FINANCIAL ASSISTANCE POLICY
SECTION 1 - PURPOSE AND SCOPE
(1)
This policy outlines the principles and guidelines to be followed in the awarding and
administration of Financial Assistance Schemes for UWSCollege students for which the
UWSCollege Registrar/Student Support Services Team has responsibility.
(2)
The Financial Assistance Scheme offered by UWSCollege is in recognition that financial
hardship can impact any student. Students at UWSCollege from low SES backgrounds can
experience difficulties, and the scheme is designed to:
a. provide students who are financially disadvantaged with information and resources to
inform them about the various services and supports available in the community;
b. add value to community services available to support individuals experiencing financial
hardship; and
c. provide support to current students who are able to benefit from a post-secondary and
university education, but who are financially disadvantaged, and whose needs cannot
be addressed by other external agencies/supports.
SECTION 2 - DEFINITIONS
(3)
For the purposes of this policy, the following definitions apply:
a. “Student Grant” - an amount (up to a maximum of $1,000) that is provided to a student
to assist in short term expenses that may impact their capacity to study, that does not
need to be repaid by the student.
b. “Textbook Grant” - an amount (up to a maximum of $1,000) that is provided to a student
for the purpose of purchasing textbook or study related items, that does not need to be
repaid by the student.
c. “Educational Cost Grant” - an amount (up to a maximum of $2,500) that is provided to a
student for the purpose of addressing significant financial hardship or significant
extenuating circumstances. Amounts provided to an Educational Cost Grant recipient
do not need to be repaid. Educational cost grants applications are only made by the
Student Advisor/Student Counsellor, and only in exceptional circumstances.
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d. “Emergency Food and Travel Assistance” - an amount (up to a maximum of $100 for
travel and $200 for food) that is provided to a student who may need short term
assistance, and does not need to be repaid by the student.
SECTION 3 - POLICY STATEMENT
Part A - Principles
(4)
UWSCollege Registrar/Student Support Services team will offer and support a range of
funded financial assistance grants to meet its commitment to supporting students at
UWSCollege and their welfare.
(5)
UWSCollege’s Student Support Services team will offer this financial assistance in
conjunction with offering information, support and referral to a student in relation to their
financial issues.
(6)
All Financial Assistance administered by the Student Support Services:
a. is dependent on receiving relevant funding each year;
b. will be awarded on a one-off basis;
c. is intended for commencing or continuing students, or both unless otherwise stated;
d. will be available to students who study part-time or full-time, unless otherwise stated;
e. is intended to be used to address the costs associated with study;
f.
will have criteria that are free from unlawful discrimination; and
g. will use identifiable, equitable and transparent processes for awarding the financial
assistance.
(7)
The Student Support Service team reserves the right to:
a. withdraw or change criteria on offered financial assistance at any time; and
b. not offer some financial assistance, or to not offer financial assistance at all, in any
given year.
Part B - Categories of Financial Assistance
(8)
Financial assistance offered by the Student Support Service falls into four (4) categories:
a. Student Grants
b. Textbook Grants
c. Educational Cost Grants (ECG)
d. Emergency Food and Travel Assistance
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SECTION 4 - PROCEDURES
Part C - Eligibility to Apply
(9)
To be eligible for financial assistance the following criteria must be met:
a. applicants must be enrolled in at least one unit at UWSCollege;
b. applicants must be willing to meet with a Student Advisor/Student Support Counsellor to
discuss their overall financial situation;
c. applicants must complete the relevant application form and submit all relevant
paperwork;
d. applicants must demonstrate through documentary evidence a reduced capacity to
manage or improve their financial situation resulting from factors outside their control;
e. applicants must display a strong commitment to their study, and intention to complete
their course; and
f.
applicants must demonstrate a willingness to investigate solutions to resolve and
manage their financial situation into the foreseeable future.
(10)
In addition, Student Grant, Textbook Grant and ECG applicants must be enrolled in an
Academic Program Course (Diploma and Foundation studies) and can be either a Local or
Overseas student.
(11)
Textbook Grant recipients must use the funding for textbook and other study related costs.
(12)
ECG applications will not be considered for students in their first session of study at
UWSCollege.
(13)
Students who have received financial assistance previously who request further financial
assistance will be required to provide evidence of strategies they have implemented to
address their previous financial issues in order for their financial assistance application to
be considered.
(14)
Recipients cannot receive more than one instance of financial assistance in any term.
(15)
Recipients cannot receive more than two instances of financial assistance in any 18 month
period.
(16)
A maximum of $200 of grocery cards (Emergency Food and Travel Assistance category)
can be given to any individual student in an academic term. If a student requires more than
this amount, approval must be first given by the Manager, Student Support Services.
(17)
Travel Vouchers are provided in an event that is deemed as an emergency, when the
student has no other means of getting home.
(18)
Financial assistance will not be provided to students who have any outstanding amounts
owing to UWSCollege, or have defaulted on repaying any amount to UWSCollege in the
past.
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Part D - Application Periods
(19)
Application periods vary across the financial assistance schemes.
