• Section 1 - Purpose of the Procedure
• Section 2 - Flowcharts
• Section 3 - Instructions
• Section 4 - UOW Prizes
• Establishment, Amendment and Renewal of UOW Prizes
• Awarding of UOW Prizes
• Prize Administration
• UOW Prize Naming Conventions
• Section 5 - Executive Dean's Merit List
• Section 6 - University Medals
• Section 7 - Scholarships
• Establishing a Scholarship
• UOW Funded Scholarships
• Referral to Scholarship Committee
• Advertising
• Shortlisting and Selection Process
• Interview Selection Panel composition
• Offer
• Eligibility Checking
• Payments
• Section 9 - Roles and Responsibilities
• Section 10 - Definitions
• Section 11 - Attachment 1: UOW Prize Agreement Template

Section 1 - Purpose of the Procedure

(1) This Procedure supports the UOW Student Prizes and Scholarships Policy and provides assistance and direction to UOW staff that are involved in the establishment, management or execution of:

1. UOW prizes or scholarships;
2. faculty or school prize events;
3. payments to UOW students in receipt of UOW prizes or scholarships; and
4. relationships with UOW prize or scholarship sponsors or donors.

Section 2 - Flowcharts

Student Prize Establishment Flowchart

Section 3 - Instructions

(2) These Procedures provide users with clear instruction into the roles and responsibilities of Faculty, Fees and Scholarships team, Student Administration Services Division and Advancement and Communications Division staff in relation to student prize and scholarship processes.

(3) Non-compliance with this Procedure may impact on prize and scholarship recipients failing to receive financial or academic recognition for their achievements.

Section 4 - UOW Prizes

Establishment, Amendment and Renewal of UOW Prizes

(4) UOW prizes are negotiated with sponsors and donors at a Faculty or Divisional level. The sponsors or donors needs and expectations should be identified early in the negotiations as this may impact on the approval of the prize. Completing the Prize Agreement Template form, found on the intranet, will provide sponsors, donors and the University with a clear understanding of what the expectations are within the exchange.

(5) Prize originators are to complete a ‘University Prize, New and Amendment Form’ to have a request assessed. Originators can contact the Fees and Scholarships team or review the information on the UOW Prizes and Scholarships Moodle Site (PROJ006_19) to obtain up to date details on the status of current UOW Student Prizes and to correctly identify UOW Prize details. This information will assist Prize Originators when completing forms.

(6) Completed forms shall be submitted through the Faculty’s or Division’s internal governance process, for example Faculty Executive Committee (FEC), to be endorsed in the first instance. A signed form from an authorised FEC member is required prior to the prize request being submitted to the Fees and Scholarships team and all details on the form must be clearly legible.

(7) Prize forms are to be scanned and submitted to the designated email address, prizes-direct@uow.edu.au.

(8) The Fees and Scholarships team will ensure the details on the form are correct and that the naming conventions are consistent with the guidelines found in the UOW Prize Naming Conventions, clause 7, of this Procedure document.

(9) Where prize requests do not meet the UOW Student Prizes and Scholarships Policy, justification on the decision to proceed with the prize request must be discussed with the prize Originator and clear notes obtained.

(10) Once the Fees and Scholarships team are satisfied with the completed form, the Director, Student Administration Services Division will assess the prize form. Of particular concern will be the appropriateness of the University to be linked with the sponsor.

(11) If approved, the Fees and Scholarships team will create the prize details in SAI, update information on the UOW prizes and scholarships Moodle site and notify the originator of the outcome. If declined, the Fees and Scholarships Team will notify the originator of the reasons to allow for further information to be obtained and where applicable resubmission through the process outlined in clauses 4 to 8.

Awarding of UOW Prizes

(12) In the interest of efficiency and if in agreement with the Faculties and Schools, the Fees and Scholarships team will obtain relevant data from the Information Compliance Unit based on the prize criteria and eligibility provided on the prize forms.

(13)  The Fees and Scholarships team will obtain data relating to academic achievement only, including where criteria other than academic achievement is used to identify prize recipients. 

(14) The data will be sent to originators for review and UOW prize winners will be determined by Originators and approved by the Faculty Executive Dean.

(15) UOW prize recipient details will be provided by each Faculty to the Fees and Scholarships team for Moodle and database management. This provides all Faculties the ability to obtain up to date information from one source.

(16) The Student Operations Unit Team will update SAI with UOW prize winners as provided by the Fees and Scholarships team.

(17) Faculty and School Prize Events remain the sole responsibility of the Faculty or School.

