LESSON OUTLINE



INTRODUCTION

Hello and welcome to the second lesson of this course. In lesson two we will talk about forming the scholarship committee and the various roles that are required to ensure that the committee is successful.

 

At the end of the lesson, you will be required to take a short quiz to assess your learning. Please ensure that you pay attention and complete the learning assessment provided.

 

Now, let’s get started.



COMMITTEE SIZE

The size of the scholarship committee in your location should be determined by the number of students over which the committee has stewardship. In some places, where only a small committee is needed, a minimum of four members should be established to fill the four key roles (discussed shortly) of a committee. In other locations, a committee of several members may exist. A large committee with several members may be necessary for a campus with high student numbers, or for scenarios where schools “team-up” to form a committee that has stewardship over multiple schools.


We encourage you to counsel with the Assistant Area Director for Finance to decide on the committee size and the committee type that best suits your local needs. For some of you, this will mean forming a larger committee with stewardship over multiple schools, but for others it may be better or easier, to form a smaller committee for a single school or campus only.


As you decide on the size and type of committee that is best suited to your location, you will also need to consider the key roles required to run an effective committee.



KEY ROLES

Although the size of the committee may vary, certain key roles must always be established as a minimum standard. Each committee should have a chairperson, a secretary, a treasurer, and one or more general members of the committee.


The rest of this lesson will focus on defining the duties and responsibilities of each of these key committee roles.



THE CHAIRPERSON

The chairperson is the leader of the committee and has the overall responsibility for the group’s administration.


The role of the chairperson is normally assigned to a Principal. If the committee is representing multiple schools, there may be two or more principals on the committee board. If this is the case, one of the principals should be selected as the committee chair.


Responsibilities and Duties

  • Ensure that committee meetings are being held regularly
  • Lead and manage committee meetings effectively
  • Ensure that the committee is following policy
  • Lead the committee with prioritizing objectives and tasks
  • Keep the committee on track with tasks and deadlines
  • Contact the Area team as needed for direction and support
  • Consult with school leadership teams as needed for advice and information
  • Report on committee actions and decisions when called upon to do so
  • Have access to all scholarship documents, meeting minutes, and files


The Chair should have access to all relevant files, minutes and documents for all meetings, and make them available for review by management when requested, in accordance with policy.



THE SECRETARY

The secretary is a key support role for the chairperson and the scholarship committee. The secretary acts as a link between committee members as well as outside partners.

 

The role of secretary is usually assigned to an administrative assistant or a support specialist.

 

Responsibilities and Duties

  • Set dates for meetings
  • Create a calendar of important events for the committee
  • Receive agenda items from committee members in preparation for meetings
  • Finalize meeting agendas in consultation with the Chair
  • Circulate agendas and supporting papers well in advance of meetings
  • Check to ensure that committee members are present at all meetings
  • Record accurate meeting minutes
  • Ensure that the Chair has a final copy of all minutes in a designated scholarship file
  • Circulate meeting minutes to the committee once approved by the Chair
  • Follow up with committee members on their assigned tasks
  • Keep accurate records of committee decisions and scholarship awards
  • Coordinate meeting room bookings and necessary equipment
  • Manage and maintain all files and documentation relating to the committee



THE TREASURER

The treasurer is the financial officer for the scholarship committee. The treasurer has a watchdog role over scholarship funds. They work closely with the committee to safeguard these sacred funds.


The role of the treasurer is always assigned to a local finance manager or an assigned designee from the Area finance department. 


Responsibilities and Duties

  • Provide financial oversight of scholarship funds
  • Ensure that scholarship awards remain within budgeted funds and guidelines
  • Provide financial reports relating to scholarship funds
  • Work with finance to apply approved scholarship awards to student accounts
  • Keep an accurate record of all scholarship payments made
  • Recommend an annual budget request for the use of scholarship money from the General Scholarship Fund and other approved funds 



OTHER COMMITTEE MEMBERS

Other members of the committee provide general support for the group. In addition to the chairperson, secretary, and treasurer, there may be multiple committee members assigned to assist with decision-making and required tasks.


General members of the committee can be assigned from school-leadership teams, counsellors, or HOD’s. In all circumstances, additional committee members should know the students well so that they can represent them properly when making key decisions. 


Responsibilities and Duties

  • Ensure that students are well represented in committee decisions and discussions
  • Uphold the values and objectives of scholarship policy
  • Give adequate time and energy to the duties of the committee
  • Act with integrity and avoid or declare any potential conflicts of interest
  • Act responsibly as a collective group with all decisions and actions
  • Come to each meeting prepared
  • Produce reports and documents assigned to them


Committee members may also be assigned with specific assignments or portfolios relating to the scholarship committee. For example, one member might be asked to lead the analysis and reporting of academic achievements. Another committee member might be asked to report on sporting or community service achievements. 


That takes us to the end of the learning content for lesson two. Before you continue to lesson three, please take a moment to assess your learning by using the link provided in the next section of this page.



LEARNING ASSESSMENT

Please take a moment to assess your understanding of this lesson by completing the quiz provided at the following link:

Learning Assessment: Scholarship Committees



LESSON SUMMARY

In this lesson we: 

  • Reviewed the appropriate size and key roles required of a scholarship committee
  • Reviewed the responsibilities and duties of each key committee role
  • Assessed our learning

 

In our next lesson we will look at guidelines and protocols to help committees manage and process needs-based scholarships.