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Development of New Scholarships, Bursaries and Prizes Procedure

Procedure overview

1 Purpose

To establish the process by which new Scholarships, Bursaries and Prizes are initiated, developed and approved at the University.

2 Scope

This procedure applies to the development of all new non-research Scholarships, Bursaries and Prizes.

This procedure does not apply to the administration of existing Scholarships, Prizes and Bursaries. This administration is managed by the Manager (Student Equity and Disability) as per the Scholarships, Prizes and Bursaries Policy.

3 Procedure Overview

The University offers a range of Scholarships, Bursaries and Prizes in order to assist with attraction, retention and financial support of Students. This procedure outlines the processes for initiating, developing and approving Scholarships, Bursaries and Prizes at the University.

4 Procedures

4.1 Classifications of Scholarships Bursaries and Prizes

The University classifies Scholarships, Bursaries and Prizes into two categories:

  • University Funded
  • Donor Funded.

All Scholarships, Bursaries and Prizes must be initiated, developed and approved prior to being activated. The requirements that must be satisfied prior to activation are dependent on the classification of the Scholarship, Bursary or Prize.

4.2 University Funded Scholarships, Bursaries and Prizes

4.2.1 Proposal development

Proposals may be made by any section of the University. The section of the University making the proposal will be responsible for funding the Scholarship, Bursary or Prize if approved and financial consideration should form part of the proposal. The section making the proposal for a new Scholarship, Bursary or Prize will gain the relevant stakeholder support and approvals prior to submission.

The proposal should be developed in memorandum format demonstrating:

  • the purpose of the Scholarship, Bursary or Prize;
  • how it links to University strategy;
  • demand within the market;
  • student need; and
  • financial impacts to the University.

The Manager (Student Equity and Disability) is able to provide support and guidance for proposal development.

4.2.2 Proposal alignment

The proposal drafter will submit the proposal to the Manager (Student Equity and Disability) for development assistance. The Manager (Student Equity and Disability) will assess the proposal in relation to the strategy. If the proposal is considered to support the Scholarships, Bursaries and Prizes Strategy, the proposal will be supported by the Manager (Student Equity and Disability).

Proposals which do not support the Strategy will be referred back to the drafter for further consideration.

4.2.3 Criteria development

The Manager (Student Equity and Disability), in conjunction with the proposal drafter, will develop the criteria for the proposed proposal and record this information on the Scholarship Summary.

The criteria will include, but is not limited to:

  • purpose
  • merit or equity based
  • target group for applicants
  • proposed name
  • Student application process
  • Student assessment process
  • criteria for assessment
  • amount/value to establish
  • payment method
  • duration
  • recipient responsibilities
  • marketing and promotion details
  • any other relevant criteria or information.

The amount/value of the University Funded Scholarship, Bursary or Prize will be managed in accordance with criteria outlined within the Scholarship Summary document.

Once development of the Scholarship Summary is complete, the Manager (Student Equity and Disability) will provide the Scholarship Summary document to legal and financial services for any checks as necessary.

4.2.4 Approval

The completed Scholarship Summary will be approved by the relevant Financial Delegate and sent to the Manager (Student Equity and Disability) for final endorsement by the Deputy Vice-Chancellor (Students and Communities).

Upon endorsement by the Deputy Vice-Chancellor (Students and Communities), the Manager (Student Equity and Disability) will send a copy of the completed Scholarship Summary to the financial delegate representing the section of the University which proposed the Scholarship, Bursary or Prize for approval.

4.2.5 Activation

The Financial Delegate must inform the Manager (Student Equity and Disability) in writing that the Scholarship Summary has been approved.

The approved Scholarship, Bursary or Prize will be added by the Manager (Student Equity and Disability) to the central register and the Scholarship Summary recorded in the University's SharePoint database.

Administration of the Scholarship, Bursary or Prize will then commence in accordance with the Scholarship Summary, Financial Management Practices Manual and the University's Contract Management Framework.

4.2.6 Renegotiation

All Scholarships, Bursaries and Prizes will be reviewed annually. At the completion of the 12 month period, the Manager (Student Equity and Disability) will contact the relevant Financial Delegate and request approval for the ongoing commitment to the existing Scholarship, Bursary or Prize by providing an updated copy of the previous year's Scholarship Summary which contains the administrative process.

4.3 Donor Funded Scholarships, Bursaries and Prizes

4.3.1 Donor relationship management

Donor relationship management is the responsibility of the Manager (Alumni and Advancement) and will be undertaken in accordance with the Scholarships, Bursaries and Prizes Strategy.

4.3.2 Development of contract with donor

The Manager (Alumni and Advancement) will negotiate with the Donor and develop a contract for the proposed Scholarship, Bursary or Prize in accordance with the University's Contract Management Framework.

The Manager (Student Equity and Disability) may be able to provide support in developing aspects of the contract in relation to the Strategy. As the contract will form the basis of the Scholarship Summary, negotiation should include the Donor being provided with options on appropriately administering the Scholarship, Bursary or Prize. The Scholarship Summary will include but is not limited to:

  • purpose
  • merit or equity based
  • proposed title
  • target group for applicants
  • Student application process
  • Student assessment process
  • criteria for assessment
  • amount of the
  • payment method
  • duration
  • recipient responsibilities
  • marketing and promotion details
  • any other relevant criteria or information.

The amount/value of the Donor Funded Scholarship, Bursary or Prize will be managed in accordance with criteria outlined within the Scholarship Summary document.

4.3.3 Contract approval

Once contract negotiations are complete the Manager (Alumni and Advancement) will provide a copy of the draft contract to the Deputy Vice-Chancellor (Students and Communities) for endorsement.

