Policies and procedures
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POLICY NO: A-50.5
DATE OF APPROVAL: 25 November 2005
AMENDMENTS:
REFERENCE AUTHORITY: Director: Student and Academic Services
CROSS REFERENCES:
CONTENTS:
This policy outlines the general principles and procedures for:
This policy applies to UniSA coursework scholarships and prizes where:
The policy does not apply to:
A prize may be established to acknowledge outstanding academic achievement in a course, group of courses or program. Selection will be based on academic merit but may be restricted to certain groups of students in accordance with the University's equity objectives. A prize may take the form of a monetary reward, equipment, book voucher, or subscription to professional organisations.
An award selected on merit, including but not limited to academic merit, to assist a student to undertake or complete a program of study at the University over a nominated period of time, in accordance with the selection criteria. A scholarship may take the form of monetary assistance or a reduction in specified costs such as tuition fees.
An award selected on merit, including but not limited to academic merit, to assist a student to undertake a designated component of a program, such as a student placement or international exchange, or to assist with the initial costs of commencing university study. A grant is a one-off payment and may take the form of monetary assistance or a reduction in specified costs such as tuition fees.
1. The University will support growth in the range and number of scholarships and prizes, congruent with its strategic intent, through actively encouraging donations from industry, government, business and community organisations, alumni and philanthropists, as well as through allocation of University revenue.
2. The University or Division Boards/Centre for Regional Engagement (CRE) may recommend new scholarships and prizes for approval by Academic Board.
3. Amendments to scholarships and prizes, and the annual recipients of scholarships and prizes, will be approved by the relevant Division Board.
4. All external funds received for the purpose of an approved scholarship or prize will be managed in accordance with the principles outlined in the Code of Practice: University philanthropic activity, for the purposes specified by the donors. The University will report annually on the use of the funds to the donors or their trustees.
5. The University reserves the right not to accept funds from a donor, and not to accept particular conditions on funding such as the establishment of a scholarship in a particular area, or the requirement to impose certain criteria associated with a new scholarship or prize.
6. Prizes
6.1 The minimum value of all newly established prizes will be $500, either cash, in-kind equivalent or some combination to the value of $500.
6.2 Prizes will only be awarded if there is an eligible student of sufficient merit.
6.3 The University will select students for a prize against published selection criteria, and the awarding of the prize will not be conditional on future enrolment or academic performance in a course or program of study.
6.4 The University of South Australia Honours Medal will be awarded annually to graduands with outstanding performance in an honours degree or degree with honours in each Division who have:
(*For degrees with honours, the equivalent GPA is the GPA associated with the 36 unit honours component of a degree with honours.)
6.5 At the discretion of the Division, students who were enrolled in an honours degree or the honours component of a degree with honours which included a maximum of 9 units of cross-institutional study at another university may be eligible for the award, provided that the study was approved by the Program Director, in accordance with the University's Enrolment policy, and the courses undertaken cross-institutionally were not available at the University of South Australia.
6.6 The University of South Australia Medal will be awarded annually to graduands with outstanding performance in a bachelor degree (excluding honours degrees or degrees with honours, but including the pass degree of degrees with honours) in each Division who have:
6.7 The Chancellor's Letters of Commendation will be awarded annually to students with outstanding academic performance in an undergraduate program who have:
Students eligible for a Chancellor's Letter of Commendation will not also receive a University Merit Award (see clause 6.9) for that year.
6.8 Students with a disability who qualify for 'equivalent full-time status' as defined by Centrelink, who meet the criteria set out in clause 6.7(a) and (c) above, and have completed a minimum of 9 units towards that program in the year of awarding, will be eligible for consideration.
6.9 The University Merit Award will be awarded annually to students with excellent academic performance in an undergraduate program who have:
6.10 Students with a disability who qualify for 'equivalent full-time status' as defined by Centrelink, who meet the criteria set out in clause 6.9 (a) and (c) above, and have completed a minimum of 9 units towards that program in the year of awarding, will be eligible for consideration.
7. Scholarships
7.1 The minimum value of all newly established scholarships and grants will be $1000, or tuition fee equivalent.
7.2 Criteria for the awarding of a scholarship will include competitive academic merit, but may also take account of factors that contribute to a student's relative disadvantage in relation to their capacity to demonstrate academic merit, such as disabilities, isolated or rural location, low socio-economic status, non-English speaking or Indigenous background.
7.3 The University will select students for a scholarship against published selection criteria. The awarding of the scholarship will be conditional on continuing eligibility under those criteria, including future enrolment and/or academic performance in a program of study at the University.
7.4 The University may award UniSA Study Grants to eligible students who demonstrate academic merit and who provide evidence of low socio-economic background, according to the selection criteria.
7.5 The University may award UniSA Priority Grants to eligible students who enrol in specific programs according to the selection criteria determined by University Council, and with consideration of the University's strategic intent.
7.6 The University will administer scholarships established under relevant legislation, including Commonwealth Scholarships.
