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Procedure: Scholarships (coursework)

Purpose

The purpose of the university's Coursework Scholarships program is to attract and retain the most talented students, irrespective of their background and identities.

Procedure

Establishment

  1. The Deputy Vice-Chancellor (Academic) approves the establishment, modification and disestablishment of all coursework scholarships offered within ANU, ensuring they are in alignment with ANU coursework scholarship principles.
  2. Any person, group or organisation within or beyond the University may propose the establishment of an ANU scholarship in accordance with the timeframes agreed by the Academic Quality Assurance Committee.
  3. Proposed scholarships meet the definition from the Policy: Glossary - student policies and procedures, and principles detailed in the Scholarships Policy.
  4. Each Scholarship has an agreed single Scholarship Owner.
  5. To propose a scholarship, the Scholarship Owner completes the Scholarship Summary Sheet and the Conditions of Award templates available from the Student Administration and Records Office, with advice from relevant stakeholders.
  6. A scholarship may be centrally supported through agreement between the Scholarship Owner and the Student Administration and Records Office. Centrally supported scholarships are awarded by the University Coursework Scholarship Committee and the Student Administration and Records Office administers payments.
  7. If a scholarship is not centrally supported, consideration of candidates and administration of payments is undertaken by the organisational unit of the Scholarship Owner.
  8. The final proposal for a new scholarship (Conditions of Award and the Scholarship Summary Sheet) is endorsed by:
  • the relevant Associate Dean(s);
  • the Head of the Scholarship Owner’s organisational unit (Dean or Director); and
  • the Registrar, Student Administration.
  1. The final proposal is approved by the Deputy Vice-Chancellor (Academic).
  2. When approval has been given, the Student Administration and Records Office:
  1. enters the necessary scholarship details into the student administration system;
  2. informs the Scholarship Owner and other relevant stakeholders of the outcome;
  3. publishes all approved scholarships on the ANU Scholarships website; and
  4. uploads the scholarship summary sheet, the conditions of award and the record of approval in the University’s Electronic Records Management System (ERMS).

