Winning scholarships can make a significant difference in a student’s academic journey by alleviating the financial pressure of tuition, fees, and living costs. However, the path to securing these awards is often paved with multiple applications, each with its own eligibility requirements, deadlines, and supporting documents. Without an organized system, it's easy to miss critical deadlines or lose track of application statuses. That’s why tracking your scholarship applications is just as important as writing compelling essays and meeting eligibility criteria.
This article offers a step-by-step guide on how to effectively track your scholarship applications so you can stay organized, save time, and increase your chances of success.
Why Tracking Is Essential
Students often apply for several scholarships at once, especially when they aim to fund the majority of their education through external awards. Keeping track of each application is vital for several reasons:
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Avoid missed deadlines: Each scholarship has a strict submission deadline. Tracking them ensures timely submissions.
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Ensure complete applications: Different scholarships require different supporting documents. Staying organized helps ensure nothing is left out.
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Simplify follow-ups: Many scholarships require interviews, additional documentation, or enrollment proof after submission.
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Identify successful strategies: Tracking lets you analyze which applications yielded results and which didn’t, helping refine your future strategy.
Step 1: Choose a Tracking Method
The first step in tracking your scholarship applications is choosing a system that works best for you. Here are some popular options:
1. Spreadsheets (Excel or Google Sheets)
This is one of the most flexible and widely used methods. You can customize columns, apply filters, and add notes or links.
2. Scholarship Tracking Apps
Platforms like Scholly, Going Merry, or Fastweb often offer built-in trackers for applications initiated through their system.
3. Project Management Tools
Apps like Notion, Trello, and Airtable provide an interactive way to manage your scholarships using boards, checklists, and timelines.
4. Physical Planners or Bullet Journals
For students who prefer handwritten notes, a dedicated notebook or academic planner can be used to jot down deadlines and requirements.
Pro Tip: Google Sheets is a highly recommended option because it’s free, accessible from any device, and easy to share or back up.
Step 2: Create a Scholarship Tracker
Once you've chosen your method, it’s time to build your tracker. Whether digital or manual, include the following columns or fields to maintain comprehensive records:
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Scholarship Name
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Provider/Organization
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Award Amount
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Website or Application Link
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Eligibility Criteria
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Application Deadline
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Submission Date
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Status (e.g., Not Started, In Progress, Submitted, Result Awaited)
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Requirements (Essay, Transcript, Recommendations, etc.)
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Notification Date
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Outcome (Won, Rejected, Waitlisted)
This structure allows you to monitor each application’s life cycle, ensuring you’re always aware of what needs attention.
Step 3: Prioritize by Deadline
Deadlines are arguably the most critical factor in the application process. Organize your list by ascending due dates so you can prioritize your time and effort accordingly. Use color codes—red for urgent, yellow for upcoming, and green for completed tasks—to visually highlight priority levels.
Set digital reminders a week or two ahead of each deadline using calendar tools like Google Calendar, Outlook, or Apple Calendar.
Step 4: Monitor Requirements and Progress
Each scholarship comes with a unique set of requirements. Some may ask for:
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A personal essay
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Academic transcripts
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Letters of recommendation
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Financial aid documents (e.g., FAFSA or tax returns)
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Proof of enrollment or standardized test scores
Mark each item off your checklist as you gather and submit it. If a scholarship has multiple components, consider creating a sub-checklist within your main tracker or project management app.
Step 5: Reuse and Modify Existing Materials
Tracking your applications makes it easier to reuse essays or recommendation letters when appropriate. For instance, if several scholarships require a “career goals” essay, you can tweak a strong version instead of starting from scratch.
Label the essays by topic and length in your tracker so you can quickly find and repurpose them when needed.
Step 6: Log Submission Confirmations
After submitting each application, record the exact date and save the confirmation message or email. If available, note the application reference number.
Attach links to uploaded documents or cloud storage folders in your tracker to keep all related files in one place.
Step 7: Track Outcomes and Follow-Ups
Once decisions are announced, log the result for each scholarship. If you’re selected, make sure to:
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Respond by the acceptance deadline
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Submit any required verification documents
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Coordinate with your school’s financial aid office to process the award
Even for scholarships you don’t win, keeping records is helpful. Over time, you may identify trends in which types of scholarships you’re more likely to win and improve your success rate.
Bonus Tip: Use a Template
To save time, start with a scholarship tracking template. You can create one from scratch or download editable templates available online for Google Sheets, Excel, or Notion.
Sample Spreadsheet Columns:
| Scholarship | Deadline | Amount | Status | Requirements | Submitted | Outcome |
|---|---|---|---|---|---|---|
| XYZ Fund | Oct 10 | $5,000 | In Progress | Essay, 2 Recs | – | – |
| ABC Grant | Nov 1 | $1,000 | Submitted | FAFSA, Essay | Oct 28 | Awaiting |
Step 8: Secure and Back Up Your Data
Since your tracker includes valuable personal information and documentation, ensure it's protected:
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For digital trackers, use password protection or encryption.
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Back up regularly to the cloud (Google Drive, Dropbox, OneDrive).
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Avoid sharing the document unless necessary.