aa policy handbook april2013

8/9/2019 Aa Policy Handbook April2013

1/111

AustraliaAwardsScholarshipsPolicy

Handbook April 2013


2/111

You must read this ScholarshipsPolicy Handbook carefully and fully

understand its contents beforesigning the Contract with theCommonwealth of Australia.The handbook is provided to answer any questions you mayhave about your scholarship. Please also read the other informationin your pre-departure pack and follow the instructions carefully.

For further assistance, please contact AusAID at [email protected]

This work is copyright. Apart from any use as permitted under the Copyrights Act 1968, no part maybe reproduced by any process without prior written permission from the Commonwealth. Requestsand inquiries concerning reproduction and rights should be addressed to the CommonwealthCopyright Administration, Attorney-General’s Department, Robert Garran Offices, National Circuit,Barton ACT 2600 or posted at

ISBN 1 920861 77 7

Internet: Australian Government websites

mailto:[email protected]:[email protected]:[email protected]://www.ag.gov.au/http://www.ag.gov.au/http://www.ag.gov.au/http://www.ausaid.gov.au/http://www.ausaid.gov.au/http://www.ausaid.gov.au/http://www.ag.gov.au/mailto:[email protected]


3/111

ContentsAUSTRALIA AWARDS SCHOLARSHIPS CYCLE ..................................................................................... vii

GLOSSARY OF TERMS AND ACRONYMS.............................................................................................. 8

1. Australia Awards ...................................................................................................................... 11

1.1. Australia Awards Scholarships ....... ....... ....... ........ ....... ....... ........ ....... ........ ....... ....... ........ .. 11

1.2. How to use this scholarships policy handbook ....... ....... ........ ....... ........ ....... ....... ....... ........ 12

1.3. Management responsibilities ....... ........ ....... ....... ........ ....... ....... ........ ....... ........ ....... ....... ... 13

2. Applying for an Australia Awards Scholarship....... ........ ....... ....... ........ ....... ....... ........ ....... ........ . 17

2.1. Eligibility criteria .............................................................................................................. 17

2.2. Country and regional profiles ........................................................................................... 18

2.3. English language requirements....... ........ ....... ....... ........ ....... ....... ........ ....... ........ ....... ....... . 182.4. Finding an appropriate course and institution ....... ........ ....... ....... ........ ....... ........ ....... ....... 20

2.5. Types of courses available to applicants ........ ....... ....... ....... ........ ....... ........ ....... ........ ....... . 20

2.6. Types of courses for which Australia Awards Scholarships are not available ........ ....... ...... 21

2.7. Application process .......................................................................................................... 22

3. Fraud ....................................................................................................................................... 25

4. Selection .................................................................................................................................. 26

4.1. Selection process and criteria ........................................................................................... 26

4.2. Reintegration plans .......................................................................................................... 27

4.3. Successful and reserve applicants............ ....... ....... ........ ....... ........ ....... ....... ........ ....... ....... 27

4.4. Selection of awardees to participate in the Australia Awards Leadership Program ....... .... 28

4.5. Advising applicants of selection outcomes............ ........ ....... ....... ........ ....... ....... ........ ....... . 28

5. Placement ............................................................................................................................... 29

5.1. Request for placement and placement offers ....... ....... ........ ....... ........ ....... ....... ....... ........ . 29

5.2. Preparation programs ...................................................................................................... 30

6. Accepting the scholarship and its conditions ....... ........ ....... ....... ........ ....... ....... ........ ....... ........ .. 33

6.1. Accepting the scholarship................................................................................................. 33

6.2. Scholarship conditions ..................................................................................................... 33

6.3. Child protection ............................................................................................................... 34

6.4. Deferring an offer ............................................................................................................ 34

7. Pre-departure .......................................................................................................................... 36

7.1. Pre-departure information ............................................................................................... 36

7.2. Family .............................................................................................................................. 37

8. Visas ........................................................................................................................................ 38

8.1. Visa requirements for awardees ....... ....... ........ ....... ........ ....... ....... ....... ........ ....... ........ ...... 38


4/111

8.2. Visa requirements for accompanying dependent family members............ ....... ....... ........ .. 38

8.3. Visa requirements for awardees with disability ........ ....... ....... ....... ........ ....... ........ ....... ..... 38

8.4. Visa requirements for the carer of an awardee with disability ........ ....... ....... ....... ........ ..... 39

8.5. Visa obligations ................................................................................................................ 40

8.6. Applying for a further AusAID student visa (extension) ....... ....... ........ ....... ........ ....... ....... .. 40

8.7. Two-year exclusion rule ................................................................................................... 41

8.8. Early completion of the scholarship ........ ....... ....... ........ ....... ....... ........ ....... ........ ....... ....... . 41

8.9. Post-scholarship externally funded program in Australia ........ ....... ....... ....... ........ ....... ...... 42

8.10. Debt to the Commonwealth ......................................................................................... 43

9. Awardees with disability .......................................................................................................... 44

9.1. Support for people with disability .................................................................................... 44

9.2. Applicants with disability .................................................................................................. 44

9.3. Principles for providing disability support for Australia Awards Scholarship awardees ...... 45

9.4. Assessing disability support needs ........ ....... ....... ....... ........ ....... ........ ....... ........ ....... ....... ... 45

9.5. Reasonable adjustments .................................................................................................. 47

10. Scholarship fees and entitlements ....... ....... ....... ........ ....... ........ ....... ....... ........ ....... ....... ....... 50

10.1. Summary of scholarship fees and entitlements............. ....... ....... ........ ....... ....... ........ .... 50

10.2. Establishment allowance .............................................................................................. 53