Awarding

  1. The Scholarship Owner is responsible for ensuring the Scholarship is promoted, in consultation with relevant stakeholders.
  2. Applicants apply using the approved proforma as identified by the Scholarship Owner.
  3. Applicants meet the prescribed eligibility requirements before being considered for selection for a scholarship.
  4. Where applications are collated centrally, applicant information is circulated to the Scholarship Owner by the Student Administration and Records Office. Information is circulated in accordance with the timeframes agreed by the Academic Quality Assurance Committee.
  5. Where applications are not collated centrally, the Scholarship Owner is responsible for organising the receipt of applications in accordance with the timeframes agreed by the Academic Quality Assurance Committee.
  6. The Scholarship Owner ensures that selection of the successful applicants complies with the ANU Scholarships (coursework) policy and procedure, and the Conditions of Award, and is based on the published selection criteria for the specific scholarship(s). Selection is undertaken in accordance with the timeframes agreed by the Academic Quality Assurance Committee. Where selection requires consideration of multiple applicants, the Owner must record an order of offer (merit list) for all applicants to ensure that unaccepted scholarships are awarded to the next best eligible applicant within the agreed timeframes. Depending on the Scholarship criteria, the recipient(s) may be selected through automation or Committee.
  7. The University Coursework Scholarships Committee serves as the Selection Committee for all centrally supported scholarships and comprises:
  • Deputy Vice-Chancellor (Academic), Chair
  • Pro Vice-Chancellor (Education)
  • Registrar, Student Administration
  • Deputy Director, Access Inclusion and Wellbeing
  • One representative from each College (relevant Associate Dean (Education) or their nominee)
  • Director, Tjabal Centre.
  1. If a Scholarship is not centrally supported the:
  1. Scholarship Owner is responsible for convening a Selection Committee. The Selection Committee includes at least three people, has regard to gender and diversity balance, and works within timeframes agreed by the Academic Quality Assurance Committee. The Committee may consider more than one scholarship; and
  2. Head of the Scholarship Owner’s organisational unit (Dean/Director) approves selection decisions.
  1. A donor may be a member of a selection committee, may make a recommendation to a Selection Committee, or not be involved in selection.
  2. If a donor makes a recommendation to the Selection Committee, the Committee will take into account that recommendation, but makes an independent decision without bias.
  3. A Donor declares any conflict of interest in the selection process in accordance with the University’s conflict of interest policy and procedures.
  4. The Scholarship Owner checks eligibility against:
  1. The University’s multiple scholarship position with the Student Administration and Records Office. A coursework student may hold multiple ANU Access scholarships, one ANU Academic or Sport scholarship and one ANU Residential scholarship at any one time. In total they will not exceed the published limit set by Academic Quality Assurance Committee for any given year. This amount will be published by the Student Administration and Records Office on the ANU Scholarships website.
  2. Students employed by the University full-time on a continuing basis or a fixed term contract for 12 months or greater are eligible to apply for a scholarship, but will cease their employment prior to accepting the scholarship.
  1. Where multiple academic or Sport scholarships are being offered to a single student that will take them over the financial limit at the point of commencement then priority is given as follows:
  1. Awarding the scholarship combination that gives the highest total value.
  2. Awarding the scholarship combination that gives the highest value of the first year of the scholarship.
  3. Awarding the scholarship combination that gives the longest duration of funding.
  1. The Scholarship Owner notifies the Student Administration and Records Office of all selection decisions prior to offers being sent.
  2. For centrally managed scholarships, and those administered through the admissions, scholarships and accommodation system, the Student Administration and Records Office ensures offer letters are sent to successful recipients, notifies unsuccessful applicants and advises the Scholarship Owner of responses. This is undertaken through the admissions, scholarships and accommodation system wherever possible and follows the timeframe agreed by the Academic Quality Assurance Committee.
  3. If the Scholarship is not centrally supported the Scholarship Owner ensure offer letters are sent to successful recipients, notifies unsuccessful applicants and processes acceptances.
  4. Recipients agree in writing to the Conditions of Award upon accepting the scholarship.
  5. Scholarship recipients are responsible for seeking taxation advice regarding their own individual circumstances. Scholarships may be regarded as taxable income if a student is enrolled on a part-time basis.
  6. Where a Scholarship is centrally supported the Student Administration and Records Office is responsible for ensuring that payments are made to the recipient in accordance with the relevant ANU policies and procedures and the Conditions of Award. If the scholarship is not centrally supported, this responsibility falls to the Scholarship Owner.
  7. Students are assessed each semester for continued eligibility of their awards in accordance with the eligibility and academic achievement requirements set out in the Conditions of Award.
  8. Receipt of an academic scholarship will be recorded on the academic transcript of the recipient by the Student Administration and Records Office.

