How to track and organize scholarship applications

As high school seniors prepare to submit their college applications, many families are also turning their attention to scholarships. As education costs continue to rise, scholarships can provide useful assistance. But the process of applying for them (each with its own forms, deadlines, and essay prompts) can quickly become stressful.

Without a system in place, it’s easy to lose track of a due date or accidentally send the wrong materials. Parents and students dealing with multiple commitments often find it difficult to stay organized.

That’s why having a dedicated way to manage the process is not only beneficial, but essential.

Create a central tracker for everything

The first step is to consolidate all information related to the scholarship in one place. A spreadsheet, whether in Google Sheets or Excel, works well for most families. It can include columns for the scholarship name, deadline, award amount, status, requirements, application method, and notes.

Here is an example:

For a more straightforward option, students can use apps like Trello or Notion to create project boards with cards for each scholarship. Many of these tools allow users to add checklists, due dates, and attachments. They are especially useful for tracking progress across multiple deadlines and requirements.

For families who prefer paper, a printed tracker or scholarship folder can also be appropriate. The key is consistency: all details should be recorded in the same place, whether that’s a digital file or a notebook.

Color-coding according to the urgency of the deadline or award amount can help students prioritize applications. Sharing the document with a parent or counselor adds a layer of accountability that may help students stay on track.

Build a realistic calendar

Even the best trackers won’t help if deadlines aren’t met. Here comes the role of the calendar. Whether digital or physical, it should include key scholarship deadlines, but also pre-spaced assignment reminders.

For each scholarship, break down the steps: ordering transcripts, drafting essays, following up with candidates, and submitting the final application. Each should have its own internal deadline, ideally set at least a few days before the actual due date.

Set up blocks of time such as Saturday afternoons or night study sessions to work on scholarships. These sessions help make the process routine and not stressful.

Families should also remember that some scholarships have rolling deadlines or open limited application windows. Applying early can make a difference, especially when prizes are awarded on a first-come, first-served basis.

Organize materials for easy reuse

Many scholarship applications ask for similar documents: transcripts, list of activities, financial aid forms (such as SAI score), and personal essays. Keeping these files in one folder (physical or digital) can save time and reduce errors.

Using a clear naming system for digital files is a small step that prevents big problems. Instead of “essay-final.docx”, use names like “Smith_LeadershipScholarship_Essay.docx”.

Students should also maintain a master personal statement that can be modified and reused across applications. With minor modifications, this single document can serve as the basis for multiple articles.

Ordering multiple copies of letters of recommendation ahead of time can also prevent a last-minute scramble. Some students ask their teachers or advisors for a generic version of the thesis that can be reused with minor updates.

Don’t forget to follow

Once a scholarship is awarded, the process does not necessarily end. Some organizations will follow up to confirm receipt or request additional information. Others may ask finalists to do interviews or essays.

Students should have a dedicated folder in their email inbox for scholarship correspondence and should keep a track record. A simple entry like “Confirmation via email on 10/25/5” can help if problems arise.

A thank you note after receiving an award, or even after an interview, is always appreciated and can be remembered for future awards. It’s sad to see, but for our scholarship, we probably only received 2 or 3 thank you letters ever.

Frequently asked questions

What is the best tool or method to track multiple scholarship applications?

A simple spreadsheet (or shared sheet for families) is the perfect tool for tracking scholarship applications.

How do I make sure I don’t miss the scholarship deadline?

Take advantage of your scholarship tracker to include due dates, and insert the dates into your calendar or planner.

What documents should I prepare and organize in advance for most scholarship applications?

Most applications will need transcripts, essays, and financial aid forms. Keeping them in a shared folder can make reusing them easy.

Final tips

Applying for scholarships can be tedious, especially for students managing coursework, college applications, and extracurriculars. Setting small goals (such as “Submit three applications this week”) and tracking potential prize totals can help students stay motivated.

Even if many applications result in rejection, the on-time return on one successful award can equal hundreds of dollars per hour. Smaller, local or specialty prizes are often less competitive and worth the effort.

Families who stay organized and consistent are more likely to complete their orders on time and are less likely to leave money on the table.

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