These guidelines are designed to ensure that the University of Ballarat is compliant with the Higher Education Support Act 2003 which requires that a higher education provider must maintain a Commonwealth Scholarship (CS) selection policy which is publicly available.

The guidelines underpin the equitable allocation of Commonwealth Scholarships which are intended to facilitate choice in higher education and increase participation of students from low socio-economic groups in higher education by providing financial assistance.

Ordinary-Commonwealth Education Costs Scholarships (Ordinary-CECS) and Commonwealth Education Costs Scholarships-Indigenous Enabling (CECS-Indigenous Enabling) are offered to assist with general education costs, Ordinary-Commonwealth Accommodation Scholarships (Ordinary-CAS) and Commonwealth Accommodation Scholarships-Indigenous Enabling (CAS-Indigenous Enabling) are offered to assist with accommodation costs, and Indigenous Access Scholarships (IAS) are offered to assist Indigenous commencing students with the initial expense of higher education especially those who have to relocate from regional and remote areas to undertake their studies.

These guidelines apply to all, undergraduate, nominated postgraduate, and Indigenous students in an enabling course who:

• are Australian citizens or hold a permanent humanitarian visa; and
• are enrolled at the University of Ballarat as a Commonwealth supported student (as defined in the Higher Education Funding Act 1988); and
• are enrolled in an enabling course, an undergraduate course of study or a graduate diploma (or equivalent postgraduate course of study) in an area of National Priority required for initial registration to practice in the chosen National Priority area at the University of Ballarat (UB). In 2008 UB's FAST program qualifies as an enabling course, and the eligible graduate diploma courses are the Graduate Diploma of Education (Secondary) and the Graduate Diploma of Education (Primary).

4.1 Students may apply for one or more CS. However only one scholarship will be awarded per applicant, with the exception of Indigenous students who may hold either an Ordinary-CECS or CECS-Indigenous Enabling and where eligible, an Ordinary-CAS or CAS-Indigenous Enabling and where eligible, an IAS concurrently.

4.2 Students can apply for both a CS and a University of Ballarat Financial Aid Scholarship. However, only one scholarship will be awarded per recipient, with the exception of the University of Ballarat Dr Mary Atkinson Scholarship, University of Ballarat Regional Relief Scholarship, and the University of Ballarat Free Computer Equity Scheme which can be awarded concurrently with a CS.

4.3 Students currently in receipt of an Ordinary-CECS may apply for an Ordinary-CAS. However, should they be successful in their application, they must relinquish their Ordinary-CECS, with the exception of Indigenous students.

4.4 Applicants who do not provide the required application and supporting documentary evidence for their application by the due date will be ineligible.

4.5 Students who were in receipt of a CECS-Indigenous Enabling or Ordinary-CECS, and/or CAS-Indigenous Enabling or Ordinary-CAS at another provider, wishing to move to an Ordinary-CECS and/or Ordinary-CAS offered by UB, will be required to go through the application process.

5.1 Applications will be assessed against weighted criteria as established by UB in accordance with the Department of Education, Science and Training Guidelines for Commonwealth Scholarships.

5.2 Low socio-economic status is the prime criterion and will be assessed according to a combination of factors such as: Centrelink payment or low income; Aboriginal or Torres Strait Islander status; parents' educational background; own educational background; caring responsibilities; distance required to travel to attend classes; disability; and personal circumstances.

5.3 Special consideration will be given to Indigenous students not awarded an IAS and applying directly for an Ordinary-CECS and/or Ordinary-CAS to ensure a fair proportion of the CS are awarded to Indigenous students. A fair proportion means that the proportion of scholarships to be awarded to Indigenous students should be at least equal to the proportion of all eligible Indigenous applicants. That is, if there are 100 total eligible applicants for 20 scholarships and 20 eligible applicants are Indigenous, a minimum of four Indigenous applicants (20% of total Indigenous eligible applicants) should be awarded scholarships.

5.4 Students in receipt of a CECS-Indigenous Enabling and/or a CAS-Indigenous Enabling who are progressing to an undergraduate course at the University of Ballarat:

a) will be allocated an Ordinary-CECS and/or an Ordinary-CAS providing the student continues to meet the eligibility criteria outlined above;

b) with the exception of students who have received a CECS-Indigenous Enabling and/or a CAS-Indigenous Enabling at another institution, in which case UB will give priority when allocating Ordinary-CECS and/or Ordinary-CAS.

5.5 In allocation of the IAS, the University of Ballarat will consult with UB's Aboriginal Education Centre and give priority to students who have to relocate to attend the University and are in accordance with the additional CAS Criteria (section 3.4).

5.6 Where a student is awarded an IAS, the student will also receive either an Ordinary-CECS or CECS-Indigenous Enabling and if eligible, an Ordinary-CAS or CAS-Indigenous Enabling, except where a student is in receipt of the ABSTUDY Residential Costs Option, in which case if awarded an IAS, the student will also receive either an Ordinary-CECS or CECS-Indigenous Enabling only.

5.7 The selection process will be administered by Student Services with input from Equity and Equal Opportunity, the Aboriginal Education Centre, and other staff from UB. The Finance Portfolio is responsible for payment to successful applicants.

