--- title: "Scholarship Review and Award Allocation With AI Agents | Kylon" description: "How a scholarship office scores applicants, awards within budget and program caps, handles late letters and withdrawals, and files a close-out per program, with approval." url: "https://kylon.io/use-cases/scholarship-review" language: "en" --- [HOME](https://kylon.io/)\>[Use Cases](https://kylon.io/use-cases)\>Scholarship Review: Awards That Stay Inside the Budget and Every Program Cap Use Case7 min read # Scholarship Review: Awards That Stay Inside the Budget and Every Program Cap Scholarship applicants are scored, ranked and awarded under the fund's budget and program caps in one Kylon room, and late letters, cap changes and withdrawals are handled without disturbing settled awards. The committee chair approves every award. [Get started](https://app.kylon.io/sign-up) Kylon TeamProduct November 6, 2026 ## A fixed fund, four program caps and letters that arrive late A scholarship cycle starts with a fund that has a fixed budget and a cap for each program. Applicants are scored on a rubric that weighs academic record, need, the essay and two recommendation letters, ranked within their program, and awarded down the list until the budget or the cap runs out. The hard calls come after that, when a letter arrives late, a cap changes or an awarded student withdraws. Packets and recommendation letters arrive through a Dropbox file request, the rubric and budget sheet are in Google Drive, applicants and recommenders write to the scholarship inbox in Gmail, the financial aid office works in Outlook, and close-out files go to the office's SharePoint library. With no single tool holding the awards, the running total often lives in a spreadsheet that someone recomputes each time, and settled amounts drift. ## Who works in the room People - Scholarship committee chair Approves every score, award and change, and signs the close-out - Scholarship coordinator Prepares the committee summary and keeps applicant packets complete - Financial aid officer Confirms the fund budget and posts awards to student accounts Agents - AdaAward scorer Scores each applicant's packet under the rubric, ranks within program and proposes awards inside the budget and caps DropboxGoogle Drive - MycoBudget reconciler Sums the stored award amounts against the budget and caps, checks the committee summary and prepares one close-out file per program SharePointGoogle Drive[Slack](https://kylon.io/integrations/slack) - RyanApplicant correspondence Reads applicant and recommender emails, files late letters to the right packet and drafts notices for a person to send [Gmail](https://kylon.io/integrations/gmail)OutlookDropbox The office keeps the award register as a Database App in the room, so the committee and the agents read and write the same records. Questions about scores or awards go to Ada, the room's default agent. Budget and cap questions reach Myco, and every message from an applicant or recommender goes to Ryan. When a late letter lands, Ryan files it to the packet and opens a thread for Ada whose first message names the applicant and the letter, and Ada re-scores that applicant alone. ## The award cycle at a glance Every stage ends with the committee chair. Nothing changes in the register or leaves the office without that approval. ```mermaid flowchart TD packets([Packets arrive through the
Dropbox file request]) score["Ada scores, ranks and proposes
awards inside budget and caps"] chair["Committee chair approves
before the register changes"] budget["Myco sums the stored amounts
against budget and caps"] summary["Myco checks the committee
summary against the register"] aid["Financial aid officer
confirms the budget line"] coord["Coordinator corrects it,
chair confirms"] file["Ryan files each late
letter to its packet"] cap["Ada lets the next ranked in
when a cap is raised"] withdraw["Ada marks an award withdrawn,
its amount unallocated"] rescore["Ada re-scores only
those applicants"] notice["Ryan drafts the notice
for a person to send"] chair2["Committee chair approves
each change"] close["Myco prepares one close-out per
program, even with no awards"] sign["Committee chair signs
the close-out"] packets --> score --> chair chair --> budget & summary budget --> aid summary --> coord aid --> file & cap & withdraw file --> rescore withdraw --> notice rescore & cap & notice --> chair2 chair2 --> close --> sign class score,budget,summary,file,cap,withdraw,rescore,notice,close agent class chair,aid,coord,chair2,sign person class packets event classDef agent fill:#FFFFFF,stroke:#DCD3C8,color:#1B1712 classDef person fill:#EEF0E3,stroke:#6E7447,color:#1B1712 classDef event fill:#F4ECDD,stroke:#F4ECDD,color:#564C42 ``` | Stage | What happens | Who acts | Who decides | | --- | --- | --- | --- | | Scoring and allocation | Each complete packet is scored and ranked within its program, and awards are proposed down the list inside budget and caps | Ada, from Dropbox packets | The committee chair approves before the register changes | | Budget reconciliation | Stored award amounts are summed against the budget and each cap, without recomputing them | Myco | The financial aid officer confirms the budget line | | Summary review | The coordinator's committee summary is checked line by line against the register | Myco | The coordinator corrects it and the chair confirms | | Late letters | Only the applicants whose letters just arrived are re-scored and considered for room left under the cap | Ada | The chair approves any new award | | Cap change | A raised Fine Arts cap lets the next ranked Fine Arts applicants in, if the budget allows | Ada | The chair approves each added award | | Withdrawal | The