Core principle
Use data only for the purpose of the scholarship programme
Applicant forms, documents and contact information may be used to review an application, assess programme conditions, communicate where needed and follow up with scholars. They must not be used for purposes outside the programme.
- Review whether an application meets programme conditions.
- Assess applicant declarations with uploaded documents.
- Communicate about additional documents, clarification, interviews or process information.
- Manage programme-related continuation, achievement or follow-up after support is awarded.
- Carry out authorised assessment and reporting work related to the programme.
Access authority
Only authorised institution administrators should access information
Access to applicant data must be limited to administrators authorised to manage the relevant scholarship programme. Each user should use their own account and must not share usernames or passwords.
- View only applicant records necessary for your role.
- Update access promptly when responsibilities change or authorisation ends.
- Do not use shared user accounts or passwords.
- Sign out after using a shared device.
Assessment and communication
Use data proportionately in the decision and communication process
The institution defines programme conditions, assesses applications under its own criteria and makes final decisions. Applicant data may support this process; bursverenler.org provides the digital infrastructure for applications, documents, assessment, reporting and access.
May I request additional information or documents?
Yes, where the information or document is necessary for programme assessment. Request it through the applicant’s process in the platform.
May I communicate with applicants?
Yes. Keep communication limited to programme-related matters such as applications, documents, interviews, results and scholar follow-up.
May I export data?
Use reporting or export options available for your institution only where necessary for programme management. Keep exported data secure and do not share it with unauthorised people.
Sharing limits
Do not share applicant data with unauthorised people
All personal information, documents and application details are not open to donors, other applicants or people outside the institution. Any sharing must be limited to authorised people and only to the extent necessary for the relevant process.
- Do not send applicant lists, forms or documents to external people or channels.
- Do not use applicant data for promotion, marketing, announcements or unrelated communication.
- In any special process requiring information for a donor, share only the limited information necessary for that process.
- Do not unnecessarily duplicate identity, contact, income, education or other personal information.
An application does not mean that an applicant’s personal data may be shared without limits. Every use and sharing activity must be connected with, and necessary for, the scholarship programme’s purpose.
Secure working
Manage documents and messages securely
The security of applicant data also depends on the daily practices of institution administrators. Consider access, storage and sharing risks whenever information is taken outside the panel.
- Do not unnecessarily download documents to personal, shared or openly accessible storage.
- Do not share files or screenshots through unauthorised email, messaging or other channels.
- When requesting technical support, explain the issue without sharing applicant or scholar personal data.
- Inform your institution’s authorised person if you identify suspicious access or an incorrect disclosure.