10.3. Contribution to living expenses ....... ....... ........ ....... ........ ....... ....... ....... ........ ....... ........ ... 53

10.4. Overseas Student Health Cover ....... ....... ........ ....... ........ ....... ....... ....... ........ ....... ........ ... 56

10.5. Visa costs ..................................................................................................................... 57

10.6. Conditions that apply to travel ....... ....... ....... ....... ........ ....... ........ ....... ........ ....... ....... ..... 57

10.7. Mobilisation travel ....................................................................................................... 58

10.8. Reunion airfare ............................................................................................................ 58

10.9. Completion travel ......................................................................................................... 59

11. General support services ...................................................................................................... 61

11.1. Standards for support services ....... ........ ....... ....... ........ ....... ....... ........ ....... ........ ....... .... 6111.2. Arrival in Australia ........................................................................................................ 61

11.3. Accommodation ........................................................................................................... 61

12. Academic support ................................................................................................................ 63

12.1. Introductory Academic Program ....... ....... ....... ........ ....... ........ ....... ....... ........ ....... ....... ... 63

12.2. Supplementary academic support ....... ........ ....... ....... ........ ....... ....... ........ ....... ........ ...... 63

12.3. Fieldwork ..................................................................................................................... 64

12.4. Fieldtrips ...................................................................................................................... 65

12.5. Work attachments........................................................................................................ 65

12.6. Work experience .......................................................................................................... 66


5/111

12.7. Academic progress ....................................................................................................... 66

13. Variations to the terms of enrolment ....... ....... ........ ....... ........ ....... ....... ....... ........ ....... ........ .. 68

13.1. Scholarship conditions and terms of enrolment ....... ........ ....... ....... ........ ....... ....... ........ . 68

13.2. Withdrawals ................................................................................................................. 69

13.3. Extensions .................................................................................................................... 69

13.4. Suspensions ................................................................................................................. 71

13.5. Transfers ...................................................................................................................... 72

13.6. Upgrades ...................................................................................................................... 73

13.7. Reductions ................................................................................................................... 76

13.8. Entitlement variations .................................................................................................. 76

13.9. Terminations ................................................................................................................ 76

14. Australia Awards Leadership Program ....... ........ ....... ....... ........ ....... ....... ........ ....... ........ ....... . 79

15. Welfare Incidents ................................................................................................................. 80

15.1. What is a Welfare Incident? ......................................................................................... 80

15.2. Notification and Procedure for Welfare Incidents ........ ....... ....... ........ ....... ........ ....... ..... 80

15.3. Welfare Incident – General Responsibilities ....... ....... ....... ........ ....... ........ ....... ....... ........ 81

15.4. Conflict, Harassment and Bullying ....... ....... ........ ....... ........ ....... ....... ........ ....... ....... ....... 83

15.5. Health Issues and Scheduled Hospitalisations ....... ........ ....... ....... ........ ....... ....... ........ .... 84

15.6. Death of an awardee’s family member ....... ........ ....... ....... ........ ....... ....... ........ ....... ....... 85

15.7. Referral to Counselling Services ....... ........ ....... ....... ........ ....... ....... ........ ....... ........ ....... ... 85

15.8. Victim of Crime Overseas ........ ....... ....... ....... ........ ....... ........ ....... ........ ....... ....... ....... ..... 85

15.9. Absent awardee ........................................................................................................... 86

16. Critical incidents .................................................................................................................. 87

16.1. What is a critical incident? ............................................................................................ 87

16.2. Role of Student Contact Officers ....... ....... ....... ........ ....... ........ ....... ....... ........ ....... ....... ... 87

16.3. Notification of critical incidents ........ ....... ....... ........ ....... ........ ....... ....... ........ ....... ....... ... 88

16.4. Principles for managing critical incidents ....... ....... ........ ....... ........ ....... ....... ........ ....... .... 9016.5. Critical incident response and management ....... ....... ........ ....... ........ ....... ....... ....... ....... 90

16.6. Victim or Charged with a Crime in Australia ....... ........ ....... ....... ........ ....... ....... ........ ....... 91

16.7. Unexpected or Emergency Hospitalisation of an awardee ....... ........ ....... ....... ........ ....... 92

16.8. Death of an Australia Awards Scholarship awardee ....... ........ ....... ....... ........ ....... ....... ... 93

17. Natural Disasters.................................................................................................................. 96

17.1. Types of natural disasters ............................................................................................. 96

17.2. Natural Disasters – Critical Incidents......... ....... ........ ....... ........ ....... ....... ........ ....... ........ . 96

17.3. Natural Disasters – Welfare Incidents ....... ....... ........ ....... ........ ....... ....... ........ ....... ........ . 96

17.4. Natural Disasters in Australia ........ ....... ....... ........ ....... ....... ........ ....... ........ ....... ....... ....... 96


6/111

17.5. Natural disasters in an awardee’s Home Country............ ....... ....... ........ ....... ....... ........ .. 97

18. Return home ........................................................................................................................ 99

18.1. Finalisation of studies ................................................................................................... 99

18.2. Return home briefing ................................................................................................... 99

18.3. Final departure date ................................................................................................... 100

18.4. Remaining in Australia after the scholarship end date ........ ....... ....... ........ ....... ........ ... 100

18.5. Returning home due to illness or accident ....... ....... ........ ....... ........ ....... ....... ....... ........ 101

18.6. Awardees who are unfit to travel ........ ....... ....... ........ ....... ....... ........ ....... ........ ....... ..... 103

18.7. Finalisation and completion of a scholarship record in OASIS ....... ........ ....... ....... ........ 104

18.8. Requests for academic transcripts ........ ....... ....... ....... ........ ....... ........ ....... ........ ....... .... 105

