FedUni Foundation

Federation University Australia Foundation Scholarships Procedure

Policy Code: CE1960

Purpose

To encourage Federation University Australia current students or graduates to undertake further education in their professional field, this procedure provides a framework for the awarding and management of scholarships through the Federation University Australia Foundation.  

Scope

Scholarships awarded by Federation University Australia are governed by the University’s Scholarships Policy (draft).

This procedure is applicable to all parties involved in the awarding, receipt and management of Federation University Australia Foundation scholarships.

Legislative Context

  • Federation University Act 2010

Definitions

Term Definition
Award Payment or benefit made on the basis of criteria established by the University. An award could include prizes, scholarships, bursaries, student grants and University Awards
Bursary A bursary is financial or other aid provided for a student on the condition of financial need, or geography or demography. Bursaries are awarded by application, as an applicant. Bursaries are awarded to Bursary recipients.
Donation A voluntary transfer of money or property to the University by way of benefaction where no material benefit is received by the donor
Foundation Federation University Australia Foundation
Federation University Australia Foundation Federation University Australia Foundation is the University body charged with the active promotion of philanthropy and management of donated resources for the advancement of the University. The financial accounts of the Federation University Australia Foundation will be managed by the Foundation Office; the Advisory Board of the Federation University Australia Foundation works with University staff in actively promoting donations to the University.
Grant A Grant is a one off payment to assist the student in acquiring a good or service. Grants are awarded by application, as an applicant. Grants are awarded to Grant recipients.
Prize A Prize is a financial or other reward provided at the end of a course of study, aimed at rewarding or recognising achievement. Prizes are awarded to Prize recipients.
Recognition Actions taken by the University to recognise the donors, individually or collectively
Scholarship A Scholarship is financial or other award provided for a student on the condition of academic merit. Scholarships are awarded by application, either application as an applicant or nomination as a nominee. Scholarships are awarded to Scholarship recipients.

Actions

1. Scholarship funding

  ACTIVITY RESPONSIBILITY STEPS
A. Determine the number of scholarships to be offered per annum Alumni/Foundation Officer
  1. The Alumni/Foundation Officer will make a recommendation to the Advancement Committee as to the number of scholarships for the following year. The recommendation will be on the basis of funding available within the Foundation scholarships account.
B. Determine the value of each scholarship to be offered Alumni/Foundation Officer
  1. The Alumni/Foundation Officer will make a recommendation to the Advancement Committee as to the value of each scholarship for the following year. The recommendation will be on the basis of funding available within the Foundation scholarships account.

2. Eligibility

  ACTIVITY RESPONSIBILITY STEPS
A. Basic eligibility requirements Alumni/Foundation Officer
  1. To meet the basic eligibility requirements for Federation University Australia Foundation Scholarships, students will need to be:
    • Enrolled as a Higher
      Education domestic, CALD,
      migrant, refugee,
      international undergraduate
      or Postgraduate (including
      Honours) FedUni campus
      students and online students
      Commonwealth Supported
      student, or enrolled in a
      TAFE Course
    • Able to demonstrate financial circumstances (refer B)
    • Able to demonstrate commitment to study
  2. To meet the additional eligibility requirements for a Care-Leavers scholarship students will need to be:
    • In continuous care for at least 12 months or more
  3. To meet the additional eligibility requirements for a Gippsland Education Precinct Bursary students will need to be:
    • Graduates of Kurnai College, Federation Training or Apprenticeships Group Australia
B. Financial circumstances  
  1. A student is not eligible for a Federation University Australia Foundation Scholarship unless the student is able to:
    • demonstrate financial status through their KickStart application
    • provide responses to the Foundation scholarship questions
    • provide two written references

