Student Scholarships Policy

1. Purpose

This policy describes principles and practices for the promotion, application, redemption, reporting and acquittal of scholarships and prizes (monetary and non-monetary). These are collectively described as student scholarships.

This policy is to be read in conjunction with Student Scholarships Procedure.

2. Scope

Where this policy refers to CIT, it includes CIT Solutions.

This policy applies to:

• CIT students who meet the eligibility requirements for individual Student Scholarships
• all CIT staff involved with the processes for the promotion, application, redemption, reporting and acquittal of Student Scholarships.

This policy does not apply to:

• scholarships promoted by CIT where the application, selection and acquittal of the scholarship is undertaken by another person/organisation
• CRS Geoff McPherson Scholarships

This policy must be read in conjunction with the external legislation, regulations and internal policies and procedures listed below. In the event of any conflict, external regulations take precedence over this policy.

There are four (4) student scholarship types.

2.1  CIT Industry Student Scholarships

All Student Scholarships sponsored by for-profit external persons/organisations where CIT is responsible for the promotion, application and selection processes.

2.2  CIT Student Support Scholarships

All Student Scholarships sponsored by not-for-profit external persons/organisations where CIT is responsible for the promotion, application and selection processes

2.3  CIT College-based Student Scholarships

All CIT College funded and managed Student Scholarships

2.4  CIT Indigenous Student Scholarships

CIT funded scholarships to support the education of Aboriginal and Torres Strait Islander people and managed by College Director Yurauna.

3. Principles

CIT is committed to maximising students' chances of success in their chosen courses and the principles of fairness and equity in the administration of all Student Scholarships.

CIT provides a limited number of CIT Student Scholarships to ensure that the absence of money or support will not stand in the way of a person achieving their potential.

3.1  Promotion

All student scholarship opportunities will be promoted through the CIT website.

All potential sponsors can contact CIT through the website to offer student scholarship opportunities.

CIT will undertake due diligence of all potential scholarship sponsors.

All scholarships must be approved prior to promotion to students.

3.2  Application and selection

Scholarship applicants must meet all eligibility and criteria of the scholarship and accept all terms and conditions at the time of application.

Applications must be made in the format requested as specified for the type of Student Scholarship.

All CIT Student Support Scholarships and College-based Student Scholarships must detail the following in an application guideline document:

• student eligibility criteria
• selection criteria
• selection process
• availability and processing timeframes.

Applications must be submitted by the due date where specified.

Students may be ineligible for a Student Scholarship if they are already a recipient of another Student Scholarship, grant or government initiative for the same course.

Students may be asked to provided supporting documentation to verify their circumstances. Failure to produce supporting documentation in a timely manner could result in the withdrawal of the application by the administrator.

Applicants may be interviewed including by a Student Scholarship Selection Panel where required under the terms or the scholarship.

Decisions will be based on applicants' abilities to meet the Student Scholarship criteria and the outcomes of selection processes.

All decisions are final.

Not all applications will be successful.

Approved financial support is subject to the availability of funds at the time of the student’s application.

Students may incur out-of-pocket expenses, even after the Student Scholarship is approved.

3.3  Use of scholarship funds

Where the Student Scholarship is attached to the course of study in which the applicant is enrolled it cannot be transferred to another course or used outside the original requested purpose.

Student Scholarships are for the current study period only and cannot be carried forward or used for previous years' debt.

Student Scholarships are not redeemable for cash.

Student Scholarship funds are not to be used to pay the administration fee associated with withdrawing from a course. This fee is at the expense of the scholarship holder.

Each recipient must give notice in writing to CIT in the event of:

• transfer to another course within CIT
• withdrawal from study.

3.4  Termination of scholarship arrangements

CIT has discretion to terminate a Student Scholarship and to recover payment in the event of any of the following:

• the behaviour of the recipient on or off campus is considered to bring discredit upon the Student Scholarship or CIT
• the recipient has breached the CIT Student Code of Conduct
• the recipient has cancelled their enrolment
• the scholarship holder no longer meets the eligibility criteria.

In the event of the termination of a Student Scholarship, scholarship funds may need to be paid back in part or in full.

