• Section 1 - Purpose
• Scope
• Section 2 - Policy
• General Principles
• Governance
• Monitoring, review and reporting
• Section 3 - Procedure
• Establishment
• Publication, selection and awarding
• Offer and acceptance
• Termination
• Discontinuation
• Governance and administration
• Monitoring, review and reporting
• Conflict of interest
• Section 4 - Definitions
• Schedule 1: Coursework Scholarship Classification Framework
• Section 1 - Purpose
• Section 2 – Coursework Scholarship benefit types
• Section 3 – Coursework Scholarship value tiers
• Section 4 – Coursework Scholarship categories

Section 1 - Purpose

(1) This Policy outlines the principles and governance framework for Coursework Scholarships awarded and/or administered by Macquarie University (the University).

Scope

(2) This Policy applies to:

1. all Coursework Scholarships established, awarded or administered by Macquarie University, including those administered by faculties, portfolios and central business units;
2. Scholarships partly or wholly provided by a third party where Scholarships are part of a formal agreement with the University; and
3. staff, affiliates and students involved in the establishment, administration, selection, management or receipt of Coursework Scholarships.

(3) This Policy does not apply to:

1. Scholarships wholly administered by organisations or governments external to the University where there is no formal agreement pertaining to Scholarships;
2. international tuition fee discounts established through institutional fee-setting processes;
3. graduate research Scholarships governed by Macquarie University Graduate Research Academy;
4. Scholarships, donations, sponsorships and other fundraising activities managed by Philanthropy and Alumni Relations (refer to the Donations and Fundraising Policy); or
5. prizes, awards or merit recognition.

Section 2 - Policy

General Principles

(4) The University is committed to a consistent and coordinated approach to establishing, awarding, managing and reviewing Coursework Scholarships.

(5) The University establishes Coursework Scholarships to:

1. enhance student success through access, participation and retention;
2. enable students to thrive, succeed and excel;
3. advance equity of participation; and
4. recognise and reward excellence.

(6) Coursework Scholarships will:

1. align with the University’s purpose, vision and values;
2. advance the University’s strategic priorities;
3. align with the benefit types, value tiers and categories outlined in Schedule 1 – Scholarship Classification Framework;
4. have clearly defined eligibility and selection criteria;
5. be awarded through fair, transparent and accountable processes;
6. be administered in a financially sustainable manner; and
7. comply with applicable legislation and University policies and procedures.

Governance

(7) Responsibility for approving the establishment, amendment and discontinuation of Coursework Scholarships is determined by the Delegations of Authority Register according to value and funding source.

(8) The University will maintain governance arrangements that provide for:

1. strategic oversight of the Coursework Scholarship portfolio;
2. operational oversight and administration of Coursework Scholarships;
3. monitoring of Scholarship performance, impact and financial sustainability;
4. consistent review, reporting and recordkeeping requirements; and
5. continuous improvement of Scholarship programs and practices.

Monitoring, review and reporting

(9) Coursework Scholarships will be subject to periodic monitoring, review and reporting to support effective governance, informed decision-making and continuous improvement.

(10) Coursework Scholarship information, decisions and records will be maintained in accordance with the Records and Information Management Policy and other applicable recordkeeping requirements.

(11) Personal information collected and used for Scholarship purposes will be handled in accordance with the Privacy Policy and other applicable governance requirements.

Section 3 - Procedure

Establishment

(12) A proposal to establish a Coursework Scholarship must be developed and approved in accordance with the Delegations of Authority Register prior to the Scholarship being advertised or awarded.

(13) Coursework Scholarships will:

1. clearly specify their purpose;
2. identify their category, benefit type and value;
3. define the eligibility and selection criteria;
4. specify the number and frequency of awards, where applicable;
5. specify any conditions of tenure, renewal or continuation, where applicable;
6. identify the funding source and demonstrate that funding is available and sustainable for the duration of the Scholarship commitment; and
7. identify the administering faculty, portfolio or business unit.

(14) Coursework Scholarships must have documented terms and conditions that specify, at a minimum:

1. Scholarship payment arrangements;
2. any obligations of recipients; and
3. circumstances in which the Scholarship may be suspended, withdrawn or terminated.

(15) Following approval and prior to implementation, Coursework Scholarships must be registered with Admissions and Scholarships.

Publication, selection and awarding

(16) Coursework Scholarship offerings and their eligibility criteria, selection requirements and other relevant information for applicants must be publicly available, accessible and accurately represented.

(17) Coursework Scholarships will be awarded in accordance with approved eligibility criteria and selection criteria.

(18) Selection decisions must:

1. be made by the authorised person, panel, or committee;
2. be appropriately documented, including the basis for the decision; and
3. be retained in accordance with the University’s recordkeeping requirements.

Offer and acceptance

(19) A Coursework Scholarship may be offered to a prospective or current student but will remain conditional upon meeting eligibility requirements, including enrolment requirements specified in the Scholarship terms and conditions.

(20) Coursework Scholarship offer holders must accept the Scholarship terms and conditions and return their acceptance by the deadline specified in the offer.

