# Scholarship policy

Source: https://backpr.com/resources/templates/scholarship-policy. Last updated: 2026-10-19.

A sample scholarship policy: who's eligible, a sliding-scale example, how families apply, how you keep their information private and how you decide.

Free download: PDF https://backpr.com/media/templates/backpr-scholarship-policy.pdf · Word https://backpr.com/media/templates/backpr-scholarship-policy.docx

> Replace the [brackets] with your program's details and amounts. Share it with your board, and post a short version wherever families register.

**Our commitment**
[Program name] wants every child to be able to take part, whatever their family can afford. Scholarships are paid for by [donors, grants and fundraising], and we set aside [amount or percent] of each session's budget for families who need help.

**Who's eligible**
- Families who live in or attend school in [service area]
- Children ages [ages]
- Households with income at or below [limit, such as a percent of the federal poverty guidelines or area median income]
- [Families who receive public benefits, such as SNAP, WIC or Medicaid, qualify automatically.]
- Families facing a hardship, such as a job loss, illness or emergency, even if their income is above the limit

**Sliding scale example**
This example uses a [$400] program. Income limits depend on household size. Adjust the levels and amounts for your area and budget.
- Level 1, income under [limit] or receives SNAP, WIC or Medicaid: family pays [10]% ([$40])
- Level 2, income [range]: family pays [25]% ([$100])
- Level 3, income [range]: family pays [50]% ([$200])
- Level 4, income [range]: family pays [75]% ([$300])
- Above [limit]: full price, with a payment plan if needed

**What scholarships cover**
Scholarships cover [program fees only, or fees and required supplies]. Each child may receive up to [amount or number of sessions] each [year]. Awards depend on the funds available.

**How to apply**
- Fill out the scholarship application [online or on paper] by [deadline]. We review late applications if funds are left.
- We ask for [household size and income range, or proof of benefits]. [We don't ask for tax returns or pay stubs.]
- Need help with the form or prefer another language? Contact [name].
- You can apply and register at the same time. We'll hold your child's spot for [number] days while we review your application.

**Privacy**
- Only [the scholarship committee or director] sees applications.
- Staff who work with children aren't told which families received a scholarship.
- We never share families' names with donors or the public without permission.
- We keep applications [in a locked file or secure system] and destroy them after [time period].

**Decisions**
- We review applications [weekly or by a set date] and reply within [number] days.
- Decisions are based on need and available funds, using the sliding scale above. [Who gets priority, such as returning families or children in our service area.]
- If you disagree with the decision or your situation changes, contact [name] to ask us to take another look.
- Families pay their share [at registration or on a payment plan].

**Approval**
- Approved by (board or director): ______
- Date approved: ______
- Next review date: ______

### How to use it
- Ask for as little paperwork as you can. A signed statement of income or proof of benefits is often enough, unless a funder requires more.
- Set a scholarship budget for each session before sign-up opens, so you know how many awards you can make.
- Track awards, amounts and where the money came from. Your board and funders will ask.
- Mention scholarships everywhere you list prices, including flyers and your registration form.

**How does a sliding scale work for youth program fees?**
Families pay a percent of the full price based on household income and size, such as 10%, 25%, 50% or 75%. Some programs also offer full scholarships for families with the least. Use income ranges that fit your area, and budget enough to cover the difference.

**What proof of income should we ask for?**
As little as you can. Many programs accept a signed statement of income or proof that a family receives benefits such as SNAP, WIC or Medicaid. If a grant requires documents, ask only for what that funder needs and keep them private.

Free to use and change, but not legal or medical advice. Check your state's licensing rules and your insurer's requirements, and have a lawyer review any consent or waiver language.