19. Alumni ............................................................................................................................... 106


7/111

InstitutionsMonitor awardee progress (includingformal surveys)Identify and address any issues thatmay affect awardees’ ability tocomplete their nominated courseNotify Australia Awards Office of anyawardee welfare or critical incidentsAdminister variations to thescholarship (extensions, suspensionsetc) with approval from Posts andAustralia Awards OfficeProvide for academic and welfaresupport needs of awardees (includingdisability/special needs) AusAID Program AreasAuthorise variations ( extensions,suspensions etc)

AUSTRALIA AWARDS SCHOLARSHIPS CYCLE

AusAID (Australia Awards Office &Program Areas)

Develop policy & guidelinesEstablish desired program

outcomes Manage contracts withstakeholders Develop and manage s cholarshiponline systems Incorporate feedback from alumniinto program creation Promotional activities Liaise with partner governments toidentify development objectivesand capacity gaps and needs

AwardeesSubmit application formShort-listed applicants areinterviewed

Australia Awards Office

Provide on-demand assistance toPost for selection processesArrange Canberra selection panel forsupplementary awards

AusAID Program AreasReceive enquiries and applications Conduct eligibility checks &shortlisting Arrange selection processes Check application documents Request placements at institutions Notify institutions of awardees withdisability/special needs

AWARDEESELECTION

PROGRAMCREATION

PROMOTION

ApplicantApplicants learn about AustraliaAward Scholarships throughadvertisement (employer,

newspaper, radio, media releasedetc)

AusAID (Program Areas) Conduct in-country promotion,targeting candidates in fields thatalign with the country’s developmentobjectives

Institutions

Promote Australia Awards andrelevant courses

Australia Awards Office ProvidePosts with pre-departure materials AusAID Program AreasNotify applicants of selectionoutcomes

Arrange in-country language training,learning support and/or otherassistance Arrange awardees’ travel to Australia& assist with health checks & liaisonwith Dept of Immigration on visa Work with institutions onrequirements for awardees withdisability/special needs Provide pre-departure briefings

InstitutionsAdminister placement offers

PRE-DEPARTURE

AwardeesArrive in Australia and undertake anIntroductory Academic Program andcommence their nominated course

at host i nstitution

InstitutionsProvide for the needs of awardees onarrival in Australia to become settledProvide an Introductory AcademicProgram (up to 6 weeks)Provide awardees with assistancewith selecting appropriate subjects

ARRIVAL &ENROLEMENT

COURSE &OUTCOMES

AwardeesParticipate in further education a ndcareer development activities

Australia Awards Office Provide aLeadership Program for selectAustralia Awardees, and othersupplementary awards (PrimeMinister’s Pacific Program and Al lisonSudradjat Prize)

InstitutionsProvide support services as part oftheir international student progr am

SUPPLEMENTARYACTIVITIES

GRADUATION &RETURN HOME

AwardeesParticipate in alumni associations,promotional activities, selectionpanels and pre-departure briefingsfor new awardees. Act as ambassadors to promote theAustralia Awards in the widercommunity

AusAID Program AreasProvide professional assistance(continuing education and training)to returned awardees through theAlumni Associations

Australia Awards Office Providefunding for Alumni Associations

ALUMNI

AwardeesAwardees participate in on-courseand post-course surveys

AusAID Program AreasConduct tracer studies to measureeffectiveness of sc holarships,including linkage and leadershipoutcomes Australia Awards Office Conductreviews and evaluations asdetermined by AusAID policy

*Monitoring and evaluation at allstages of the cycle feed into programdesign, selection and appointment,and provides the basis for reporting tothe Minister and Parliament

MONITORING &EVALUATION*

AwardeesUpon completion of studies, returnto home country for at least 2 years

AusAID Program AreasEstablish contact with new r eturneesand provide reintegration assistance Provide access to the AustraliaAwards Alumni Network (AAAN) Assist partner organisations inimplementing reintegration plans

InstitutionsArrange awardees’ return travelNotify Posts of awardees’ departuredatesProvide advice and assistance onreintegration in home country


8/111

Page 8 of 111 Australia Awards Scholarships Policy Handbook, January 2013(A) = applicant/awardee (P) = Program Area (I) = institution (O) = Australia Awards Office

GLOSSARY OF TERMS AND ACRONYMSAcademic year Australia’s academic year is the same as the calendar year

Alumni An alumnus is defined as an Australia Award recipient who has successfullycompleted their award. The Australia Awards Scholarship awardees andAustralian Centre for International Agricultural Research award holders mustalso have returned home

Applicant A person who has applied for, but not yet received, an AusAID fundedscholarship

Arrival date The day on which an awardee arrives in Australia at commencement of theirscholarship and registers their arrival with their institution

Articulating course A course of study which progresses to another course of study at a higherqualification level. Also known as a package program e.g. Masters articulatingto a PhD

AusAID The Australian Agency for International Development

Australia AwardsScholarshipawardee

A person in receipt of an AusAID funded scholarship

Contribution to

living expenses

A fortnightly payment paid to awardees during the scholarship, at a rate

determined by AusAID

CRICOS The Commonwealth Register of Institutions and Courses for OverseasStudents

Deferral Where an awardee delays the commencement date of their scholarship untillater in the year

Dependant Spouse or children under 18 years of age

Establishmentallowance

A one-off allowance provided to each new awardee when they commencetheir scholarship, to contribute to their start-up costs

Extension Any increase in the length or cost of an Australia Awards Scholarship

Field of study The vocational area of specialisation or principle subject matter of anAustralia Awards Scholarship awardee’s course e.g. agriculture, health, etc.

