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Scholarships & bursaries

Scholarships and bursaries reduce what a family pays based on merit, need, sibling status or staff employment. EduPrime applies them to invoices automatically with a full approval trail, so awards are consistent, transparent and auditable. This page covers defining award rules, applying them, approvals, and reporting on aid given.

Where to find it — App drawer → Fees & Finance → Bursaries → All Applications.
Scholarships & bursaries
Scholarships & bursaries in EduPrime.

Defining award rules

Go to Fees & Finance → Configuration → Scholarships & Bursaries and click New.

  1. Name the award, e.g. Sibling Discount – 2nd Child or Need Bursary – 50%.
  2. Choose the type: merit, need, sibling or staff.
  3. Set the value: a percentage (e.g. 50% of tuition) or a fixed amount.
  4. Set the scope: which fee items it reduces (tuition only, or the whole bill).
  5. Set eligibility conditions where automatic (e.g. sibling rule fires for 2nd+ child of a guarantor).
  6. Decide whether it needs approval before it takes effect (need-based usually does; sibling usually does not).
TypeBasisAuto or approved
MeritAcademic or other achievementUsually approved
NeedDemonstrated financial hardshipApproved, with evidence
Sibling2nd, 3rd child of one familyAutomatic
StaffChildren of employeesAutomatic or approved
Tip — Apply awards to the full invoice, not by editing the structure price. The statement then shows the full fee and the award as a separate credit line – transparent for the parent and clean for your aid reporting.

Applying awards to invoices

Once a rule is active and (where needed) approved, EduPrime applies it whenever it raises or refreshes an invoice.

  1. Automatic rules (sibling, staff) apply at invoice creation with no action.
  2. Approved awards (merit, need) apply once the approval is recorded against the student.
  3. The reduction appears as a distinct award credit on the invoice and statement.
  4. If a rule changes mid-term, re-issue affected invoices to refresh the award.
Important — Stacking matters. Decide whether a child can hold a sibling discount and a need bursary at once, and cap the total so no invoice goes negative. EduPrime can enforce a maximum total aid percentage per student – set it to avoid awarding more than 100% of the fee.

Approvals & the audit trail

Need- and merit-based aid is sensitive – it must be defensible. EduPrime records who proposed an award, who approved it, when, and the reason.

  1. A bursar or class teacher proposes an award for a student, attaching evidence (means form, results).
  2. The designated approver (head/finance committee) approves or rejects.
  3. The decision, date and approver are logged immutably against the student.
  4. Only after approval does the credit hit the invoice.
Tip — Keep the evidence attached to the award record, not in a separate file. When a sponsor or auditor reviews aid, everything – the means test, the approval, the resulting credit – is in one place.

Reporting on aid given

Run Reports → Financial Aid to see total aid awarded by type, class and term. This tells you the real cost of your scholarship programme, supports sponsor reporting, and feeds budgeting. Because every award is a tracked credit, the report reconciles exactly with the revenue foregone on your collections report – no guesswork about how much aid the school actually granted.

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