3. Scholarship applications

  ACTIVITY RESPONSIBILITY STEPS
A. Registering online Alumni/Foundation Officer
  1. Complete the KickStart information online
  2. Complete the Foundation scholarship additional questions (four questions to be answered)
  3. Scan and attach two written references (omitting this step will deem the applicant ineligible)
  4. Financial status will be assessed according to a combination of factors, such as Centrelink payment or low income
  5. Supporting documents may be required to substantiate areas of the registration form, including pay slips, resumes, academic recommendations and references, tax assessment notices, etc
A. Closing date Alumni/Foundation Officer
  1. Closing date for Foundation scholarships alter each year. The closing date will be promoted on the Foundation scholarships website
  2. Applications are only accepted via the method outlined on the FedUni website
  3. A late or incomplete application will render the applicant ineligible for consideration for a scholarship

4. Selection process

  ACTIVITY RESPONSIBILITY STEPS
A. Establishing principles Alumni/Foundation Officer
  1. The University strives to achieve a balance of gender, discipline and strategic considerations while ensuring that the basic eligibility criteria are addressed – refer Fair and Transparent Decision Making Guidelines
  2. The process will be administered by Federation University Australia Foundation with input from Scholarships, Bursaries and Grants Office and FedUni staff
  3. The Foundation Selection Panel will review its principles for awarding scholarships annually and make a recommendation to the Advancement Committee for final approval
  4. Eligibility for a Foundation Scholarship will be assessed by the Scholarships, Bursaries and Grants Office through areas such as Centrelink payments, low income status and personal circumstances.
B. Ranking process Alumni/Foundation Officer
  1. The Foundation Selection Panel will review the ranking process for the foundation scholarships allocation annually and suggest any revisions
C. Coordinating administration of applications Scholarships, Bursaries and Grants Office
  1. Applications for Foundation scholarships will be received by the Scholarships, Bursaries and Grants Office
  2. Once a completed application is processed, it will be forwarded to the Foundation Office for collation
D. Checking to ensure requirements are met Scholarships, Bursaries and Grants Office
  1. Applications will be checked for eligibility by the Scholarships, Bursaries and Grants Office
  2. No incomplete or ineligible applications will be forwarded to the Foundation Office
E. Copying and distribution of applications to Selection Panel Alumni/Foundation Officer
  1. Applications will be copied, collated and distributed to members of the Foundation Selection Panel for their consideration, assessment and ranking
F. Nominating preferred applicants Selection Panel
  1. The Selection Panel will rank the scholarship applications
  2. The Alumni/Foundation Officer will be present during the panel discussions
  3. Following the Selection Panel meeting, the Alumni/Foundation Officer will sent a memo to the Selection Panel members to confirm their recommendations on the ranking list
  4. Each member of the Selection Panel must provide an email to confirm the recommended ranking list
  5. The Selection Panel members will then return their original scholarship applications folder. These copies will be destroyed by the Alumni/Foundation Officer following the records management disposal process. One original set will be filed with Records
G. Recommending awardees Alumni/Foundation Officer
  1. Once the Selection Panel have confirmed the recommended ranking list, the Alumni/Foundation Officer will advise the Director, Marketing, Advancement and Community Engagement of the outcome
H. Final approval Alumni/Foundation Officer
  1. Final approval is by the Selection Panel with sign off from the Director, Marketing, Advancement and Community Engagement
I. Offers Alumni/Foundation Officer
  1. Following approval of recommendations, the Alumni/Foundation Officer will call each successful scholarship applicant  and advise them of the outcome
  2. A letter will then be sent to each successful application, asking them to sign to say they accept the scholarship
  3. A letter is also sent to all unsuccessful applicants
  Acceptance Alumni/Foundation Officer
  1. In accepting the scholarship the successful applicant accepts the conditions of the scholarship and agrees to provide personal information relevant to assessing the ongoing eligibility for the scholarship

5. Donors

  ACTIVITY RESPONSIBILITY STEPS
A. Acknowledgement Alumni/Foundation Officer
  1. The Federation University Australia Foundation acknowledges with gratitude, funds donated to the Foundation to support Foundation scholarships
  2. Appreciation is extended to individual donors and their families for their generosity
B. Foundation event Alumni/Foundation Officer
  1. Successful recipients of a Foundation scholarship will be invited to attend a Foundation event with donors, to receive a scholarship certificate

