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Prizes, Awards and Scholarships Approval process

This page summarises the approval processes for:

  1. All new prizes, awards and scholarships
  2. amendments to existing prizes, awards and scholarships
  3. and proposals to withdraw any prizes, award or scholarship

Approval processes are sequential via School Board to Division Board to Academic Board.

The SCMS (Scholarships Management System) is the system to assist this process and the steps are outlined below.  If you need access to this system, please email SAS-Prizes-Awards

New Prize/Award/Scholarship

  1. School to enter details on SCMS
  2. Email 'draft' template to Division Manager : Academic Services for feedback.
  3. Division Manager : Academic Services will email template back outlining any required amendments, or verifying template is OK to be submitted to School Board for approval
  4. If any changes are required, go back into SCMS, make changes and generate an updated template for submission to School Board
  5. Ensure Donor/Sponsor approves details as entered on the new prize template before submission to School Board.  (Code of Practice: University philanthropic activity)
  6. School Board to endorse the proposal
  7. Once approved by School Board, please email the endorsed proposal to Division Manager : Academic Services and Lianne Quin for who will submit the template to Division Board and Academic Board for approval
  8. The School will be notified of Academic Board approval by Division Manager : Academic Services
  9. SAS will extract approved new prize information from Academic Board papers and update the University's website, Medici and SCMS

Amendment to existing Prize/Award/ Scholarship

  1. School enters changes on SCMS, highlighting changes
  2. Email 'amended' template to Division Manager : Academic Services for feedback prior to School Board approval
  3. Division Manager : Academic Services will email template back outlining any required amendments, or verifying template is OK to be submitted to School Board for approval
  4. If any changes are required to template, go back into SCMS, add changes and generate amended template for submission to School Board
  5. Any amendment should be agreed with the Donor/Sponsor before endorsement by School Board
  6. Once approved by School Board, please email the endorsed proposal to Division Manager : Academic Services (Colin Smyth) and Lianne Quin who will submit the template to Division Board for approval
  7. The School will be notified of Division Board approval by Division Manager : Academic Services

Withdraw Prize/Award/Scholarship

  1. Generate memo via SCMS advising reason for withdrawal (attach template) and print off
  2. Have withdrawal approved by School Board
  3. Email memo and withdrawal template to Division Manager : Academic Services for forwarding to Division Board and Academic Board
  4. The School will be notified of Division Board approval by Division Manager : Academic Services

Recipient notification and award presentation

In practice, schools notify the winners once the recipient information has been approved by Division Board (usually in March/April) each year.  It is up to the school and the sponsor to agree on the arrangements for the presentation including a certificate if desired.  Please liaise with your School Finance Officer with respect to any finance matters.

Further information:
Download of the above information in full (word doc - 64.50KB)
Contacts: Deborah Faigen or Lianne Quin

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