• Section 1 - Context
• Section 2 - Scope
• Section 3 - Establishing a New Scholarship
• Scholarship Proposal
• Scholarship Administration Set Up
• Reopening Existing Scholarships
• Maintenance
• Variation to Scholarship Terms and Conditions
• Section 4 - Selection
• General Selection Principles
• Equity Assessments
• Selection Model A – Selection without application
• Selection Model B – Selection based on application with no panel involvement
• Selection Model C – Selection based on application with panel involvement
• Section 5 - Offer and Acceptance
• Verification of Eligibility
• Offer of Scholarship
• Offer Acceptance
• Section 6 - Monitoring of Ongoing Eligibility
• Ongoing Eligibility
• Leave of Absence
• Termination of Scholarship
• Section 7 - Payment
• Payment Process
• Method of Payment
• Timing of Payment
• Section 8 - Appeals and Complaints
• Section 9 - Reporting
• Section 10 - Roles and Responsibilities

Section 1 - Context

(1) This procedure sets out how the University of Newcastle (University) will establish, award, and manage scholarships. This procedure is a supporting document to the Coursework Scholarships Policy, which should be read in conjunction with this procedure.

Section 2 - Scope

(2) This procedure applies to all coursework scholarships within the University's scholarship portfolio, advertised through the University's scholarships website.

(3) This policy does not apply to:

1. wellbeing support or research grants;
2. vacation learning experiences;
3. awards or prizes;
4. international student scholarships or sponsorships administered as tuition fee reductions;
5. the Ma & Morley Scholarship Program; or
6. other external funding arrangements that have not been approved as University coursework scholarships, even where the University administers or facilitates payment of those.

Section 3 - Establishing a New Scholarship

Scholarship Proposal

(4) The establishment of a new scholarship through philanthropic support requires a minimum funding commitment of $15,000 and support for a minimum period of three years.

(5) Upon request, the Scholarships Office will provide the proposing/funding area with a Scholarship Proposal Form and draft Terms and Conditions template to complete.

(6) Before the proposal is submitted to a delegate for approval, the proposing /funding area must consult with the Scholarships Office to determine and consider:

1. the administrative feasibility of the scholarship;
2. the suitability of the proposed selection methodology;
3. the eligible cohort, program offerings, application and selection processes and system requirements; and
4. the capacity to administer and monitor the scholarship.

(7) The following must be specified in the proposal:

1. Name of Scholarship.
2. Number of scholarships available.
3. Scholarship duration.
4. Background and intended purpose.
5. Eligibility criteria.
6. Application process, including documentation required.
7. Benefit and payment disbursements.
8. Selection model and criteria; and
9. ongoing eligibility requirements, including any academic progression requirements and other specific provisions (such as periods of leave).

(8) The Scholarships Office may review the proposal and suggest amendments when preparing the final scholarships Terms and Conditions to ensure the proposed arrangements are administratively feasible and consistent with University requirements.

(9) The proposing / funding area must seek approval of the scholarship proposal and Terms and Conditions from an authorised delegate so that the scholarship is approved at least 10 business days prior to the intended application opening date.

(10) Where scholarship conditions include individual programs, any combined programs and/or embedded or end-on Honours will be included as a default.

Scholarship Administration Set Up

(11) Upon approval of a scholarship proposal, the Scholarships Office will complete the following tasks within 10 business days:

1. assign a unique scholarship code;
2. configure the scholarship in the relevant administration systems, including setting the ‘register interest’ or open and close dates for applications;
3. publish the scholarship on the University Scholarship webpage for the relevant offer year, including a summary of the scholarship intent, eligibility criteria for applicants, description of the scholarship benefit, the method of selection, and the scholarship terms and conditions; and
4. notify the proposer that the scholarship has been published.

Reopening Existing Scholarships

(12) Approval to re-open an existing scholarship for offer in a new year must be submitted to the Scholarships Office at least 5 business days prior to the intended application opening date. An additional 5 days may be required if the scholarship has been significantly amended since last made publicly available.

Maintenance

(13) Where practical, funding should be confirmed and scholarships advertised by 1 August in the year prior to offer. Where pledged donor funds are not received by 31 December, the University may defer the scholarship to a subsequent application cycle.

(14) Discontinued scholarships will not be relisted for the following offer year, unless otherwise advised.

(15) Where no applications are made for a scholarship, or no suitable recipient can be identified, the Scholarships Office may re-open the scholarship for application for an additional minimum of 2 weeks. 

