Scholarships, Bursaries and Grants Policy

Scholarships, Bursaries and Grants Procedure

Policy Code: SS1987

Purpose

To enable Federation University Australia (FedUni) current students achieve academic success through the provision of timely equipment and financial supports.  This procedure provides a framework for the development, administration and management of all Federation University Australia scholarships, bursaries and grants under the Kickstart model.

Scope

This policy applies to all Federation University staff who promote, administer, award and disburse scholarships, bursaries and grants

Legislative Context

  • Federation University Australia Act 2010
  • Education Services for Overseas Students Act 2000 (ESOS Act)
  • The Tertiary Education Quality and Standards Agency Act 2011 (TEQSA Act) – establishes TEQSA as an agency who regulate using the Higher Education Standards Framework (Threshold Standards)

Definitions

Refer to the Student Bursaries, Grants and Scholarships Policy

Actions

1. Sourcing Scholarships, Bursaries and Grants

  Activity Responsibility Steps (what steps, in sequential order are performed to complete this activity?)
 A. Sourcing funds Scholarships Office
  1. Identify, review and make applications for University and to external providers and donors for funds
  2. Identify funds from faculty budgets for scholarships, bursaries and grants support for students
  3. Source funding from University budgets for broader student attraction, retention and success initiatives
  4. Source funding from governments and agencies for boarder program and cohort support i.e. Commonwealth Scholarships
  5. Make donations and bequests are made to the University for specific Faculty, program or cohorts of students. 
 B. Preparing budget estimates Scholarships Office/Finance
  1. Submit projected estimates prior to end of calendar year for university funding and as per requirements for external funders
  2. Maintain budget estimates for scholarships, bursary and grants for this purpose
C. Promoting scholarships Scholarships Office
  1. Work with Faculties and program areas to promote scholarships.
  2. Consider marketing opportunities such as
    • Events i.e. Open Day, enrolment day, market stalls
    • Face to face communication
    • University website
    • Agent newsletters and alerts
    • Student newsletters and emails
    • Advertisements
    • Banners
    • Social media
    • Presentations
    • FedUni  Guides and program flyers
  3. Share Scholarships information with PR team to develop media release and social media.
D New Scholarships Scholarships Office
  1. Faculties /departments or external agency submits new scholarship, bursary or grant proposal to the scholarships office.
  2. Scholarships office submits the proposed  scholarship, bursary or grant to DVC Academic and Finance for consideration.  Submission to include;
    • Donor / funding source
    • Purpose / scope
    • Benefits to university
    • Timelines
    • Recommendations
  3. Scholarships office to advise faculty/department or external agency of the outcome

2. Applying for Scholarships, Bursaries and Grants

  Activity Responsibility Steps
A.

Considering basic eligibility criteria

Domestic (including migrant, refugee and CALD) students

International Students

FedUni Scholarships Office

International Admissions / CLIPP

  1. Domestic, migrant, refugee and CALD students must be enrolled in a program of study at a VET, Higher Education level at a FedUni campus or online to be considered for awards
  2. International applicants and students must meet the following criteria to be considered for a scholarship, bursary or grant.
    • Enrolled as a Higher Education Undergraduate or Postgraduate (including Honours) for a minimum of a 2 years consecutively at a FedUni campus in Australia
    • Be in receipt of a Confirmation of Enrolment (COE) for a program of study as a Higher Education Undergraduate or Postgraduate at a FedUni campus in Australia
    • Hold a valid International Student Visa for the period of study for their program
    • Be a full fee paying student not in receipt of any fee relief from FedUni or other third party source.
  3. International students who are ineligible to apply for Federation Australia International Scholarships, Bursary or Grant include
    • Federation University partner provider students
    • International students on Exchange / Study Abroad programs
  4. The following international students are ineligible for a bursary or grant but may be considered for a merit based scholarship
    • Articulated students who are in receipt of fee relief.
    • Employer/government sponsored students
B. Handling enquiries  Applicants
  1. Direct all enquiries  to Scholarships Office at scholarships@federation.edu.au or to
    • Ballarat: F210, F Building, Mount Helen Campus. 53279340
    • Gippsland: Student Connect Reception, Building 3N, Room 102, Churchill Campus.
    • Berwick Campus, Student Connect, Scholarships
C. Registering Online for Scholarships, Bursaries and Grants  Applicants
  1. Complete a ‘first step’ Kickstart registration prior to completing any further applications for specific awards. 
  2. Register online using the Kickstart portal located on FedUni’s website;
    • Register primary information online with Kickstart by visiting www.federation.edu.au/scholarships    
    • Complete the additional information for any scholarships, bursaries and grants if directed.
    • Scan and attach supporting documents (such as pay slips, resumes, academic transcripts and references) where requested or email to scholarships@federation.ed.au
  3. Complete registration each academic year to be considered for scholarships, bursaries and grants within that year
D. Advising applicants of receipt of application FedUni Scholarships Office
  1. Advise all applicants by email within 48 hours that their application for Kickstart has been received and the process for assessment and awarding of scholarships, bursaries and grants
E. Adhering to closing dates  FedUni Scholarships Office
  1. Ensure all scholarships, bursaries and grants indicate the time and date for closing applications in all promotions relating to the activity (i.e. 4.00pm on 16 March, 2016)
    • New applications received after this advertised time/date will not be accepted by the FedUni Scholarships Office and email advice to this effect will be sent to the applicant within 24 hours.
    • Additional information received after the closing date will not be accepted by the FedUni Scholarships Office unless special circumstances exist and prior arrangements have been made by the applicant with Manager, Scholarships to do so.  These may include but are not limited to (illness, 3rd party delays and circumstances outside of the applicant’s control).

