Administration of Commonwealth Scholarships

Intent

This policy determines the administration by James Cook University of the Commonwealth Scholarships comprising: Commonwealth Education Costs Scholarships (CECS), Commonwealth Accommodation Scholarships (CAS) and Indigenous Payment Scholarships (IPS).

This policy is to be read in conjunction with the Commonwealth of Australia Higher Education Support Act 2003, [hereafter, the Act] Guidelines for Commonwealth Scholarships [hereafter, the Guidelines].

Scope

All students who meet the eligibility criteria outlined within the Guidelines.

Key Objectives

These scholarships form part of the Commonwealth Government’s Backing Australia’s Future reforms and are designed to assist rural and regional, low income and Indigenous Australian students with costs associated with higher education. Further information can be found in the Guidelines for Commonwealth Scholarships.

Definitions

Refer to Chapter 1, 1.2 Interpretation, Guidelines for Commonwealth Scholarships.

Policy and Procedures

The Commonwealth Scholarships will be administered in accordance with the Guidelines for Commonwealth Scholarships established under the Higher Education Support Act 2003.

Number of Scholarships

James Cook University shall offer at least the number of scholarships it is allocated for a year in that year. The University shall offer additional scholarships where such offers can be supported through its Commonwealth Scholarship grant funds, taking into account its liabilities arising from additional scholarship offers and the deferral of scholarships by its students.

Selection Process

Eligibility will be determined in accordance with the specific requirements of the Guidelines. In addition, to be eligible for a Commonwealth Scholarship at James Cook University, continuing JCU students must, in their previous year of enrolment at JCU, have achieved a Grade Point average of at least 2.75.

A student will not be selected for a Commonwealth Scholarship unless the University is satisfied that the student meets or, by the first census date of the scholarship period and before any Commonwealth Scholarship payment is made, will meet the eligibility criteria as set out in the Guidelines.

Where the number of eligible applications exceeds the scholarships available, applications will be ranked on the basis of personal and financial circumstances, using the methodology determined by the Selection Committee, and will be allocated in order of rank. Where applications are ranked equally on the basis of personal and financial circumstances, academic merit will be used as the final determinant.

A Selection Committee will be convened by the Director, Student and Academic Services or nominee to determine which applicants shall receive a Commonwealth Scholarship.

The Committee will comprise the following members:

• Director, Student and Academic Services or nominee (Chair);

• Chair, Academic Board or nominee;

• Manager, Student Equity and Disability or nominee;

• Head, School of Indigenous Australian Studies or nominee;

• A staff member of the JCU Student Association student support services, nominated by the General Manager of the JCU Student Association.

with another staff member nominated by the Director, Student and Academic Services when necessary to ensure gender representation.

The Commonwealth Scholarships Officer shall be the Secretary to the Committee.

At any meeting of the Committee three members shall form a quorum.

The Committee shall determine the methodology for ranking applications. The Committee shall nominate a suitably qualified person as Commonwealth Scholarship Evaluation Officer to undertake the ranking of applications in accordance with the agreed methodology. As a quality assurance measure, a person who has not been appointed as Commonwealth Scholarship Evaluation Officer, shall be nominated as Commonwealth Scholarship Quality Assurance Officer by the Director, Student and Academic Services to rank 10% of the applications in accordance with the agreed methodology. Any significant discrepancies between the rankings of the Commonwealth Scholarship Evaluation Officer and the Commonwealth Scholarship Quality Assurance Officer shall be reported to the Director, Student and Academic Services and appropriate action taken.

Special consideration will be given to Indigenous students applying directly for a CECS or a CAS and who are not awarded an IPS, to ensure fair proportions of the CECS – Ordinary and CAS-Ordinary Scholarships are awarded to Indigenous students. A fair proportion means that the proportion of scholarships to be awarded to Indigenous students shall be at least equal to the proportion of all eligible applicants who are Indigenous.

In determining allocation of the IPS, priority will be given to applicants who satisfy the CAS eligibility requirements, followed by applicants who do not meet the CAS eligibility requirements but who had to relocate to study.

When assessing exceptional circumstances relating to part-time study, the decision that a person cannot study full-time due to exceptional circumstances will be made by the Commonwealth Scholarship Evaluation Officer. The Commonwealth Scholarship Evaluation Officer will take into account factors such as disability, significant carer responsibilities and the unique circumstances of Indigenous students in determining ability to study full-time.

Other than in exceptional circumstances, or where a student has been awarded an IPS, a student may be awarded a CECS or a CAS, but not both. IPS recipients will also receive a CECS and, if eligible, a CAS.

Successful and non-successful applicants will be notified in writing of the outcome of their application. If the application has been successful the letter will be a formal offer of the scholarship, the assistance to which they are entitled, and the relevant conditions of the scholarship. Successful applicants must respond in writing stating clearly their acceptance of the conditions which apply to the scholarship before the scholarship is officially awarded.

Deferral

A successful applicant may apply to defer their scholarship for a maximum of one year. After that time the scholarship will lapse and the student would be required to reapply.

Transfer

Students with a Commonwealth Scholarship wishing to transfer to JCU from another institution must re-apply for a Commonwealth Scholarship at JCU and will be considered along with all other applicants as outlined above.

Termination

For the purpose of termination of a Commonwealth Learning Scholarship, JCU will determine:

• that a student will have failed to maintain satisfactory academic progress if they are suspended or excluded from their course of study under the provisions of the Academic Progression Policy;

• that a student has committed serious misconduct if:

• the student has been subject to more than one penalty for academic misconduct under the University’s Student Academic Misconduct Requirements; and/or

• if a student has been found guilty of inappropriate conduct under the Student Conduct Policy and this inappropriate conduct is deemed serious by the Student Discipline Committee; and

• the student provided false or misleading information in relation to the Commonwealth Scholarship.

Appeal Process

The decision of the Selection Committee can only be appealed on procedural grounds. Applicants appealing the decision of the Selection Committee on procedural grounds shall do so to an Appeal Panel comprising:

• Deputy Vice-Chancellor, University Services & Registrar (Chair);

• Manager, Equal Opportunity or nominee;

• A staff member nominated by the Senior Deputy Vice-Chancellor;

with another staff member nominated by the Chair when necessary to ensure gender representation. No member of the Appeal Panel will have been a member of the Selection Committee or participated in the ranking process.

Such an appeal may only be made on one or more of the following grounds:

• the appropriate policy was not adhered to or correct procedures were not followed in considering the matter;

• the decision was made without due regard to facts, evidence or circumstances.

Such an appeal must be lodged with the Manager, Enrolments and Fees within 14 days of the date of the notification from the Selection Committee. The appeal must:

• be accompanied by a copy of the letter the student has received from the Selection Committee;

• include details of the complaint and details of the action which the student has taken thus far and the grounds for the appeal, including the evidence in support of the student’s case, together with supporting documentation.

Related documents, legislation or JCU Statutes

JCU Commonwealth Scholarship Application Form

JCU Commonwealth Scholarship Information Sheet

Commonwealth Scholarship Guidelines

Approval Details

Modification History