• Section 1 - Summary
• Section 2 - Scope
• Section 3 - Policy Statement
• Part A - Purpose and Principles
• Purpose
• Principles
• Part B - Governance and Accountability 
• Part C - Establishment, Approval and Delegated Authority
• Section 4 - Procedures
• Section 5 - HESF/ASQA/ESOS Alignment
• Section 6 - Definitions

Section 1 - Summary

(1) This policy establishes Victoria University’s (VU) governance framework for scholarships, and grants and ensures they:

1. support equitable access, participation, student success, and achievement;
2. are administered with integrity, transparency, and fairness;
3. comply with applicable legislation, regulation, funding agreements contractual obligations and donor requirements; and,
4. are subject to appropriate governance and oversight.

Section 2 - Scope

(2) This Policy applies to all scholarships and grants that are:

1. funded wholly or partly by VU;
2. funded by donors or external partners and administered by VU; or
3. promoted by VU where the University has responsibility for selection of recipients and/or disbursement of funds.

(3) This Policy applies to VU staff and decision-making bodies involved in establishing, administering, funding, selecting, approving or reviewing Scholarships and Grants. 

(4) This Policy does not apply to:

1. scholarships or grants administered by external organisations where VU has no role in selection or administration;
2. tuition fee discounting determined through separate fee-setting processes;
3. staff scholarships, staff development funding, or academic staff scholarship activity; or,
4. Higher Degree by Research (HDR) scholarships, unless expressly stated otherwise.

Section 3 - Policy Statement

Part A - Purpose and Principles

Purpose

(5) VU provides scholarships and grants to support access, recognise excellence and achievement, and promote student success, progression, and completion.

(6) VU is committed to ensuring its scholarships framework is equitable, transparent, strategically aligned and well governed.

(7) VU may offer:

1. scholarships, which provide financial or other support based on merit, equity, or other approved criteria; and,
2. grants, which provide financial assistance to address disadvantage, hardship, or participation barriers.

Principles

(8) VU’s scholarships and grants framework is guided by the following principles:

1. Equity and Access – supporting equitable access, participation, and success for diverse and under-represented cohorts.
2. Excellence and Achievement – recognising academic merit, potential, and contribution.
3. Student Success and Wellbeing – supporting retention, progression, and positive student experience.
4. Integrity and Probity –decisions must be impartial, evidence-based, transparent, consistent, and open to review. 
5. Strategic Alignment – aligning scholarships and grants with VU strategic priorities.
6. Stewardship and Sustainability – ensuring responsible use of funds and respect for donor intent.
7. Respect and Safety — scholarship and grant processes will support dignity, wellbeing, and psychological safety, including through trauma-informed practices and proportionate application and evidence requirements.

Part B - Governance and Accountability 

(9) The Chief Student Officer is the Responsible Officer for the governance of scholarships and grants within the scope of this Policy. Scholarships and Grants must be administered through approved governance processes, with clear accountability and appropriate records.

(10) Decisions must be transparent, evidence-based, appropriately authorised, and reviewable.

(11) Selection processes must be fair, transparent, consistent with published criteria and appropriately documented.

(12) Conflicts of interest must be declared and managed in accordance with the Conflict of Interest Policy and Procedure.

(13) The Engagement and Advancement Team are responsible for donor relationships, gift acceptance and stewardship of donor-funded Scholarships and Grants in collaboration with the Student Finance & Scholarships Team. 

(14) Detailed roles and responsibilities are set out in the supporting Procedure. 

Part C - Establishment, Approval and Delegated Authority

(15) Scholarships and grants must support VU’s strategic priorities, equity objectives, and institutional values

(16)  Establishment, material variation, discontinuation, recipient selection, and payment must be approved in accordance with the VU Delegations of Authority.

(17) Scholarships and grants funded or governed by external legislation, government programs, funding agreements, donor agreements, or contractual arrangements are administered in accordance with the Scholarships and Grants Procedure and the applicable Scholarship or Grant Conditions.

(18) Delegates must act within their authorised responsibilities and financial limits. Decisions must not be divided to avoid a delegation limit.

(19) Donor-funded scholarships and grants must comply with VU’s philanthropic gift acceptance requirements as detailed in the Philanthropic Gift Acceptance Policy and Procedure.

Section 4 - Procedures

(20) Scholarships and Grants Procedure

(21) Student Support Fund Grants Procedure

Section 5 - HESF/ASQA/ESOS Alignment

(22) HESF: Standards 1.3 Orientation and Progression; 2.2 Diversity and Equity; 2.3 Wellbeing and Safety; 2.4 Student Grievances and Complaints; 6.2 Corporate Monitoring and Accountability; 7.2 Information for Prospective and Current Students; 7.3 Information Management. 

(23) Outcome Standards for NVR Registered Training Organisations 2025: Standards 2.5 Diversity and Inclusion; 2.6 Wellbeing; 2.7 Feedback, Complaints and Appeals.

(24) National Code of Practice for Providers of Education and Training to Overseas Students 2018: Standard 6 Overseas Student Support Services; 10 Complaints and Appeals. 

Section 6 - Definitions

(25) Authoritative Register: VU’s central, approved record of all scholarships and grants.

(26) Grant: a once-off, non-repayable financial, in-kind, or other assistance provided to support access, participation, retention, or success, including assistance based on equity, hardship, disadvantage, or other approved criteria.

(27) Scholarship: a financial, in-kind, or other support provided to a student over a defined period of study, awarded based on merit, equity, or a combination of both.

(28) Scholarship or Grant Conditions: approved terms governing eligibility, selection, value, duration, obligations and termination of the scholarship and grant.