3. Assessing Applications

  Activity Responsibility Steps
A. Assessing Kickstart Registrations

FedUni Scholarships Office

(General and Faculty staff (scholarships)

  1. Ensure the applicant’s registration provides information to determine priority for assistance for programs
  2. Applicant’s responses to the questions in the Kickstart registration determine the points that are assigned to each applicant.  The scoring algorithm considers both the financial and personal circumstances of the applicant in determining levels of economic, social or geographical disadvantage and priority for assistance.   
B. Making offers FedUni Scholarships Office
  1. Offers are to be made to students for bursaries and grants based on their Kickstart application only.
  2. Additional information may be required to assess for scholarships, bursaries and grants as identified by the funding body or donor. Any additional information will be clearly stated on the website page relating to the scholarship, bursary or grant to ensure a transparent and consistent process for all applicants.
  3. Additional information will be directed to scholarships@federation.edu.au

4. Awarding Scholarships, Bursaries and Grants

  Activity Responsibility Steps
A.

Awarding scholarships, bursaries and grants

Registration only awards

Registration points and additional information

Selection Panel Assessment

Advising awardees

Scholarships office
  1. Ensure all processes and decisions made on the awarding of scholarships, bursaries and grants is consistent with and adhere to the University’s Fair and Transparent Decision Making Guidelines
    • Award Scholarships, bursaries and grants based on the completion of the online Kickstart application alone by determining timing of need and value of the award
  2. Determine some awards based on registration and requested additional information 
    • NOTE: Additional information may determine a ranking of need where limited awards are available therefore the awarding of scholarship, bursaries and grants may be determined also by;
    • Kickstart points
    • Evidence of need as provided by applicant
    • Additional information i.e. references / referee support
  3. Convene panels when the selection of the candidate is the reserve of the Faculty or program area. 
    • NOTE: Scholarship office provides all other areas of marketing, application management and payment.
  4. Invite nominated staff from Scholarships Office to be on the Selection Panel (but it is not a requirement).
  5. Provide Selection Panels with a ranking matrix which is consistent and reflect the criteria in the application to make their determination. 
  6. Store this information securely with the Faculty for applicant feedback and/or appeals.
  7. Advise Scholarships Office once the Selection Panel has confirmed the recommended list to arrange awarding/payment as required.
  8. Formally advise Awardees by email or letter by either Faculty or Scholarships office as predetermined between the areas. 
  9. Advise students who are unsuccessful in their application for a scholarship bursary or grant via email or letter.

5. Reviewing Decisions

  Activity Responsibility Steps
A. Reviewing decisions Manager, Scholarships office
  1. Individuals will be informed that they have the right to a review of the decision at the time of advising that they have been unsuccessful if they can demonstrate that;
    • Due process has not been followed
    • An inaccurate or unfair assessment has been made – for example, if incorrect or incomplete information was provided in the registration, or extenuating circumstances are felt not to have been given due consideration, or there is additional information received from other program area regarding financial hardship or being at risk of leaving study due to financial hardship.
 B. Reviewing an individual case Scholarships office
  1. Review meeting will be conducted on a weekly basis by the Scholarships Office
  2. Students will be advised of the outcome of a review meeting within 24 hours of the meeting i.e. students will be notified of the outcome of their review no more than 7 working days after submission of their request.
  3. Requests for further reviews are to be directed to the Student Advisory Service studentadviser@federation.edu.au
C. Providing student support Scholarships Office
  1. Advise the student how their information will be used and shared at the time of registration
  2. Make referrals to other FedUni programs and serviceswhen additional needs are identified i.e. Student Financial Support, Student Counselling. 
  3. Seek consent from the student for a referral to be made. 
  4. Record consent on the Kickstart database.
  5. Offer Case management and / or coordination with other program areas when required by funding bodies i.e. Australia Awards.  Additional supports may include;
    • Visa extension application support
    • Meeting ESOS requirements for international students