(16) Scholarships that have not received any eligible applications in an offer year will be highlighted for review.

Variation to Scholarship Terms and Conditions

(17) Variations to approved scholarship Terms and Conditions may be proposed by the funding or proposing area, or the Scholarships Office, where required to support the effective administration or award of a scholarship.

(18) Once a scholarship has been made publicly available the Terms and Conditions must not be varied where the variation could adversely affect the eligibility, assessment, selection or benefits of applicants or current recipients. Where a proposed variation does not adversely affect any current applicant or recipient, the Scholarships Office may implement the variation.

(19)  Significant or complex variations, or where agreement cannot be reached between the funding area and Scholarships Office, must be escalated to the authorised delegate who has authority to establish or approve the scholarship.

Section 4 - Selection

General Selection Principles

(20) Selection of scholarship recipients will:

1. occur in accordance with one of three selection models, as outlined in this procedure;
2. be based on the eligibility and selection criteria outlined in the scholarship terms and conditions;
3. seek to allocate the scholarship providing the greatest benefit to the eligible student where multiple scholarships are available to them, and to minimise the need to transfer students between scholarships;
4. support the equitable distribution of scholrashiip funding across eligible students, where practicable.

(21) Concurrent scholarships will be permitted only in limited circumstances and with approval from the Scholarships Office.

(22) Where an application is required, selection of recipients will be completed within ten (10) weeks of the application closing date or availability of relevant reporting, allowing for peak volume of applications and complexity of selection. 

(23) Verification that selected recipients meet all requirements of the scholarship will be the responsibility of the Scholarships Office and will occur before the offer is notified and again before payment is made. Where the eligibility or approved scholarship requirements are unclear, incomplete or unable to be verified, the Scholarships Office will refer the matter to the proposing area or relevant delegate for clarification before proceeding.

Equity Assessments

(24) Equity assessments may be considered to determine a specific area of disadvantage (for example, disability) or a combination of overall severity of disadvantage, length of impact, and the number of disadvantages experienced, depending on the scholarship terms and conditions.

(25) Documents submitted by applicants for the purpose of an equity assessment will be assessed by the Universities Admissions Centre (UAC) or staff of the Scholarships Office, as applicable, in accordance with the Equity Scholarships Application Guide and any applicable University requirements.

(26) Equity assessments will be completed within 10 business days of receipt of the required documentation, including documentation received on the scholarship closing date.

Selection Model A – Selection without application

(27) Selection Model A may be used where information available from UAC and/or University records is sufficient to establish an individual’s eligibility for the scholarship and, where applicable, identify top ranked recipients in line with approved selection criteria.

(28) Selection Model A may also be used where:

1. there is sufficient funding to grant funds to all individuals who can meet the criteria (for example, all school leavers entering a specific program with a specified high ATAR range); or
2. where a top ranked individual can be identified on the basis of UAC and/or University records and selection criteria.

(29) Under Selection Model A, the Scholarships Office will identify recipients based on the approved eligibility criteria and a review of required UAC and/or University records.

Selection Model B – Selection based on application with no panel involvement

(30) Selection Model B may be used when the required documents for an application demonstrate that all eligibility criteria has been met.

(31) Selection Model B may also be used where:

1. top ranked applicants can be identified using quantitatve data, including academic rank, equity score, or another approved metric, with sufficient guidance to determine the outcome where applicants are equally ranked;
2. there is sufficient funding available to support all eligible applicants or for scholarships available on a ‘first-in-first-served’ basis. An example is a scholarship for approved semester exchange with an overseas institution, where the application will include a credit agreement and overseas offer to study verified by the Scholarships Office.

(32) Under Model B the Scholarships Office will verify that the documents submitted by the applicant confirm eligibility for the scholarship.

Selection Model C – Selection based on application with panel involvement

(33) Selection Model C is used where selection of the scholarship requires review and ranking of qualitative application data and applicant attributes, such as involvement in community, examples of leadership, an applicant's interest in a future career pathway in a specific field or with an industry partner, or achievements in particular fields such as sport, music or sustainability initiatives.

(34) Under Selection Model C, applications will be received by the Scholarships Office, who will conduct initial shortlisting of applications. Shortlisting will involve:

1. excluding any application that does not demonstrate that the eligibility criteria have been met or does not include the required supporting documents;
2. ranking equity assessments (if relevant to the eligibility criteria) in accordance with this procedure.

(35) Initial shortlisting will be limited to the verification of eligibility and preparation of applications for panel consideration, and does not involve assessment against any qualitative selection criteria.

(36) Where there is a sole eligible applicant or a small number of eligible applicants and the authorised delegate is satisfied that the approved selection criteria can be reliably applied to determine a suitable recipient without panel involvement, the scholarship may be awarded the without referral to the Coursework Scholarships Selection Panel (the Panel). Before confirming the recipients, the authorised delegate must consider any relevant advice from the area funding the scholarship and confirm that the proposed recipient(s) meet the approved eligibility and seletion criteria. This consultation is internal and does not provide the funding area, donor or external partner with authority to direct or approve the scholarship decision.

(37) Where applications are to proceed to the Panel, the Scholarships Office will provide the Panel Coordinator with the following:

1. a summary of shortlisted applications that have met eligibility criteria;
2. a copy of each applicant's supporting documentation relevant to the selection process;
3. a copy of or link to the scholarship terms and conditions document;
4. briefing notes for the scholarship, including a summary of the donor intent if donor funded; and
5. a decision sheet to record successful applicants and reserves. This must be returned to the Scholarships Office within the timeframe specified.

(38) In limited circumstances, Selection Model C may include an interview or audition where this requirement has been approved as part of the scholarship’s establishment and selection criteria.

(39) Where interviews are used, interview questions must be developed and approved in advance by the Office of Philanthropy and the Scholarships Office. Questions may be provided to applicants in advance where required to support accessibility. Applicants must be given a minimum of five business days notice of the interview.

(40) The Panel’s Terms of Reference can be viewed here.

Section 5 - Offer and Acceptance

Verification of Eligibility

(41) The Scholarships Office will verify that the selected recipient(s) meets all criteria as outlined in the scholarship terms and conditions prior to offer. Verification may include, but is not limited to:

1. receipt and/or acceptance of an admission offer;
2. enrolment;
3. any concurrent scholarships held which may preclude the recipient from receiving further scholarship offers;
4. academic year of study and/or units completed;
5. Grade Point Average meets the minimum required standard (please see Grade Point Average (GPA) Calculation Procedure);
6. the recipient has achieved the required admission selection rank (inclusive or exclusive of adjustment factors).
7. the applicant's established status as an Australian Aboriginal or Torres Strait Islander person as per the University Aboriginal and/or Torres Strait Islander - Establishing Status within the University Policy.

(42) If a selected recipient no longer meets the eligibility criteria at the time of verifying eligibility (for example, they have withdrawn or changed programs), an offer will not be made and the Scholarships Office may seek approval from the authorised delegate for a reserve applicant to receive the scholarship.

(43) Ineligible and unsuccessful applicants will receive notice in writing of their application outcome, usually via an email from the University's scholarship application portal.

Offer of Scholarship

(44) After confirming approval of the award of the scholarship by the authorised delegate and checking the selected recipient’s eligibility, the Scholarships Office will update relevant student records and issue an offer of the scholarship.

(45) The scholarship offer shall be sent via email to the email address noted on the scholarship application or a preferred email address indicated in the recipient’s student MyHub account.

(46) The offer of scholarship will include instructions on how to accept the offer and access the Terms and Conditions associated with the scholarship, advice on who to contact for further information, and will provide 14 days for the student to accept the offer.

Offer Acceptance

(47) It is the recipient’s responsibility to ensure that the bank account details for scholarship payments are correct at the time of acceptance when prompted in MyHub. Bank account details can be updated at any time by the recipient in the MyHub self service area.

(48) For donor funded scholarships, and where specified in the Terms and Conditions, recipients will be invited to share a reflection of their experience, achievements or the impact of the scholarship, which  may be shared with the donor.

(49) Scholarships that are not accepted within the timeframe specified in the offer letter may be withdrawn and the offer made to a reserve applicant, following verification of eligiblity and approval by an authorised delegate.

Section 6 - Monitoring of Ongoing Eligibility

Ongoing Eligibility

(50) Where a scholarship is subject to semester or annual review, the Scholarships Office will assess the recipient’s ongoing eligibility as outlined in the terms and conditions.

(51) The Scholarships Office will monitoring the ongoing eligibility of the recipient against the terms and conditions in place at the time of scholarship offer.

