Microsoft Word instructions uploading Documents docx

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SCHOLARSHIP MANAGEMENT SYSTEM 

HOW TO SCAN & UPLOAD DOCUMENTS  

For Use with the Document Upload Tool found in the Online Application 

 

OVERVIEW 

Affiliate members and students can upload supporting documentation to scholarship 

applications. It is best to scan documents to PDF. This is a popular document format that can be 

opened using Adobe Acrobat or Adobe Reader. Software used to scan documents as PDF is often 

included with a scanner during setup. You can also find free software online. 

 

STEP 1:   SCAN YOUR DOCUMENT AS A PDF

 

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Using the camera on your smart phone or tablet: 

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Download and install any free scanning app.  

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Take a picture of each page of the document and save it as a PDF.  

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Send the PDF file to yourself by email. Open your email on any personal 

computer and save the attachment to the computer desktop.  

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Using your printer or scanner:  

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Follow the scanner manufacturer's directions to scan each document to your 

computer or USB drive. Most scanners simply require you to press a Scan button, 

or open the scanning program on your computer and click a scan command.  

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Select the PDF file format option before scanning. Scanning as an image (JPEG, 

GIF, BMP, or TIF) instead of PDF sometimes results in poorer quality and larger 

file sizes than scanning as a PDF. 

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Save it to a folder in a location on your computer or removable drive that you can 

easily access and remember. 

 

STEP 2:   UPLOAD YOUR DOCUMENTATION

 

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Login to your account in the Scholarship Management System and open the 

scholarship application. 

 

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If it has already been submitted, review the instructions labeled “

What to do 

if you forget to upload documentation ” on the next page. 

 

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Go to the 

Supporting Documentation  section of the application. 

 

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In the 

Type drop‐down field, select the description that best fits the type of 

document you are uploading. 

 

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Click the 

Browse button to locate the folder on your computer or removable drive 

where you saved the scanned document.  

 

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Click on the document you wish to upload then click the 

Upload or Save button to 

upload the first document. It will appear in the list of uploaded documents on the 

Supporting Documents section of the application. 

  

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Repeat these steps for each document. Once finished, be sure to click the 

Next or 

Save button to update the changes to the application. 

 

WHAT TO DO IF YOU FORGET TO UPLOAD DOCUMENTATION

 

Once an application has been submitted, the student cannot edit it or upload documentation. If 

the application or documentation needs to be updated, there are a couple of options: 

 

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Option 1: An Affiliate Member can make these changes on behalf of the student. The 

student can email supporting documentation or requested changes to any Affiliate 

member. That person can open the student’s application from the review mode to upload 

documents or edit the application as needed. 

 

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Option 2: The application can be reset to DRAFT, which allows the student to edit it. But 

it also withdraws the application from the pool of submitted applications. After it is 

updated, the student must resubmit it before the application deadline in order for the 

Affiliate to consider it for an award. While the application is in DRAFT the Affiliate is not 

able to see or access it. 

Contact Chris Womack, IT Manager, for assistance on resetting an application to DRAFT. 

[e-mail]

 

[phone] ext 10