ORGANIZATION

Step by step plan for managing the search process

Managing scholarship applications and remembering all the deadlines can seem overwhelming. So organization is an absolute must for keeping track of all the materials required to complete an application. By purchasing some basic office supplies and following these simple directions, you can set up a system that will keep you organized.

Set up a system with file folders and a file box (or filing cabinet, drawer, or basket-something that will keep folders upright.) This filing system is to hold all the materials you receive from scholarship applications. One folder should be labeled for each application. Start another file folder to keep copies of all letters and official school documents.

We found out, after just a few scholarship applications, that virtually all require the same combination of materials: Resume, transcripts, letters of recommendation, test scores and essays. Creating files of these generic reusable materials saved a great deal of time and energy.

Start by gathering frequently needed materials. Most scholarships require you to provide them with some combination of the following materials:

• Standardized Test Scores ie SAT, PSAT. Some schools have these scores on the transcripts. You can also get copies, for a fee, from SAT. This is another item that you will need multiple copies of in your file.

SAT note: Since our school did not include this information on their transcripts we brought the original SAT scores into the counselor. The counselor made copies of the SAT scores, sealed each copy in a school envelope and signed over each seal making them official.

 

• Financial aid forms such as the FASFA . FASFA (Free Application for Federal Student Aid) is used by colleges to determine financial aid packages.  This usually applies only to school funded scholarships.                 

• Parent's financial information, including tax returns.  Usually neccessary only on need based scholarships.

• Essays  Have one or more ready for the short answer and essay sections of applications.  Keep these on the computer and simply change them as needed to fit a specific scholarship.

• Letters of recommendation Usually two are required. One from a school official and one from a community member. Request numerous copies at a time and asked that they be personalized with the scholarship funders name.

• Proof of membership Unions, Clubs, etc.

There were several organization tools we created to keep the scholarship information in order.

The first was a form for frequently needed materials we called the “ Application Checklist”.

The checklist displayed all the requirements of the scholarship. I (the parent) would read through each application

and then fill out the form to save my student time in completing the application.

Another form was the “Requesting Letter of Recommendation”.

This form allowed the recommendation writer to personalize their letters.

My children attended a large high school and though their counselors knew them, the shear number of students

prevented the counselors from knowing details that would be important in a letter of recommendation.

Normally, this puts the counselors in a position where they needed to write very generic letters.

With the “Requesting Letters of Recommendation” forms however,

 my kids got stellar, glowing and very personal letters of recommendation.

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Example of completed

APPLICATION CHECKLIST

Scholarship: Lincoln Elementary School Alumni Scholarship

Application Deadline: April  2, 2011                            Scholarship amount: $2500

___X__Letter of Recommendation from: Teacher, counselor, community leader, other.

___X__Recommendation from specific person: High school science teacher

            Total number of LOR's needed: 2                     Highlighting: Academic Achievements

_____ Transcript

__X__Essay. Maximum words 300.

           Subject: Describe experiences that have been influential in shaping you as a person.

__X__SAT copy/scores. _____PSAT or other test scores

_____Specific factors requested for scholarship: (Circle those that apply)

         Achievement, attitude, commitment, dedication, financial need, motivation, reliability, responsibility, teamwork, other__________

__X__Special Instructions: Type out your list of awards, honors and achievements. Choose one which is most meaningful to you and explain why.

_____Typed application                         ______ Multiple copies of application needed      #____

_____Copy of FASFA                           ______Letter of Acceptance from College

_____Application signed by principle, parent, teacher, other (circle)

_____Other _______________________________________________________

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Example of

Requesting Letter of Recommendation

Dear              Mrs. Craven             .

I would like to ask for your assistance as I apply for college scholarships.  Your help would be greatly appreciated in the form of a letter of recommendation.  I have attached my resume below to provide information about myself that will hopefully make the job easier. 

Thank you in advance for all yout time and energy in writing me this recommendation.

Request date:  December 12, 2010   Date needed: January 15, 2011   Number of copies needed:    1  

Please address the letter to:  Lincoln Elementary Alumni Scholarship Committee.

Please highlight: My Academic Achievements.

May I ask that you keep the letter of recommendation on file? 

I may need to ask for different dates and salutations in the future.

