Approval/Revision of Scholarships and Awards Regulations

Please note below the scheduled meeting dates of the Scholarships and Awards Group in academic year 2018-19 and the submission deadlines for SAG1 Forms pertaining to new scholarships and awards regulations that require consideration and approval by the Group:

Submission Deadline

Date of Meeting

26 October 2018

9 November 2018

1 February 2019

15 February 2019

8 March 2019

22 March 2019

26 April 2019

10 May 2019

NB: Amendments to existing awards should be submitted as part of the Annual Review of the Scholarships and Awards Regulation Handbook (see Section 4 below). These amendments will be reported to the November Scholarships and Awards Group meeting and only urgent changes will be accepted outside of this framework.

Procedures for the Approval/Revision of Scholarships and Awards Regulations

1. Financing an Award

Enquiries about the financing of a prize should be directed to the Finance Department (finance.dept@qub.ac.uk) before School approval is sought.  Money prizes can be paid from School funds, philanthropic gifts, or external sponsors.  An award may also take the form of a medal, certificate, book-token etc.

Additionally, prizes can be paid from the annual income generated by a bequest or a gift to the University.  The University's Policy on Acceptance/Refusal of Gifts, Endowments and Legacies sets out clear guidelines on the circumstances in which the University will approve the establishment of a gift, endowment or legacy.

2. Procedure for Establishing an Award

Staff should complete a SAG1 form, in consultation with Section 3 Drafting Regulations, and follow the below procedure:

Following detailed consideration, SAG will approve the SAG1 Form or provide feedback for fundholders to address. The fundholder will be informed of the Group decision.  Upon approval, the regulation will be added to the Scholarships and Awards Regulation Handbook and the HEAR record must be updated by the School/ Fundholder.

3. Drafting Regulations

Rules should be framed in plain English. Care and precision at this early stage can help to prevent selection difficulties later on.  The prize or award should ideally have a distinctive title. The rules should make clear the purpose of the award and address the following:

  1. If the award is endowed, fundholders should draft regulations governing the proposed award which reflect the wishes of the donor. In doing so, advice should be sought from the University’s Benefactions Officer, Elaine Stockman (E.stockman@qub.ac.uk).  Staff should not seek external legal advice on their own initiative.  If possible, a degree of flexibility should be built into the rules to allow the awarding body to make necessary changes to the rules without recourse to law - e.g. "normally, awards in the region of at least £500 will be made, subject to the income generated by the Fund".
  2. For existing awards details of when the award was first made should be included along with date the award is being amended.
  3. The exact regulation text as it is to appear in the Scholarships and Awards Regulation Handbook must be provided. When an existing award is being updated, the original text must be provided with track changes used to provide new material.
  4. The number of awards available, their value, tenure and frequency. When there is more than one award, whether they are of equal value.
  5. Eligibility - e.g. undergraduates/postgraduates/full-time/part-time.
  6. How the decision is made and by whom.  Usually a panel rather than one individual will make the decision, but it is important to make clear how "best" is determined - e.g. "to the student who, in the judgement of theExaminers, submits the best dissertation…."
  7. When the award is made in the academic year.
  8. If this is a competitive award, i.e. that students can apply for it.
  9. Terms and conditions of the award – e.g. if the award can be made in conjunction with another award, what happens in tie-break situations, whether there is a minimum standard and selectors reserve the right not to make an award and how candidates apply - whether consideration is automatic or if application forms are used.

4. Annual Review of the Scholarships and Awards Regulation Handbook

Each year, normally in June, Academic Affairs will initiate an exercise for fundholders to review all regulations contained within the Scholarships and Awards Regulations Handbook. 

Fundholders will be asked to confirm the regulations are correct and up-to-date or submit amendments to the Regulations Handbook, including proposals for revising regulations and requesting the removal of regulations if no longer offered.  If regulations are to be amended, a SAG1 Form should be completed using track changes to provide proposed changes to text.

The deadline for this information will be in August annually. The outcomes of this exercise will be reported to the November Scholarships and Awards Group meeting. 

Only urgent amendments to the Regulations Handbook will be accepted outside of this framework.

5. Annual Circularisation Exercise for Endowed Funds

Each year, fundholders are required to complete an annual return to show how they have allocated their endowment funds. This includes: recipient names, amounts awarded, planned expenditure and requests for capitalisation of unspent income. This information is required to facilitate University trustees to fulfil their fiduciary duties.

6. Management of Scholarships and Awards

6.1 Advertisement

Scholarships and awards must be advertised to all eligible candidates. It is imperative to ensure that the correct processes and resources are in place to ensure the awards are effectively managed at local level in line with their regulations.

When advertised, awards must comply with information provided on the SAG1 Form approved by the Scholarships and Awards Group.  If amendments to the regulations are required, they must be approved by the Scholarships and Awards Group before the revised award can be advertised (see Section 4).

6.2 Data Protection and Personal Information

While students at registration are asked to sign their consent to having details of prizes and awards released to the media, it is essential, in line with the General Data Protection Regulations, to include a Data Protection statement required for the use of personal information on both application forms and award letters. 

An example is set out below which is based on awards under the governance of the Scholarships and Awards Group.  Schools/Faculties should consider the example provided and apply/amend as appropriate to need.

Using Personal Information

The personal data we collect in this form will only be used in support of the legitimate interests and lawful purposes (or part thereof) outlined below.  The University’s general Student Privacy Notice can be found here: http://www.qub.ac.uk/privacynotice/Students/

  • Assessing the application against the criteria for the Scholarship.
    • This will involve the application being made available to members of the Scholarship committee through a secured SharePoint site. Hard copies of all applications are confidentially destroyed after the meeting. One electronic copy will be held on a secure network drive for six years after the awards process, in line with the Academic Affairs Retention Schedule.
  • Maintaining the basic information provided on the form on the Scholarships Database.
    • This database does not record any personal sensitive information and is held on a secure network drive for six years following the awards process, in line with the Academic Affairs Retention Schedule.
  • Reporting the names of successful recipients of the Scholarship to the University’s Scholarships and Awards Group. This includes recording the recipients’ names in the Minutes of the meeting of the Group.
  • Inclusion of recipients’ names and photographs in respect of any scholarship presentation ceremony held and associated publicity.
  • Notification to any regulatory authority deemed as lawful and correct.

By submitting this application for consideration, you are giving us permission to perform these actions.