Management of Commonwealth learning scholarships
Procedure
Intent
To specify the application, selection and offer processes for the Commonwealth Learning Scholarships.
To specify the monitoring and reporting requirements.
Procedure steps and actions
1. Communication
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Procedure |
Responsibility |
Timeline |
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1.1. The University shall advertise the CLS to school-leaver and non-school leaver prospective students through appropriate mechanisms. |
Manager, Scholarships Office |
Annually |
2. Applications
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Procedure |
Responsibility |
Timeline |
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2.1. The closing dates shall normally be consistent with the closing dates for undergraduate equity applications. |
Manager, Scholarships Office | |
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2.2. Applications received after the closing date shall not be considered. |
Manager, Scholarships Office | |
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2.3. Applications with missing evidence shall be considered, but no points shall be allocated to those criteria that lack documentation. |
Manager, Scholarships Office |
3. Selection
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Procedure |
Responsibility |
Timeline |
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3.1. The Manager, Scholarships Office shall prepare a ranked listing of applicants for a meeting of the Equity Scholarship Panel. |
Manager, Scholarships Office | |
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3.2. Applicants shall be ranked according to the number of points allocated to the low socio-economic eligibility criteria. |
Manager, Scholarships Office | |
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3.3. Where the number of points are equal, the University’s equity priorities for the current year and/or academic merit (ie ENTER or previous results for commencing students may be used to further distinguish between applicants. |
Manager, Scholarships Office | |
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3.4. The Equity Scholarship Panel shall comprise the Director, Student Services, one representative from each Portfolio nominated by the Equity Strategy Committee, one member nominated by the Students Committee who shall not be a student; and the Manager, Access & Equity. The Chair shall be the Director, Student Services. |
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3.5. The Equity Scholarship Panel shall determine the final allocation of scholarships. |
Chair, Equity Scholarship Panel | |
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3.6. Applicants shall not be interviewed. |
4. Offer
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Procedure |
Responsibility |
Timeline |
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4.1. Successful applicants shall be mailed an Acceptance of Offer letter detailing the rights and responsibilities of recipients and the University in regard to their scholarships. |
Manager, Scholarships Office |
Within 2 working days of decision |
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4.2. Unsuccessful applicants shall be notified in writing of the outcome of their applications. |
Manager, Scholarships Office |
Within 2 working days of receipt of all Acceptances |
5. Acceptance of offer
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Procedure |
Responsibility |
Timeline |
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5.1. Successful applicants shall return their signed Acceptance of Offer to the Manager, Scholarships Office as soon as possible after receipt, but no later than 7 working days. |
Student |
Within 7 working days. |
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5.2. A copy of the Acceptance of Offer shall be forwarded to the relevant Student Administration Manager for inclusion on Part B of the Student File. |
Manager, Scholarships Office |
Within 5 working days. |
6. Payment
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Procedure |
Responsibility |
Timeline |
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6.1. Following verification of the continuing eligibility of recipients at the Census date, a final listing shall be provided to Financial Services Group. |
Manager, Scholarships Office |
Within 2 working days of verification |
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6.2. Financial Services Group shall initiate payments to students via electronic funds transfer. |
Financial Services Group |
Within 5 working days of receipt |
7. Cancellation of enrolment or leave of absence
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Procedure |
Responsibility |
Timeline |
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If a recipient of a Scholarship cancels their enrolment or goes on approved Leave of Absence prior to payment being made, the Scholarship shall be awarded to the next eligible applicant on the ranked list. |
Manager, Scholarships Office |
Within 5 working days of receipt |
8. Monitoring continuing eligibility
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Procedure |
Responsibility |
Timeline |
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8.1. Academic progress shall be monitored each semester. |
Manager, Scholarships Office |
July & December |
9. Reporting
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Procedure |
Responsibility |
Timeline |
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9.1. A report of CLS recipients shall be provided to the Manager, Statistics & Reporting following receipt of signed Acceptance of Offers from all successful applicants. |
Manager, Scholarships Office | |
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9.2. Following verification of continuing eligibility of recipients at the HECS Census Date, Statistics & Reporting shall report to DEST in the format required. |
Manager, Statistics & Reporting |