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Scholarships Committee Terms of Reference

1. Statement of Intent and Purpose

 1.1          Legislative Authority

The Scholarships Committee is a sub-committee of the Massey University Academic Board.

Academic Board is a Board established pursuant to Section 182(2) of the Education Act 1989. The Academic Board may convene sub-committees to undertake specific duties on behalf of the Board. For the avoidance of doubt, all sub-committees constituted by the Academic Board are hereby deemed to be Committees of Council appointed pursuant to Section 193 of the Education Act 1989.

All delegations of the Academic Board to its subcommittees are hereby deemed to be delegations by Council to its Committees. Those subcommittees may further delegate to staff.

 

1.2            Purpose

The Scholarships Committee is established to exercise academic governance across the award of scholarships, grants, bursaries, and awards (hereafter referred to as scholarships) of the University, to effectively engage the University community in academic decision-making, and to develop an academic community committed to scholastic excellence through the financial support of students.

 

1.3             Role and Functions

The role and functions of the Scholarship Committee are:

 

1.3.1         to engage the academic community in the design and award of scholarships

 

1.3.2         to oversee the efficient and proper award of scholarships

 

1.3.3         to develop policies and procedures relating to scholarships, their funding, and the dissemination of advice and information

 

1.3.4         to provide stewardship on behalf of the University over the funds entrusted to the University by donors for the purposes of scholarships

 

1.3.5         to monitor and evaluate the contribution of the University to positive Māori development in accordance with the Te Tiriti o Waitangi, University policy, and strategy,
                particularly in relation to the assurance of equity of access to educational opportunity for Māori students

 

1.3.6         to monitor and evaluate the contribution of the University to positive development for all students as a matter of equity, including Pasifka, students with disabilities,
                and other groups, such as refugees and first in family.

 

2.   Specific Delegations

Council delegates the following powers to the Scholarship Committee:

 

2.1             Approve criteria, guidelines, terms and provisions for all scholarships, grants, bursaries and other awards offered in the name of Massey University

 

2.2             Develop strategies for promoting scholarships in conjunction with Colleges and the Assistant Vice-Chancellors

 

2.3             Design, oversee, and monitor the implementation of strategies and services to ensure staff and students are aware of opportunities in relation to scholarships, grants, bursaries,

                  and other awards

 

2.4             Assist and advise in the development of strategies to fund new scholarships and attract new donors

 

2.5             Establish working parties to award and/or make nominations for particular scholarships as required

 

2.6             Approve or ratify the award of scholarships according to their criteria, guidelines, terms and provisions

 

2.7             Advise Academic Board on matters relating to scholarships

 

2.8             Exercise other powers delegated to it by the Massey University Academic Board.

 

 3. Subcommittees

The Scholarships Committee may at its discretion convene working parties to undertake specific duties on its behalf, and to ensure representation in decision-making (e.g., discipline-specific selection panels).  Membership and Terms of Reference of such working parties shall be determined by the Scholarships Committee. 

 

 4. Membership

4.1            The membership of the Scholarships Committee shall be comprised as follows:

 

Title

 

Number to Attend

Ex Officio Members

 

 

Vice Chancellor

1

 

Dean, Research

1

 

 

 

Appointed Members

 

 

Nominee from the Doctoral Research Committee

1

 

Nominee of the AVC with portfolio responsibility for Māori to represent Māori

1

 

Nominee of the AVC with portfolio responsibility for Pasifika to represent Pasifika

1

 

Nominee, with College-level responsibilities for Scholarships, of the Pro Vice-Chancellor from each College

5

 

Up to two additional academic members may be co-opted by the Committee.

≤2

In Attendance

 

Nominee of the AVC with responsibility for marketing and student recruitment

 

1

 

Nominee of the AVC with responsibility for  the Office of Research & Enterprise

1

Postgraduate student representative

1

Undergraduate Māori or Pasifika student representatives

1

Total Membership

Appointed Members 10-12 and 4 (in Attendance)

 Note: Ideally the student representatives should have received a scholarship. They will be present at Part I, but not Part II, due to the confidential nature of student scholarship applications.

 

4.2          Appointments

Appointed positions shall be for a term of three years with the option for re-appointment for a single term. 

Co-opted positions, in attendance, shall be for a specified term and function at the discretion of the Committee.

