Manual of Policies and Procedures

E/11.1 Student scholarships, bursaries and prizes

Contact Officer

Director, Student Business Services

Approval Date

30/09/2014

Approval Authority

Vice-Chancellor and President

Date of Next Review

01/10/2017

11.1.1 Policy principles
11.1.2 Definitions
11.1.3 Funding of scholarships and prizes
11.1.4 Criteria for scholarships and prizes
11.1.5 Roles and responsiibilities
11.1.6 Establishment of scholarships, bursaries and prizes
11.1.7 Externally funded scholarships, bursaries and prizes
11.1.8 Naming of scholarships and prizes
11.1.9 Concurrency of scholarships
11.1.10 Recordkeeping
Related Documents
Modification History

11.1.1 Policy Principles

QUT offers a range of scholarships, bursaries and prizes to domestic and international students that recognise and encourage high academic achievement and provide support in cases of financial hardship or educational disadvantage.

The following principles apply to the provision of scholarships, bursaries and prizes:

  • Scholarships, bursaries and prizes are governed by a framework that adheres to best practice and provides consistency in establishment, administration and disbursal
  • Each scholarship, bursary and prize must have an appropriate and defined set of criteria which is used to assess the application and is easily accessible
  • In cases where the University is responsible for the selection of successful applicants, the decision process will be fair, transparent and equitable.

This policy is supported by detailed administrative procedures which are to be developed and managed by areas of QUT responsible for administering specific scholarships (E/11.1.5) consistent with this policy.

Top

11.1.2 Definitions

All QUT student scholarships, bursaries and prizes must be classified by an approved definition.

Approved definitions for scholarships, bursaries and prizes

A bursary is a payment awarded to a student on the basis of specified criteria. Bursaries have a value up to $2000 per annum and can be taken at any point during a program of study or research, subject to specified eligibility criteria.

A fee sponsorship may be part of a scholarship benefit package and consists of a payment by QUT of some or all of a student’s tuition fees. Sponsorships are usually awarded on a merit or equity basis in accordance with specified criteria.

A grant or grant-in-aid is regarded as being equivalent to a scholarship or bursary, but awarded as a one-off payment in response to specific circumstances that have arisen (e.g. financial hardship) or to fund a special activity (e.g. attendance at a conference). These circumstances are the criteria used to award the grant.

A prize is presented to a student who meets specified criteria and does not normally require an application. A prize may be offered by QUT, external organisations or donors. To achieve a prize, students will normally have demonstrated outstanding academic achievement or other merit criteria in a specified unit, major, program of coursework study or research program or activity. Prizes are normally one-off awards presented at any stage of a program of study; have a value of at least $500; or be in the form of a prestigious acknowledgement determined at the discretion of the relevant area offering the prize. 

A memorial prize, bursary or scholarship is established to honour the memory of a deceased staff member, student, alumnus or affiliate of QUT.  The Advancement Office should be consulted on the establishment of all memorial awards at QUT.

A scholarship is a benefit or package of benefits which includes a financial consideration awarded on the basis of specified criteria. Student scholarships may be offered in a variety of forms (QUT staff access only). Scholarships have a value of over $2000 per annum. Receipt of the scholarship may take place at any point during a program of study subject to specified eligibility criteria.

Any reference to scholarship, bursaries or prizes in this policy includes fee sponsorship, grant, or grant-in-aid.

Other definitions

An endowment fund may arise from a direct allocation of University funds or from a gift of money and/or property from a donor to QUT, to be used to fund specified activities that may include scholarships, bursaries and prizes. Endowment funds for scholarships, bursaries and prizes are generally established with a financial capital base that allows for the continued funding of scholarships, bursaries and prizes, through investment or other means in perpetuity, or for a defined period of time.

A gift is a donation of money or in-kind goods (equipment, shares, artwork, property) given freely to the University without an expectation of material benefit to the donor.

Top

11.1.3 Funding of scholarships, bursaries and prizes

Scholarships, bursaries and prizes may be funded, in the form of cash or other considerations, by the University, internal or external donors, government departments or agencies.

Top

11.1.4 Criteria for scholarships and prizes

All scholarships, bursaries and prizes must have a clear set of criteria and eligibility requirements which are used to assess applications and determine distribution. Criteria should be documented and be made available to potential applicants. The decision to distribute scholarships, bursaries and prizes, must be made by a person authorized by this policy.

Top

11.1.5 Roles and responsibilities

The University Vice-President (Administration) and Registrar approves the establishment of new, and the discontinuation of existing, coursework scholarships, bursaries and prizes. 

The Director, Student Business Services advises the Vice-Chancellor and President on the scholarships, bursaries and prizes policy. The Student Business Services Department is also responsible for the administration of all merit-based Vice-Chancellor and President’s Scholarships. The Director, Student Business Services provides advice on the establishment of all coursework scholarships, bursaries and prizes.

The Pro Vice-Chancellor (Graduate Research and Development) approves the establishment of new, and the discontinuation of existing, higher degree research scholarships, bursaries and prizes. 

