Holiday Season, Open Cycle: How to Keep Scholarship Momentum When Everyone’s Out of Office

Kaleidoscope

The Holiday Slowdown Dilemma

For many scholarship admins, November and December bring a familiar challenge: your program is open, deadlines are on the horizon, and your team (and applicants) are heading out for the holidays.

It’s a season when application activity dips, inboxes still fill up, and response times slow down. But with a smart game plan, you can maintain momentum all the way through to the new year.

1. Set Clear Communication Expectations

Before your team signs off, make sure applicants know exactly what to expect.

Update your FAQ page or contact form with office hours and response times
Send one pre-holiday message reminding applicants of your support schedule
Schedule a “final push” reminder for the first week of January

If you use Kaleidoscope, you can schedule messages in advance or automate reminders, ensuring applicants stay informed even when your teams are offline.

2. Automate Common Applicant Touchpoints

Automation doesn’t just replace personal connection during this time; it protects it.

Set up auto-confirmation emails when applicants submit materials
Create automated deadline reminders for incomplete applications
Use your reporting dashboard to monitor submissions and progress in real time

These automations keep applicants confident and your team in control, even at a time when no one’s checking inboxes daily.

3. Plan Light Coverage and Escalation Paths

If your cycle closes in January, you’ll need a minimal coverage plan for the break.

Assign a “holiday monitor” to check messages a few times a week
Outline clear escalation steps for eligibility or technical issues
Prepare pre-written replies for common questions

With Kaleidoscope’s SRM tools, staff can easily view message history, ensuring consistency in applicant communication, even if multiple people step in or trade out during the holidays.

4. Use December for Strategic Catch-Up

If your team has downtime during December, use it to analyze early data and refine your next steps:

Review application demographics and completion rates
Identify marketing channels driving the most qualified applicants
Outline reviewer training and rubrics for the new year

Your Kaleidoscope Reporting Dashboard can help visualize applicant trends, giving you clarity before the January rush.

5. Keep the Human Touch

A short note of appreciation or encouragement can go a long way this time of year.

Consider sending a brief “Happy Holidays, and good luck on your application!” message to all in-progress applicants. It keeps communication warm, reminds them of deadlines, and reinforces your brand’s supportive tone.

Keep Momentum, even in the Slow Season

The holidays don’t have to mean lost time or disengaged applicants. With automation, transparency, and a few proactive steps, you can maintain a smooth applicant experience while your team recharges.

When your scholarship systems stay steady, your applicants stay confident, and your program stays on track through slow times.

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