Fieldtrip A short class-based excursion for the purposes of education or research toprovide awardees with experiences outside their everyday course activities


9/111


Fieldwork Research undertaken in the home country or Australia as part of anawardee’s research course

Foundationprogram

An intensive study program of up to 12 months offered to undergraduateawardees who do not meet the required standard for direct entry into their

chosen course

IntroductoryAcademic Program

A program provided by the institution to orient new awardees to theinstitution and its surroundings before they commence their academicprogram

InternationalEnglish LanguageTesting System

An international standardised test of English language proficiency which isaccepted by Australian institutions. It is also a requirement for immigration toAustralia

Institution liaisonofficer

An officer designated by the institution in Australia to be its main point ofcontact with AusAID

In-country In the applicant’s home country, not in Australia

Institution Australian tertiary education institution contracted by AusAID to provideeducation services to awardees

Long-term award An award (scholarship) supporting studies of more than six months towards acourse of studies, and which is recognised under the Australian QualificationsFramework

Australia AwardsLeadership Program

A prestigious program designed to provide awardees with leadershipdevelopment opportunities while they are enrolled in their masters anddoctoral programs.

Managingcontractor

A person or organisation that is contracted by an AusAID Program Area tomanage the implementation of awards

OASIS Online Australia Awards Scholarships Information System

Overseas Outside Australia

Partnergovernment

A government that has an agreement relating to Australia Awards withAustralia

Pre-course English An intensive English program provided to awardees who need additionalEnglish language skills before starting their qualification studies (in-country orin Australia)


10/111


Placement offer An offer of enrolment made by the institution to the awardee. The placementoffer specifies the course, duration of study and also includes an estimate ofthe associated costs such as academic fees and stipend allowances.Placements (requests and offers) are processed in OASIS between theProgram Area and the institution

Panel Group of people drawn together for the purposes of selecting awardees

Program Area AusAID country program, often located outside Australia and usually at anAustralian diplomatic mission (Embassy or High Commission)

Post-scholarshipexternally fundedprogram

Study or other activity undertaken in Australia after awardees finish theirAustralia Award Scholarship studies (e.g. PhD)

Preliminaryprogram

Courses deemed necessary by the institution to enable a postgraduateawardee to successfully complete their qualification in the timeframespecified by the institution

Preparationprogram

One or more introductory courses that an institution can require awardees toundertake before they start their chosen course. Preparation programsinclude pre-course English, preliminary programs and foundation programs

Reintegration plan An awardee’s proposed strategy for using the new skills and knowledge whenthey return home at the end of their studies in Australia

Request forplacement

A request on behalf of an awardee made through OASIS by an AusAIDProgram Area or managing contractor for a placement offer from aninstitution

Scholarship A long-term award (Australia Award Scholarship) funded by AusAID

Student ContactOfficer

The person appointed by the institution to provide support services toAustralia Awards Scholarship awardees

Suspension The temporary cessation of an awardee’s study program and financialsupport from AusAID

Termination AusAID’s decision to end an award before the completion of study

Test of English as aForeign Language

An international standardised test of English language proficiency which isaccepted by Australian institutions. It is also a requirement for immigration toAustralia

Variation Any change to the original placement offer made to the recipient of an award


11/111


Vocationaleducation andtraining

A qualification level designed to skill workers for particular industries, whichis part of a broader educational network in Australia that includes schools,universities, and adult and community education

Withdrawal When an awardee chooses to cease their award before completing the

course of study

1. Australia AwardsAustralia Awards aim to promote knowledge, education links and enduring ties between Australia, ourneighbours and the global community. The Australia Awards bring the international scholarshipsoffered by AusAID and Department of Industry, Innovation, Research and Tertiary Education and theAustralian Council for International Agricultural Research into a single, recognisable brand.

International scholarships have been an important component of the Australian Government’soverseas aid program since the Colombo Plan in the 1950s. They support its aim to help developingcountries reduce poverty and achieve sustainable development.

AusAID’s Australia Awards include the Australia Awards Scholarships, Australia Awards Fellowshipsand the Australia Awards Pacific Scholarships. They provide opportunities for long and short-termstudy and professional development and aim to:

o develop capacity and leadership skills so that individuals can contribute todevelopment in their home country

o build people-to-people links at the individual, institutional and country levels.

This scholarships policy handbook is for Australia Awards Scholarships. It does not include the

Australia Awards Pacific Scholarships, Australia Awards Fellowships or short courses. Throughout, theterm ‘scholarships’ shall mean Australia Awards Scholarships.

1.1. Australia Awards Scholarships

1.1.1. Australia Awards Scholarships aim to contribute to the long-term development needsof Australia's partner countries in line with bilateral and regional agreements. Theyprovide opportunities for people from developing countries to undertake full-timeundergraduate or postgraduate study at participating Australian universities andTechnical and Further Education (TAFE) institutions.

1.1.2. The contribution of Australia Awards is captured under one of the five strategic goals

of the Australian aid program - promoting opportunities for all. This goal includesempowering women to participate in the economy, leadership and education, andenhancing the lives of people with disability. AusAID encourages women and peoplewith disability to apply for Australia Awards Scholarships (for more information onsupport for awardees with disability see Chapter 9 .)

1.1.3. The study and research opportunities provided by Australia Awards Scholarshipsdevelop the skills and knowledge of individuals to drive change and contribute to thedevelopment outcomes of their own country.

1.1.4. To ensure the development impact of Australia Awards Scholarships, all awardeesmust return home on completion of their studies so they can contribute todevelopment in their country. Awardees are required to leave Australia for a minimum


12/111


of two years after completing their scholarship. Failure to do so will result in theawardee incurring a debt for the total accrued cost of their scholarship.