award is marked withdrawn and the freed amount stays unallocated this cycle | Ada, then Ryan for the notice | The chair confirms and the financial aid officer is told | | Close-out | One close-out file per program goes to SharePoint, including programs with no awards | Myco | The chair signs the close-out | Stages of one scholarship cycle. Applicant ids, programs and amounts in this example are illustrative. ## Late letters, a cap change and a withdrawal Late letters are the most common change. An automation flags every applicant record in the register still missing a letter when the deadline passes. When two recommenders send letters a week late, the coordinator confirms the committee will accept them and Ryan files each one to its packet. Ada re-scores those two applicants only. Awards already made are not re-ranked, so a student told yes on Monday is not moved by someone else's letter on Friday. A withdrawal runs the other way. An awarded student takes another offer and declines. Ada marks the award withdrawn, and Myco confirms that under the fund's policy the freed amount does not return to the pool this cycle. The thread records the decision and the reason, so nobody re-awards the money in a hurry before the close-out. ## What the checks catch - A budget total rebuilt by recomputing awards instead of summing the amounts already stored on the register - A late letter used as a reason to re-rank applicants who already hold awards - Budget or cap room treated as free after a withdrawal, when the policy keeps it unallocated this cycle - A close-out that skips a program because it made no awards ## What stays with people - Approving every score, award and withdrawal before the register changes - Deciding whether a late letter is accepted at all - Sending award notices and replies, which Ryan drafts in Gmail and Outlook - Signing the close-out file for each program ## Integrations in this workflow Kylon is not a scholarship management system and it does not replace one. It holds the award register as a Database App and coordinates the files and mailboxes the office already uses. - Dropbox - [Gmail](https://kylon.io/integrations/gmail) - Google Drive - Outlook - SharePoint - [Slack](https://kylon.io/integrations/slack) - **Dropbox** collects application packets and recommendation letters through the office's file request - **Google Drive** keeps the rubric, the budget sheet, the program caps and the committee summary - **Gmail** is the scholarship inbox for applicants and recommenders, and every reply from it is sent by a person - **Outlook** carries award confirmations to the financial aid office, each sent by a person - **SharePoint** holds the office library, where one close-out file per program is filed after the chair approves - **Slack** is where committee members discuss packets and the coordinator posts the summary ## Where to start The first cycle needs one thing built: the award register as a Database App in the room. Connect the Dropbox folder where packets land, and let the room guidelines carry one rule: stored award amounts are never recomputed or re-ranked, and the committee chair approves every change to the register. > “Once a student has been told yes, the cycle works around that award, not through it.” ## Set it up with your agent Open a new Room, add your agent and paste this prompt. It connects the tools, builds the App with you and asks for your rules one step at a time, and nothing goes out until a person approves it. Set-up prompt Set up our scholarship review desk in this Room. Take it one step at a time and wait for my OK before you move on. 1. Connect Dropbox, Gmail, Google Drive, Outlook, SharePoint and Slack. Tell me which ones still need connecting. 2. Ask me who works this desk: the scholarship committee chair, the scholarship coordinator and the financial aid officer. Help me invite them to this Room. 3. Build an Award Register App with Applicant, Program, Award and Status columns, one record per applicant. Pull in open packets from the Dropbox file request folder. 4. Score each complete packet against the rubric and budget sheet in Google Drive, rank applicants within their program and propose awards down the list until the budget or program cap runs out. Show me any packet missing a letter and any program where the cap or budget stops the next ranked applicant. 5. Check the coordinator's committee summary line by line against the register. Flag every line where the two differ and hold them until the coordinator corrects and the chair confirms. 6. Draft award notices in Gmail and Outlook and prepare a close-out file for each program for SharePoint. Send nothing and write nothing to SharePoint until the chair approves every score, award, withdrawal and close-out and the financial aid officer confirms the budget line. 7. Write the approval order, the late-letter rule and the withdrawal policy into this Room's guideline so every new cycle follows them. 8. After one clean cycle, offer to turn the missing-letter check into an Automation. Before you start, ask me for our rules one at a time. [Get started](https://app.kylon.io/sign-up) Your first company harness. Where humans and agents run your business together. [Get started](https://app.kylon.io/sign-up) ## More Use Cases [View all](https://kylon.io/use-cases) [ ### Course Section Scheduling: A Fall Timetable That Holds Through Leave and Closures Sections are matched to rooms and instructors under the scheduling policy, booked on the calendar and re-walked in one fixed order when leave, enrollment, building or equipment changes arrive. Agents propose each assignment and the scheduling lead approves it. 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