7.7 If, for any reason, a donor is unable to meet the financial obligations associated with a scholarship, the University will not be responsible for providing ongoing payments to scholarship recipients.
8. Academic merit
8.1 Scholarships and prizes which are awarded on academic merit will be determined using a Grade Point Average (GPA). The GPA will be calculated in accordance with the formula, grade points and weightings specified in the University's Assessment Policies and Procedures Manual.
9. All scholarships and prizes established and offered by the University will be in accordance with this policy.
10. Approaches to potential external donors will usually be coordinated through the Marketing and Development Unit, in conjunction with the relevant School, Division, research institute or other organisational unit.
11. Divisions, in conjunction with the Marketing and Development Unit, are responsible for managing relationships with donors of prizes that are specific to their courses and programs. This includes recommending ways to formally acknowledge donations through naming of scholarships and prizes (subject to conditions) and where appropriate through publication in graduation ceremony booklets.
12. For all scholarships and prizes, a signed letter/agreement should be obtained from the donor detailing the awarding criteria and confirming the donor's commitment to offering the scholarship or prize, including a commitment of funds, for a specified period of time of no less than 3 years. A copy is to be filed with the Alumni and Development Office.
13. Student and Academic Services will maintain a central database containing details and conditions of all University scholarships and prizes, including those offered by Divisions / Centre for Regional Engagement. Student and Academic Services will also ensure that comprehensive, current and accurate information about scholarships and prizes is available on the University website.
14. University of South Australia Medals and Honours Medals
14.1 In determining the number of medals to be awarded, that is the top 0.5% in each Division (see clause 6.4 and 6.6 above), rounding up to the next highest integer will apply.
14.2 Recipients for University medals will be identified by the Divisions following the results deadline for the final study period in an academic year. All students who have completed their program at anytime within the nominated academic year will be included in determining the relevant recipient pool. Students whose results were not finalised by the date specified will be considered in the subsequent academic year.
14.3 Where the award pool is less than 10, the Division will review the potential candidates' academic record to ensure the medal recipients are of sufficient merit. Awards will only be made where there are one or more candidates of sufficient merit.
14.4 University Medal recipients will be reported to Student and Academic Services by the date specified for inclusion in the University Graduation Booklet.
14.5 University Medals will be presented at University graduation ceremonies as determined by Student and Academic Services.
15. Chancellor's Letters of Commendation
15.1 Recipients will be identified against the criteria defined at clause 6.7, and will receive a letter of commendation from the Chancellor
15.2 Receipt of a Chancellor's Letter of Commendation will be recorded on the student's academic transcript.
16. University Merit Awards
16.1 Recipients will be identified against the criteria defined at clause 6.9, and will receive a letter of recognition from the relevant Divisional Pro Vice Chancellor / Director: Regional Engagement.
16.2 Receipt of a University Merit Award will be recorded on the student's academic transcript.
17. Division / Centre for Regional Engagement Prizes
17.1 School Board will determine prize winners for Divisional / Regional prizes according to the eligibility criteria approved by Academic Board, and will report the outcome to Division Board.
17.2 Divisions / Centre for Regional Engagement will be responsible, where applicable, for:
reporting all prize winners (and prizes which were not awarded) to Academic Board each year
18. Establishing scholarships
18.1 Each scholarship must have its own documented procedures, including eligibility criteria. Divisions / Centre for Regional Engagement will provide a copy of the procedures to Student and Academic Services to enable maintenance of a register of all scholarships, and publication on the University website.
18.2 Where scholarships are administered by an external organisation and the University undertakes administrative functions on behalf of the external organisation, the University will ensure that these arrangements are documented in writing.
19. Promoting scholarships
19.1 A scholarship may not be promoted, advertised or awarded until it has been approved by Academic Board, all documentation has been finalised, and funding has been confirmed.
19.2 The Marketing and Development Unit will undertake regular publicity, advertising and marketing initiatives for University scholarships. Divisions will promote Division-specific scholarships in consultation with the Marketing and Development Unit.
20. Administering scholarships
20.1 Student and Academic Services will be responsible for selecting, awarding, monitoring and reporting of University-wide scholarships. Divisions will have equivalent responsibilities for other scholarships.
20.2 Where a candidate becomes ineligible for, or rejects the offer of a scholarship, an offer may be made to the next ranked candidate providing they meet the selection criteria.
20.3 Offers made to a scholarship recipient must be in writing, and include the following:
20.4 Where the criteria or terms and conditions specify that the recipient's continuing eligibility is subject to satisfactory academic progress, this will be as outlined in the University's Assessment Policies and Procedures Manual.
20.5 Where one of the conditions of the scholarship is that the recipient maintains a full-time study load, an applicant or recipient may apply in writing to the administrator of that scholarship for permission to apply for or continue to receive their scholarship despite a reduction in load to part-time study, setting out the grounds for the variation.
20.6 Unless specified otherwise in the procedures governing a particular scholarship:
