Prizes for Academic Excellence Policy

Table of Contents

The award of prizes encourages and rewards academic excellence. Prizes can be funded by the University or by external organisations.This policy does not apply to the awarding of University Medals or the operation of Deans' Merit Lists, for each of which there is a separate policy.The Student Awards Committee makes recommendations to Academic Senate on the establishment of prizes and the rules and conditions governing them.

1. Purpose

To provide a framework offering guidance and assistance for the establishment and administration of prizes. Details of all prizes will be entered on a Prizes Database and maintained by Student Administration. This document outlines the requirements for the:

• establishing a prize
• awarding a prize
• amending a prize
• reviewing a prize
• disestablishing a prize; and
• academic noting of a prize on transcripts.

2. Principles

The policy for the establishment and award of prizes for academic excellence is based on the following principles:

1. Clear, identifiable, equitable and transparent process.

2. Procedural fairness.

3. Merit.

4. Clear statement of specific identifiable criteria, including non award if there is no candidate of sufficient merit.

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3. Definitions

Academic Excellence is measured through high achievement in an individual subject or across a specified range of subjects.

All prizes are either University Prizes or Faculty/Campus Prizes. Both University and Faculty/Campus Prizes may be either Commercial or Commemorative Prizes.

A University Prize is an award to a student or students for meritorious performance in either a course or subject of at least six (6) credit point weight.

Details of University Prizes are to be noted on student academic transcripts at the time of award. Details of all other prizes are not recorded.

A Faculty/Campus Prize is any prize which is not a University Prize.

A Commercial Prize is a prize named after the person or company donating the prize, or for which a person or company might reasonably be expected to gain a commercial advantage from the naming of the prize.

A Commemorative Prize is a prize which is not a commercial prize but which commemorates the person after whom the prize is named.

4. Conditions for the Award of a University Prize

1. Faculties/ Units to propose terms and conditions of a University Prize.

2. Faculties/ Units to send proposed University Prize to the Student Awards Committee for approval by Academic Senate.

3. Responsibility for managing the funds for a University Prizes is delegated to the relevant Faculty or Unit.

4. A Commercial Prize must have a cash component minimum of $250.

5. A Commemorative Prize does not have a cash component minimum.

6. Minimum duration of all prizes is four years.

7. University Prize details will be entered on the Prizes Database.

8. University Prizes will appear on the recipient's transcript.

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5. Conditions for the Award of Faculty/Campus Prizes

1. Faculties/Campuses to approve terms and conditions of Faculty/Campus Prizes.

2. Faculty/Campus Prizes which are Commercial Prizes must still have a cash minimum of $250.

3. Notification to the Student Awards Committee upon establishment of Faculty/Campus Prizes.

4. The relevant Faculty/Campus (or Unit) is responsible for managing the funds for Faculty/Campus Prizes.

5. Faculty/Campus Prize details will be entered on Prizes Database.

6. Conditions of Eligibility for the Award of University and Faculty/Campus Prizes

1. That all prizes should be open to students completing the subject (or completing the last of a sequence of subjects) at any time in the calendar year.

2. That any University Prize for a subject or group of subjects should be available to all students enrolled in that subject, and not be restricted to students enrolled in a particular degree (or one of several degrees).

3. That candidature for University Prizes should not be restricted to those studying at particular campuses or centres, but that all students completing the subject/subjects should be eligible.

4. That Faculty/Campus Prizes may restrict candidature to a particular campus or centre, or a particular degree, provided the Faculty/Campusproduces a cogent argument as to why this is proposed.

5. That the University Council should approve guidelines for prizes offered by other University entities where these include an academic component, and that these guidelines should specify that:
a) The academic component should be treated in the same way as University or Faculty/Campus prizes
b) Other prize criteria need to be clearly specified
c) Other matters should follow, where practical, the guidelines for Academic Prizes.

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7. Review of All Prizes

1. All prizes will be reviewed at least once every four years by the relevant Faculty or Unit and a recommendation or decision will be made regarding continuation or deletion of the prize.

2. A recommendation regarding the continuation or deletion of a University Prize will be forwarded to the Student Awards Committee for approval.