6. Terms and conditions of scholarships

  ACTIVITY RESPONSIBILITY STEPS
A. Conditions Alumni/Foundation Officer
  1. A student must formally accept the scholarship offer in order to receive any payment and in doing so, accepts the conditions of the scholarship
  2. It is the responsibility of the student to maintain current contact details in the online student management system
  3. Students awarded a Foundation scholarship are not permitted to suspend their scholarship if they take leave from studies or defer their course
B. Eligibility  
  1. Recipients must be:
    • Enrolled as a Higher
      Education domestic, CALD,
      migrant, refugee,
      international undergraduate
      or Postgraduate (including
      Honours) FedUni campus
      students and online students
      Commonwealth Supported
      student, or enrolled in a
      TAFE Course
    • able to demonstrate financial circumstances
    • able to demonstrate commitment to studying
C.

Payment/

allowance

 
  1. If successful in being awarded a Foundation scholarship, students will receive the scholarship payments for the one year only, provided they continue to meet the ongoing eligibility requirements
D. Duration  
  1. One year
  Termination  
  1. If circumstances or eligibility change which render a student holding a Foundation scholarship ineligible according to eligibility requirements, the scholarship will be terminated
  2. If a student cannot be contacted by mail, email or telephone for the purpose of assessing ongoing eligibility, and as a result their eligibility cannot be determined in the allowed timeframe, their scholarship will be terminated
  3. Students awarded a Foundation scholarship are not permitted to suspend their scholarship if they take leave from studies or defer their course
  4. Termination of a Foundation scholarship will occur:
  • If a student ceases to meet the eligibility criteria; or
  • If Federation University Australia determines that the student:
    • Has failed to maintain satisfactory academic progress and there are no extenuating circumstances for such failure;or
    • Has committed serious misconduct during a course of study whilst attending Federation University Australia including, but not limited to, the provision of false or misleading information

7. Confidentiality and Privacy

All personal information collected in the course of awarding Foundation scholarships will be treated as confidential – refer Information Privacy Policy.

Supporting Documents

Responsibility

Director, Marketing, Advancement and Community Engagement is responsible for monitoring the implementation, outcomes and scheduled review of this procedure.

Alumni/Foundation Officer is responsible for maintaining the content of this procedure as delegated by the Director, Marketing, Advancement and Community Engagement.

Promulgation

The Federation University Australia Foundation Scholarship Procedure will be communicated throughout the University community in the form of:

  • An Announcement Notice via FedNews website and on the ‘Recently Approved Documents’ page on the ‘Policies, Procedures and Forms @ the University’ website to alert the University-wide community of the approved Procedure.
  • FedUni Foundation scholarships website
  • Notification to Foundation Board

Implementation

The Federation University Australia Foundation Scholarship Procedure will be implemented throughout the University via:

  • Notification to Foundation Board
  • Notification to Scholarships, Bursaries and Grants Office

Forms/Record Keeping

Title Location Responsible Officer Minimum Retention Period
Annual Scholarship recommendation briefings Foundation Office Alumni/Foundation Officer Destroy two years after date of briefing
Scholarship online application documentation and completed questionnaires, references and other supporting documentation KickStart online management system Scholarships, Bursaries and Grants Officer

Destroy Twelve months from date of decision for unsuccessful application

Destroy Seven years following completion of delivery of scholarship

Print out of online Scholarship application Foundation Office Alumni/Foundation Officer Destroy when administrative use has concluded
Selection Panel Selection criteria Foundation Office Alumni/Foundation Officer Destroy when administrative use has concluded
Ranking decisions including email correspondence Foundation Office/approved records management system Alumni/Foundation Officer

Destroy Twelve months from date of decision for unsuccessful application

Destroy Seven years following completion of delivery of scholarship

Application outcome letters

Successful

Unsuccessful

Foundation office / approved records management system Alumni/Foundation Officer

Destroy Seven Years after delivery of scholarship

Destroy Twelve Months from date of decision

Scholarship Acceptance Form Foundation Office / approved records management system Alumni/Foundation Officer Destroy Seven Years after delivery of scholarship