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SStandShare

Review scholarship requests from families

Admin Treasurer

This guide is for users with the Admin or Treasurer role.

When a family submits a scholarship request, it enters Pending status and requires review before payment can be processed. This guide walks through the approval workflow.

Access pending requests​

  1. Log in to StandShare with an Admin or Treasurer account.
  2. Navigate to the Operations Dashboard from the navigation menu.
  3. Locate the Pending Scholarship Requests section, which displays a count of requests awaiting review.
  4. Click into the pending requests list to see full details for each request.

Alternatively, you can navigate to the Scholarships page, where all pending requests across all families are visible to Admin and Treasurer users.

Review request details​

Each pending request shows:

  • Requesting family -- The family that submitted the request.
  • Student/Recipient -- The student the scholarship is for.
  • Amount -- The dollar amount requested.
  • Payee/Organization -- The vendor or program to be paid.
  • Purpose -- A description of what the funds are for (including the activity name).
  • Payment method -- How the family wants payment handled (Check to Program, Reimbursement, or Card Over Phone).
  • Additional information -- Any notes the family provided (e.g., receipt details, vendor phone number).
  • Family account balance -- The current balance in the family's account, so you can verify they have sufficient funds.
tip

Before approving, verify that the family's current account balance is sufficient to cover the requested amount. Approving a request that exceeds the available balance will result in a negative account balance.

Approve a request​

  1. Review the request details and confirm the information is accurate.
  2. Click the Approve button.
  3. Optionally, add a note (e.g., "Approved per policy" or "Check #1234 mailed 2/1").
  4. Confirm the approval.
  5. The request status changes to Approved, and the family receives a notification.

Once approved, the payment process begins based on the selected payment method:

  • Check to Program -- The treasurer prepares and mails a check to the payee.
  • Reimbursement -- The treasurer processes a reimbursement to the family.
  • Card Over Phone -- The treasurer contacts the vendor to make payment by card.

Deny a request​

If a request cannot be approved:

  1. Click the Deny button on the request.
  2. Enter a denial reason explaining why the request was not approved (e.g., "Insufficient balance", "Missing documentation", "Activity not eligible").
  3. Confirm the denial.
  4. The request status changes to Denied, and the family receives a notification with your reason.
tip

Always provide a clear denial reason so the family understands what they need to do differently. They can submit a new request after addressing the issue.

Process payment​

After a request is approved and payment has been completed:

  1. Return to the approved request.
  2. Mark the request as Paid.
  3. The system records a scholarship payment transaction against the family's account, debiting the requested amount.
  4. The family receives a notification that their scholarship has been paid.
  5. The transaction appears in the family's Transaction History with the type Scholarship.

Next Steps​