Michelle C. Johnston

1234 Excell Lane, Seattle, WA 98116,

(206) 366-5112 Gimbal-123@msn.com

GOAL: because of a strong passion for math and science, an aptitude for problem solving and analysis, and a persistent drive toward excellence, I plan to pursue a doctorate in Aerospace Engineering. I feel I have prepared myself for the rigorous road ahead of me by taking honors and advanced placement classes, a strong math and science curriculum, and accelerated college level courses. As a well-educated scientist my goal is to be selected as an Astronaut for NASA.

SCHOOL INFORMATION:

• Lincoln High School E. 3020 77^th Ave., Seattle, WA 98116 (206) 353-4066

• GPA 4.0/4.0    Letter grade: A     Curriculum: Advanced

• Class Standing: top 1%     Class rank: 1 of 465     SAT: 2110 (new SAT)

LEADERSHIP ROLES:

• National Honor Society (11, 12)

• Lincoln High School Soccer (team captain 12)

• Lincoln High School Flute Quartet (captain 12)

• Astronomy Club (secretary 9, 10; president 11, 12)

• National Youth Leadership Conference (Lincoln High School representative 11)

• Lincoln High School LINK Crew (peer leader/transition mentor 11, 12)

• Lincoln High School Senior Advisory Committee (peer facilitator 12)

• Lincoln High School Junior Council (student body coordinator 11)

• Lincoln High School Wind Ensemble (section leader 10, 11, 12; librarian 11, 12)

• Second Harvest Food Bank (VolunTeen Board 9, 10, 11,12; site supervisor 11, 12)

ACADEMIC HONORS, CIVIC HONORS, AND AWARDS RECEIVED:

• YWCA Outstanding Young Woman of Achievement Award 2005 (12)

• Lincoln High School Academic Honor Roll (9, 10, 11, 12)

• United Way Volunteer Family of the year 2006 (12)

• Women in Aviation International (honorary student member 12)

• Washington State University, Women of Science (by nomination 9)

• Junior Engineering Technical Society (National Engineering Aptitude Search 12)

• Lincoln High School Letterman’s Club (9,10,11,12, dual letter winner 12)

• Reynold's Youth Award (commendation for outstanding community service work 9, 10)

• Hunger’s Hope Award (national volunteer recognition award 9)

• DECA (state qualifier career development conference 12)

• United States Achievement Academy (12)

• Lincoln High School Band Director’s Award (9)

• Voted “Most Likely to Save the World” for my senior class (12)

MUSICAL AWARDS AND RECOGNITION:

• Western Washington Music Education High School Solo and Ensemble Festival

(competed 9; won regional 1^st place and state qualification 10, 11, 12)

• Festival of the Arts – Seattle Opera House (by invitation 9, 10, first chair 11)

• National Band Invitational Competition, Washington, D.C. (by invitation 10)

• Music Fest Northwest, Festival Highlights Concert at the MET (by invitation 11)

• Music Fest Northwest (silver award winner 9, gold award winner 10, 11)

• Seattle Youth Symphony – summer session (by invitation of conductor 12)

• Northwest Bach Festival, Invitational Masters Class (featured performer, by invitation 10)
  

COMMUNITY SERVICE:

• Completed over 525 community service hours (9, 10, 11, 12)

• Second Harvest Food Bank (9, 10, 11, 12)

• Seattle Community High Schools Challenge Food Drive (9, 10, 11, 12)

• Mary Gates Museum of Arts and Culture – Art Fest (9, 10, 11, 12)

• Inland Northwest Blood Center – National Honor Society blood drive (11, 12)

• Relay for Life (breast cancer fund-raiser 11, 12)

AVIATION RELATED ACTIVITIES:

• Private pilot flights

• MD80 pilot flight simulator

SCHOOL ACTIVITIES AND EMPLOYMENT

• Broadway Musicals (9, 10, first chair 11)

• Lincoln High School Pep Band (section leader 9, 10, 11, 12)

• DECA (marketing and leadership club 12)

• Tutor. I tutor students in Math, Science and Spanish (11, 12)

• Musician with several ensemble groups at weddings, parties and other events (9, 10, 11, 12)

• Entrepreneur. I mow lawns, tend children, provide vacation services and house sit for those in my community (9, 10, 11, 12)

• Lincoln High School Concessions for basketball, volleyball and wrestling to earn money for band trips, uniforms and band fees (9, 10, 11, 12)