(18) Upon notifying prize recipients of their UOW prize achievement, the Faculty or School are to obtain the banking details of the prize recipient for future processing.

(19) The Fees and Scholarships team will disburse funds to UOW prize recipients after a Faculty or School prize event.

(20) Originators are responsible for managing any funds relating to UOW prize sponsors or donors.

(21) Originators will ensure that sponsors use the University’s brand and identity in conformity with the Production of Marketing Material and Brand and Reputation Policy.

Prize Administration

(22) University Prizes are to be reviewed by the originator at least once every four years. After each review, the originator must make a recommendation to the delegated authority on whether the University prize should continue (in its current form or in a modified form) or be deleted. The delegated authority will review all recommendations. The Fees and Scholarships team will monitor and report on prizes due for review to assist in this process.

(23) An existing University prize may be amended at any time.

(24) A University prize will be disestablished if it is not reviewed within four years of being established, or four years from the last review. Consultation with the UOW prize originators will occur prior to disestablishing a prize.

(25) All current University prizes will be listed on the University prizes database maintained by the Fees and Scholarships team. 

(26) Faculty prize websites will be updated bi-annually by the Fees and Scholarships team.

UOW Prize Naming Conventions

(27) A consistent naming system for UOW Prizes assists all Faculties, Units and Teams within UOW to efficiently manage UOW prizes. The relationship between Faculty or School and sponsor or donor will direct the naming of UOW prizes although it is recommended that prize names contain meaningful information and are structured in a way to maintain the professional image of the University and the importance of the prize. Where possible, use of abbreviations and subject codes should be avoided, and a description of the achievement should be included.

(28) The following examples will assist originators in the process of deciding on a UOW Prize name:

1. (Company Name) Prize For Excellence in (Subject Name) i.e. ACME Pty Ltd Prize for Excellence in Introduction to Anatomy and Physiology I;
2. (Company Name)(Field or Area) (Type of Prize/Prize) i.e. – Acme Creative Writing Memorial Prize;
3. (Place)- (Subject Code/Subject Name) Prize e.g. First Place – Engineering Project Two Seminar Prize;
4. (Company Name) Prize (For/In) (Subject Name) e.g. ACME Pty Ltd Prize for Introduction to Management;
5. (Company Name) (Subject Name) (First/Second Prize) g. ACME Introduction to Management - First Prize; and
6. Discipline Prize in (Discipline) (Year) e.g. Discipline Prize in Environmental Engineering Second Year.

(29) Company name can be changed for person’s/group of people’s name.

(30) Avoid the following UOW Prize Names as there is a lack of information as to what the student achievement was:

1. (Company name) Prize. Acme Prize;
2. Acme Excellence Prize;
3. Biology Prize.

(31) In the previous instances additional information could add some significance to the prize name. 

Section 5 - Executive Dean's Merit List

(32) The Executive Dean of each Faculty is responsible for determining which students are to be included on Executive Dean's Merit Lists having regard to the eligibility criteria specified in section 6 of the UOW Student Prizes and Scholarships Policy.

Section 6 - University Medals

(33) University Medals will be awarded in accordance with section 6 of the Student Prizes and Scholarships Policy.

(34) University Medal candidates are considered based on a completed nomination form and relevant supporting documentation submitted to the Faculty Assessment Committee prior to Executive Dean approval.

(35) The University Medal Nominations Panel will comprise:

1. the Deputy Vice-Chancellor and Vice-President (Academic and Student Life) as Chair;
2. the Associate Dean Education of each Faculty; and
3. the Chair of Academic Senate; or
4. delegated representatives of the above positions as required.

Section 7 - Scholarships

Establishing a Scholarship

Donor Funded Scholarships

(36) The Advancement and Communications Division, as part of the approval process, shall be contacted by the Fees and Scholarships team if:

1. the scholarship is being nominated/ renegotiated; and
2. is funded by an external organisation or donor.

(37) Scholarships are negotiated with donors at a Divisional level. The sponsor’s or donor’s needs and expectations should be identified early in the negotiations as this may impact on the approval of the scholarship. Completing the Scholarship nomination form found on the intranet, will provide sponsors, donors and the University with a clear understanding of what the expectations are within the exchange.

(38) The nomination form must be completed, authorised by the relevant financial delegate and the Chief Advancement and Communications Officer then forwarded to the Fees and Scholarships team via email to scholarships-direct@uow.edu.au. The Fees and Scholarships team will assess the Scholarship nomination form to confirm that all information is correct and that the Scholarship meets policy requirements.

