• Section 1 - Summary
• Section 2 - Scope
• Section 3 - Policy/Regulation
• Section 4 - Procedures
• Part A - Summary of Roles and Responsibilities
• Part B - Financial Hardship Grants
• Assessment of Financial Hardship
• Evidence Requirements
• Restrictions
• Grant Amounts and Approval
• Review of Decisions
• Payment of Grants
• Management and Reporting
• Philanthropic Contributions
• Development of the Fund
• Section 5 - HESF/ASQA/ESOS Alignment
• Section 6 - Definitions

Section 1 - Summary

(1) This Procedure outlines the process for the administration of Student Support Fund grants provided by Victoria University (VU) to assist students experiencing financial hardship that may adversely affect their ability to continue their studies.

Section 2 - Scope

(2) This Procedure applies to Student Support Fund grants administered by VU for higher education and vocational education students studying in Australia, including domestic and international students.

Section 3 - Policy/Regulation

(3) Scholarships and Grants Policy

Section 4 - Procedures

Part A - Summary of Roles and Responsibilities

Part B - Financial Hardship Grants

(4) The Student Support Fund is VU's principal financial hardship grant program.

(5) Student Support Fund grants may be provided to students experiencing financial hardship that adversely affects, or may adversely affect, their capacity to continue their studies.

(6) Student Support Fund grants are intended to assist students to remain enrolled in, and continue progressing through, their course by providing financial support for essential living, health and study-related needs.

Assessment of Financial Hardship

(7) Students must meet with Student Welfare to discuss their current financial situation and eligibility for a Student Support Grant.  Eligibility will be assessed by Student Welfare based on demonstrated financial hardship and the student's individual circumstances.

(8) Student Welfare uses a psychosocial approach when assessing financial hardship, considering the student’s overall circumstances and wellbeing.

(9) In assessing eligibility, Student Welfare may consider factors including: 

1. financial circumstances, 
2. access to income support, Centrelink entitlements and other financial assistance; 
3. budgeting capacity and financial literacy;
4. mental and physical health;
5. family supports, caring and personal responsibilities.
6. housing stability; and,
7. other circumstances affecting the student's ability to continue their studies.

(10) Student Welfare may also provide information, referrals and support to assist students to access appropriate internal or external services. 

(11) Student Welfare will consider whether alternative sources of financial assistance or community support are available and will assist students to access those supports where appropriate. 

(12) Student Welfare may also refer eligible Aboriginal and Torres Strait Islander students to relevant VU grant programs, including the Moondani Balluk Student Grants, where appropriate. 

Evidence Requirements

(13) Students will be required to provide or present evidence of financial hardship. 

(14) Evidence may include: 

1. financial / income documents, 
2. receipts or invoices, 
3. statutory declarations where relevant. 

(15) Where supporting documentation is sighted but not retained, Student Welfare must record the evidence relied upon in assessing the application.

Restrictions

(16) Grants will not be provided for:

1. enrolment/tuition fees  
2. materials fees 
3. student services and amenities fees
4. visa costs and migration agent fees 
5. fines (for example, parking fines)
6. debt (for example, credit cards or loans)

Grant Amounts and Approval

(17) The maximum value of an individual grant, and any limits on the frequency of subsequent grants, will be determined and reviewed annually by the Senior Manager, Student Equity and Advocacy, having regard to available funding and student need.

(18) Individual grants will be approved in accordance with the following limits:

1. Senior Welfare Advisors may approve grants up to $500.
2. Senior Manager, Student Equity and Advocacy may approve grants of up to $1000.
3. The Chief Wellbeing Officer may approve grants over $1000.

(19) 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.

Review of Decisions

(20) If a student is dissatisfied with a decision regarding a Student Support Fund grant, they can request a review of the 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.

(21) The request must be lodged in writing with Student Welfare within ten business days of notification of the decision and must identify the decision and grounds for review.

(22) The Senior Manager, Student Equity and Advocacy, or an authorised independent delegate, will review the decision within ten business days and may confirm, vary or refer it for reconsideration.

Payment of Grants

(23) Grants may be provided through electronic funds transfer, gift cards or other approved payment methods. 

(24) Student Welfare will provide Procurement and/or Accounts Payable with the information required to facilitate payment of approved grants. Student details entered the University’s Finance Systems are securely stored in accordance with privacy and data protection requirements.

(25) Grant payments via electronic gift card:

1. Purchasing and distribution of gift cards is completed strictly in accordance with the Gift Card Management Procedure and Procurement processes.
2. Electronic gift cards issued to the student’s nominated email address is deemed payment directly to the student. 

(26) Grant payments via electronic funds transfer:

1. For electronic funds transfer, the student submits their bank account details by emailing Student Welfare or provides their details to Accounts Payable through an approved student portal.
2. The submitted details must include:
   1. Student ID number
   2. Student full name
   3. Account holder name
   4. BSB
   5. Account number
   6. Bank name
3. Electronic funds transfer payment will be deposited into the bank account held in the student's name with an Australian financial institution and is deemed payment directly to the student.

Management and Reporting

(27) The Senior Manager, Student Equity and Advocacy is responsible for monitoring the approval of grants from the Student Support Fund.

(28) Information relating to approved grants will be maintained in accordance with VU's Privacy Policy and Records Management requirements.

(29) Student Equity and Advocacy will provide information to Finance necessary to support reconciliation and reporting of grant expenditure.

(30) The Chief Wellbeing Officer will be provided with an annual report of the operation of the Student Support Fund, including grant distribution, student cohort trends, utilisation of available funding, and any emerging issues or opportunities identified through the administration of the Fund.

Philanthropic Contributions

(31) The Student Support Fund may receive philanthropic donations and other approved funding sources. Where grants are supported by philanthropic donations, the Fund must be administered in accordance with applicable donor agreements and reporting requirements.

(32)  Where the Student Support Fund includes philanthropic contributions, the Director, Advancement will provide annual reporting on donor-funded contributions to the Fund, including funding received, donor stewardship activities, compliance with donor requirements, and the impact of donor-supported grants.

(33) Advancement and Student Equity and Advocacy will share information necessary to ensure compliance with donor agreements, reporting requirements and effective stewardship of donors. 

Development of the Fund

(34) The Director, Advancement shall, as circumstances warrant, seek to attract additional monies to support and extend the capacity of the Student Support Fund.

(35) Advancement will lead philanthropic fundraising activities for the Student Support Fund and work collaboratively with Student Equity and Advocacy to identify funding opportunities, communicate the impact of the Fund and steward donor relationships.

(36) After seeking recommendations from the Senior Manager, Student Equity and Advocacy, the Director, Advancement shall determine annually the proportion of the Fund available for grant distribution, and the proportion to be retained for future use.

(37) In determining the annual allocation available for grants, consideration may be given to available funding, anticipated student demand, donor requirements and the ongoing sustainability of the Fund.

Section 5 - HESF/ASQA/ESOS Alignment

(38) 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. 

(39) Outcome Standards for NVR Registered Training Organisations 2025: Standard 2.7 Feedback, Complaints and Appeals.

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

Section 6 - Definitions

(41) 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