Scholarships and fee waivers with approval trail

Waivers need paperwork, not hallway deals

Admissions promises a scholarship; finance bills full fees because the discount never hit the system. Schoolyi captures waiver requests with amount or percentage, supporting reason, and approver signature before invoices generate.

Approval chain

Counselor or admissions initiates. Principal or bursar approves based on policy caps. Approved waivers attach to student fee plan for the academic year - term installments recalculate automatically. Expired waivers prompt renewal review before rollover.

• Percentage or fixed-amount discounts
• Category tags - merit, staff child, hardship
• Attachment upload for board scholarship letters
• Effective date range aligned to fee terms

Sibling and staff discounts

Sibling links trigger family discount rules when configured - third child percentage, combined cap per household. Staff waivers reference HR employment status to avoid paying discounts after separation.

Reporting for auditors

Export waiver register by term: student, amount foregone, approver, category. Leadership compares waiver budget to actuals. Anonymous aggregate views for board without exposing individual hardship notes.

Parent communication

Fee statements show gross, waiver line, and net due - families see the approved discount without calling office. Disputes reference approval ID in CRM notes.

Policy controls

Set maximum waiver percent per grade or campus. Require secondary approval above threshold. Block new waivers for defaulters until bursar review when policy demands.

Rollout with finance first

Map existing scholarship spreadsheet to categories before go-live. Train admissions on “no verbal waivers” policy. Reconcile one term manually in parallel to validate ledger math.