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Concessions and scholarships

Give merit, need-based, management, staff-child and scholarship concessions per student, with approval. A scholarship paid by a sponsor cuts the student's due and gives the sponsor its own dues, which the cashier collects in one go.

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The problem it solves

Concessions are agreed in the principal's office and written in a file, so the cashier asks the student for the full fee.
A trust or a company pays part of some students' fees, and nobody can say which part is still to come from it.
A government scholarship arrives months after the student paid, and the refund is worked out by hand.
Waivers are given at the counter with no reason written down.

How it works

The accounts office sets up concession types, such as Merit Scholarship 25%, Sports Quota 10,000 a year, or Trust Scholarship Paid by a Sponsor.
On a student, they add a concession with the type, the academic years it covers, a reason and documents such as an income certificate.
The concession waits for approval by fee managers, or by the levels your Fee concession chain has.
Once approved, it reduces the student's new dues and the unpaid part of open dues. Given So Far shows where it was used.
For a sponsored scholarship, the student is asked only for their share. The sponsor gets its own dues for the rest.
When the sponsor's money arrives, the cashier uses Collect from a Sponsor and makes one receipt per student.

Everything it does

Concession types

Kinds: Sibling, Staff Child, Scholarship, Merit, Need-based, Management, Other
Percent or Amount per Year, on chosen heads or on every head that allows concessions
Maximum Percent and Maximum Amount per Year: a concession above them is refused; 0 means no maximum
Funding: Waived by the College, or Paid by a Sponsor with the sponsor named

A student's concession

Type, value, heads, academic years, reason (required) and supporting documents
States: To Approve, Approved, Rejected, Ended
The plan discount is applied first, then the concessions; together they never exceed the due
Given So Far lists each due it reduced and by how much
End stops a concession for dues raised from then on; a concession is never deleted, only rejected or ended
Concessions can come in from a spreadsheet during set-up

Scholarships paid by a sponsor

The sponsor can be a government department, a trust or a company
The student's due shows the sponsor's share separately; the sponsor's dues are never fined
Sponsor Dues on the student show what is still to come from the sponsor
Collect from a Sponsor takes one payment for all of a sponsor's students and makes one receipt per student
A scholarship received after the student paid becomes the student's Fee Credit, used for later dues or refunded

Found for you

Suggest Concessions finds siblings (same father or mother; the first to join pays in full) and prepares them for approval
Staff children are found when a parent's mobile, phone or email matches a staff member
A staff-child concession stops by itself for dues after the staff member's leaving date

Waivers and credit

Waive lets a student off a due or part of it, with a required reason; only fee managers can waive
Money paid beyond the dues is kept as Fee Credit, used for later dues or refunded
The Concession Register reports plan discounts, concessions and sponsor shares by type, class, year and head

Who uses it

Accounts office head (fee Manager)Sets up concession types, gives and approves concessions, waives dues and collects from sponsors.

Principal or managementApproves concessions as a level of the approval chain, if you add one.

Scholarship cell or office staffGathers the documents and enters the concession for approval.

Student or parentSees approved concessions and pays only their share.

Where you use it

Web: Fees > Fees Setup (Concessions, Suggest Concessions), Fees > Configuration (Concession Types) and Fees > Collect > Collect from a Sponsor
Web: the Fees tab on each student, with Concessions and Sponsor Dues
Student and parent portal: approved concessions on the Fees page
The Campus app: concessions under Fees > Plan and trips (built and in testing, not in the app stores yet)
Not an online scholarship application by students: the office enters each concession

What you control

Settings

Concession types, values, heads, maximums and funding: yours to make
Concession Allowed on each fee head: on to start with; off for deposits and fines
Approval of concessions: fee managers by default; more levels or Approved at Once per chain

Approvals

Fee concession: every concession waits for approval by fee managers by default; a chain with Approved at Once lets a type take effect when saved
The student a concession is about never decides it

Notifications

No message to the student when a concession is approved; the new amount shows on the Fees page and the next New Fee Dues message

Questions

Can a trust pay part of a student's fee?

Yes. Make a concession type Paid by a Sponsor and name the trust. The student is asked only for their share, and the trust gets its own dues.

What if the scholarship money arrives after the student has paid?

The money collected from the sponsor becomes the student's Fee Credit. It pays the next dues, or a fee manager refunds it.

Can a concession be given without anyone approving it?

Only if you set it so. By default every concession waits for a fee manager. You can add levels such as the principal, or make one type approved at once.

Can we cap a scholarship at a fixed amount a year?

Yes. Fill in Maximum Amount per Year on the concession type. A percent concession then stops giving once the student reaches that amount in the year.

Can students apply for a scholarship online?

Not yet. The scholarship cell or accounts office enters the concession with the documents, and it goes through approval.

Related features

FEESFee structures, payment plans and instalmentsWrite each programme's fees for the year once, per intake, with semester-wise or full-year plans. Every student of that programme and intake gets the right dues, split into instalments with due dates.FEESFee counter and receipts with a QR checkYour cashier picks a student, ticks the dues and takes cash, cheque, UPI, card or a bank transfer. The receipt carries a QR code that a bank or scholarship office can scan to check it. A bounced cheque opens the dues again.FEESDeposits, refunds, late fees and services held for duesHold caution deposits and give them back when a student leaves, with unpaid fees cleared first. Late fees are added each night by your slabs. Hall tickets, the transfer certificate and library borrowing can wait while fees are overdue.FEESCashier closing, fee reports and Tally exportEach cashier closes the day against the system's figures, and every receipt is already in the accounts. Collection, demand, defaulter, concession and deposit reports show where the fees stand, and receipts, cancellations and refunds go to Tally Prime.ACROSS SMARTMY COLLEGEApproval chainsLeave, assignments, circulars, elective registrations, credit transfers, certificates, revaluations, fees, placement profiles and job notification forms go to the right people in the right order. You set the chains up without code. Every decision is kept with who made it, when and why.ADMISSIONS AND STUDENT RECORDSSet-up and import from spreadsheetsBring your college in from Excel: staff, departments, programmes, batches, semesters, sections, subjects and students with parents. Then the timetable, this year's attendance, fees, marks, credits and the library. The whole workbook is checked first, and nothing is saved until every row is clean.

See your own semester run in it.

Tell us how many students you have, which programmes you run, how you hold examinations and how electives are chosen today. We will show you SmartMy College set up that way.

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