1.1.5. Australia Awards Scholarships generally cover the following fees and entitlements:(see Chapter 10 for further details.)

i. full tuition feesii. return air travel

iii. establishment allowance

iv. contribution to living expenses

v. an Introductory Academic Program

vi. Overseas Student Health Cover

vii. Visa expenses.

1.1.6. Subject to requirements and eligibility, Australia Awards Scholarships may also cover:

i. pre-course English language training fees

ii. supplementary academic support

iii. fieldwork (for research purposes only)

iv. Reunion airfare (for unaccompanied awardees).

1.1.7. The Australian Government does not provide any financial or other support for thedependants of awardees. Awardees are responsible, including financially responsible,for their family members who accompany them to Australia.

1.2. How to use this scholarships policy handbook

1.2.1. This handbook provides the guiding policy and instructions for those managing orundertaking the Australia Awards Scholarships. Institutions, applicants or awardees,AusAID officers at Program Areas (and their managing contractors/sub-contractors)have access to this handbook. They should be familiar with its contents andunderstand their roles and responsibilities.

1.2.2. Institutions, applicants, awardees, AusAID officers and Program Areas (and theirmanaging contractors and their sub-contracted Case Managers) must read and complywith this handbook. To help users identify the sections which are most relevant tothem, or identify actions they need to take to comply with the policy, this handbookdifferentiates users by coloured boxes and icons for each group of users. The key for

each user is at the bottom of each page.

1.2.3. Scholarships policy or instruction most relevant for applicants or awardees.

1.2.4. Scholarships policy or instruction most relevant for Program Areas (andtheir managing contractor and case mangers).

P

A


13/111


14/111


vii. monitoring and reporting the global performance of Australia Awards Scholarships

viii. managing OASIS and training for AusAID, managing contractors and institutionstaff

ix. managing whole-of-government relationships in Canberra

x. leading on AusAID’s participation in the Australia Awards.

AusAID Prog ram Area

1.3.3. AusAID Program Areas are in-country offices and AusAID country programsin Canberra (or desks), and work collaboratively on the following policytasks:

i. liaising with partner governments and relevant authorities on Australia AwardsScholarships matters

ii. organising the nomination process and promoting awards

iii. processing applications (hardcopy and online)

iv. managing the Australia Awards Scholarships selection process with assistancefrom the Australia Awards Office as required

v. forwarding recommendations to the Australia Awards Office for select awardeesto participate in the Australia Awards Leadership Program

vi. ensuring that all selection processes are equitable and transparent and thatconnections or relationships between applicants and staff employed in ProgramAreas or with managing contractors are disclosed and managed appropriately

vii. forwarding placement requests to institutions in OASIS by the deadline, and

ensuring that documents accompanying the requests have been properly certifiedviii. notifying all applicants of the outcome of the selection process

ix. holding functions for awardees as appropriate

x. advising the Australia Awards Office and institutions of awardees with disabilitywho require additional assistance, liaising with institutions to determine the levelof support they require and providing any additional support for awardees withdisability

xi. arranging an in-country pre-course in English where relevant

xii. arranging travel to Australia for awardees and recording travel details in OASIS

xiii. requesting character and/or police checks from awardees and ensuring these arereceived before awardees depart for Australia

xiv. providing pre-departure briefings to awardees, including AusAID alumni wherepossible

xv. processing and approving Australia Awards Scholarship variations in OASIS and inaccordance with current policy and financial delegations

xvi. overseeing performance and contractual matters relating to the managingcontractor (if applicable)

xvii. promoting and supporting Australia Awards Alumni networks.

P


15/111


1.3.4. A number of Program Areas have contracted in-country management of AustraliaAwards Scholarships to a managing contractor and sub-contracted Case Managers. Forthe purposes of this handbook, references to Program Areas may relate toresponsibilities of either Program Areas, managing contractor, or Case Managersdepending on each country program’s internal arrangements and the division of

responsibilities.1.3.5. The roles and responsibilities of managing contractors are generally set out in their

agreement with AusAID. However, Program Areas are responsible for clearly definingresponsibilities with the managing contractor and ensuring that they are aware of allguidance on Australia Awards, including this handbook. This responsibility extends tosub-contractors.

Institutions

1.3.6. Tertiary education institutions contracted by AusAID are responsible for in-Australia management of awardees in accordance with this handbook and

their contract with AusAID. Management responsibilities include:i. responding to Program Areas’ requests for placing an awardee

ii. meeting the academic and pastoral requirements of awardees from time of arrivaluntil the completion of their award, including, where necessary, intervening earlyto ensure academic success

iii. ensuring records in OASIS are up-to-date and accurate

iv. providing information to AusAID about the awardees on request

v. managing finances in accordance with the contract

vi. managing risks in accordance with the contractvii. providing reasonable assistance, including making reasonable adjustments, for

awardees with disability.

1.3.7. Institution Contact Officer:

i. institutions must nominate a contact officer whose role is to act as the primecontact for liaison between the institution and AusAID on matters not directlyrelated to awardees, such as AusAID’s contract with the institution.

1.3.8. Student Contact Officers:

i. an institution’s Student Contact Officers are the points of contact for awardees in

relation to Australia Awards Scholarships and anything over and above the role ofthe institution’s student services area. The institution decides how to managethese arrangements, including the roles and responsibilities of the contact officers.

Appl icants and awardees

1.3.9. Applicants are responsible for reading and understanding the policiesunderpinning Australia Awards Scholarships.

1.3.10. Awardees are responsible for providing complete, true and accurate information at alltimes including, but not limited to, the information provided in their award and visaapplications.