3.5  Scholarship monitoring and reporting

Each scholarship holder may be requested to submit a written report when final academic results are known. This report may include:

• the recipient's name, course of study and date of report
• a statement outlining how the Student Scholarship was allocated and how it assisted with furthering their skills, knowledge, studies and/or career.

With the written consent of the scholarship holder, success stories on the Student Scholarship course may be promoted and distributed to CIT scholarship sponsor organisations.

TRIM containers will be used to store all documentation relating to each Student Scholarship.

All CIT sponsored and College sponsored Student Scholarships will be tracked and monitored each semester.

3.6  Responsibilities

3.6.1  Executive Director Education Futures and Students

The Executive Director Education Futures and Students is responsible for signing all memoranda of understanding between sponsoring organisations and CIT.

3.6.2  Education Design and Delivery Lead

The Executive Education Design and Delivery Lead is responsible for:

• approving the sponsoring organisation for CIT Student Scholarships and College-based Student Scholarships
• approving all scholarship application guidelines and scholarship application forms
• liaison with sponsor organisations in conjunction with Industry and Innovation Lead.

3.6.3  Industry and Innovation Lead

The Industry and Innovation Lead is responsible for:

• any letters of agreement between CIT and sponsor organisations
• liaison with sponsor organisations in conjunction with Executive Education Design and Delivery Lead.

3.6.4  Student Experience Lead

The Student Experience Lead is responsible for:

• approving the sponsoring organisation for CIT Student Support Scholarships
• approving all scholarship application guidelines and scholarship application forms
• liaison with sponsor organisations in conjunction with Industry and Innovation Lead.
• any letters of agreement between CIT and sponsor organisations
• liaison with sponsor organisations in conjunction with Executive Education Design and Delivery Lead.

3.6.5  Marketing Account Manager

The Marketing Account Manager is responsible for advertising Student Scholarships and uploading the application forms to the CIT website with clear information on eligibility criteria, selection process and timelines.

3.6.6  Senior Manager Student Support

For CIT Student Support Scholarships, the Senior Manager Student Support is responsible for:

• confirming the scope of scholarships and funding on offer
• reviewing and updating all documents related to managing Student Scholarships
• managing communications inviting applications for Student Scholarships
• accepting applications and confirming eligibility
• acknowledging applications and collating applications for the Scholarship Selection Panel
• convening the Scholarship Selection Panel (where required)
• chair shortlisting meeting of the Scholarship Selection Panel and record short listing decisions
• liaising with scholarship sponsor/s
• liaising with Marketing regarding promotion of the scholarship and successful applicants
• monitoring Student Scholarship spend against budget
• liaising with the Head of Department to confirm:
  • the academic progress of the scholarship recipient
  • continued eligibility of the scholarship recipient
  • the terms and conditions of the scholarship are being met
• monitoring applications for scholarships over the timeframe the applications are open
• maintaining a record of all applications for Student Scholarships

liaising with Finance and Awards and Programs to enable the scholarship spend to be allocated

3.6.7  College-based Student Scholarship coordinator

Under the direction of the relevant College Director, the Student Scholarship Coordinator is responsible for:

• liaising with the sponsor (if applicable) and College Director to develop clear selection criteria for scholarship and agree on the selection process
• planning promotion with the Marketing Account Manager
• supporting students to complete applications
• managing applications to the College.

4. Documentation

4.1  Related Legislation/Regulation

Nil

4.2  Related Policy and Procedures

• Student Scholarships Procedure
• Student Code of Conduct
• Privacy Policy
• Records Management Policy

4.3  Related Documents

• Student Scholarship Application Form
• Student Scholarship - Assessment of Application Form
• Student Scholarships Request Form - Marketing

5. Definitions

All terminology used in this policy is consistent with definitions in the CIT Definitions of Terms.

6. Policy Contact Officer

Executive Director, Education Futures and Students.

Contact CIT Student Services on (02) 6207 3188 or email infoline@cit.edu.au for further information.

7. Procedures

This policy is implemented through the associated procedures. Authority to make changes to the procedures rests with the policy owner.