• Section 1 - Summary
• Section 2 - Scope
• Section 3 - Policy/Regulation
• Section 4 - Procedures
• Part A - Summary of Roles and Responsibilities
• Part B - Establishment, Funding and Approval
• Part C - Conditions of Scholarships and Grants, Publication and Applications
• Part D - Assessment, Selection and Approval
• Offers, Acceptance and Payments
• Part E - Ongoing Eligibility and Changes in Circumstances
• Part F - Concurrent Scholarships and Grants
• Part G - Variation, Suspension and Termination
• Part H - Review of Decisions
• Part I - Privacy, Records and Reporting
• Section 5 - HESF/ASQA/ESOS Alignment
• Section 6 - Definitions

Section 1 - Summary

(1) This Procedure sets out the requirements for establishing, approving, administering, awarding, paying, monitoring, and reviewing Scholarships and Grants administered by Victoria University (VU).

Section 2 - Scope

(2) This Procedure applies to Scholarships and Grants administered by VU for higher education and vocational education students studying in Australia, including domestic and international students. It includes VU-funded, Commonwealth-funded, philanthropic, donor-funded, industry-sponsored, and other externally funded Scholarships and Grants.

(3) This Procedure does not apply to:

1. scholarships or grants administered by an external organisation where VU has no role in selection, approval, payment, or administration;
2. Student Support Fund grants governed by the Student Support Fund Grants Procedure; or
3. Higher Degree by Research scholarships governed by the Higher Degree by Research Scholarships Policy and Procedure.

Section 3 - Policy/Regulation

(4) Scholarships - Higher and Vocational Education Policy

Section 4 - Procedures

Part A - Summary of Roles and Responsibilities

Part B - Establishment, Funding and Approval

(5) A proposal to establish a Scholarship or Grant must document:

1. its purpose, target cohort, and alignment with VU priorities;
2. the funding source, total commitment, value and duration;
3. eligibility and selection criteria;
4. the proposed Conditions of Scholarships and Grants;
5. administrative ownership, payment arrangements, and reporting requirements;
6. any legal, regulatory, privacy, recordkeeping, equity, donor or reputational considerations; 

(6) Funding must be confirmed for the full approved commitment, including existing or ongoing recipient liabilities, before a Scholarship or Grant is advertised or offered.

(7) The Scholarships Office must review the proposal for completeness and confirm the proposed administration, selection and recordkeeping arrangements before approval is sought.

(8) All new scholarships and grants must be approved by the Chief Student Officer or authorised delegate, following confirmation of the funding source and approval of any financial commitment in accordance with the University’s financial delegations.

(9) Donor-funded Scholarships and Grants must also comply with the Philanthropic Gift Acceptance Policy and Procedure and documented donor conditions. Acceptance of a gift does not, by itself, approve establishment or recipient selection.

(10) A scholarship or grant may be suspended or discontinued where funding is no longer available, it is no longer fit for purpose, or continuation is not appropriate. The decision must be approved by the relevant delegated authority, with existing commitments to recipients and any donor or external funding obligations considered.

(11) Once approved, the Scholarship or Grant and its conditions must be recorded in the Authoritative Register before applications open or an offer is made.

(12) Commonwealth-funded scholarships will be administered in accordance with applicable Commonwealth legislation, funding agreements, and program guidelines. Moondani Balluk manages the Indigenous scholarships and grants within its portfolio.

Part C - Conditions of Scholarships and Grants, Publication and Applications

(13) Each Scholarship or Grant must have approved conditions that specify where applicable:

1. purpose and target cohort;
2. eligibility and selection criteria;
3. value, duration, and payment schedule;
4. application requirements and closing date;
5. recipient obligations and ongoing eligibility requirements;
6. reporting, participation, or promotional requirements;
7. rules applying to concurrent scholarships and grants;
8. circumstances for variation, suspension, or termination;
9. review arrangements; and
10. applicable legislative, funding, contractual or donor requirements.

(14) Information published for applicants must be accurate, accessible, and available in a timely manner. It must include the eligibility requirements, selection criteria, value, duration, application process, required evidence, closing date and contact details.

(15) Application and evidence requirements must be proportionate and should minimise unnecessary burden and repeated disclosure of sensitive information. 

Part D - Assessment, Selection and Approval

(16) Applications must be assessed against the published eligibility and selection criteria. 

(17) The Scholarships Office will confirm eligibility and coordinate the selection process. Selection panel membership and the reasons for the recommendation must be recorded.

(18) Anyone involved in assessment, recommendation, approval, or review must declare any actual, potential, or perceived conflict of interest before accessing applicant information or participating in the process. Conflicts must be documented and managed in accordance with the Conflict of Interest Policy and Procedure.

(19) Advancement, Donor or sponsor representatives may participate in selection only where this is permitted by the approved agreement. The Scholarships Office will coordinate the selection process and VU will retain final responsibility for eligibility, selection and compliance with privacy, equity, and conflict-of-interest requirements.