3. A decision regarding the continuation or deletion of Faculty/Campus Prizes is forwarded to Student Awards Committee for noting and to Student Administration for noting on the Prizes Database.

8. Amendments to Prizes

When it becomes desirable to amend the conditions for existing prizes whether or not as part of the review process, the same procedure should be followed as for establishing University or Faculty/Campus Prizes.

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9. Disestablishment of Prizes

Prizes will be automatically disestablished if not reviewed within four (4) years of being established or last review.

The University Council may disestablish a prize on advice from the Student Awards Committee should the prize bring the University into disrepute.

10. Transition Arrangements

All existing academic prizes are to be reviewed by Faculties within 12 months of implementation of this Policy with a view to aligning those prizes with policy and entered onto the University Prizes Database.

11. Draft Guidelines for Establishing University Prizes

It is suggested that Faculties seeking to establish a University Prize follow these guidelines which are based on the identified principles of the Prizes Policy.

Type of Prize - eg University Prize

Title of Prize - The title of a prize may include the name of the Sponsor.

Annual value - The recommended minimum value for a prize is $250. Nb, this is a mandatory minimum for Commercial Prizes. In the case of a lump sum held in trust, with only the interest available, the recommended minimum amount should be $4500.

Physical description - eg: plaque, certificate, hammer etc.

Sponsor and Contact Details - sponsor and contact details for sponsor to be provided.

Eligibility Requirements - Identifying the cohort of students to whom the prize may be awarded.

eg 1: students enrolled in a Bachelor degree/ major
eg 2: students enrolled in a subject for the first time.

Criteria for Prize - Criteria to be specific, identifiable and/or measurable:

eg 1: highest mark in a subject
eg 2: highest specific WAM in the final year
eg 3: demonstrated community service (where there is a criterion in addition to one for academic excellence)

Minimum Performance Requirement - Faculties may include a statement or may leave it to the discretion of the committee, eg. Prize will only be awarded if there is a candidate of sufficient merit.

Selection of Recipient - eg. Determined by the Dean of Faculty in consultation with the Head of School/Unit.

Duration of Prize - It is recommended that Faculties seek Sponsors who make provision for prizes to be maintained for a minimum period of four years.

Review Date - Faculty to identify the date Prize is to be reviewed.

Presentation - eg The prize will be presented at Faculty Prize Night.

Note: All prizes are to be awarded on an annual basis, except where otherwise specified by the Faculty with suitable reason, and approved through SAC.

12. Draft Guidelines for Establishing Faculty/Campus Prizes

It is suggested that Faculties or Campuses seeking to establish a Faculty or Campus Prize follow these guidelines which are based on the identified principles of the Prizes Policy.

Type of Prize - either Faculty or Campus Prize

Title of Prize - The title of a prize may include the name of the Sponsor.

Annual value - The recommended minimum value for a prize is $250. Nb, this is a mandatory minimum for Commercial Prizes.

Physical description - eg: plaque, certificate, hammer etc.

Sponsor and Contact Details - sponsor and contact details for sponsor to be provided.

Eligibility Requirements - Identifying the cohort of students to whom the prize may be awarded.

eg 1: students enrolled in a particular subject

Criteria for Prize - Criteria to be specific, identifiable and/or measurable:

eg 1: highest mark in a subject

Minimum Performance Requirement - Faculties may include a statement. Eg A mark of at least 75 in the subject.

Selection of Recipient - Identifying how the recipient of the prize is to be selected. eg Determined by the Dean of Faculty in consultation with the Head of School/Unit.

Duration of Prize - It is recommended that Faculties / Campuses seek Sponsors who make provision for Faculty/Campus prizes to be maintained for a minimum period of four years.

Review Date - It is recommended that Faculties/Campuses conduct a review of the prize within four years of its commencement.

Presentation - eg The prize will be presented at Faculty Prize Night.

Note: All prizes are to be awarded on an annual basis, except where otherwise specified by the Faculty with suitable reason, and approved through SAC.

Prize Specification Template

Example of a University Prize Specification

Example of a Faculty/Campus Prize Specification

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Modification History