5.8 The selection process will be reviewed annually.

6.1 If successful in being awarded an Ordinary-CECS and/or Ordinary-CAS, students will receive the scholarship payments up to a maximum of eight scholarship periods, provided they continue to meet the ongoing eligibility requirements. One payment totalling 50% of the annual value will be made within six weeks of the student accepting the CS. Thereafter, one payment totalling 50% of the annual value for the CS, will be made in each six month period as soon as practicable after, or within six weeks after the student's first census date.

6.2 If successful in being awarded a CECS-Indigenous Enabling and/or CAS-Indigenous Enabling, students will receive the scholarship payments up to a maximum of two scholarship periods. One payment totalling 50% of the value will be made as soon as practicable after, or within six weeks after, the student's course start date. The remaining 50% payment will occur in the following six month period, provided the student is still eligible. For enabling courses that are six months or less in duration, the student will only receive 50% of the value of the scholarship.

6.3 The IAS is a once-only scholarship payment. Students will receive their payment in two instalments. One instalment totalling 50% of the value will be made as soon as practicable after the student has accepted the offer of the scholarship. The remaining 50% instalment will occur as soon as practicable after, or within six weeks after, the student's first census date, provided the student is still eligible.

6.4 Scholarship payments will be deposited into the student's designated bank account.

7.1 Ongoing eligibility will be assessed bi-annually for the CS, with the exception of the IAS. If circumstances change which render a student holding a CS ineligible according to eligibility requirements specified in section 3, the CS will be terminated.

7.2 The ongoing eligibility assessment of previous CS recipients (who may have been awarded a scholarship using different benchmarks) will be assessed using the current selection guidelines and benchmarks. Where changes have occurred, the changes will be interpreted to the advantage of the student.

7.3 Students that receive the first payment of an IAS, but for legitimate and genuine reasons, do not meet the eligibility requirements at the student's first census date, may not be required to repay the first scholarship payment. However, as they are no longer eligible the second payment will be forfeited.

7.4 It is the responsibility of the student to maintain current contact details, including email, in the University of Ballarat Student Administration System. If a student cannot be contacted by mail, email or telephone for the purpose of assessing ongoing eligibility, and as a result their eligibility cannot be determined in the allowed time-frame, their scholarship will be terminated, unless section 7.6.2 applies.

7.5 Applications for transfer of CS to the University of Ballarat will not be considered. Students transferring from another university must apply anew to UB.

7.6 Students allocated a CS may suspend their CS if they take approved Leave from Studies, or claiming other exceptional circumstances. A CS may be approved for suspension for up to a twelve month period at any one time; however no limit exists on overall suspension time. Commencing students who defer their course are not permitted to suspend their CS, with the exception of students progressing from a CECS-Indigenous Enabling and/or CAS-Indigenous Enabling to an Ordinary-CECS and/or Ordinary-CAS; in which case a maximum of twelve months suspension may be allowed.

7.6.1 For scholarship suspension when taking approved Leave from Studies, the following applies:
a) payments are not accessible while a student is on Leave from Studies; and

b) upon the student's recommencement of study, payments are made following the confirmation of their ongoing eligibility as of the next census date in either Teaching Period one or Teaching Period three, provided the twelve month maximum period allowed for suspension of the scholarship has not been exceeded.

7.6.2 In the event that a student fails to supply personal information relevant to assessing ongoing eligibility, their CS will be suspended for six months. However if in the scholarship period immediately following, the student fails to supply the required information again, the CS will then be terminated.

7.6.3 For scholarship suspension due to other circumstances, students must provide a written request to the Equity Project Officer including their reason for wanting to suspend their scholarship, the period for which they want to suspend their scholarship, and a written professional opinion (medical, legal etc) in support of their application, as appropriate.

7.7 Termination of a CS will occur:

a) if a student ceases to meet the eligibility criteria; or

b) once the maximum duration of a CS has been reached; or

c) if the student has had access to one or more CS for the maximum duration; or

d) once the maximum scholarship suspension period (twelve months) has been exceeded, and the student does not return to study after approved Leave; or

e) if the University of Ballarat determines that the student:

i. has failed to maintain satisfactory academic progress and there are no extenuating circumstances; or

ii. has committed serious misconduct during a course of study whilst attending the University of Ballarat including, but not limited to the provision of false or misleading information.

Unsuccessful applicants may make a formal request in writing to the Vice-President (Student and Learning Support) within seven days of being notified of the decision. A review will be based on procedural grounds only (i.e. whether the information provided in the application was correctly assessed, and whether the selection criteria and the selection process were correctly applied in accordance with the Selection & Administration Guidelines). If a review is undertaken, additional information (not previously submitted in the application) will not be considered.

• Commonwealth of Australia Guidelines for Commonwealth Scholarships
• University of Ballarat Commonwealth Scholarships and UB Financial Aid Scholarships Applicant Information- 2008
• University of Ballarat Financial Aid Scholarships Selection and Administration Guidelines-2008
• University of Ballarat Equity and Financial Aid Scholarships Online Application- 2008