Termination

(21) A Scholarship may be terminated if the recipient:

1. breaches the terms and conditions of the Scholarship;
2. breaches the Student Code of Conduct;
3. breaches the Academic Integrity Policy; or
4. no longer meets the eligibility criteria or conditions of tenure for the Scholarship.

(22) Where a decision is made to terminate a Scholarship, the recipient will be notified of the decision and reasons for the decision.

(23) The University may seek reimbursement of Scholarship payments or benefits in accordance with the Scholarship terms and conditions.

Discontinuation

(24) The University may discontinue a Coursework Scholarship where:

1. the Scholarship no longer supports the University’s purpose, vision, values or strategic priorities;
2. the Scholarship is no longer financially viable; or
3. the Scholarship presents a material reputational risk to the University.

(25) Where a Coursework Scholarship is discontinued:

1. existing commitments to current Scholarship recipients will be honoured, unless otherwise specified in the Scholarship terms and conditions; and
2. any uncommitted funds will be managed in accordance with the applicable Scholarship agreement or funding arrangements.

Governance and administration

(26) The Executive Group is responsible for determining the strategic direction and priorities of the University’s Coursework Scholarship portfolio.

(27) The Scholarships Governance Committee supports the Executive Group in the strategic oversight and quality assurance of the University’s Coursework Scholarship portfolio by:

1. advising on the strategic direction, effectiveness, sustainability and impact of Coursework Scholarships; and
2. reviewing the Coursework Scholarship portfolio to ensure alignment with institutional priorities and strategic objectives.

(28) The Scholarships Operations Sub-Committee supports the Scholarships Governance Committee by:

1. monitoring Scholarship performance, utilisation, compliance and operational risks; and
2. providing operational reports, data insights and recommendations to the Scholarships Governance Committee to inform the review of the Coursework Scholarship portfolio.

(29) Admissions and Scholarships supports the effective administration of Coursework Scholarships by:

1. coordinating Coursework Scholarship administration processes and systems;
2. maintaining a central register of Coursework Scholarships;
3. coordinating institutional reporting and recordkeeping requirements; and
4. providing guidance on the implementation of this Policy.

(30) Faculties, portfolios and business units implement Coursework Scholarships in accordance with this Policy.

Monitoring, review and reporting

(31) Coursework Scholarships will be subject to periodic monitoring and review.

(32) Operational and strategic reporting will be undertaken annually, or more frequently where required due to material changes to funding arrangements, strategic priorities, regulatory requirements, student demand or institutional risk.

(33) Where applicable, Coursework Scholarship reviews will consider:

1. Scholarship utilisation;
2. student participation, retention and success outcomes;
3. equity and access outcomes;
4. financial performance, sustainability and the availability of funding to meet current and future Scholarship commitments;
5. compliance with policy, regulatory and Scholarship requirements; and
6. identified risks, incidents of non-compliance and any mitigation actions.

Conflict of interest

(34) Individuals involved in the assessment or selection of Scholarship recipients must declare and appropriately manage any actual, potential or perceived conflict of interest in accordance with the Conflict of Interest Policy.

Section 4 - Definitions

(35) The following definitions apply for the purpose of this Policy:

1. Bursary means a one-off financial payment with a value between $1,000 and $2,500 awarded to a prospective or current student in accordance with defined eligibility and selection criteria. A Bursary may be awarded independently or in conjunction with a Scholarship and may be used to:
   1. support additional training or travel associated with study;
   2. assist students experiencing financial hardship or other forms of educational disadvantage; and
   3. recognise excellence in academic achievement or extracurricular contribution and may be linked to a designated entry pathway or program.
2. Coursework Scholarship means a Scholarship awarded to a prospective or current student undertaking, or intending to undertake, a coursework award at the University.
3. Scholarship means a financial or non-financial benefit awarded to a prospective or current student in accordance with defined eligibility and selection criteria to support their current or future study.
4. Tuition-fee Scholarship means a Scholarship that provides a full or partial remission of tuition fees for a prospective or current student and is awarded in accordance with defined eligibility and selection criteria.

Schedule 1: Coursework Scholarship Classification Framework

Section 1 - Purpose

(36) This Schedule outlines the approved benefit types, value tiers and categories for Coursework Scholarships and bursaries at the University.

Section 2 – Coursework Scholarship benefit types

(37) All Coursework Scholarships must provide one or more of the following standardised benefit types:

1. A direct financial payment, or equivalent monetary benefit provided to the recipient.
2. Payment of accommodation fees on behalf of the recipient.
3. Payment of tuition fees on behalf of the recipient.

Section 3 – Coursework Scholarship value tiers

(38) All Coursework Scholarships must be classified according to the annual value of the Scholarship and align with one of the following tiers.

(39) The annual value of a Scholarship means the total value of all Scholarship benefits provided to a recipient in a calendar year or equivalent 12-month period.

(40) Coursework Scholarships must have a minimum annual value of $2,500.

(41) Awards with an annual value of less than $2,500 are classified as a Bursary and are not a Coursework Scholarship for the purposes of this Schedule.

Section 4 – Coursework Scholarship categories

(42) All Coursework Scholarships must align with one of the following categories.

(43) The Scholarship category is determined by the primary selection criteria approved for the Scholarship and documented in its Scholarship schedule.