing these approaches thoughtfully, you can create a robust system that not only handles current surges but positions you well for future growth.

Preventative Measures for Future Surges

While managing current application surges is crucial, implementing preventative measures can help you handle future increases more effectively. Let’s explore how you can build a more resilient scholarship program that’s prepared for whatever the future brings.

Optimizing Your Application Design

A well-designed application process serves as your first line of defense against unmanageable surges. Think of it as building a smart filtration system that helps both you and your applicants.

Create Crystal-Clear Eligibility Requirements

Write requirements in plain, unambiguous language, and provide specific examples of who should (and shouldn’t) apply.

It’s also important to include common disqualifying factors upfront. You could also offer a quick eligibility quiz to save everyone’s time as this would eliminate ineligible applicants before they begin their full application.

Implement Smart Pre-Qualification

Save time and frustration on both sides with targeted pre-screening questions that automatically filter ineligible applicants. Offer clear explanations when applicants don’t qualify, and you could also offer alternative resource suggestions for non-qualifying candidates.

As you collect more data, you’ll be able to refine your criteria over time.

Design Dynamic Application Forms

Make your application forms work harder. Here’s what this might look like in practice:

• Use conditional logic to show only relevant questions
• Break complex applications into manageable sections
• Include progress indicators to reduce incomplete submissions
• Build in validation to ensure data quality

Setting Strategic Application Parameters

Sometimes the best way to manage surges is to create a more structured application environment. Consider implementing multiple, shorter application windows throughout the year, rolling admissions with clear cut-off dates, early decision options for priority candidates, and buffer time between cycles for process improvement.

Be proactive about managing volume by establishing clear capacity limits. Set application caps based on your review capacity, create waitlist systems for overflow periods, and implement fair first-come, first-served policies when appropriate. Most importantly, communicate these limits clearly to avoid frustration.

Supporting Applicants Before They Apply

One of the most effective ways to manage surges is to help applicants submit stronger, more complete applications from the start. Develop comprehensive resource centers that guide applicants through each step of the process, provide examples of successful applications (with permission), include video tutorials for complex sections, and offer downloadable checklists and timelines.

Consider hosting proactive information sessions through live webinars with Q&A sessions, recorded application workshops, virtual office hours for specific questions, and group coaching sessions for common challenges. Build a strong FAQ foundation by developing living documentation that addresses common questions before they’re asked, updates based on actual applicant feedback, includes troubleshooting guides, and provides clear paths for unique situations.

Remember, the goal of these preventative measures isn’t to discourage applications – it’s to create a more efficient, transparent, and manageable process for everyone involved. When implemented thoughtfully, these measures can help you maintain high standards while handling increased volume effectively.

Technology Solutions and Implementation

The right technology can transform your scholarship management from overwhelming to streamlined. While managing surges might feel challenging, scholarship management platforms like SmarterSelect can help you turn those challenges into opportunities for program growth.

Essential Features to Look For

When evaluating scholarship management solutions, focus on platforms that offer:

• Automated pre-qualification screening to filter applications efficiently
• Customizable evaluation rubrics for consistent scoring
• Built-in recommendation management systems
• Integrated communication tools for emails and text updates
• Dynamic application forms that adjust based on applicant responses
• Robust reporting capabilities for data-driven decisions

Making the Technology Transition

Implementing new technology doesn’t have to be daunting.

We recommend looking for providers that offer:

• Comprehensive training and support
• Easy data migration from existing systems
• Flexible configuration options to match your processes
• Responsive customer service for quick issue resolution

Manage Scholarship Application Surges with SmarterSelect

With SmarterSelect, you’ll find all the features we mentioned above and more, backed by our 98% customer satisfaction rate and dedicated support team. Our platform is designed specifically for scholarship administrators who need to manage growing application volumes while maintaining program quality.

Making this investment in your program’s infrastructure can yield significant returns – not just in time saved, but in your ability to focus on what really matters: finding and funding the most deserving candidates for your scholarships.

Here are some of our case studies that showcase what we have done for other organizations:

• Linux Foundation Transforms and Simplifies Scholarship Program with SmarterSelect
• Highland Park Education Foundation drastically improves their application process with SmarterSelect
• Streamlining Scholarship Management for Paso Robles
• How SmarterSelect Transformed the Application Review Process for University of Colorado Anschutz Medical Campus

We’d be honored to help you with your scholarship application management as well. Click here to schedule a demo today.