(20) The selection recommendation must be approved by the relevant authorised delegate. A delegate must not approve a recommendation where they have a conflict of interest or participated in the assessment in a way that compromises independent approval.

(21) Applicants will be notified of the outcome in writing. Notifications to unsuccessful applicants must include, or provide a link to, information about the review process.

Offers, Acceptance and Payments

(22) An offer will be made in writing and state the value, duration, payment arrangements, and acceptance deadline.

(23) Payments will be made in accordance with the Conditions of Scholarships and Grants, either to the recipient’s bank account or towards their tuition fees.

Part E - Ongoing Eligibility and Changes in Circumstances

(24) Recipients of an ongoing scholarship or grant must continue to satisfy the applicable Conditions of Scholarships and Grants and notify the Scholarships Office of a change that may affect their eligibility.

(25) The Scholarships Office may verify ongoing eligibility at the payment points or intervals stated in the Conditions of Award, including enrolment status, study load, academic progress, or other approved requirements.

(26) A change in course, study load, enrolment, leave status or other relevant circumstances must be assessed against the Conditions of Scholarships and Grants. Payments may be continued, varied, or suspended as appropriate.

(27) A recipient who transfers to another eligible VU course is not required to reapply where the new course remains eligible under the Conditions of Scholarships and Grants.

(28) Where a recipient defers commencement or takes approved leave, the effect on the Scholarship or Grant and its payments will be determined under the Conditions of Scholarships and Grants. The recipient will be advised of the outcome in writing.

Part F - Concurrent Scholarships and Grants

(29) A student may hold more than one Scholarship or Grant with different purposes or different criterion, subject to the Conditions of Scholarships and Grants and any funding restrictions.

(30) A student must not receive multiple funded scholarships and grants for the same purpose or expense unless an exception is approved and documented by the Scholarships Office.

(31) Existing scholarships, grants, or other financial assistance may be considered where relevant to the published eligibility or selection criteria.

Part G - Variation, Suspension and Termination

(32) A Scholarship or Grant may be varied, suspended, or terminated in accordance with its Conditions of the Scholarships and Grants where, for example:

1. the recipient no longer meets an eligibility or ongoing requirement;
2. the recipient does not comply with an obligation under the Conditions of Scholarships and Grants;
3. the maximum value or duration has been reached;
4. the recipient ceases to be enrolled in an eligible course;
5. a relevant finding of academic or general misconduct affects eligibility; or
6. the funding agreement or another applicable requirement permits or requires the action.

(33) Where a scholarship or grant is varied, suspended, or terminated, the recipient must be notified in writing of the decision, reasons, effective date, and available review process. 

(34) The decision must be approved by the relevant authorised delegate and communicated to the recipient in writing, including the effective date and available review process.

(35) Where funding ceases or an award is discontinued, VU must manage existing recipient commitments in accordance with the Conditions of Scholarships and Grants, funding agreement and applicable legal obligations.

Part H - Review of Decisions

(36) An applicant or recipient may request a review of a decision on one or more of the following grounds:

1. the published eligibility or selection criteria were not correctly applied;
2. relevant information provided on time was not considered;
3. an administrative or procedural error materially affected the decision; or
4. an actual, potential or perceived conflict of interest was not appropriately declared or managed.

(37) A request must be lodged in writing with the Scholarships Office within ten business days of notification of the decision and must identify the decision and grounds for review.

(38) The Chief Student Officer, or an authorised independent delegate, will review the decision and may confirm, vary or refer it for reconsideration.

(39) The Chief Student Officer will consider the relevant records and may confirm or vary the decision or refer the matter for reconsideration.

(40) The outcome and reasons will be provided in writing within ten business days of receiving a complete request, or the applicant must be advised if additional time is required.

(41) The review outcome is final under this Procedure.

Part I - Privacy, Records and Reporting

(42) Applicant and recipient information must be managed in accordance with the Privacy Policy and accessed only by people who require it for an authorised purpose.

(43) The Scholarships Office maintains the Authoritative Register, including the purpose, funding source, value, duration, approval, condition, recipient and payment information, and status.

(44) Records will be retained in accordance with the Records Management Policy and applicable retention requirements.

(45) The Director, Student Finance and Scholarships monitors financial commitments, payments, recipient outcomes, risks and compliance and provides periodic institutional reporting to the Chief Student Officer and other authorised governance bodies, as required.

Section 5 - HESF/ASQA/ESOS Alignment

(46) 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.

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

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

Section 6 - Definitions

(49) Authorised delegate: an officer or body authorised to approve a decision under the Delegations and Authorisations Policy, an applicable delegation schedule or another approved governance instrument.

(50) Authoritative Register: VU’s central approved record of Scholarships and Grants.

(51) Conditions of Scholarships and Grants: the approved terms governing eligibility, selection, value, duration, payment, recipient obligations, ongoing eligibility, variation, suspension, termination, and review.

(52) Scholarships and Grants: the collective term for scholarships and grants within the scope of the Policy and this Procedure.