1.3.11. Applicants and awardees must not give false or misleading information at any time in

I

A


16/111


relation to their Australia Awards Scholarships application or while studying inAustralia. Giving false or misleading information is a serious offence under the CriminalCode Act 1995.

1.3.12. Awardees are responsible for their academic and personal conduct as defined inChapter 6 of this handbook and as stated in their contract with the Commonwealth ofAustralia, which they must sign to accept the scholarship offer.


17/111


2. Applying for an Australia Awards Scholarship

2.1. Eligibility criteria

2.1.1. To be eligible to receive an Australia Awards Scholarship, applicants must:

i. be a minimum of 18 years of age at the time of commencing thescholarship

ii. be a citizen of a participating country (as listed on the Australia Awards website)and be residing in and applying for the scholarship from their country ofcitizenship

iii. not be married, engaged to, or a de facto of a person who holds, or is eligible tohold, Australian or New Zealand citizenship or permanent residency, at any of theapplication, selection or mobilisation phases

(Note: residents of Cook Islands, Niue and Tokelau with New Zealand citizenshipare eligible but must apply for an AusAID Temporary Visa (subclass 576)

iv. not be current serving military personnel

v. not be applying for a visa to live in Australia

vi. not be applying for another long-term Australia Award unless they have residedoutside of Australia for twice the length of the total time that they were inAustralia (for example, a previous awardee who has been on an Australia AwardsScholarship in Australia for four years will not be eligible to apply for anotherAustralia Awards Scholarship until they have been home for eight years)

vii. have satisfied any specific criteria established by the applicant’s country orgovernment of citizenship

viii. be able to satisfy the admission requirements of the institution at which the awardis to be undertaken (this may mean that Program Areas will need to withdraw anaward offer if the recipient cannot satisfy the institution’s admissionrequirements. This may not be known until Program Areas request a placement atselected institutions)

ix. be able to satisfy all requirements of the Department of Immigration andCitizenship for an AusAID Temporary Visa (subclass 576). This may mean that theProgram Area will need to withdraw an award offer if the recipient cannot satisfy

the visa requirements.2.1.2. Applicants must inform the Program Area of any connection or relationship to staff

employed at Program Areas or with managing contractors so that the application maybe properly and transparently managed.

2.1.3. Program Areas may consider the following exceptions to 2.1.1(ii) in relationto applicants being required to apply from their country of citizenship:

i. applicants working for their government in a third country

ii. applicants residing in the immediate region to which they would be willing to

P

A


18/111


grant an award (e.g. Pacific Island countries considering applicants from othereligible Pacific Island countries), noting that the award will be reported asbelonging to the applicant’s country of citizenship.

2.2. Country and regional profiles

2.2.1. Applicants must read the applicable country or regional profile for details onthe application process, as opening and closing dates for applications anddocumentation requirements may vary. The profiles can be found atAustralia Awards websites

2.3. English language requirements

2.3.1. An applicant or awardee will meet AusAID’s English language requirements forreceiving an Australia Awards Scholarship if their first language is English and if theyhave undertaken their education in English.

2.3.2. Note that some institutions may still require evidence of English language proficiency,and Program Areas relying on the above may need to check whether Australianinstitutions accept applicants from particular regions or with particular qualificationsfrom English language institutions.

i. where an applicant or awardee does not meet AusAID’s English languagerequirements (see Section 2.3.1 ), the awardee will need to provide an academicEnglish language test result that meets the institution’s academic Englishlanguage requirement tests before commencing the approved main course ofstudies. The below are accepted English language tests:

o International English Language Testing System (IELTS)

o Test of English as a Foreign Language (TOEFL)

2.3.3. Awardees’ English language test results must be valid at 1 January of the year in whichthe awardee is commencing studies in Australia (IELTS and TOEFL scores are valid fortwo years after the test date).

2.3.4. The following scores are required for Australia Awards Scholarship awardeesnominated by Program Areas to participate in the Australia Awards LeadershipProgram, and are recommended by the Australia Awards Office for all AustraliaAwards Scholarship awardees:

i. an Academic IELTS result with an overall score of at least 6.5, with no band less

than 6.0, orii. a paper-based TOEFL overall score of at least 580, with a minimum of 4.5 in the

test of written English, or

iii. an internet-based TOEFL score of at least 92, with a minimum of 21 in all subtests.

2.3.5. Where an institution’s academic English language requirement is higher than AusAID’srequirement for the main course of study, the awardee must meet the institution’srequirement.

2.3.6. If a Program Area elect not to have an English language cut off, or to have a lower cutoff than recommended in Section 2.3.4 , the Program Area must not accept:

i. lower than the relevant institution English language entry score for direct entry

A

http://www.ausaid.gov.au/australia-awards/Pages/eligiblecountries.aspxhttp://www.ausaid.gov.au/australia-awards/Pages/eligiblecountries.aspxhttp://www.ausaid.gov.au/australia-awards/Pages/eligiblecountries.aspx


19/111


into the course

ii. scores that are more than half a point lower on the International EnglishLanguage Testing System (or the equivalent Test of English as a Foreign Language)than the relevant institution’s English language entry requirement for awardeesundertaking pre-course English in Australia.

Pre-course English training in Australia

2.3.7. Country programs may elect to provide English training to awardees in their homecountry. The following policy relates to pre-course English training in Australia.

2.3.8. An awardee who does not meet the institution’s requirements may be able toundertake pre-course English language training in Australia. This training may beprovided if the awardee is:

i. within half a point of the required IELTS, or

ii. within 25 points of the paper-based Test of English as a Foreign Language, or

iii. within 10 points of the internet-based Test of English as a Foreign Language.

