Procedure: Prizes

Purpose

This document provides support to the Prizes policy and outlines University and individual responsibilities, and provides further detail on how to implement and comply with the policy.

Definitions

Prize is an award in recognition of outstanding performance, academic achievement, leadership and contribution to University life or service that carries no condition for future commitment. All student prizes have a financial value and recipients receive a certificate. A prize may include tokens of recognition which take the form of a medal, plaque, equipment or subscription to a professional organisation.

Procedure

Proposal of new student prize

1. Proposals for new student prizes are first considered in accordance with the principles and procedures set out in the ANU Gifts and fundraising policy and the ANU Gift acceptance procedure.
2. Conditions of Award are considered by:

1. the Associate Dean (Education) for College-based student prizes; or
2. the University Executive for University-wide student prizes.

3. Conditions of Award endorsed by the Associate Dean (Education) or University Executive (as appropriate) are submitted to the Registrar, Division of Student Administration and Academic Services for consideration (via prizes@anu.edu.au) on a memo and the University's approved Conditions of Award proforma.
4. Conditions of Award for a new student prize endorsed by the Registrar, Division of Student Administration and Academic Services, are considered for approval by:

1. the Deputy Vice-Chancellor for College-based student prizes; or
2. the Academic Board, following endorsement by the Academic Quality Assurance Committee or University Research Committee, for University-wide student prizes.

5. Once approved, the student prize is published via the University website and via an annual report to the Academic Quality Assurance Committee and the Academic Board.

Review and amendment of student prizes

6. Student prizes are reviewed at least every five years, although a shorter review cycle may be triggered by the Deputy Vice-Chancellor on the basis of:

1. evidence relating to viability;
2. student experience concerns;
3. prize funds being exhausted; or
4. the student prize not being awarded for a minimum of two consecutive years.

7. Proposals for the amendment of a student prize are first considered by:

1. the Associate Dean (Education) for College-based student prizes; or
2. the University Executive for University-wide student prizes.

8. Proposals endorsed by the Associate Dean (Education) or University Executive (as appropriate) are submitted to the Registrar, Division of Student Administration and Academic Services for consideration (via prizes@anu.edu.au) on a memo and the University's approved Conditions of Award proforma.
9. Proposals endorsed by the Registrar, Division of Student Administration and Academic Services, are considered for approval by:

1. the Deputy Vice-Chancellor for College-based student prizes; or
2. the Academic Board, following endorsement by Academic Quality Assurance Committee or University Research Committee, for University-wide student prizes.

10. Once approved, the amended student prize is published via the University website.

Disestablishing or suspending a student prize

11. Proposals for the disestablishment or suspension of student prizes are first considered by:

1. the Associate Dean (Education) for College-based student prizes; or
2. the University Executive for University-wide student prizes; or
3. the donor.

12. Proposals endorsed by the Associate Dean (Education) or University Executive (as appropriate) are submitted to the Registrar, Division of Student Administration and Academic Services for consideration (via prizes@anu.edu.au) on a memo setting out the reasons for disestablishment and timeframe for suspension.
13. Proposals endorsed by the Registrar, Division of Student Administration and Academic Services are considered for approval by:

1. the Deputy Vice-Chancellor for College-based student prizes; or
2. the Academic Board, following endorsement by Academic Quality Assurance Committee or University Research Committee, for University-wide student prizes.

14. Once approved, student prizes are removed from the University website and any other University publication channels by the Division of Student Administration and Academic Services, who advise the College and ANU Advancement.
15. ANU Advancement notifies the donor the student prize has been disestablished or suspended.
16. Following an approved period of suspension, student prizes are awarded, disestablished, or suspended for a further period of time.

Award of student prizes

17. Student prizes are awarded in alignment with their published Conditions of Award.
18. Recommendations for the recipients of University-wide student prizes, including the rationale for the recommendation, are submitted to the Division of Student Administration and Academic Services (via prizes@anu.edu.au) on the approved University proforma. College-based prizes are endorsed by the Head of School and sent to the Associate Dean (Education) for approval.
19. The Division of Student Administration and Academic Services issues notification to recipients of University-wide student prizes approved for award. The College issues notification to the recipients of College-based student prizes.
20. Payment or awarding of University-wide student prizes is arranged by the Division of Student Administration and Academic Services. College-based student prizes are awarded and paid by the College in conjunction with ANU Advancement.
21. The Division of Student Administration and Academic Services updates student records with the awarded student prize in the Student Administration System, and communicates to recipients of University-wide student prizes. The College updates student records with the awarded student prize in the Student Administration System and communicates to recipients of College-based student prizes.
22. The Registrar, Division of Student Administration and Academic Services approves the display of approved University-wide or College-based student prizes on the official academic statements, in accordance with the Academic statements policy and procedure.

Acknowledgement of donors

23. Colleges’ alert donors of the recipients of College-based student prizes.

Disputes regarding the awarding of a student prize

24. Disputes regarding the awarding of College-based student prizes are submitted in writing to the College Dean within 20 working days of the prize being awarded. The College Dean has the authority to request a review via the delegate who approved the original decision.
25. 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 and reasons for the final decision, to the applicant in writing.
26. Disputes regarding the awarding of University-wide student prizes are submitted in writing to the Registrar, Division of Student Administration and Academic Services within 20 working days of the student prize being awarded. The Registrar, Division of Student Administration and Academic Services has the authority to request a review via the delegate who approved the original decision.
27. 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 and reasons for the final decision, to the applicant in writing.
28. All procedural appeals on student prizes are submitted in writing to the Deputy Vice-Chancellor within 20 working days of receiving the final decision, and reasons for the final decision, from the College Dean or Registrar, Division of Student Administration and Academic Services. The Deputy Vice-Chancellor has the authority to request a review via the delegate who approved the original decision.
29. 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 and reasons for the final decision, to the applicant in writing.