The Executive Director, Advancement provides advice and direction on establishing, administering and renewing externally-funded scholarships, bursaries and prizes that are classified as a gift to the University.  

The Equity Director administers equity-related and Commonwealth Scholarships through the Equity Scholarships Scheme.

The Manager, Research Students Centre provides advice on the establishment of all higher degree research student scholarships, bursaries and prizes.

Faculties, Divisions and Institutes may administer internally and externally funded coursework scholarships, bursaries and prizes, approved in accordance with this policy and associated procedures and / or guidelines, applicable to the Faculty, Division or Institute. The Faculty, Division or Institute will be responsible for promoting, selecting, administering and reporting on the internally or externally funded scholarships, bursaries and prizes for which they have responsibility.

Faculties administer grant-in-aid awards.

The Finance Resource Management Department is responsible for accounting for gifts; defining appropriate financial report formats; providing an appropriate financial reporting tool; assisting with negotiating terms of the gift; and advising on the financial sustainability of endowment funds and associated disbursements.

The Research Students Centre is responsible for administering higher degree research student scholarships, bursaries and prizes. Faculties, Divisions and Institutes may award and administer higher degree research scholarships subject to the approval of the Pro Vice-Chancellor (Graduate Research and Development).

The Oodgeroo Unit is responsible for administering some Indigenous-related scholarships.

Research Degrees Committee monitors and approves policy, procedures and / or guidelines for the awarding of higher degree research student scholarships, bursaries and prizes. Research Degrees Committee (D/5.2) considers applications and determines recipients for higher degree research student scholarships, bursaries and prizes.

Scholarships Coordinating Committee is a university-wide forum that promotes high standards of communication, coordination and quality management in the administration of scholarships, bursaries and prizes, including in the implementation and monitoring of this policy.

Top

11.1.6 Establishment of scholarships, bursaries and prizes

Scholarships, bursaries and prizes approved in accordance with this policy and associated procedures and/or guidelines may be established on advice from the Director, Student Business Services in the case of coursework, or the Manager, Research Students Centre, for higher degree research student scholarships, bursaries and prizes. 

Management arrangements will be documented and include, where applicable:

  • terms and conditions, including concurrency restrictions
  • application process
  • procedures for awarding the scholarship, bursary or prize
  • responsibility for administering the scholarship, bursary or prize
  • appeals process
  • donor/contract management
  • payment process, and
  • reporting requirements.

Top

11.1.7 Externally funded scholarships, bursaries and prizes

Unless otherwise approved in accordance with this policy, externally funded scholarships, bursaries and prizes will normally be one, or a combination, of the following:

  • Prizes created with a minimum commitment of three years, with a minimum annual value of $500, but preferably $1000
  • Bursaries created with a minimum commitment of three years, with a minimum annual value of up to $2000
  • A memorial scholarship, bursary or prize funded by a memorial endowment, available for a minimum of five years and having an annual value of at least $1000 
  • An externally funded scholarship, bursary or prize will only be approved where QUT’s association with the donor is consistent with QUT’s vision and values.

In accordance with the Trusts, Gifts and Privately Funded Positions policy (G/2.1), gifts obtained for scholarships, bursaries and prizes must be receipted through the QUT Gift Fund administered by the Division of Business Development (Advancement Office).

In soliciting or renewing a commitment from external donors for scholarships, bursaries or prizes, all areas will also seek advice from the Executive Director, Advancement or other relevant officers who will facilitate the negotiation and/or establishment of the scholarship, bursary or prize, in collaboration with the Finance Resource Management Department and the relevant organisational area.

Top


11.1.8 Naming of scholarships, bursaries and prizes

The naming conventions for scholarships, bursaries and prizes are at the discretion of key stakeholders (such as the responsible area or donor). Advice should be sought from the Advancement Office before finalising the name of a particular philanthropic scholarship, bursary or prize.

Top

11.1.9 Concurrency of scholarships and bursaries

All QUT scholarships and bursaries are governed by concurrency conditions, detailed within the governing terms and conditions related to the applicable scholarship or bursary.

Top

11.1.10 Recordkeeping

Records must be kept in the appropriate corporate records system at all stages of administration of scholarships, bursaries and prizes, in accordance with the University’s Records management policy (F/6.1).

Top

Related Documents

MOPP D/5.2 Research Degrees Committee

MOPP D/5.3 Higher Degree Research Candidates

MOPP F/6.1 Records management

MOPP G/2.1 Trusts, gifts and privately funded positions

Scholarship, bursaries and prizes Wiki - Scholarship Guidelines (QUT staff access only)

Top

Modification History

Date Sections Source Details
10.07.18 All Vice-Chancellor and President Revised policy to include department name change from Corporate Finance to Finance Resource Management
30.09.14 All Vice-Chancellor New policy to incorporate former policies E/11.1, E/11.2, E/11.3, E/11.4, E/11.5, E/11.6

Top