 

4.3          Dismissal of Members

The Scholarship Committee may, by resolution, dismiss a member of the Committee as a member if the member fails to attend three consecutive meetings of the Committee without having given the Chair prior notice of their inability to attend.  In the event of dismissal of an elected member, a by-election will be held; otherwise, the vacancy will be appointed by the relevant Assistant or Pro Vice-Chancellor.

 

 5. Meeting and Protocols

5.1          Chair

The Chair of the Scholarships Committee shall be the Dean, Research.

The Chair will preside at all meetings at which they are present.  If the Chair is absent, a member of the Committee shall be nominated by the Chair to preside.

 

5.2          Quorum

The quorum for a meeting of the Massey University Scholarships Committee shall be a majority of the members then holding office being present.

 

5.3          Timing and Frequency of Meetings

The Committee shall meet monthly at least 10 times per year on a regular date and time agreed by its members, and at such other times as the Chair shall decide.

If so requested by written notice by no fewer than five members of the Committee, the Chairperson shall convene a special meeting of the Committee.

 

5.4           Standing Orders

The conduct of the business of the meeting shall be subject to the Guidelines for the Conduct of Council and Council Committees 2014 as amended from time to time.  Where procedures are not specified they shall be determined by the Chair with reference to established meeting practice and procedure.

 

5.5           Agenda, Administration, and Minutes

The Committee shall be serviced by a Committee Administrator furnished to the Committee by Research Operations, or as otherwise provided by the Assistant Vice-Chancellor with responsibility for the Research portfolio. 

 

The Committee may set its own deadlines for agenda items, noting any University policy or agreed deadlines and required formats for matters affecting the academic offer or regulations of the University.

 

In conjunction with the Chair, the Committee Administrator will make available the agenda and the documents for the Committee, and shall record the proceedings, in accordance with the provisions of the Local Government, Official Information, and Meetings Act 1987.

 

All records of the meetings, including the minutes, shall be retained in accordance with the Public Records Act 2005.

 

The Committee Administrator shall be responsible for ensuring disseminating correspondence and decisions made by the Committee are available to relevant individuals or bodies.

 

 6. Reporting to the Academic Board

Annually, and as otherwise required by the Academic Board, the Committee shall furnish a report on its activities and the exercise of its delegations, to the Academic Board.

Interim reports may be provided at the request of Academic Board or as thought advisable by the Committee Chair.

 

Award of Scholarships and Prizes

In April 1998 the Council delegated responsibility for the award of scholarships and bursaries to Academic Board which then empowered the Scholarships Committee to approve these awards. All scholarships and bursaries awarded are included in the Annual Report presented by the Scholarships Committee to Academic Board for transmission to Council.

Scholarships and Bursaries

Recommendations for the award of scholarships and bursaries administered by the University shall be referred to the Scholarships Committee, through the Scholarships Team. Once the recommendations have been approved, the Scholarships Office shall be responsible for advising the recipient and arranging payment of the award.

Prizes

The Scholarships Office do not have responsibility for the award of prizes. Recommendations for the award of prizes are administered by the individual Colleges.

Co-tenure

Most scholarships administered by Massey University may be held with other awards, although students should check the regulations of each award.

General Information

It is the applicant's responsibility, unless specifically asked to do otherwise, to contact their referees and ask them to send their references  preferably as pdf to the Scholarships Team scholarships@massey.ac.nz . If the referee's report is to be attached to the application, the referee should enclose it in a sealed envelope.

Remember that the selection committee members may have a large number of applications to read and they will not be impressed with illegible handwriting or poorly presented applications.

Publicity

The names of the winners of scholarships, bursaries and prizes are published annually in the Graduation Handbook.

Massey University Scholarships Committee, 2018

Nominee of AVC: Chairperson Associate Professor Tracy Riley

Secretary/Scholarship Coordinators: Dianne Attwood / Nicola Carse
College of Creative Arts: Associate Professor Rodney Adank
College of Humanities & Social Sciences: Professor Glenda Anthony
College of Business: Dr Nives Botica-Redmayne
College of Sciences: Dr Chris Tuffley
College of Health: Professor Marlena Kruger
Nominee Assistant Vice-Chancellor (Maori and Pasifika): Sharon Henare
Director Pasifika: Fine Kolomatangi
DRC representative: Professor Ian Fuller
Scholarships Team Leader:  Nicola Burton-Stroud

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