Scholarship Adjustments

Use this feature to review students who failed a course, log an interview, and decide whether their scholarship gets reduced next term. The original scholarship is never edited or deleted — a separate adjustment dossier is created for the affected term only.

Who can access. view_scholarship_adjustment to view, approve_scholarship_adjustment to approve decisions.

Where. Academic Operations → Grades & Performance → Scholarship Adjustments.

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Process overview

1. Find candidates  →  2. Schedule & record the interview  →
3. Student confirms  →  4. Decide & approve  →
5. Apply to tuition  →  6. Next term: restore or re-review

1. Find candidates

Screen. Click Tìm sinh viên cần xét (“Find candidates”) at the top right of the list page — opens the candidate search screen.

Steps

1. Pick the target term (the term the scholarship change will apply to).
2. Pick the source term (only terms starting before the chosen target are shown).
3. The system lists candidates automatically, with each student’s failed courses.
4. Check the students you want to open a dossier for (selecting all is not required).
5. Click Mở đợt xét cho N sinh viên (“Open review for N students”).

Read the excluded count. Right under the list title, a line shows how many students are hidden: already under review, no finalized grade yet, or already charged tuition for this term (once charged, a student drops out of candidacy).

Watch for the red flag. A Cần kiểm tra điểm thủ công (“Needs manual grade review”) badge means the grade was finalized before the pass/fail calculation fix (2026-07-04) — double-check the original grade before deciding.

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2. Open the dossier & schedule the interview

Once a review batch is opened, each student gets their own dossier — click Mở (“Open”) in the last column of the list.

“Why this student was flagged” panel shows: source (system-detected or manually added), the current scholarship, and the failed courses with attempt number and grade-finalized date.

Schedule the interview

1. In the Interview panel, pick a date and time.
2. Click Đặt lịch phỏng vấn (“Schedule interview”).

Record the minutes after the interview

1. Once the status is Đã hẹn lịch (“Scheduled”), the Interview panel shows a minutes textarea.
2. Enter what was agreed during the interview.
3. Click Lưu biên bản và gửi sinh viên xác nhận (“Save minutes and request confirmation”) — the system automatically notifies the student, no extra step needed.

Note. Minutes are versioned (bản chỉnh sửa thứ N, “edit #N”). Editing minutes after the student confirmed creates a new version and resets confirmation.

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3. Student confirmation

Students confirm on the Student Portal. The status shows right in the Student confirmation panel: Pending, Confirmed, Disputed, Overdue, or Dispute overruled.

If the student hasn’t answered yet (Pending / Overdue): staff may confirm on their behalf.

1. Fill in how you contacted the student and what they agreed to.
2. Click Xác nhận thay sinh viên (“Confirm on behalf”).

If the student disagreed (already responded with a dispute): staff must not confirm on their behalf. Two honest paths:

• Revise the minutes — enter the corrected text and click Lưu biên bản đã sửa và hỏi lại (“Save revised minutes and re-ask”). The student confirms again on the new version.
• Overrule the dispute — approvers only, requires a written reason (at least 10 characters), click Bác bỏ phản đối (“Overrule dispute”). The student’s disagreement stays on record — it is never rewritten as “confirmed”.

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4. Decide & approve

Only available while the dossier is Interviewed or Ready for decision.

Proposal step

1. Choose an outcome: Keep unchanged, Reduce, Suspend in full, Defer, or Cancel.
2. If Reduce: enter the remaining scholarship rate — unit follows the original type (% of tuition or a fixed amount), and the value entered is the remaining amount after the cut, not the amount cut.
3. The tuition impact panel updates live as you type: tuition for the term, the discount before/after, the amount payable before/after. If the target term has no invoice yet, it notes the adjustment will apply automatically once one is issued.
4. Enter a reason for the outcome (required).
5. Click Gửi đề xuất quyết định (“Submit proposal”).

Blocked without confirmation. If the outcome increases what the student owes (Reduce or Suspend in full) and the student hasn’t confirmed the minutes yet, submission is blocked — go back to step 3.

Approval step. Once submitted, the dossier moves to Ready for decision and the form locks to read-only:

• Someone with approval rights clicks Duyệt quyết định này (“Approve this decision”) to finalize it as proposed, or
• Clicks Sửa lại quyết định (“Revise decision”) to reopen the form, edit, and resubmit.

After approval. The form is replaced with a summary: outcome, scholarship rate before/after, target term, reason, proposer/approver and timestamps.

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5. Apply to tuition

After approval, the dossier moves into one of these statuses, shown right under the decision summary:

Status	Meaning
Applied	Tuition for the target term has been updated per the decision.
No adjustment	Scholarship stays the same; no change to tuition.
Cancelled	Scholarship was cancelled.
Finance review required	Couldn’t apply automatically (e.g. invoice already issued or paid) — Finance handles it manually.
Not applicable	The target term doesn’t charge tuition on this billing timeline.
Approved (invoice not yet issued)	Will auto-apply when the target term’s invoice is issued.

Note. Issued or paid invoices are never auto-corrected retroactively.

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6. Next term: restore or re-review

Once the affected term’s results are finalized, the system re-evaluates automatically:

• No more failed courses in scope → auto-proposes restoring the original scholarship for the next term.
• Still failing → opens a new review dossier; it never silently extends the old decision.

Restoring never deletes the prior adjustment dossier and never auto-corrects an invoice already issued for a previous term.

Dossier status (quick reference)

Identified → Interview scheduled → Interviewed → Awaiting student confirmation → Ready for decision → Approved → Applied → Closed

Side branches you may see: Student disputed, Student no-show, Confirmation overdue, No adjustment, Cancelled, Finance review required, Not applicable.

See also

Full business rules (candidacy conditions, detailed permissions, acceptance criteria, deviations from the original proposal): docs/features/academic/scholarship-adjustment-deduction.md.