(20)
Students are eligible to apply for financial assistance during the following periods:
a. Student Grant- From first finance cycle in January until last approved finance cycle of
calendar year (usually 1 December)
b. Textbook Grant- From first finance cycle in January until last approved finance cycle of
calendar year (usually 1 December)
c. Educational Cost Grant (ECG) - Applications for ECG are only accepted at
recommendation of the Student Advisor/Student Counsellor and will only be considered
at designated dates (agreed upon at commencement of each year)
d. Food and Travel Voucher - only when the academic term is in session
Part E - Approval and Award of Financial Assistance
(21)
Financial assistance will be provided only if there are sufficient funds available.
(22)
Financial assistance will only be considered where the following has occurred:
a. The Student Advisor/Student Counsellor has:
i.
discussed with the student their overall financial situation and investigated and
implemented other avenues for support (as appropriate and if possible);
ii.
checked Callista to verify student’s enrolment and confirm commitment to study;
iii. completed the Student Advisor/Counsellor’s comments and made a
recommendation for assistance; and
iv. completed a payment requisition (marked as emergency, if required).
b. The applicant has provided to the Student Advisor/Student Counsellor all of the
following:
i.
a completed application form (including a complete and accurate budget taking into
consideration all forms of income and expenses of the household);
ii.
a bank account statement (for an account belonging to the student which the
financial assistance is to be deposited - if approved);
iii. bills or quotes for expenses that demonstrate the need for financial assistance and
how the financial assistance will be utilised;
iv. proof of income (copy of Centrelink statement and/or payslips);
v.
written statement by the student outlining their current situation (including their
financial situation, any other extenuating circumstances impacting their situation,
and strategies to address their current issues); and
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vi. any other documentation deemed relevant and necessary by the Student Support
Service team in order to assess the application.
(23)
Financial assistance applications will be assessed on a case by case basis, and will only be
awarded on recommendation from a Student Advisor/Student Counsellor and approval from
Manager, Student Support Service (or delegate from the UWSCollege Registrar’s
Management team in the event of absence).
(24)
The amount provided to a successful applicant will be at the discretion of the Manager
Student Support Services and the maximum amount available per scheme is not
guaranteed.
(25)
Approved financial assistance applications will be processed by UWSCollege Finance unit
within seven (7) working days of date of approval by the College Registrar or delegate,
unless marked as urgent (in which case the Finance unit will process within 48 hours).
Part F - Approval and Award of Emergency Food and Travel Assistance
(26)
Should a student request emergency food assistance, the Student Advisor/Counsellor will,
in the first instance, discuss community service options for food assistance and provide the
student with details of community service food assistance providers.
(27)
To be granted a Grocery Card, a student must first complete the Food Assistance Form.
The student must provide details of their current income, current living situation, and any
other extenuating circumstances impacting their situation and strategies to address their
current issue.
(28)
The student must provide one form of photo ID; UWSCollege Student Card, Licence or
Passport.
(29)
The student must sign and acknowledge that the voucher has been received.
(30)
The Grocery Cards cannot be used for the purchase of alcohol or tobacco.
(31)
Once a student receives a Grocery Card, the UWSCollege Registrar’s Unit holds no
responsibility for the voucher’s functionality or if a card expires before the student uses it.
Part G - Emergency Travel Assistance
(32)
The use of Travel Vouchers must be approved by the Student Support Services Manager
or delegate.
(33)
The student must sign and acknowledge that the voucher has been received.
Part H - Benefits
(34)
Financial assistance will be provided as a cash payment (via direct deposit to the
nominated bank account).
(35)
Financial assistance will be to the maximum amounts, outlined below:
a. Student Grants - to a maximum of $1,000, unless in exceptional circumstances
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b. Textbook Grants - to a maximum of $1,000, unless in exceptional circumstances
c. Educational Cost Grants - to a maximum of $2,500
d. Food Assistance Voucher - to a maximum of $200
e. Emergency Travel Voucher - to a maximum of $100
(36)
Recipients will only receive payment after approval of their application, and on the condition
that accurate and correct details are provided for the student’s bank account.
Part I - Appeals
(37)
An applicant who has had their application rejected, and considers he or she meets the
criteria and would like to appeal the decision, may submit an appeal, in writing, to the
Student Advisor/Student Counsellor who accepted the initial application. The appeal must
outline how the student meets the eligibility criteria. Any appeals, including supporting
evidence, must be received within seven (7) working days of the date the advice of the
rejection of the application. Late appeals will only be considered at the discretion of the
Manager, Student Support Services and if there are documented extenuating
circumstances.
(38)
The appeal will be assessed by the College Registrar or delegate, based on the written
application and supporting documentation outlining the applicant’s circumstances and how
the eligibility criteria is met.
(39)
The decision of the College Registrar will be final.
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FINANCIAL ASSISTANCE POLICY
STATUS AND DETAILS
Status:
Current
Version:
1
Effective Date:
21 October 2014
Review Date:
21 October 2017
Approval Authority Policy:
UWSCollege Board
Endorsed by:
N/A
Approval Date:
21 October 2014
Expired Date:
N/A
Unit Responsible:
College Registrar/Student Support Services
Enquiries Contact:
Celina Baude-Rymaszewska | P: 02 9772 6305] | E:
c.baude@uws.edu.au
Available On:
Intranet only

Intranet / Internet

Summary of Changes from Previous Version
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