Prizes and scholarships (Higher Education sector) – 7.36.1.2

Procedure

Intent

The purpose of this procedure is to define what constitutes an official RMIT Prize and Scholarship, provide criteria for the proposal, establishment and approval of such awards and to provide guidelines for the administration of RMIT Prizes and Scholarships.

Scope

This procedure shall apply to all portfolio and schools in the establishment of new prizes and scholarships and in their ongoing administration.

Procedure

New prizes and scholarships may be initiated in various ways by persons or bodies with present or past involvement with RMIT. Generally, the initial approach by the donor is made to an individual member of staff, or to a school or portfolio. RMIT representatives may approach donors to establish prizes or scholarships. Having established contact, the donor and the relevant RMIT representative should negotiate the terms and conditions of the prize or scholarship and discuss the following details :

(a). the form of the prize or scholarship

(b). criteria and method of selection of winners of prizes or scholarships; and

(c). terms and conditions, which should be in accord with the objectives of RMIT.

The selection method of any proposed award should be clearly stated and designed to minimise administrative costs as well as to ensure the prize or scholarship is administered efficiently. It is therefore preferable that selection methods relate to assessment in specific courses and/or schools to obviate the need for selection panels and committees.

When the terms and conditions of the prize or scholarship have been agreed to, a formal proposal should be forwarded by the relevant portfolio or school to the Vice-Chancellor for approval. The proposal should contain the following details :

(a). name of prize or scholarship

(b). name and address of donor

(c). terms and conditions of prize or scholarship

(d). value of prize (no less than $300)

(e). funding source

Upon approval by the Vice-Chancellor, the following actions should be carried out :

(a). advise the donor

(b). enter new prize and scholarship details in relevant handbooks and publications

(c). request Finance Officer to establish an account code if required

(d). forward details of new prize or scholarship to Awards Unit for recording on the database and allocation of a code number

(e). Awards Unit to advise portfolios and schools of new prize and scholarship code numbers

After selection of prize and scholarship winners in accordance with the approved terms and conditions, prize and scholarship winners will be approved by the following authorities, except where the prize or scholarship criteria state otherwise :

University prizes will be approved by Academic Board/Board of Technical Studies

• Portfolio prizes will be approved by the Dean of the relevant Portfolio
• School prizes will be approved by the Head of the relevant School

The Awards Unit is responsible for ensuring that recipients of University prizes or scholarships receive their prizes or scholarships and for the entry of relevant details for each winner onto the student database. It is the responsibility of portfolios and/or schools to ensure that prize or scholarship recipients of portfolio and/or school prizes or scholarships receive their prizes or scholarships and for the entry of relevant details for each winner onto the student database.

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