2.3.9. Pre-course English training in Australia is for a maximum of six months. Exceptions tothis six month maximum must be agreed with the Australia Awards Office.

2.3.10. Pre-course English training in Australia is not available for awardees selected toparticipate in the Australia Awards Leadership Program.

Pre-course English l anguage training in-country

2.3.11. Program Areas may elect to provide pre-course English language training incountry, prior to mobilisation

i. Program Areas should assume that six months of English language training willresult in advancing

o Half an IELTS pointo 25 points TOEFL paper-based oro 10 points TOEFL internet-based

ii. it is up to Program Areas to determine on what basis they provide in-countryEnglish language training, and whether training is provided prior to or after aprovision offer of an award.

2.3.12. Program Areas will determine when applicants or awardees need to provide evidenceof their English language abilities and advise applicants accordingly. Program Areas

must provide the evidence in OASIS when requesting a placement for the applicant atan institution.

2.3.13. Before making a placement offer, institutions should give carefulconsideration to the English language training that an awardee may require.The institution may offer an in-Australia Pre-Course English program only ifthe awardee is within half an IELTS point or the equivalent TOEFL score of theInstitution’s minimum English language requirements.

2.3.14. An institution must not accept an awardee if he/she is unlikely to reach the standard of

English required for the main course of studies within the six months of PCE training.

P

I


20/111


2.4. Finding an appropriate course and institution

2.4.1. Scholarships are available only for courses that are listed on the CommonwealthRegister of Institutions and Courses for Overseas Students (CRICOS), which is theofficial Australian Government website that lists all Australian education providers

that offer courses to people studying in Australia on student visas.2.4.2. Scholarship applicants are not required to have an offer of place at an

Australian institution when they apply. However, applicants must haveresearched their preferred courses, including information provided oninstitution websites, and ensure that it is included on the CRICOS Register. The onlyexception is qualifying or preliminary courses, which do not need to be listed in theCRICOS. The Register is available at the official Australian Government website , though applicants are encouraged to research more broadly for information oncourses.

2.4.3. Applicants are expected to undertake research on the Australian institutions that may

provide the most appropriate course of study which meets their needs. The AustralianGovernment website is a good place to start. Applicants must include their course andinstitution preferences when submitting their application for a Scholarship.

2.4.4. Institutions may offer in-country information sessions and also haveextensive information on their individual websites. An institution mayrecommend a qualifying or preliminary course to be taken as part of theawardee’s academic program.

2.4.5. Program Areas may also assist applicants to make an informed decision onthe most appropriate course of study and location.

2.5. Types of courses available to applicants

2.5.1. The types of courses available for study under a Scholarship will depend on theapplicant’s home country government and/or AusAID policy. Australia AwardsScholarships may be available for the following types of courses:

i. Vocational Education and Training (VET) courses

ii. Bachelor degree (undergraduate) courses

iii. Master degree courses

iv. Doctorate degree (PhD) programs

2.5.2. Australia Awards Scholarships do not support completion of studies alreadycommenced in Australia.

2.5.3. Applicants must read the relevant Country or Regional Profile or check withthe nearest AusAID office to find out what types of courses are available tothem. For example, some country programs do not provide scholarships forPhDs.

A

I

P

A

http://www.cricos.deewr.gov.au/http://www.cricos.deewr.gov.au/http://www.cricos.deewr.gov.au/http://www.studyinaustralia.gov.au/http://www.studyinaustralia.gov.au/http://www.studyinaustralia.gov.au/http://www.studyinaustralia.gov.au/http://www.studyinaustralia.gov.au/http://www.studyinaustralia.gov.au/http://www.cricos.deewr.gov.au/


21/111


Bachelor degrees

2.5.4. The maximum duration of study permitted for a Bachelor degree is four years. DoubleBachelor degrees are permitted so long as both are included in the original offer andboth can be completed within four years.

2.5.5. Institutions may recommend an awardee undertaking a Bachelor degree todo an Honours year by submitting a Course Transfer variation in OASIS(refer Section 13.5.5 ).

2.5.6. Institutions must seek approval from Program Areas before inviting an awardee toundertake and Honours program. Institutions should provide the awardee’s subjectresults when seeking approval.

2.5.7. Approval must be sought by the institution no later than six months before theawardee’s scholarship completion date, to allow time for the Program Area to assessthe request, including seeking partner government approval where relevant.

Master degrees

2.5.8. The maximum duration for a Master degree program is two years.

2.5.9. Master degree programs may be offered by coursework, by research or by acombination of coursework and research. Masters by research or a combination ofcoursework and research should be offered only to those applicants who havedemonstrated the need for high-level research skills in order to undertake research orteaching or to supervise researchers upon their return home.

2.5.10. Double Master degrees are permitted only when both are included in the institution’soriginal offer and both courses can be completed within two years.

DoctDoctorate (PhD) programs

2.5.12. The maximum duration for a PhD is four years.

2.5.13. Study at doctorate level (PhD) may be subject to partner government approval.Normally, approval is given only where the applicant occupies, or is expected to

occupy, a senior position requiring individual research or the supervision and trainingof other researchers in a research organisation (e.g. university or research centre) inthe applicant’s home country.

2.6. Types of courses for which Australia Awards Scholarships arenot available

2.6.1. Australia Awards Scholarships are not available for:

i. undergraduate courses that require more than four years of study (e.g. medicaland veterinary science programs that take five or more years to complete)

ii. undergraduate courses that are available at tertiary education institutions in thehome country;

2.5.11. Applicants wishing to undertake a Masters by research must investigate anappropriate supervisor. Australian higher education institutions’ websitesidentify the institution’s areas of research strength. Applicants should supplyevidence of past research undertaken and highlight outcomes.

