Content
Selection of Candidates for Postgraduate Research Scholarships - Procedures
Parent policy: Selection of Candidates for Postgraduate Research Scholarships - Managerial Policy
Procedures number:
Approval authority: Pro Vice-Chancellor (Research)
Responsible officer: Pro Vice-Chancellor (Research)
Designated officer: Manager, Office of Research
Date of approval: 12 October 2011
Date last amended:
Effective starting date: 12 October 2011
Related procedures: Higher Degrees by Research Procedures
The Vice-Chancellor and President has approved the Policy on Selection of Candidates for Postgraduate Research Scholarships and these Procedures are intended to implement that policy.
Procedures
1. The University Selection of Candidates for Postgraduate Research Scholarships procedures will be implemented in accordance with the Guidelines for Commonwealth Scholarships (Research) made under the Higher Education Support Act 2003.
2. All applicants will be notified of the criteria and application process for Postgraduate Research Scholarships, including the Australian Postgraduate Award and the International Postgraduate Research Scholarship, via the Postgraduate Research Scholarship application form.
3. The application form will be made available on the University website and will be available by request from the Office of Research. Applications will be accepted in hard copy only.
4. The Pro Vice-Chancellor (Research) will set an application date and no late applications will be accepted other than in exceptional circumstances (eg the University makes an offer to a candidate after the closing date for scholarship applications). The University reserves the right to make offers for Postgraduate Research Scholarships out of round where candidates are deemed meritorious of an award (refer section 8.1).
5. Applicants will address each of the criteria and give documentary evidence of academic attainment. Academic attainment will be based on undergraduate achievement, research strength, research publication record, referees reports and one of most recent degree or relevant professional research experience.
6. The Research Training Officer shall consider the ‘exceptional circumstances’ cases made by domestic part-time candidates and will make a recommendation to the Pro Vice-Chancellor (Research) as to whether or not their applications should go forward. Consideration will be given to factors such as medical condition or significant carer responsibilities in determining inability to study full-time.
7. The Research Training Officer will collate all applications and will prepare a preliminary assessment of applications against the eligibility and selection criteria. Applications will be forwarded to Postgraduate Scholarships Selection Panel members at least two weeks prior to the Panel meeting.
8. A Postgraduate Research Scholarships Selection Panel will be appointed annually by the Pro Vice-Chancellor (Research) to consider applications. The Panel will place each applicant in order according to their ranking as outlined in the Protocol, and will make a recommendation for allocation of the Scholarships to the Pro Vice-Chancellor (Research) for approval.
8.1. The Pro Vice-Chancellor (Research) will consider applications for Postgraduate Research Scholarships out of round where the faculty of enrolment recommends a candidate for an award. Out-of-round offers can be made for University of the Sunshine Coast Research Scholarships (USCRS) and University of the Sunshine Coast International Research Scholarships (USCIRS). A USCRS is co-funded by the faculty of enrolment and the Pro Vice-Chancellor (Research), while USCIRS are funded by the faculty of enrolment.
8.2. As a condition of the out of round scholarship offer, candidates are required to apply for a Commonwealth funded Postgraduate Research Scholarship (APA or IPRS) in the next available round.
8.3. All candidates must submit a new application within the published timeframe if they wish to be considered for an APA, USCRS, IPRS or USCIRS. It is understood that the PVC-R and Faculty of enrolment are obliged to continue funding the student for the standard scholarship duration if the applicant is unsuccessful in their application for a Commonwealth funded scholarship.
9. The Pro Vice-Chancellor (Research) will advise all applicants in writing of the outcome of their application for Scholarship. Letters of offer will be accompanied by the relevant University Scholarship conditions booklet. All notifications will be sent to candidates as soon as possible after the Postgraduate Research Scholarships Selection Panel meeting.
10. Upon written acceptance of the scholarship offer in accordance with the Scholarship conditions booklet, the Research Training Officer will complete the Stipend Payment Form for Financial Services. Payment will be made to candidates on a fortnightly basis in accordance with the commencement date of their program and the Scholarship.
11. A scholarship holder may be accepted into an HDR program at the University and be unable to continue immediately into that program due to:
11.1. A requirement by the Faculty that the candidate commence their HDR program in a specific semester; or
11.2. A seasonal requirement of the research the candidate intends to undertake.
In such circumstances their scholarship will be held for them for a period normally up to six months. The candidate must advise the Research Training Officer of such arrangements prior to the census date in the semester during which the candidate will have no enrolment. Faculty confirmation of the arrangement is required.