Governance

  1. The University Scholarships Committee is responsible for ensuring the utilisation of each scholarship is reviewed annually.
  2. The University Scholarships Committee is responsible for ensuring the academic performance of current scholarship recipients is monitored every semester so that early intervention can take place if required.
  3. Scholarship recipients who do not meet scholarship academic achievement requirements in a given semester, as detailed in the Conditions of Award, will be placed on scholarship probation. If the scholarship recipient breaches the academic achievement requirements a second or subsequent time they will be invited to Show Cause why their scholarship should not be terminated. Scholarship probation may be continued, the scholarship suspended or the scholarship terminated following Show Cause review. Outcomes of any Show Cause process and scholarship probation will be reported to the Scholarship Owner.
  4. The University Scholarships Committee delegates operational decision making with respect to scholarship holders including the review of the academic performance of scholarship recipients (under clause 34) to the Dean of Students.
  5. The Student Administration and Records Office compiles an annual report to the Academic Quality Assurance Committee on all coursework scholarships, including:
  • Number and type of awards;
  • New, revised and disestablished awards; and
  • Student performance review outcomes.
  1. At least every five years, each scholarship is re-validated. The Scholarship Owner reviews the current Scholarship Summary Sheet and the Conditions of Award, together with the performance of the scholarship since the last approval/re-validation, in consultation with key stakeholders.
  2. Outcomes of the revalidation exercise are sent to the Student Administration and Records Office who will then follow the process outlined in clauses 6-9.
  3. The DVC (Academic) or Dean may trigger a shorter revalidation cycle for specific scholarships on the basis of evidence relating to viability or student experience concerns, or if the scholarship is not offered for a minimum of two consecutive years.
  4. Modifications can be made to a scholarship at any time by following the re-validation process outlined in the Establishment section of this procedure, making clear the impact the changes will have on existing recipients, if any.
  5. Scholarships can be disestablished at any time through a written request, which outlines the Scholarship cessation plan with consideration of existing recipients and Donors, if applicable. The request is:
  1. endorsed by the Head of the Scholarship Owner’s organisational unit;
  2. endorsed by the Registrar, Student Administration; and
  3. approved by the Deputy Vice-Chancellor (Academic).

Philanthropic Scholarships

  1. An individual or area contacted by a potential donor ensures that relevant stakeholders are informed, including the Division of Alumni Relations and Philanthropy.
  2. The Division of Alumni Relations and Philanthropy coordinates consultation with relevant stakeholders in the development of a Gift Deed and Fund Purpose Statement in accordance with University policy and procedures.
  3. During that process, an appropriate Scholarship Owner is identified.
  4. Fund delegation sits with the Scholarship Owner.
  5. The Division of Alumni Relations and Philanthropy inform donors about this policy and any other relevant statutes, rules or policies.

Disputes regarding the proposal, amendment, disestablishment or award of a scholarship

  1. Disputes regarding College scholarships are submitted in writing to the College Dean. The College Dean has the authority to request a review via the delegate who approved the original decision within 20 working days.
  2. Upon receiving the findings of the review, the Dean upholds or does not uphold the original decision within five working days and communicates the final decision to the applicant.
  3. The Dean is responsible for any funding shortfall as a result of their decision.
  4. Disputes on University-wide scholarships are submitted in writing to the Registrar. The Registrar has the authority to request a review via the delegate who approved the original decision within 20 working days.
  5. Upon receiving the findings of the review, the Registrar upholds or does not uphold the original decision within five working days and communicates the final decision to the applicant. The University is responsible for any funding shortfall as a result of their decision.
  6. Procedural appeals on scholarships are submitted in writing to the Deputy Vice­ Chancellor. The Deputy Vice-Chancellor has the authority to request a review via the delegate who approved the original decision within 20 working days.
  7. Upon receiving the findings of the review, the Deputy Vice-Chancellor upholds or does not uphold the original decision within five working days and communicates the final decision to the applicant. The University is responsible for any funding shortfall as a result of their decision.
  8. If the College Dean, Registrar, or Deputy Vice-Chancellor (Academic) was involved in the decision regarding a scholarship being disputed they delegate their decision making authority.

Information

Printable version (PDF)
Title Scholarships (coursework)
Document Type Procedure
Document Number ANUP_009607
Version 10
Purpose This procedure provides support to the Scholarships (Coursework) Policy and outlines University and individual responsibilities, and provides further detail on how to implement and comply with the policy.
Audience Students-Graduate-Coursework, Students-Undergraduate, Staff, Prospective Students
Category Academic
Topic/ SubTopic Students
 
Effective Date 13 Jul 2018
Review Date 24 Jul 2021
 
Responsible Officer Registrar, Student Administration
Approved By: Deputy Vice-Chancellor (Academic)
Contact Area Division of Student Administration
Authority

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Policy
Scholarships (coursework)