Establishing and Awarding Undergraduate Scholarships, Bursaries and Prizes Procedures
Parent policy: Scholarships, Bursaries and Prizes Policy
Approval authority: Vice-Chancellor
Responsible officer: Vice-Chancellor
Designated officer: Director, Student Administration
Date of approval: 21 February 2008
Date last amended: 16 December 2004
Effective starting date: 25 February 2008
Procedures replaced by these procedures: Procedures for Establishing and Awarding Scholarships, Bursaries and Prizes
The following procedures are established to put into effect the Scholarships, Bursaries and Prizes Policy.
A number of areas within the University have a role to play in relation to the establishment and management of undergraduate scholarships, bursaries and prizes including Student Administration, the Foundation Office and Faculties.
Contents
Definitions
Procedures
1. Establishment of scholarships, bursaries and prizes
2. Administration of scholarships
3. Awarding of scholarships
4. Donor liaison and recognition
5. Scholarships Advisory Group
Definitions
‘Scholarship’ – for the purposes of these procedures, ‘scholarship’ means any scholarship, bursary prize or other type of award which has a monetary value as defined in the Scholarships, Bursaries and Prizes Policy.
‘Endowed funds’ - are funds that are invested to provide income in perpetuity. Each year a portion of the income generated from the principal is released to be used for the specific purpose for which the fund was established.
‘Faculty’ - throughout these procedures reference to a faculty will mean any faculty or department through which a scholarship, bursary or prize may be offered to a student of this University.
‘Prizes’ - Prizes in these procedures refer to prizes for academic achievement and therefore exclude competition prizes or prizes offered to students as an incentive to complete surveys or questionnaires.
Scope
These procedures are applicable to all scholarships established in accordance with the Scholarships, Bursaries and Prizes Policy for undergraduate and post-graduate by coursework students only. They do not apply to scholarships for students undertaking higher degrees by research.
Procedures
1. Establishment of scholarships, bursaries and prizes
1.1. The University will establish scholarships in accordance with the Scholarships, Bursaries and Prizes Policy as follows:
1.1.1. Scholarship – minimum total value of the award is $5000 which is generally paid in instalments over an extended period of time generally longer than one year
1.1.2. Bursary – minimum value of the award is $1000 which is generally paid in one lump sum and awarded primarily on the basis of equity, eg financial need
1.1.3. Prize – minimum value of the award is $500 and is awarded primarily on the basis of academic merit
1.2. In order to establish a scholarship, bursary or prize, an Undergraduate Scholarship Proposal must be prepared.
1.3. The Undergraduate Scholarship Proposal must include:
1.3.1. Award name – naming of the award may be granted to external parties where the award is fully funded by a donor or other external source *
1.3.2. Rationale/purpose/background of the award
1.3.3. Source of funding – including amount and terms of funding commitment
1.3.4. Donor liaison contact – Where funds are to be provided by a donor/sponsor, a relevant University officer (eg Executive Officer, University Foundation, Scholarships Officer, Faculty Marketing Officer) will be nominated to be the person responsible for maintaining communication and relations with the donor
1.3.5. Number of awards to be offered per semester/year
1.3.6. Duration of availability of the award
1.3.7. Monetary value and method of payment
1.3.8. Eligibility criteria
1.3.9. Selection criteria
1.3.10. Conditions of the award
1.3.11. Application and selection process
1.3.12. Review date
1.3.13. Any other relevant matters.
1.4. If the funding for the award is to be provided from an external source then a funding agreement must also be prepared.
The Funding Agreement must specify:
1.4.1. Parties to the agreement *
1.4.2. Agreement term
1.4.3. Funding amount
1.4.4. Purpose of the agreement
1.4.5. Any special conditions
1.4.6. Whether the funds are to be provided directly or endowed. For endowed funds, it must be specified that:
1.4.6.1. Discretionary powers should be vested in the University which enables it to alter the conditions of the scholarship to the extent that such alteration is necessary to meet the original conditions as nearly as possible
1.4.6.2. The annual distribution of the endowed funds is to be approved by the Deputy Vice-Chancellor in consultation with the Chief Financial Officer and the Executive Officer, University Foundation. A percentage of the income may be returned to the capital to preserve capital growth
1.4.7. Agreement review date.
1.5. Undergraduate Award Proposals and Funding Agreements up to the value of $15,000 will be presented to the Deputy Vice-Chancellor for approval. Proposals/agreements for scholarships valued over $15,000 must be approved by the Academic Board.
