Coursework Scholarships, Grants and Prizes Procedure

1. The purpose of our procedure

This procedure states the processes for establishing and administering coursework scholarships, grants and prizes (referred to as schemes in this procedure) at Adelaide University.

Please read this procedure in conjunction with the Coursework Scholarships, Grants and Prizes Policy.

2. Who our procedure applies to

2.1 Inclusions

This procedure applies to scholarships, grants and prizes for students enrolled in coursework programs where Adelaide University administers funding and makes the final decision regarding recipient selection.

2.2 Exclusions

This procedure does not apply to:

• scholarships, grants and prizes exclusively for students in higher degrees by research
• opportunities for paid work experience with industry and internships.

3. Our coursework scholarships, grants and prizes procedure

3.1 Establishment of scholarships, grants and prizes

• To establish a new scholarship, grant, or prize under this procedure:
  • A proposal must be completed using the approved Adelaide University template and submitted for approval in accordance with the Delegation of Authority.
  • The Coursework Scholarships and Prizes function must be involved to confirm that the scheme can be administered and complies with this procedure before approval.
  • If the scheme is philanthropic, the Advancement function must also be engaged to ensure alignment with the Naming Policy and Procedure and the [Philanthropy and Fundraising Policy and Procedure].
  • For corporate gifts or sponsorships, the Industry and Government function must be consulted to formalise appropriate agreements with external stakeholders.
• Eligibility and selection criteria must enable Adelaide University staff to administer the scholarship, grant, or prize.
• Adelaide University will set and publish a minimum value and duration for scholarships, grants and prizes. The Director, Scholarships and Admissions Standards will periodically review these standards to ensure they remain current and are applied consistently across all schemes.
• Arrangements with donors and external stakeholders must be formalised in the appropriate legal documentation and in alignment with relevant policies and procedures.
• In addition to University-established schemes, we will administer scholarships and grants created under relevant legislation, such as Commonwealth Scholarships and similar government initiatives, that meet the Policy definition of a scholarship, grant or prize.
• Schemes may also be established to address inequities affecting our students and prospective students, in accordance with applicable anti-discrimination legislation.
  

3.2 Selection and awarding processes for scholarships, grants and prizes

• A set of approved rules will prescribe the selection process for schemes that outline the eligibility criteria, selection criteria and process for awarding recipients.
• The selection criteria for schemes will be published and accessible to relevant stakeholders.
• Wherever possible, selection will be based on objective and quantitative measures.
• Where schemes are of significant value, as defined in the Scholarships, Grants and Prizes Protocol, or require academic expertise and panel-based selection:
  • Panel membership will be determined by the approved rules and chaired by an appropriate Adelaide University staff member.
  • Panel membership must align with the intent of the award and, wherever possible, be gender balanced. Panel members must declare any actual, potential or perceived conflict of interest.
  • Donors and external stakeholders must not participate in the selecting of scholarship, grant or prize recipients, including serving on selection panels. However, they are encouraged to contribute in other meaningful ways, such as working with the Advancement function to help shape administrable selection criteria, receiving notification on selection outcomes, and engaging with recipients at recognition events.
    
• The successful recipient will be determined and approved by the appropriate Adelaide University staff as follows:
  • Quantitative selection: Where selection is based solely on objective, measurable criteria, a member of the Coursework Scholarships and Prizes team will complete the system-facilitated selection.
  • Qualitative selection: Where selection involves subjective or qualitative assessment, multiple independent reviewers will apply a structured scoring rubric to determine the outcome.
• Selection outcomes and relevant scoring rubric for each awarding round will be recorded and appropriately filed against the scheme.
  
• Recipients and donors, where relevant, will be formally notified of the selection outcome within a reasonable timeframe after final approval.
• Student information is confidential and may only be used for selection purposes, managed in accordance with the Adelaide University Privacy Policy and not disclosed to third parties without the student's consent.
• An award may not be made in a particular year if there are no candidates of sufficient merit and/or if there are no applicants to a scheme.

3.3 Administration and review of scholarships, grants and prizes

• Approved schemes and their payment schedules will be set up and administered within the Scholarships Management System (SCMS).
• The payment file generated automatically from the SCMS will be approved by the appropriate delegation authority prior to submission for payment to corporate finance.
• Adelaide University will publish up-to-date information on its website regarding the application and selection process, timing, value, and frequency of each scholarship, grant and prize payment, in line with student communication principles.
• Each scholarship, grant and prize will be reviewed at least every five years following its establishment, or in line with the timeframes stipulated during scheme establishment. Reviews may also occur at the University’s discretion outside of this timeframe. At that time, a decision may be made to renew, amend or cease the scholarship, grant or prize, in accordance with Adelaide University’s legal obligations and in consultation with the donor, where possible.
• Amendments to, and disestablishment of, scholarships, grants and prizes must be approved by the Director, Scholarships and Admissions Standards.
• If a donor is unable to meet the financial obligations associated with a scholarship, grant or prize, Adelaide University is not responsible for providing the funding and payment to recipients. However, the University may choose to do so, subject to approval by the [relevant delegation].  

