Governance

Policies and procedures

Policy No.
UP11/43
Function
Student Administration
Authoring Organisational Unit
Graduate Research and Scholarships
Date Approved
23/11/2011 Revised 07/12/2016
Next Review Date
01/12/2021
Approving Body
Academic Council

The University of Western Australia

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University Policy on: Establishment and Award of Scholarships

Overtype Policy Name with the name of the policy. This must convey specifically, accurately and succinctly what the policy addresses eg Award of Honours, Study Leave.

Purpose of the policy and summary of issues it addresses:

This policy defines a scholarship and sets out the principles and conditions that apply to the establishment and award of scholarships in the University. This policy is to govern the process of establishing and awarding scholarships and to inform intending scholarship donors.

This must be in Normal, Policy style.

Provide a brief summary of the reasons for the policy and issues it addresses. This section is designed to stand alone. The aim is to provide the reader with enough information to make a decision about whether or not this is the policy they are looking for. It must not be longer than 200 words.

Example 1

This policy defines the nature and purpose of study leave provisions for academic staff and sets out eligibility criteria and other conditions that apply.

Example 2

This policy seeks to rationalise the award of honours across the University by addressing such issues as: entry standards, course content and structure, supervision, assessment, examination, grades, classifications, benchmarking and the maintenance and provision of documentation relating to these matters. It is based on resolutions of the Academic Board flowing from the 1999 report of the Honours Working Party.

Definitions:

In this policy and any associate procedures,

 

University means The University of Western Australia

a scholarship is a sum of money or financial benefit awarded to a student to cover or contribute towards the costs associated with studying for a degree, diploma or certificate of the University

the Scholarships Committee is the Coursework Scholarships Committee or the Higher Degree Research Scholarships Committee of the Academic Board, as appropriate. Each committees role is set out in its constitution

continuing scholarships are scholarships that are paid in more than one instalment

student means a person formally enrolled for a degree, diploma or certificate of the University.

donors includes providers, benefactors and bequestors.

Place your cursor immediately under the definitions heading to get the definitions style.

Policy statement:

 

1 General principles

 

1.1 The University is committed to fostering partnerships with external donors of scholarship funding. To this end it ensures that, subject to the principles in this policy, all scholarships are established in accordance with the strategic interests of the University and have regard to the intent of the donor.

 

1.2 Scholarships are established and awarded in accordance with this policy.

 

1.3 A scholarship is governed by specific conditions which must comply with this policy.

 

1.4 The University makes scholarship conditions available on its website after approval by relevant University bodies.

 

1.5 The University is committed to maximising scholarship opportunities for its students and to demonstrating optimum outcomes for scholarship donors. To this end it establishes scholarships with broad, inclusive and durable eligibility and selection criteria, aligned to the Universitys courses structure, which can be awarded through coordinated processes.

 

 

1.6 Advertisement, application, selection and award processes for scholarships are coordinated and combined wherever possible in order to: maximise accessibility by students; provide the widest range of possible applicants for individual scholarships; and optimise both the distribution of scholarships and efficiency of process.

 

2 Donors

 

2.1 In relation to a scholarship being established as a result of a donation or bequest, the University:

 

(a) ensures that donors are aware of the contents of this policy;

(b) ensures that donors are aware of relevant Conditions which govern specific scholarship types;

(c) may negotiate specific conditions with donors in accordance with the express directions of the testator or donor, this policy and other relevant policies, and relevant statutes, regulations and rules of the University;

(d) makes donors aware of the financial commitment involved in funding a scholarship and advises them to seek financial advice on tax implications;

(e) advises donors that, due to the constraints of 1.5, it is not normally possible for donors to participate in selection committees for scholarships;

(f) accepts funding from a wide range of donors in private industry and the public sector with appreciation but reserves the right to refuse a donation if the proposed terms are contrary to policies of the University;

(g) by accepting a donation does not endorse the goods or services provided by the donor;

(h) acknowledges donors in an appropriate way, in accordance with taxation requirements and as approved by the relevant committees of the University; and

(i) if the donation or bequest is to attract a tax deduction, ensures that scholarships are established according to the requirements for tax deductibility for the donor.

3 Conditions and criteria for selection and award

 

3.1 In the interests of equity for all students, and for accountability in relation to the selection process, the University ensures that all selection criteria are objectively demonstrable and assessable.

 

3.2 The criteria on which a scholarship is to be awarded are set out in its Conditions.

 

3.3 Scholarships are awarded on the basis of academic criteria unless the Academic Board resolves otherwise.

 

3.4 Subject to the approval of the Academic Board, undergraduate and postgraduate coursework scholarships may be awarded on the basis of one or more of the following additional eligibility or ranking criteria, as defined in the Scholarships Glossary of Terms:

 

(i) demonstration of other outstanding achievements, abilities, leadership or community service;

(ii) demonstration of financial hardship;

(iii) demonstration of educational disadvantage;

(iv) indigenous student status; and/or

(v) membership of any other designated target equity group.

(see Procedure below)

 

3.5 Postgraduate research scholarships are awarded on the basis of academic achievement and research potential, sometimes in combination with additional eligibility or ranking criteria.

 

3.6 Subject to the approval of the Academic Board, scholarships may be restricted to particular demographic groups as a measure to rectify demonstrated inequality. However, in accordance with the Western Australian Equal Opportunity Act (1984)2, they may not be restricted on the basis of religious or political conviction.

 

3.7 Selection of awardees is a comparative and competitive process.

 

3.8 The person or selection committee responsible for the selection of awardees must be stated in the scholarships conditions.