(39) Following approval by the Director, Student Administration Services Division, the Fees and Scholarships team will advise the originator that the scholarship has been approved.

UOW Funded Scholarships

(40) Scholarships being nominated by UOW, the originator is required to obtain the relevant financial approval. The nomination form must be completed then forwarded to the Fees and Scholarships team via email to scholarships-direct@uow.edu.au.

(41) Following approval by the Director, Student Administration Services Division, the Fees and Scholarships team will advise the Originator that the scholarship has been approved.

Referral to Scholarship Committee

(42) Where the terms of the scholarship require additional governance the Chief Advancement and Communications Officer and the Director, Student Administration Services Division will call a scholarship committee. Additional stakeholders will be included at the discretion of the Directors.

(43) The purpose of the committee is to have a discussion for the purpose of the scholarship and to ensure that it is aligned to UOW strategic objects and within Policies and Legislation.

(44) Key outcomes of the committee will be communicated to the donor of the scholarship and other stakeholders of the University.

Advertising

(45) The Fees and Scholarships team advertise opportunities via the UOW scholarships internet site.

(46) The Fees and Scholarships team will work with relevant Faculty staff, the Student Recruitment and Events and Advancement and Communications Division to promote and advertise the scholarship.

Shortlisting and Selection Process

(47) Selection of a recipient of a scholarship or grant must be based on the published selection criteria for the specific scholarship and may be made by an interview selection panel.

(48) A scholarship will not be awarded if there is no applicant that has demonstrated sufficient merit, or met the selection criteria.

(49) Selection of a recipient can be done via:

1. application only; and/or
2. application and interview. 

Interview Selection Panel composition

(50) A selection panel must constitute a minimum of three members.

(51) All members of the selection panel must be UOW employees, with the exception of a sponsor representative if appropriate.

(52) For Work Integrated Learning or corporate scholarships, a sponsor may form part of the selection panel for their scholarship or grant, but may only represent one member on the panel and cannot be the panel chair.

(53) While interviews are the most common selection technique used to determine a candidate’s suitability, assessment of candidate’s application is also used as a selection technique.

Offer

(54) All scholarship offers will be made in writing. Fees and Scholarships terms and conditions will be sent to recipients, and recipients must acknowledge and indicate agreement with the terms and conditions via returned documentation to accept the scholarship.

Eligibility Checking

(55) The Fees and Scholarships team will conduct routine eligibility checking for each scholarship against the specific requirements outlined in the nomination paperwork.

(56) Eligibility checks will be conducted prior to;

1. awarding any scholarship; and
2. any payment being made.

(57) Reports of students not meeting eligibility requirements will be forwarded to the originator/business owner for a decision to suspend, continue or terminate the scholarship.

Payments

(58) Scholarship payment provisions will be outlined in the Student Scholarship terms and conditions. Payment options can include but are not limited to:

1. direct to the recipient;
2. applied directly to the students tuition fees; or
3. directly to Student Residences.

Section 8 - Chancellor Robert Hope Memorial Prize  

(59) The recipient receives the Robert Hope Medal inscribed with the recipient’s name and Faculty. The recipient receives a cheque for $7000, or an amount determined by the University Council by resolution. In addition $3000 is paid directly by the University to a charity or community organisation nominated by the recipient and approved by the Selection Committee. The organisation must be endorsed as a Deductible Gift Recipient by the Australian Taxation Office.

(60) The University Council is responsible for approving the successful candidate(s), on the recommendation of the Selection Committee. The membership of the Selection Committee is stipulated in the Student Prizes and Scholarships Policy.

(61) The Selection Committee will assess all applicants against the eligibility criteria specified under the Student Prizes and Scholarships Policy.

(62) The Selection Committee will short-list up to four candidates for interview. The interviewees will be ranked by the committee and the prize winner will be recommended for approval by the University Council.

(63) A member of the Selection Committee will advise the prize winner of their success as soon as the University Council has approved the recommendation. Unsuccessful short-listed applicants will also be advised of the outcome by a member of the Committee.

(64) The Robert Hope Memorial Prize is to be awarded at the graduation ceremonies.

(65) The Fees and Scholarships team will maintain the UOW Chancellor Robert Hope Memorial Prize webpage. 

Section 9 - Roles and Responsibilities

(66) The roles and responsibility of UOW staff is consistent with the Student Prizes and Scholarships Policy.

Section 10 - Definitions

Section 11 - Attachment 1: UOW Prize Agreement Template