Leave of Absence

(52) Scholarship terms and conditions may support a period of leave for up to 12 months.

(53) Verification that the recipient continues to meet all relevant eligibility criteria on return to study will occur prior to reinstating the scholarship.

(54) Where the recipient requires leave of absence and the scholarship terms and conditions have no provision for periods of leave, the recipient must forfeit the scholarship.

Termination of Scholarship

(55) Where it is determined that the recipient of an ongoing scholarship has not met the terms and conditions of the scholarship, an authorised delegate may terminate the scholarship and discontinue payments to the recipient.

(56) Where a recipient is unable to meet the scholarship Terms and Conditions due to circumstances beyond their control, the recipient may apply in writing to the Scholarships Office for special consideration. The special consideration application must demonstrate that;

1. the circumstances have affected or are expected to affect the recipients ability to meet the scholarship requirements; and
2. where relevant, appropriate University support is in place to assist the recipient to successfully continue their studies; and
3. the recipient ocntinues to meet other eligiblity and scholarship requirements.

(57) The special consideration application will be assessed by the Scholarships Office in accordance with the terms and conditions of the scholarhip, the Coursework Scholarships Policy and this procedure, and a recommendation made to the delegate to either continue or terminate the scholarship.

(58) External donors and funding areas must not be involved in decisions regarding an individual recipient’s special consideration application or scholarship continuation.

(59) Scholarship recipients deemed ineligible for ongoing payment shall be notified via the email account on record with the University at the time of cancellation.

Section 7 - Payment

Payment Process

(60) The Scholarships Office will check a recipient is meeting scholarship eligibility relevant to payment (such as fulltime enrolment at census date) and authorise payments as outlined in the terms and conditions for each scholarship.

(61) Authorised payments will be sent to Financial Services who will process the payments in a timely manner (see “Timing of Payment”).

(62) Financial Services will reconcile payments made against payments requested and advise the Scholarships Office of any errors for reissue of payment.

(63) The Scholarships Office will conduct regular quality assurance checks of payments made.

Method of Payment

(64) Payments may be made as direct deposits to the recipient’s nominated bank account or to other services as outlined in the terms and conditions.

Timing of Payment

(65) Recipients should allow 21 days from the time a scholarship payment is authorised for funds to be available in their nominated bank account.

(66) For scholarships considering individuals’ financial hardship, if permitted within the scholarship conditions, a proportional payment may be made prior to the term census date; with the student becoming eligible for the remainder of the scholarship payment after the census date has passed.

(67) Requests for payment of scholarships outside of the terms and conditions will not be approved. Recipients in urgent financial need will be referred to the Financial Wellbeing team to consider alternate options for financial assistance.

Section 8 - Appeals and Complaints

(68) A recipient or applicant (or staff member on their behalf) may appeal a scholarship decision in accordance with the Coursework Scholarships Policy.

(69) An appeal must be made in writing and include:

1. the applicant's or recipient’s name and student number;
2. the name of the scholarship and the decision being reviewed;
3. the valid grounds for appeal, including the relevant process error, bias, discrimination, conflict of interest or failure to comply with the approved scholarship criteria or University requirements; and
4. any relevant supporting information or evidence.

(70) Requests for appeal must be submitted by email to the University Registrar at academic.registrar@newcastle.edu.au within 28 days of the relevant decision. The University Registrar will consider and determine the review in a timely manner.

(71) Where the University Registrar declares a conflict of interest, the appeal will be determined by the Senior Deputy Vice-Chancellor (Academic & Global).

(72) Matters that do norelate to the appeal of a scholarship decision, including concerns about service, communication or administration, may be raised through the University's complaints process (see Complaint Management Policy and Procedure).

Section 9 - Reporting

(73) The Scholarships Office will report annually to theSenior Deputy Vice-Chancellor (Academic & Global), or their nominee, the provide details of the University's scholarship portfolio, including:

1. the number of applications and offers accepted for all scholarships;
2. scholarships available in each offer year;
3. scholarship funding and expenditure; and
4. relevant scholarship outcomes and portfolio trends.

Section 10 - Roles and Responsibilities

(74) The Senior Deputy Vice-Chancellor (Academic & Global) has overall responsibility for scholarships and may nominate a governance group or forum, inclusive of stakeholders, to review scholarships in accordance with Coursework Scholarships Policy. Review findings will be referred to the Senior Deputy Vice-Chancellor (Academic & Global) and the resultant recommendations will be implemented by the relevant area responsible for the scholarship(s).