 

3.9 Those eligible for consideration are ranked by the selection committee on the basis of the extent to which, in the opinion of the selection committee, they demonstrate that they satisfy the selection criteria.

 

3.10 In ranking candidates, the selection committee must have regard to the application and supporting material, if any, and may interview candidates.

 

3.11 Even if a candidate meets the selection criteria for a scholarship, a scholarship is awarded only if, in the opinion of the selection committee, there is a candidate of sufficient merit.

 

3.12 Unless the testator or donor of the bequest or donation from which the scholarship is funded has expressly directed otherwise, a scholarship will:

a) be granted annually; and

b) not be granted to the same person twice.

 

3.13 Where a scholarship lapses or is not granted for any reason, the unused grant money will be added to and become part of the scholarship fund, unless the testator or donor of the bequest or donation from which the scholarship is funded has expressly directed otherwise.

 

3.14 Scholarship conditions must be consistent with Australian taxation requirements for income tax exemption for the recipient, specifically that:

(a) the scholarship is for educational purposes only;

(b) there is no requirement for the recipient to become, or remain, an employee of the scholarship provider at the time of receipt of the scholarship or in the future;

(c) there is no requirement for the recipient to provide any kind of service or labour in return for the scholarship at the time of receipt of the scholarship or in the future;

(d) the scholarship is open to a range of recipients;

(e) the recipient is enrolled full-time in the relevant course of study, except as provided for under taxation legislation; and

(f) the scholarship is paid by the University.

 

3.15 The University must not provide advice to scholarship recipients about any financial or taxation implications for individual students but may inform them that scholarships may affect income tax liability or Centrelink payments and that it may be desirable for them to consult the Australian Taxation Office or Centrelink.

 

3.16 It is the responsibility of scholarship recipients to check the implications for income tax liability or Centrelink payments of accepting a scholarship.

 

3.17 Minimum amounts for scholarships are determined by the Scholarships Committee, and reviewed periodically, taking into account relevant factors including standard amounts provided by Commonwealth scholarships.

 

3.18 The value of a scholarship is normally stated in the Conditions of the scholarship, where possible.

 

3.19 For continuing scholarships, the Conditions must include the criteria for continuation. Normally, this will be that the student continues to meet enrolment and other relevant conditions.

 

3.20 Students who are granted a period of approved leave do not normally forfeit their scholarship unless stated otherwise in the conditions for the individual scholarship.

 

3.21 Scholarship Conditions must include the stipulation that any thesis, dissertation or other publication resulting from research undertaken by the recipient while in receipt of a scholarship must acknowledge the support of the scholarship and carry the University by-line.

 

3.22 Scholarship Conditions must include reference to and the requirement for adherence to the Universitys Intellectual property policy.

 

4 Governance and administration of scholarships

 

4.1 Subject to clause 4.3, unless the Academic Board decides otherwise, scholarships are awarded by the Higher Degree Research Scholarships Committee and the Coursework Scholarships Committee, where relevant.

 

4.2 The Scholarships Committees, by their constitutions, have the role to, among other matters:

(a) advise and make recommendations on policy and other matters relating to undergraduate and postgraduate scholarships;

(b) monitor academic standards for the award of scholarships; and

(c) on behalf of Academic Board, approve the establishment of all scholarships and each scholarships conditions, including any amendment or cancellation thereof.

 

4.3 Higher Degree by Research Scholarships are administered by the Graduate Research School, whereas Coursework Scholarships are administered by the Office of the Dean of Coursework Scholarships.

 

 

 

Policy or Procedure?

Policies are statements of the principles1 which govern decision-making.

Procedures are the functional steps used to implement policies.

1 Principles in this context are to be understood as being both broad and detailed.

The policy statement makes clear the intent of the policy. It must be written in clear, precise and direct language. Short sentences are preferable. Any specialist words or acronyms must be defined at the beginning of the statement. (A guide to writing styles will be available soon.)

If the policy includes procedural elements you will need to identify these as Procedures by including this word above the relevant text. The procedures style from the styles drop-down list must be applied to the whole of the procedures text, including the word Procedures. Note: Administrative procedures can be approved by the relevant Director.

Related forms: (Link)

Provide links to any forms associated with the policy (eg Approved Leave form) and/or to information on on-line submission.

Note: Forms are a means through which policy is processed, not made. Forms must reflect policy and must not be used to create policy.

 

TRIM File No:

F12183

Contact position:

Associated Director, Graduate Research School

State the name of the position that is to be contacted for any queries regarding the policy, eg University Secretary. Note: As this will link through to the Universitys Contact Directory, the position name must be given exactly as it appears in that directory.

 

 

Related Policies or legislation:

1 UP13/3 Charitable Gift Acceptance Policy

http://www.governance.uwa.edu.au/procedures/policies/policies-and-procedures?method=document

 

2 Commonwealth anti-discrimination legislation is located in four separate Acts: the Racial Discrimination Act 1975, the Sex Discrimination Act 1984, the Disability Discrimination Act 1992, and the Age Discrimination Act 2001. c.f.

http://www.antidiscrimination.gov.au/Pages/default.aspx

 

3 The University of Western Australia, University Policy on: Intellectual Property, Policy No. UP07/49, 1997 c.f.

http://www.universitypolicies.uwa.edu.au/search?method=document&id=UP07%2F49

 

 

Provide details of, and, if appropriate, web links to, other policies, legislation or committee resolutions that relate to the subject of the policy, if known, eg Statute(s), University General Rule(s). If unsure what these might be, try one or more of the following:

Conduct a search on TRIM.

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If related policies are stored in University Policy format on the University Policies site, please provide the relevant policy number(s).

 

 

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