Policies and governance

Skills for Success Scholarship Program Procedures Manual

Caymanians First Charitable Foundation

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1. PURPOSE OF PROCEDURES

These procedures set out the operational steps for managing the Foundation’s Scholarship Program in a fair, transparent, and accountable manner, in alignment with the Foundation’s mission to support Caymanians through education and skills development.

2. ROLES AND RESPONSIBILITIES

A. Supervisor

  • Provides overall oversight of the program
  • Approves final scholarship awards
  • Ensures alignment with Foundation’s mission and governance standards

B. Scholarship Committee

  • Reviews and scores applications
  • Makes recommendations for award decisions
  • Declares and manages any conflict of interest

C. Board of Directors

  • Approve scholarship budget
  • Approve number of scholarships per year
  • Approve types of technical and vocational courses

3. SCHOLARSHIP PLANNING

Each year, the Foundation shall determine:

  • The number of scholarships to be awarded
  • Priority study areas
  • Budget limits

Application timelines shall be approved and published.

4. APPLICATION PROCESS

Applications shall be accepted electronically through the Foundation’s website.

4.1 All applications must include:

  • Proof of being Caymanian
  • Letter of acceptance from accredited institution approved by Foundation
  • Transcripts
  • Financial need documentation
  • Personal statement
  • Two references

Applications received after the closing date shall not be considered unless exceptional circumstances apply.

5. APPLICATION ADMINISTRATION

  • 1.The Foundation shall publish annual scholarship application timelines, including opening and closing dates, through its official communication channels.
  • 2.Application forms will be made available electronically through Foundation website.
  • 3.Guidance notes outlining eligibility criteria and required supporting documentation shall be issued with each application.
  • 4.The Supervisor shall be responsible for managing the scholarship application process.
  • 5.Incomplete applications should be flagged and the applicant notified where appropriate.

6. SUBMISSION AND RECEIPT OF APPLICATIONS

  • 1.All applications must be submitted by the published deadline through foundation website.
  • 2.Late or incomplete applications shall not be considered unless exceptional circumstances are approved by the Supervisor.
  • 3.Each application shall be assigned a unique reference number and recorded in the Foundation’s secure database.

7. DOCUMENT VERIFICATION

  • 1.The Foundation shall verify proof of being Caymanian, institutional acceptance letters, academic transcripts, and financial information.
  • 2.Where required, the Foundation may contact institutions or referees to confirm the authenticity of documents submitted.

8. ASSESSMENT AND SCORING

  • 1.Applications shall be assessed using a standardized scoring framework approved by the Supervisor.
  • 2.Each eligible application shall be independently reviewed by at least two members of the Scholarship Committee.
  • 3.Committee members must declare any actual or perceived conflicts of interest and

recuse themselves where appropriate.

9. SELECTION COMMITTEE

  • 1.The Scholarship Committee shall convene formally to consider and rank eligible applications.
  • 2.The Committee shall maintain written records of deliberations and decisions. Eg. minutes
  • 3.Recommendations shall be submitted to the Supervisor for final approval.

10. APPROVAL AND NOTIFICATION

  • 1.Successful applicants shall receive formal written notification of award.
  • 2.Unsuccessful applicants shall also be notified in writing.
  • 3.Individual scholarship files shall be created and maintained for each successful recipient.

11. DISBURSEMENT OF FUNDS

  • 1.Scholarship funds shall be disbursed in accordance with an approved payment schedule.
  • 2.Payments may be made directly to educational institutions or, where approved, to the scholarship recipient.
  • 3.Prior to each disbursement, proof of enrolment and relevant invoices must be submitted and verified.

12. MONITORING AND COMPLIANCE

  • 1.Scholarship recipients shall be required to submit academic progress reports at the end of each academic term to the Supervisor.
  • 2.The Foundation shall track academic performance and attendance in collaboration with the relevant institution.
  • 3.Recipients may be required to participate in Foundation-supported activities or mentoring programs.

13. RENEWALS

  • 1.Scholarships shall be awarded for a defined academic period and may be renewed subject to satisfactory academic performance and compliance with all program requirements.
  • 2.Renewal applications must be submitted in accordance with published timelines.

14. SUSPENSION AND TERMINATION

  • 1.The Foundation may suspend or terminate a scholarship where a recipient fails to meet academic or conduct requirements.
  • 2.Written notice shall be provided to the recipient outlining the reasons for suspension or termination.
  • 3.Update applicant file accordingly.

15. CONFIDENTIALITY AND DATA PROTECTION

  • 1.All applicant and recipient information shall be treated as confidential.
  • 2.Records shall be stored securely and accessed only by authorized personnel.
  • 3.The Foundation shall comply with applicable Cayman Islands data protection requirements.

16. REPORTING AND ACCOUNTABILITY

  • 1.Regular internal reports shall be provided to the Board on application numbers, approvals, and fund utilization.
  • 2.The Scholarship Program shall be subject to internal audits as required.

17. WHEN TO ESCALATE

Escalate immediately to the Supervisor if:

  • 1.Fraud is suspected
  • 2.There is a conflict-of-interest issue
  • 3.Serious complaints are received
  • 4.Legal concerns arise

18. REVIEW OF PROCEDURES

These procedures shall be reviewed every two (2) years or as required by the Supervisor and approved by the Board.

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