Coursework Scholarships, Bursaries, Grants and Prizes Procedure

Policy Procedures Student Services Procedures Coursework Scholarships, Bursaries, Grants and Prizes Procedure

Coursework Scholarships, Bursaries, Grants and Prizes Procedure

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Intent

This procedure provides the process for the establishment and administration of James Cook University coursework scholarships, bursaries, grants and prizes.

Scope

This procedure applies to all JCU scholarships, bursaries, grants and prizes, other than scholarships for Higher Degree by Research students.

Definitions

The definitions used in this policy are found in the: Glossary of Terms for Policies in the Student and Teaching & Course Management chapters of the Policy Library

Procedure

1. Establishment:

1.1  An establishment form for each scholarship; bursary, grant or prize will  be completed and submitted to the scholarships office by the Engagement office and endorsed by the following staff prior to approval of the award:

  • Scholarships Advisor, Scholarships Office;
  • Manager, Student Finance and Examinations;
  • Dean or Director of the Owning Unit; and

1.2  This establishment form will include all necessary information to determine the scholarship, bursary, grant or prize rules, including the eligibility and selection process, administration, and funding associated with the scholarship, bursary, grant or prize.

2. Approval and Management:

2.1  Once the establishment form is fully completed and endorsed, it will be sent to the Chair of Academic Board for final approval.

2.2  The final approval will be sent back to the scholarships office.

2.3  Once received the scholarships office will activate and maintain the ongoing management of the scholarship, bursary, grant or prize.

3. Selection Process:

3.1  The Owning Unit will be responsible for coordinating the selection of recipients.

3.2  A Selection Committee will be convened by the Owning Unit to determine the successful list of applicant(s) to be offered a scholarship, bursary, grant or prize. The Selection Committee will comprise the members identified in the scholarship, bursary, grant or prize rules. The Selection Committee shall determine the methodology for ranking applications.

3.3  A student will not receive a scholarship, bursary, grant or prize unless the University is satisfied that the student meets or, by the first census date of the scholarship period, will meet the eligibility criteria as set out in the scholarship, bursary, grant or prize requirements.

4. Ceremonies:

4.1  For graduating students awarded prizes they will be presented at their nominated graduation ceremony.

4.2  For all other prize recipients, they will be presented at an annual prize ceremony which the student and donors will receive an invitation to.

5. Appeals:

5.1  Students wishing to lodge an appeal against any decision made pursuant to this policy may do so under the Student Complaint Management Policy and Procedures

6. Reporting:

6.1  The Scholarships Office will report to Academic Board annually on the overall performance of the Scholarship and Prizes Program.

Related policy instruments

Coursework Scholarships, Bursaries, Grants and Prizes Policy

Administration

NOTE:  Printed copies of this procedure are uncontrolled, and currency can only be assured at the time of printing.

Approval Details

Policy Sponsor

Deputy Vice Chancellor, Academic

Version no

17-1

Date for next Major Review

29/11/2020

Revision History

Version

Approval date

Implementation date

Details

Author

17-1

29/11/2017

25/01/2018

Procedural aspects of the policy split into procedural document. Removed definitions and referred to glossary. Addition of prizes into this policy as aligned with scholarships, bursaries and grants.

Manager, Student Finance & Examinations.

Keywords

Scholarships, bursaries, grants, prizes