| Preamble |
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This is a policy on prizes and scholarships which recognise
or support academic achievement of undergraduate or postgraduate
students. Prizes and scholarships can be funded by the University
or by external organisations or individuals. The University
plays a flexible role in arrangements for funding and administering
prizes and scholarships, and can establish suitable conditions
and arrangements in each case in consultation with outside
donors.
This policy applies in conjunction with the Policy on Recognition
of Service, Donations, Significant Contributions to the University
or Outstanding Personal Achievement. This policy does not
apply to merit awards which are subject to policy decisions
established by other University Committees such as the Awards
Committee. Separate policies apply with regard to Awards for
Academic Excellence (University Medals and Chancellor's Letters)
and Privately Funded Scholarships established by academic
staff members from grant monies.
The Council has delegated to the Academic Senate authority
to approve the establishment of prizes and scholarships, and
the rules and conditions governing them. |
| Definitions |
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Donor
a donor, benefactor or bequeather of a prize or
scholarship, or his or her executor
Prize
an award based on merit in recognition of high achievement
in scholarship
Scholarship
a payment made to (or on behalf of) a scholar to
assist her or him to pursue a course of study, in the form
of: a living allowance or stipend; or payment of tuition fees;
or an incidental allowance or bursary |
| 1. |
Establishment of a Prize or Scholarship |
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The establishment of a prize or scholarship may be proposed
by any person, group or organisation within or outside the
University. Except where a prize or scholarship is wholly
offered and administered independently of the University,
the following provisions will apply.
1.1 The rules and conditions attaching to a prize
or scholarship will ensure that:
- it is offered on the basis of acceptable academic and
other criteria;
- administrative procedures uphold the principles of equal
opportunity, and enable the prize or scholarship to be
administered in a fair and proper manner; and
- no unacceptable conditions are placed on the University,
its staff or students.
1.2 The establishment of a prize or scholarship will be
subject to the approval of the Director of Administration
and Registrar, on the recommendation of the relevant faculty,
who will ensure that:
- the rules and conditions of the prize or scholarship
fulfil the criteria specified in Clause 1.1 above; and
- in establishing the prize or scholarship, the University
is not exposed to any risk, financial or otherwise; and
- the donor is acceptable to the University.
1.3 The Director of Administration and Registrar will ensure
that the establishment of a prize or scholarship is reported
to the Academic Senate at the earliest opportunity.
1.4 If the rules or conditions of a prize or scholarship
or its name or value are unsuitable or become impractical,
the Director of Administration and Registrar or the Head
of the relevant faculty will consult with the person or
donor who initiated its establishment and seek to have the
problem addressed. If the matter cannot be resolved to the
satisfaction of the University the Council may decide that
the prize or scholarship not be offered.
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| 2. |
Award of a Prize or Scholarship |
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2.1 A prize or scholarship will not be awarded
if there is no applicant of sufficient merit.
2.2 A prize or scholarship will be awarded in any given
year only if there are sufficient funds available to meet
its cost. The University will not be responsible for funding
a prize or scholarship established by an outside donor.
2.3 Confidentiality will be maintained about an applicant
during the selection process and award of a prize or scholarship,
until such time as the award has been accepted or rejected.
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| 3. |
Procedures Pursuant to the Policy on Prizes and Scholarships |
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Procedures for the establishment of a prize or scholarship
(including documentation required for a proposal, procedures
for publication and publicity) must be followed. The procedures
are established by the Director of Administration and Registrar. |
| Procedures for Approving and Amending Prizes
and Scholarships (Procedures made pursuant to the Policy
on Prizes and Scholarships) |
| 1. |
Procedures |
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A proposal to establish a prize or scholarship is to be
submitted to: |
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Faculty prizes: Faculty General Manager |
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University-wide prizes and Scholarships: Scholarships
Officer |
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The relevant officer, indicated above, will:
1. Consult with the donor and the University Accountant;
2. Arrange for a proposal to be submitted to the relevant
committee. A proposal which is to be submitted initially to
a Faculty Board will be submitted by the Head of Faculty.
A proposal which is to be submitted initially to another committee
will be submitted by the Deputy-Vice-Chancellor (Research)
or the Deputy-Vice-Chancellor (Academic), as appropriate,
or the Director of Administration and Registrar.
3. Once the proposal has been approved, arrange for the prize
or scholarship to be established and the funds to be administered
by the University Accountant. |
| 2. |
Documentation |
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A proposal will contain the following details:
o the name of the prize or scholarship;
o the value or form of the prize or scholarship (the total
funds provided for initial establishment and the amount
to be awarded to awardees);
o the frequency of its award and the maximum number of
awardees who may receive the prize or scholarship in any
given year;
o the academic criteria or other criteria for the award
of the prize or scholarship;
o the process for deciding the outcome of a competition
for a prize and the procedure for ranking or selecting awardees
(where relevant); and
o any other conditions of award of the prize or scholarship.
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| 3. |
Establishment of Externally Funded Prizes and Scholarships |
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The faculty will liaise with the University Accountant
and the donor and seek advice on the handling of donations
or funds, and relevant accounting matters, prior to establishing
the prize or scholarship. |
| 4. |
Taxation Implications of Establishing a Prize or Scholarship |
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A prize or scholarship may under certain circumstances
be:
o tax deductible for the donor;
o tax exempt for the recipient.
Advice on these matters should be sought from the Australian
Taxation Office. |
| 5. |
Publication and Publicity |
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The University will publish information about the rules
and conditions of a prize or scholarship, and publicise its
availability and award, in accordance with any conditions
agreed on its establishment. Except where a prize or scholarship
is wholly funded and administered by an external party the
following will apply.
3.1 A prize or scholarship will be listed in the
University Calendar once its establishment has been approved
by the Academic Senate.
3.2 The University will normally publicise the availability
of a prize or scholarship each year through the relevant
Faculty Office and/or the Scholarships Office. Additional
publicity may be arranged by the sponsor or the University,
as agreed between the parties.
3.3 The name and academic qualifications of the successful
applicant for a prize or scholarship may be published by
the University once the award has been accepted. Details
of unsuccessful candidates will not normally be released.
Other details will remain confidential unless the person
involved has consented to them being published, except for
purposes relating to the administration of the award.
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