Upon endorsement of the contract by the Deputy Vice-Chancellor (Students and Communities), the Manager (Alumni and Advancement) will manage the approval of the contract/s by the Donor and the University in accordance with the Contract Management Framework.

4.3.4 Contract activation

Upon contract signing, the Manager (Alumni and Advancement) will provide a copy of the contract to the Manager (Student Equity and Disability).

The Manager (Student Equity and Disability) will add the new Scholarship, Bursary or Prize to the central register.

Contract details and administrative processes are then supplied through the completed Scholarship Summary and recorded in the University's SharePoint database.

Administration of Scholarships, Bursaries and Prizes will commence in accordance with the Scholarship Summary, Financial Management Practices Manual and the University's Contract Management Framework.

4.3.5 Renegotiation

All Scholarships, Bursaries and Prizes will be reviewed annually. The Manager (Alumni and Advancement) will contact the Donor according to the contract details and in line with promotional timelines to ensure that promotion of the Scholarship, Bursary or Prize is timely for required future offerings.

5 References

Nil.

6 Schedules

This procedure must be read in conjunction with its subordinate schedules as provided in the table below.

7 Procedure Information

Subordinate Schedules

Accountable Officer

Deputy Vice-Chancellor (Students and Communities)

Policy Type

University Procedure

Approved Date

15/9/2014

Effective Date

15/9/2014

Review Date

15/9/2017

Relevant Legislation

Anti-Discrimination Act 1991

Information Privacy Act 2009

Right to Information Act 2009

Related Policies

Student Complaint and Appeal Policy

Privacy Policy

Scholarships, Bursaries and Prizes Policy

Related Procedures

Financial Management Practices Manual

Related forms, publications and websites

Contract Management Framework

Privacy

Scholarship website

Scholarships, Awards and Bursaries website

Scholarship Summary

Scholarships, Bursaries and Prizes proposal form

Definitions

Terms defined in the Definitions Dictionary

Academic Merit

Academic Merit is based on an Applicant's level of academic achievement during their prior studies. It is generally assessed on an applicant's OP score, International Baccalaureate (IB) score, Australian Tertiary Admissions Rank, or equivalent rank based on the applicants qualifications and/or work experience....moreAcademic Merit is based on an Applicant's level of academic achievement during their prior studies. It is generally assessed on an applicant's OP score, International Baccalaureate (IB) score, Australian Tertiary Admissions Rank, or equivalent rank based on the applicants qualifications and/or work experience.

Bursary

A type of financial grant provided to certain Students to assist with the costs associated with attending the University. A Bursary is a monetary grant provided to Students based on financial need and/or academic performance. A Bursary is provided to the Student by the University....moreA type of financial grant provided to certain Students to assist with the costs associated with attending the University. A Bursary is a monetary grant provided to Students based on financial need and/or academic performance. A Bursary is provided to the Student by the University.

Donor

An individual or other entity that makes a contribution of value to an Organisation to further the organisation objectives. A Donor includes prospective donors and an individual or entity that has previously made a contribution with the exclusion of government funding for core business purposes....moreAn individual or other entity that makes a contribution of value to an Organisation to further the organisation objectives. A Donor includes prospective donors and an individual or entity that has previously made a contribution with the exclusion of government funding for core business purposes.

Donor Funded Scholarship, Bursary or Prize

A Scholarship, Bursary or Prize offered by the University which is funded in part or whole by a Donor....moreA Scholarship, Bursary or Prize offered by the University which is funded in part or whole by a Donor.

Prize

A prize acknowledges outstanding academic achievement in a Course, group of Courses or a program. Selection will be based on Academic Merit but may be restricted to certain groups of Students in accordance with the University's equity objectives. A prize may take the form of monetary reward, equipment, book voucher, or subscription to professional organisations....moreA prize acknowledges outstanding academic achievement in a Course, group of Courses or a program. Selection will be based on Academic Merit but may be restricted to certain groups of Students in accordance with the University's equity objectives. A prize may take the form of monetary reward, equipment, book voucher, or subscription to professional organisations.

Higher Degree by Research (HDR)

A Research Doctorate or Research Masters program for which at least two-thirds of the Student load for the program is required as research work....moreA Research Doctorate or Research Masters program for which at least two-thirds of the Student load for the program is required as research work.

Scholarship

A Scholarship is Student recognition, typically based on Academic Merit, which provides a financial grant to a Student to undertake or complete a program of study at the University over a nominated period of time, in accordance with the selection criteria. A Scholarship may take the form of periodic payments to the Student or a reduction in specified costs, such as tuition fees for the...moreA Scholarship is Student recognition, typically based on Academic Merit, which provides a financial grant to a Student to undertake or complete a program of study at the University over a nominated period of time, in accordance with the selection criteria. A Scholarship may take the form of periodic payments to the Student or a reduction in specified costs, such as tuition fees for the duration of the Scholarship.

Student

A person who has been Admitted or Enrolled at the University, but has not yet graduated from their Academic Program....moreA person who has been Admitted or Enrolled at the University, but has not yet graduated from their Academic Program.

University Funded Scholarship, Bursary or Prize

A Scholarship, Bursary or Prize funded by a section of the University through the University's budgetary process....moreA Scholarship, Bursary or Prize funded by a section of the University through the University's budgetary process.

Definitions that relate to this procedure only

Keywords

Scholarship, Bursary, Prize, Donor

Record No

14/602PL

Failure to comply with this Policy or Policy Instrument may be considered as misconduct and the provisions of the relevant Policy or Procedure applied.

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