How to help students build their scholarship file
The higher education scholarship on social criteria is an essential help for students encountering financial difficulties. Assigned under conditions by the Crous, it makes it possible to finance part of the costs linked to studies. Amount, award conditions, payment dates, cumulative with other aids ... Find out everything you need to know to constitute your scholarship request file and benefit from this welcome boost for your higher education.
Inform students about the procedures and deadlines
Organize information sessions
Holding information meetings is essential to help students understand the stock market request process and eligibility criteria.
However, organizing really effective sessions requires good preparation. It is necessary to clearly define the content to be discussed, provide a format adapted to the targeted public and communicate sufficiently upstream to ensure good participation.
Communicate via digital channels
To effectively inform students about the procedures and deadlines related to stock market requests, several digital channels can be used:
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Site of the establishment: Publish a dedicated page bringing together all key information, boundaries and a link to the online application portal.
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Targeted emails: Send reminders by email to students, with a suitable message according to their status (first-entrants, current scholarship holders to renew ...).
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Social networks: regularly relay information on the official accounts of the establishment (Facebook, Twitter, Instagram ...) using a catchy visual and the right keywords.
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Digital workspace: Add a clearly visible notification to the ENT to inform students from their connection and redirect them to the dedicated website page.
Multicanal communication and targeted messages will allow you to reach the greatest number of students concerned and support them in their approach.
Regularly recall the deadlines
To ensure that students do not forget the deadlines for filing the stock market files, it is essential to set up a regular reminders calendar. Targeted emails can be sent at regular intervals, for example 1 month, 15 days then 1 week before the final deadline.
The social networks of the establishment are also an excellent channel to distribute reminders. Posts with a catchy visual and the key dates will capture the attention of students. The addition of a countdown on the website dedicated to scholarships will maintain positive pressure until the last moment.
Support students in the creation of the file
Permanence
Organizing permanence is essential to answer the questions of students concerning the procedures and deadlines related to scholarship requests. Here's how to do it effectively:
Define regular slots, for example a fixed half-day each week, where dedicated staff will be available to receive students individually. Communicate widely on these permanence via the establishment's channels: display, website, social networks, email to students.
Provide an adapted space, if possible an office allowing exchanges in complete confidentiality. The staff in charge of the permanence must be perfectly trained on the special procedures and cases to provide reliable and personalized responses to each student. Holding a register of frequent questions will also enrich a FAQ made available to everyone.
Propose individualized help
For the most complex cases, personalized support can make all the difference. It allows you to take into account the specifics of each situation and provide tailor-made support.
However, the implementation of such a device requires a rigorous organization. It is first necessary to clearly identify the students concerned, by crossing different criteria: difficulties encountered, accumulated delays, particular personal situation, etc.
Once this diagnosis has been established, a single referent must be appointed for each student. A privileged interlocutor, he will be able to build a relationship of trust and proximity, essential for effective monitoring over time. Regular meetings will be scheduled to take stock of progress and adjust the action plan if necessary.
In parallel, the supporter will mobilize all the necessary resources as externally: reinforced educational support, development of time jobs, psychological aid or solutions to lift material brakes. The objective: to provide a global and coordinated response to the issues encountered.
Create tutorials and practical guides
To facilitate the steps of students, it is essential to provide them with clear and practical explanatory supports:
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Pas-to-step guides detailing each stage of the scholarship request process, the creation of the student social file at the submission of supporting documents. These guides must be illustrated with screenshots and concrete examples.
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Short and dynamic video tutorials with the main features of the online application platform. The objective is to quickly familiarize students with the interface and to show them the key actions to be carried out.
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A FAQ bringing together the questions most frequently asked by students, with precise and updated answers. This FAQ must cover various themes such as eligibility conditions, the calculation of the amount of the scholarship or the payment terms.
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Memo sheets synthesizing the essential points to remember, such as the request calendar, the list of parts to be provided or useful contacts. These files, to print or consult on smartphone, will allow students to always have the main information at hand.
By diversifying the supports and by making them easily accessible on the dedicated website and social networks, you will greatly simplify the steps of students. Do not hesitate to have them tested and collect user feedback to improve them continuously.
Facilitate the obtaining of supporting documents
Provide tuition certificates
To quickly issue schooling certificates to students, the establishment must set up a simple and effective process. Digitization and automation are key levers to streamline this administrative approach.
Upon the finalized administrative registration, the schooling certificate could be automatically generated and made available immediately on the student's digital space. Thus, the latter could download it and print it independently, without having to move or wait for a manual edition by the schooling service.
In parallel, a sending by email with the attachment certificate would ensure students to have the document itself without connection to their space. The establishment would thus avoid an influx of requests at each start of the school year and a engorgement of the service, for an appreciable time saving on both sides.
Centralize requests for supporting documents
The constitution of scholarship files requires numerous supporting documents: tax notice, schooling certificates, supporting documents, etc. Managing these requests on a case -by -case basis represents a considerable workload for administrative services and can delay the processing of files.
The implementation of a centralized and dematerialized system for collecting supporting documents would make it possible to gain efficiency. A unique portal accessible to students and administrative staff will greatly simplify the steps.
Ensure files
Set up a reminders
To effectively relaunch students whose stock market request file is incomplete, several shares are to be implemented:
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Sending personalized stimulus emails: Write a clear and concise message recalling the missing documents and the deadline to complete the file. Use a benevolent and encouraging tone.
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Targeted telephone reminders: For the most critical files or those whose deadline is approaching, a call allows you to directly reach the student. Adopt a support posture and offer your help if necessary.
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Establishment of alerts on the student intranet: Add an alert message to the home page of the ENT, reminding students to check the condition of their file. A direct link to the list of expected parts will facilitate their steps.
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Organization of dedicated permanence: Offer specific slots where students can complete their file with the help of administrative staff. Communicate widely on this support system.
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Diffusion of tutorials: Create short videos or visual infographics explaining step by step how to transmit the right supporting documents. Clear and didactic content will encourage students to finalize their approaches quickly.
Check the completeness of the files
Before sending the scholarship request files to CROUS, rigorous control of their completeness is essential. Indeed, any incomplete file risks significantly delaying its treatment and therefore the payment of the scholarship to the student.
To ensure that a file is complete, it is advisable to meticulously check the presence of all the necessary documents required: tax notice, supporting documents for schooling, RIB on behalf of the student, etc. The use of a checklist summarizing all the documents to be provided will allow you not to forget anything during this verification. In the event of a missing part, the student must be contacted without delay to provide it as soon as possible.
In summary, the student scholarship on social criteria is an essential help for students encountering financial difficulties. To benefit from it, you must fill out your online student social file between March and May, by bringing together the necessary supporting documents. The amount of the scholarship, paid from September to June, varies according to your situation. As emunded, the Crous seeks to simplify your steps to allow you to focus on the success of your higher studies.