1.6. The Award Proposal is to be prepared and approved before the Funding Agreement is to be signed. Note: Where funds are to be provided by donors/sponsors, the Funding Agreement must be signed by the donor/sponsor before it is presented to the Deputy Vice-Chancellor or Academic Board for approval.
1.7. The approved Undergraduate Award Proposal and Funding Agreements are returned to the Director, Student Administration and will be copied to the donor, the University Foundation and where appropriate to the Faculties.
1.8. The Director, Student Administration (or nominee) will monitor and coordinate the review of scholarships in the final year of the scholarship agreement
2. Administration of scholarships
2.1. Advertising and publicity
2.1.1. The Director, Student Administration (or nominee) will:
- ensure that all eligible students are informed of the existence and nature of all scholarships available and are invited to apply
- will maintain up to date scholarship information on the University website. Faculties and other administrative departments will be responsible for providing up to date information to relevant officers for use in publications for which they have responsibility within the University
- determine appropriate ways of advertising the scholarships which may include: email to eligible students, publications, sandwich boards around the campus, internet, intranet and direct mail to students
2.2. Application and selection
2.2.1. The Director, Student Administration (or nominee) will:
- coordinate the receipt and processing of scholarship applications (where applicable)
establish a selection panel consistent with the terms and conditions of scholarships. The selection panel may include, as appropriate, representation from faculties, the Student Guild, Student Services and donor organisations. The Dean of Faculty shall nominate the Chair and membership of the panel for faculty-based scholarships
- provide administrative support to selection panels
- ensure that all applicants are advised in writing of the outcome of their application and that the successful scholarship recipients formally accept the offer and the terms and conditions of the scholarship in writing
- work in cooperation with faculties to identify recipients of prizes which reward specific academic achievement for which no application is required.
2.3. Records management
2.3.1. The Director, Student Administration (or nominee) will
- Maintain an electronic register of all scholarship, recipient and donor information
- Maintain appropriate records of all documentation, correspondence and other matters relating to scholarships.
2.4. Financial arrangements
2.4.1. Where scholarship funding is provided by a donor/sponsor, the University will request payment each year to be directed to the Foundation Office.
2.4.2. A scholarships cost centre will be established within the Deputy Vice-Chancellor’s area of responsibility with delegated authority to the Director, Student Administration.
2.4.3. The Foundation Office will receive the donation and arrange for the recording of the donor details and amount and direct Financial Services to transfer the amount to a project code in the Deputy Vice-Chancellor's cost centre.
2.4.4. All payments to students will be administered by Student Administration.
3. Awarding of scholarships
3.1. A student who is awarded a Commonwealth Scholarship will not be eligible to receive a University Equity Bursary or Co-op Bookshop Bursary, but may be awarded another donor funded scholarship or bursary.
3.2. A student may be awarded more than one donor funded scholarship or bursary if the total value of the scholarship/s or bursary/s awarded in any one year is less than $5,000.
3.3. If a student is awarded a scholarship with a value of $12,000 or more, then the recipient will not normally be eligible for any other donor funded scholarship during their undergraduate study at USC. Exceptions may apply.
3.4. Prizes are awarded on the basis of academic merit and there is no limit to the number awarded to an individual student.
4. Donor liaison and recognition
4.1. For scholarships that are funded by donors/sponsors, the University donor liaison contact as nominated in the scholarship proposal will:
- notify the donor in writing of the name/s of the scholarship recipient/s
- liaise with Marketing and Communication to publicise the establishment of new scholarships and scholarships awarded
- coordinate events to present scholarships to recipients and to recognise donors
- renegotiate with donors/sponsors for the continuation of the scholarship in the final year of funding agreements.
5. Scholarships Advisory Group
5.1. A Scholarships Advisory Group will be established with representatives from Student Administration, University Foundation, Faculties, Marketing and Communications, Student Services, Financial Services and other relevant stakeholders as required. This advisory group will meet at least twice per annum and will:
5.1.1. Provide a forum for key stakeholders to identify needs and priorities for the establishment of new scholarships, and
5.1.2. Review scholarships awarded and ensure that existing scholarships are awarded in accordance with established scholarships agreements.
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