6. Managing Funds

  Activity Responsibility Steps
A. Disbursing funds

 Financial Services

Scholarships Office

  1. Enter details of each payment into the Scholarships, Bursaries and Grants Office Kickstart database
  2. record Type of Payment, amount and date to be paid.
    • NOTE: Payments closed at midday on each Tuesday. 
    • Seek confirmation from Finance - Student Fees (via email studentfees@federation.edu.au) for permission to begin entering the payments into My Student Centre (MySC).
  3. Enter individual payment into the MySC by post transaction and completing the refund section once permission has been given by Student Fees
  4. Notify Student Fees once all payments have been entered into MySC.
  5. Update Scholarships, bursaries and Grants central records by adding the date on which the payments were completed.
  6. Confirm the list of all payments
  7. Obtain authorisation by the Manager of Scholarships, Bursaries and Grants.
  8. Return to Student Fees by Wednesday of the same week.
B. Acquitting funds Scholarships Office
  1.  Align Acquittal of program and funding expenditure with FedUni Finance policy and Procedures, consistent with the guidelines provided by funding bodies.
  2. Maintain supporting documents for acquittal i.e. gratuities registers
C. Reporting progression and completions  Scholarships Office
  1. Provide reports to:
    • Funding and donor bodies
    • Student Support & Services
    • FedUni faculties and portfolios.
    • FedUni finance

7. Evaluating program funding

  Activity Responsibility Steps
A. Evaluating funding activities Scholarships Office
  1. Review impact of program funding by;
    • Demand (recruitment of student numbers) & take up of offers across type
    • Student comment, feedback via social media, survey
    • Retention & Success data
  2. Provide reports to:
    • Funding and donor bodies
    • Student Support & Services
    • FedUni faculties and portfolios.

Supporting Documents

Responsibility

  • Deputy Vice Chancellor, Student Support and Services is responsible for monitoring implementation, outcomes and scheduled review of this policy and its accompanying procedure
  • Director, Student Connect, Student Support and Services is responsible for maintaining the content of this policy as delegated by the Deputy Vice Chancellor, Student Support and Services
  • Manager, Scholarships Bursaries and Grants, Student Connect is responsible for the administration support for the maintenance of this policy as directed by the Director, Student Connect, Student Support and Services

Promulgation

The Bursary, Grant and Scholarship Procedure will be communicated throughout the University via:

  1. An announcement via FedNews website and on the ‘Recently Approved Documents’ page on the Policies, Procedures and Forms located on the FedUni’s website
  2. Communication distribution Associate Deans at each Faculty / key University staff for scholarships.
  3. Reference in documentation relating to individual bursaries, grants and scholarships, e.g. weblinks, brochures.

Implementation

The Federation University Australia Scholarships, Bursaries and Grants Procedure will be implemented by all staff within the Scholarships office, Student Connect and any University staff with promotional or administrative responsibilities for bursaries, grants and scholarships.  Key staff will be informed of the procedure via;

  1. information sessions; and/or
  2. training sessions; and/or
  3. orientation training for new staff

Forms/Record Keeping

Title Location Responsible Officer Minimum retention period
Finance. Acquittal of funds Legal Office University Solicitor Temporary – Destroy 7 years after enrolment has expired.
Establishment / Management of Scholarships / Prizes, including establishment / foundation papers, recipient register Scholarships office Manager, Scholarships Permanent – transfer to PROV when administrative user has concluded.
Identification and selection of grant funding opportunities Scholarships office  Manager Scholarships Temporary – Destroy 2 years after action completed
Successful applications made by the University for grant funding from a Government or Non-Government source Scholarships office  Manager Scholarships Temporary – Destroy 7 years after action completed
Unsuccessful applications made by the University for grant funding from a Government or Non-Government source Scholarships office Manager Scholarships Temporary – Destroy 2 years after action completed

Application / Selection Process – Successful Applicants

Includes –

KickStart Registration Form, Supporting Documentation, Selection Panel Assessment, Notification of Outcome

Scholarships office Manager Scholarships Temporary – destroy 7 years following completion of delivery of scholarship / prize to the applicant

Application / Selection Process – Unsuccessful Applicants

Includes –

KickStart Registration Form, Supporting Documentation, Selection Panel Assessment, Notification of Outcome

Scholarships office Manager Scholarships Temporary – destroy 12 months following date of decision.
Administrative arrangements for the delivery / presentation of scholarship / prize Scholarships office Manager Scholarships Temporary – Destroy when administrative use is concluded
Reports – progression and completions Scholarships Office Manager Scholarships Temporary – Destroy 5 years after administrative use has concluded
Finance, Acquittal of funds Legal Office University Solicitor Temporary – Destroy 7 years after enrolment has expired.