3.4 Scholarship and grant-specific matters

• Scholarship and grant recipients must comply with the terms and conditions outlined in their scholarship offer to remain eligibility.
• Scholarship and grant offers will be made to recipients through the student system. Offers must include the following information:
  • terms and conditions, including study load or academic performance requirements
  • the value and duration of the scholarship
  • payment details, including a schedule of payments where applicable
  • contact details for the Coursework Scholarships and Prizes function, and the opportunity for the recipient to agree to the terms and conditions and formally accept the offer.
• a recommendation that the student seek advice regarding possible tax or Centrelink payment implications of receiving the scholarship or grant.
• Unless otherwise specified:
  • A student may be awarded more than one scholarship or grant.
  • Scholarships and grants are not transferable to another provider.
  • Adelaide University’s Enrolment Policy applies, including procedures for leave, credit, cross-institutional study, study abroad and exchange, and program transfer.
  • Where a candidate becomes ineligible for, or rejects the offer of, a scholarship or grant, an offer may be made to the next-ranked candidate.

4. Who holds a responsibility within this procedure

4.1 The Director, Scholarships and Admissions Standards or delegate is required to:

• ensure adherence to this procedure, manage central records, maintain publication standards, and oversee offer templates
• ensure that selection processes and offers adhere to established rules
• design, administer, and report on schemes supported by Commonwealth and/or State funding in accordance with the relevant guidelines and legislation
• maintain coursework scheme records, including the Scholarship Management System (SCMS) database and publication of accurate and transparent information about schemes on the website
• administer Adelaide University coursework schemes in compliance with their approved rules, including scheme establishment, eligibility assessment, selection, awarding, payment, ongoing eligibility assessment, suspension, termination and reporting
• collaborate with Adelaide University stakeholders in the setup, promotion and administration of schemes, and to provide advice about this procedure
• provide advice where donor intent in the applicable legal document or rules is not administrable.

4.2 The Chief Advancement Officer or delegate is required to:

• partner with donors to secure funding for schemes that align with Adelaide University’s strategic priorities, ensuring donor intent is outlined in applicable legal documentation, and administrable in partnership with local University unit/s as advised by [Coursework Scholarships and Prizes and Legal Services]
• maintain records of all gift documentation, and manage regular reporting and engagement with donors
• steward donors through the delivery of donor impact reports, participation in strategic events, and tailored engagement activities
• work with recipients to invite them to share their story and send a thank you messages to the donor
• request payments from donors in accordance with gift documentation.
  

4.3 The Executive Director, Industry and Government or delegate is required to:

• establish non-philanthropic agreements with external stakeholders during scheme establishment, in close collaboration with Coursework Scholarship and Prizes function.

4.4 The Director, Future Students or delegate is required to:

• develop the Adelaide University Scholarship Strategy to support the recruitment of commencing international and domestic students
• promote scholarships, and communicate opportunities to internal and external stakeholders
• assess and award international recruitment scholarships.

4.5 The Associate Director, Marketing and Communications is required to:

• publish and maintain web content and develop and deliver campaigns to market and promote schemes in alignment with the University’s branding, accessibility, and legal requirements.

4.6 The Director, Student Finance, Enrolment and Timetabling or delegate is required to:

• establish and manage fee waivers associated with coursework, scholarships, grants, and prizes.

4.7 The Director, Finance Operations or delegate is required to:

• set up funds and cost centres, verify financial viability, process and issue payments, and oversee financial reporting related to scholarships, grants, and prizes
• endorse parameters for corporate-funded scholarships (note: donor-funded scholarships are out of scope) for approval by the Vice-Chancellor.

4.8 The Dean of a School or College or delegate is required to:

• propose, co-fund and promote, select recipients, where relevant; convene selection panels as required and hold local celebratory award ceremonies

4.9 The Director of Legal Services or delegate is required to:

• provide advice and review on variations, legal documentation, and compliance risks (such as consumer law, privacy) relating to scholarships, grants, and prizes, as required.

5. Definitions used in our procedure

Please refer to our Adelaide University glossary for a full list of our definitions.

Scholarship is an award that assists a student to undertake or complete a program of study at Adelaide University for a nominated duration. This is generally disbursed through periodic payments or fee reductions for a specific period of time.

Grant means a one-off award that assists a student to meet specified costs of commencing study or completing a component of study, including placements or international exchange, and is paid to the student or, where specified by the grant conditions, directly to an external supplier of eligible goods or services; it does not reduce tuition or other Adelaide University fees.

Prize is an award that recognises outstanding academic achievement, academic development, or any other criteria specified in the rules.

Student means a person enrolled in an enabling program, award or non-award coursework study, a research program, a short course or microcredential at Adelaide University.

6. How our procedure is governed

This procedure is categorised, approved and owned in line with the governance structure of Adelaide University and the offices and officers listed below.

7. Legislation and other documents related to our procedure

Refer to the Delegation Policy for all delegations at Adelaide University.

8. History of changes

At the time of writing, Adelaide University’s organisational structure, position titles, and committee names have not been confirmed. Square brackets [ ] indicate placeholders for these details. Brackets are also used to identify policy elements that are subject to further decision-making or confirmation. These will be updated once final decisions are made.