(75) Colleges, Schools, divisions and units proposing or funding scholarships have a responsibility to:

1. ensure that proposed scholarships align with the purpose and requirements outlined in the Coursework Scholarships Policy and can be administered in accordance with applicable legislation and University policy;
2. complete the required Scholarship Proposals and draft Terms and Conditions, including consideration of the eligbile cohort, selection methodology, administrative feasibility and ongoing capacity to adminster and monitor the scholarship;
3. obtain approval from an authorised delegate before a scholarship is established or amended;
4. provide approved proposals and Terms and Conditions to the Scholarships Office in accordance with this procedure;
5. where relevant, work with the Office of Philanthropy to support appropriate engagement with scholarship recipients and recognition of donors and their representatives.

(76) Under direction and guidance from the University Registrar, the Scholarships Office have responsibility for:

1. providing administrative support for the implementation of this procedure and administration of approved scholarships;
2. reviewing scholarship proposals and finalising Terms and Conditions with any required amendments to support administrative feasibility and compliance with University requirements;
3. liaising with Student Communications to conduct a scholarships application campaign each year;
4. publishing approved scholarship for application and/or award including the approved eligibility criteria, selection method, and terms and conditions;
5. supporting application and selection processes in accordance with the approved selection model, including verifying eligibility, completing quantitative assessments and undertaking initial shortlisting where required;
6. coordinating Coursework Scholarships Selection Panels where required, including providing panel members with approved selection criteria and relevant application information and maintaining a record of the panel decision;
7. verifying that selected recipients meet the approved eligibility and scholarship requirements before an offer is made and again before payment;
8. administering approved scholarship payments, monitor ongoing eligibility requirements, periods of leave, withdrawal and other changes to a scholarship in accordance wtih the terms and conditions and this procedure;
9. referring matters requiring interpretation, discretion or a decision outside the approved terms and conditions to the relevant authorised decision-maker; 
10. administering applications for special consideration in accordance with this Procedure and referring recommendations to the relevant authorised decision-maker, without involvement from external donors in individual student decisions;
11. maintaining a list of scholarship recipients and making these available for Scholars Ceremony events and other presentations where required;
12. maintaining scholarship records in accordance with the Records Governance Policy;
13. managing enquiries from scholarship applicants and recipients and providing information about review and complaints processes where relevant;
14. providing scholarship portfolio reporting in accordance with this procedure; and
15. working with proposing and funding areas and, where relevant, the Office of Philanthropy to support approriate student engagement and donor stewardship.

(77) The College Pro Vice-Chancellors, Division Pro Vice-Chancellors, University Registrar (or nominees) have a responsibility to:

1. nominate a Panel Coordinator and Panel Members for the Coursework Scholarships Selection Panel on an annual basis; and
2. communicating to nominated members that they will be involved in scholarships selections for the award year.

(78) The Office of Philanthropy has responsibility to:

1. fundraise and invoice for new and existing donor scholarships;
2. confirm donor funding commitments and advise the Scholarships Office when funds are available for a scholarship to proceed to advertising and/or selection;
3. work with the donor and Scholarships Office to develop donor-finded scholarship proposals and Terms and Conditions, including ensuring donor requirements are consistent with the Coursework Scholarships Policy and University requirements;
4. facilitate donor participation in the scholarship selection processes where this is permitted, including communicating the requirements applicable to their role, such as confidentiality, conflicts of interest and the University's conduct requirements;
5. advise the Scholarships Office when donor funds are available for the scholarship to be advertised;
6. advise the Scholarships Office of any changes to donor funding, agreements or requirements that may affect the administration or continuation of a scholarship;
7. manage donor stewardship and communications, including appropriate recognition and engagement with scholarship recipients and donors.

(79) Financial Services has a responsibility to:

1. ensure that scholarship funds are deposited into the nominated recipient’s bank account upon advice from the Scholarships Office staff in linew ith the University’s payment processes;
2. conduct reconciliation of scholarship payments;
3. provide the Office of Philanthropy with actual interest earnings on scholarship funds from the prior year in January so as to predict and confirm availability of funds;
4. provide the Office of Philanthropy with donor financial reports on scholarship funds for acquittal and stewardship purposes.

(80) Future Students (Domestic) and Student Communications team have a responsibility to incorporate scholarships into student recruitment and communication campaigns.