12. Scholarship payments may be suspended in certain circumstances. Applications to suspend payments must be made in accordance with section 10.3 of the Research Training Procedures.
13. Paid leave
13.1. Australian Postgraduate Award (APA) holders are entitled to receive up to 20 working days paid recreation leave and 10 days paid sick leave for each year of the APA. These leave entitlements may be accrued over the life of the APA but will be forfeited when the APA is terminated.
13.2. APA holders are entitled to up to an additional 12 weeks of paid sick leave where insufficient sick leave entitlements have been accrued. Sick leave entitlements may be used to cover leave for APA holders with family caring responsibilities.
13.3. APA holder’s who have completed 12 months of their APA are entitled to a maximum of 12 weeks paid parental leave during the duration of the APA.
13.4. Applications for paid leave must be made in accordance with section 10.3 of the Research Training Procedures.
14. Scholarships may be extended at the discretion of the Pro Vice-Chancellor (Research), in accordance with the guidelines. Candidates should apply for an extension to scholarship in accordance with section 10.5 of the Research Training Procedures.
15. Ongoing eligibility
15.1. Scholarship holders are required to maintain satisfactory academic progress. Following each progress reporting period the Research Training Officer will receive a report on academic progress for each scholarship holder and assess continuing eligibility.
15.2. A Scholarship holder who is identified as At Risk of unsatisfactory progress and placed on under review will be required to meet with the Research Training Officer and the relevant Faculty Research/HDR Coordinator (or delegate) to discuss the status of the candidate’s Commonwealth Scholarship (Research).
15.3. The Research Training Officer will then make a recommendation to Pro Vice-Chancellor (Research) as to whether or not the candidate’s Scholarship should be terminated. In making such recommendation the Research Training Officer and the Faculty Research/HDR Coordinator (or delegate) will consider the individual circumstances of each candidate.
15.4. If the Pro Vice-Chancellor (Research) makes a determination that the Scholarship should be terminated. The Pro Vice-Chancellor (Research) will notify a candidate in writing if their Scholarship is to be terminated.
16. Where Scholarship holders fail to meet the eligibility criteria or fail to provide evidence of continuing eligibility they will be notified in writing that their scholarship is to be terminated.
17. Review of decision
17.1. An applicant may request a review of a decision not to award them a Scholarship or a Scholarship holder may request a review of a decision to terminate their scholarship. Such a request must be made in writing to the Pro Vice-Chancellor (Research) within 14 days of the date of the written advice that their application was unsuccessful.
17.2. The Pro Vice-Chancellor (Research) will conduct a review of the decision.
17.3. The Pro Vice-Chancellor (Research) will notify the applicant in writing of the outcome of the review within 7 days of the review being finalised.
18. Appeal against non-award or termination of Scholarships
18.1. An applicant or scholarship holder may appeal against a decision made under 17.2. The appeal must be in writing, state the grounds for appeal, include any relevant documentation and be lodged with the Deputy Vice-Chancellor within 7 days of the date of advice given under 17. Review of Decision.
18.2. The appeal will be conducted by an independent person or panel of independent persons nominated by the Deputy Vice-Chancellor.
18.3. The decision of the appeal will be given in writing to the applicant by the Deputy Vice-Chancellor with 7 days of the decision.
18.4. The decision made under 18.3 is final.
Definitions
The Guidelines: Guidelines for Commonwealth Scholarships (Research) made under section 46-20 of the Higher Education Support Act 2003. The full Guidelines can be accessed at http://www.comlaw.gov.au/Details/F2010L03009
HDR: Higher Degree by Research
The Protocol means the Assessment of Applications for Postgraduate Research Scholarships Protocol
Postgraduate Research Scholarship means both Commonwealth funded scholarships and University funded equivalent scholarships, including the University of the Sunshine Coast Research Scholarship (USCRS) and the University of the Sunshine Coast International Research Scholarship (USCIRS)
Scholarship: Postgraduate Research Scholarships, including the Australian Postgraduate Award (APA) and International Postgraduate Research Scholarship (IPRS), University of the Sunshine Coast Research Scholarship (USCRS) and the University of the Sunshine Coast International Research Scholarship (USCIRS)
USCRS: means University of the Sunshine Coast Research Scholarship, a USC funded scholarship equivalent in value and conditions to the Australian Postgraduate Award (APA).
USCIRS: means University of the Sunshine Coast International Research Scholarship, a USC funded scholarship equivalent in value and conditions to the International Postgraduate Research Scholarship (IPRS).
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