Scholarships, prizes and grants policy

Purpose

To define the rules for the establishment, allocation, management and reporting of scholarships, grants and prizes awarded by RMIT University.

Scope

All RMIT University scholarships, grants and prizes awarded to students. This policy does not apply to the remission or refund of fees on grounds of financial hardship, compassion or university error.

Policy provisions

Funding and payment

1. RMIT scholarships, grants and prizes may be funded either by the university, by an individual or external organization, or a combination of these.

2. Scholarships that involve a financial payment may be a single payment or be paid in installments over a period of time during a student’s enrolment.

3. Grants and prizes that involve a financial payment consist of a single one-off payment or presentation.

4. If the funding for a continuing scholarship is no longer sufficient, current commitments will be honoured, but no new scholarships will be offered and the scholarship will be discontinued. If the scholarship is funded by a philanthropic gift, RMIT Advancement will manage any uncommitted funds in accordance with the fundraising policy.

Establishment and rescission of coursework scholarships, grants and university-level prizes

5. At all locations with the exception of RMIT campuses outside of Australia:

5.1 The Executive Director, International Recruitment and Mobility endorses proposals of new scholarships (including international mobility scholarships) funded or co-funded by or in conjunction with the International Portfolio, or endorses the rescission of such scholarships, for approval by the Deputy Vice-Chancellor (International).

5.2 The Dean of Students endorses the proposal of new and the rescission of existing scholarships, grants and university-level prizes for approval by the Deputy Vice-Chancellor (Education).

6. To propose new coursework scholarships and grants, staff complete the coursework scholarships and grants template and submit this by following the instructions on the template.

7. To propose new university-level coursework prizes, staff complete the university-level prizes template and submits this by following the instructions on the template.

8. At RMIT Vietnam, the Executive Director, Students endorses:

  • proposals of new scholarships, grants and campus level prizes and
  • the rescission of existing scholarships, grants and campus level prizes
  • for approval by the Vice-President Academic, RMIT Vietnam.

Establishment and rescission of school, centre, or college-level coursework prizes

9. The relevant program manager endorses proposals of new and rescission of existing school or centre prizes for approval by the relevant Dean/Head of School/Centre.

10. The relevant College Executive endorses proposals of new and rescission of existing college-level prizes.

Establishment, amendment and rescission of higher degree by research scholarships, prizes and grants

11. The Associate Deputy Vice-Chancellor, Research Training and Development (ADVC RT&D) endorses the proposal of new, and amendment or rescission of existing, university-level higher degree by research (HDR) scholarships, prizes and grants for approval by the Deputy Vice-Chancellor Research and Innovation or delegate.

12. The relevant College Director, Higher Degrees by Research endorses proposals of new, and amendment or rescission of existing, college HDR scholarships, prizes and grants for approval by the relevant College Pro Vice-Chancellor or delegate.

13. The Deputy Dean/Head of School, Research and Innovation endorses proposals of new, and amendment or rescission of existing, school or research centre HDR scholarships, prizes and grants for approval by the relevant Dean/Head of School.

Allocation of coursework scholarships, grants and prizes

14. Scholarships and grants may be awarded on the basis of merit or equity considerations, or both.

15. Prizes are awarded on the basis of merit.

Allocation of HDR scholarships, grants and prizes

16. The HDR Scholarships Subcommittee of RMIT Research Committee approves the allocation of all centrally funded higher degree by research (HDR) stipend scholarships.

16.1 Centrally funded HDR scholarships are awarded on a consistent merit-based ranking process.

16.2 The HDR Scholarships Subcommittee may, however, consider issues of equity and strategic allocation in the ranking and awarding of HDR Scholarships.

16.3 For non-centrally funded scholarships with stipend, the school or college provides details of the proposed ranking and/or selection and nomination of applicants, for approval by the ADVC RT&D.

16.4 All HDR scholarships awarded by RMIT University have consistent terms and conditions which will be published annually by the School of Graduate Research.

17. The ADVC RT&D approves the allocation of all centrally funded HDR grants on the basis of recommendations by College Directors, Higher Degrees by Research.

18. The Deputy Vice-Chancellor, Research and Innovation or their delegate approves the allocation of all centrally funded HDR prizes on the basis of recommendations.

19. The following officers approve the allocation of HDR fee scholarships:

  • the ADVC RT&D, where the scholarship is funded by the budget of the School of Graduate Research
  • the Deputy Pro Vice-Chancellor, Research and Innovation, where the scholarship is funded by the budget of a college
  • the Dean/Head of School, where the scholarship is funded by the budget of a school.

Offer and acceptance of scholarships, grants and prizes

20. The University may offer scholarships and grants to prospective and current students, who must meet the approved eligibility requirements before they can be considered for a scholarship, grant or prize.

21. A scholarship or grant can only be activated once the student has enrolled.

22. In order to be eligible for a school, centre, college or university-level prize a person must be a current student or recent graduate of the university (as specified by the prize).

23. A candidate for a scholarship, grant or prize must not have:

  • any overdue debts owed to the university; or
  • a record of academic or general misconduct.

24. An offer of a scholarship, grant or prize will be made in writing and will include the:

  • terms and conditions;
  • value and duration of the scholarship; and
  • instructions for acceptance.

25. A successful candidate accepts the offer of a scholarship and its terms and conditions by following the instructions for acceptance outlined in the letter of offer.

Qualification documents

26. The Academic Registrar will approve a schedule of merit-based coursework and HDR scholarships that appear on the academic transcript and the Australian Higher Education Graduation Statement (AHEGS) of the scholarship recipient.

Reporting requirements for coursework scholarships, prizes and grants

27. The Dean of Students and the Executive Director, Students, RMIT Vietnam submit an annual report to Academic Board of all scholarships and grants that have been awarded or discontinued in the past academic year.

28. Schools submit an annual report of all prizes they have awarded or discontinued in the past academic year to the College Pro Vice-Chancellor.

29. Centres at a campus outside Australia submit an annual report of all prizes they have awarded or discontinued in the past academic year to the Campus President.

30. College Pro Vice-Chancellors and Presidents of campuses outside Australia submit an annual summary report to Academic Board of prizes awarded or discontinued in the past academic year, in their college or campus.

Reporting requirements for higher degrees by research scholarships, prizes and grants

31. Schools, research centres and colleges submit an annual report of all higher degree by research (HDR) scholarships, prizes and grants they have awarded, rescinded or discontinued in the past year to the College Research Committee for endorsement before submission to the Dean, School of Graduate Research.

32. The ADVC T&D submits an annual report on centrally funded HDR scholarships, prizes and grants awarded, rescinded or discontinued in the past year to the Graduate Research Committee for noting. The report is then submitted to Research Committee and the Academic Board.

Grievance and complaint procedures

33. Grievances and complaints relating to scholarships, grants and prizes will be managed in accordance with the RMIT University complaints policy and processes.

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