I

A


22/111


iii. training in areas related to nuclear technology or flying aircraft;

iv. legal workshops;

v. study by distance or external mode in Australia unless as part of CRICOSregistered course where the majority of units are undertaken in the primary

institution;vi. study by distance or external mode while residing outside Australia unless as part

of CRICOS registered course where the majority of units are undertaken inAustralia;

vii. military training;

viii. training in counter-subversion methods, the suppression of political dissent orintelligence procurement.

2.6.2. Generally scholarships will not be available for courses of study in Australia where theapplicant already has achieved that qualification and the qualification is deemed to beequivalent to the Australian qualification at the same level.

Ar ticulated study programs

2.6.3. An articulated study program is one that combines a lower and higher level course ofstudy, leading to award of the higher qualification. Examples include a vocationalcourse providing a direct pathway to a university undergraduate course of study; or aGraduate Diploma leading directly to a Masters, or a Masters leading directly to a PhD.

2.6.4. Scholarships are available for articulated study programs, subject to the relevantCountry or Regional Profile, but must not comprise more than two courses or have atotal duration in excess of the maximum duration permitted for the higherqualification (refer Section 5.2.9 ).

2.7. Application process

2.7.1. The Country and Regional Profiles detail the opening and closing dates for applicationsand which method of application is acceptable for that country or region. Not allProgram Areas are able to receive applications via the online application facility inOASIS.

2.7.2. It is important that applicants read and fully understand and comply withthe relevant Country or Regional Profile before submitting an application.Guidance for applicants on using the Online Application facility OASIS is at:OASIS Applicant User Guide websites .

2.7.3. Applicants will need to supply a number of documents to support their scholarshipapplication including, but not necessarily limited to:

i. a certified copy of original formal degree graduation certificate (i.e. testamur) and,if not in English, a certified translation of the degree

ii. a certified copy of original formal academic transcript/s and, if not in English, acertified translation copy of the transcript/s

iii. a certified copy of a citizenship document (e.g. passport or national identity card)

iv. a certified copy of original birth certificate and, if not in English, a certified

translation

A

http://www.ausaid.gov.au/Publications/Pages/2303_50_633_9711_3818.aspxhttp://www.ausaid.gov.au/Publications/Pages/2303_50_633_9711_3818.aspxhttp://www.ausaid.gov.au/Publications/Pages/2303_50_633_9711_3818.aspxhttp://www.ausaid.gov.au/Publications/Pages/2303_50_633_9711_3818.aspx


23/111


2.7.6. Program Areas may need to submit, on behalf of a successful applicant, anapplication form for the relevant institution in addition to the request forplacement to meet their institution’s specific enrolment requirements.

Document certif ication

2.7.7. Documents accompanying a scholarship application that require certification must becertified in accordance with the requirements below.

2.7.8. The original document has been sighted and the copy has been sworn to be a truecopy of the original by an authorised person at one of the following:

i. the official records department of the institution that originally issued thedocument/s; or

ii. an Australian overseas diplomatic mission; or

iii. an Australian Educational Centre.

2.7.9. The authorised person must:i. write ‘I certify this to be a true copy of the document shown and reported to me

as the original’; and

ii. sign and print his/her name, address, contact telephone number, profession oroccupation or organisation and the date verified; and

iii. include the official stamp or seal of the verifier’s organisation on the copy, if theorganisation has such a stamp.

2.7.10. For applicants that are unable to access an authorised person as listed in Section 2.7.9 at the application stage, supporting documents may be certified by a Notary Public.However, applicants who are awarded a scholarship must have their supportingdocuments certified by an authorised person as listed in Section 2.7.9 .

v. a curriculum vitae (CV) briefly detailing work history and responsibilities (andresearch experience, if relevant to the application)

vi. referee reports: at least one academic referee report and at least one otherreferee report (e.g. a work supervisor). Masters by Research or PhD applicantsshould provide two academic referee reports. A template for the preferred formatof a referee report is available at Australia Awards websites

vii. a certified copy of original English language test (IELTS OR TOEFL) resultscertificate valid until 1 January of the year in which the studies will commence.(For example, as results are normally valid for two years, the test date will need tohave been since 1 January 2012 for an application for a scholarship to commencestudies in 2014)

viii. PhD candidates only - evidence (e.g. letter or email communication) that theapplicant has received in-principle support for their research topic from apotential supervisor.

2.7.4. See Section 2.7.7 for requirements of certification.

2.7.5. PhD candidates only – if an Australia Awards Scholarship is awarded, an additionalresearch proposal for Program Areas to submit to institutions.

P

http://www.ausaid.gov.au/scholar/Pages/how-to-apply.aspxhttp://www.ausaid.gov.au/scholar/Pages/how-to-apply.aspxhttp://www.ausaid.gov.au/scholar/Pages/how-to-apply.aspxhttp://www.ausaid.gov.au/scholar/Pages/how-to-apply.aspx


24/111


2.7.11. Program Areas may elect at which stage of the application or selectionprocess they require correctly certified documents, provided that certifiedcopies are included in each request for placement at an Australianinstitution.

2.7.12. Applicants cannot verify their own documents, even if they belong to one ofthe categories listed in Section 2.7.8 , and documents cannot be verified by aperson directly related to the applicant. If an applicant has studied under aprevious name, they must supply documentary evidence to prove their change ofname, such as a marriage certificate, deed poll registration or other registration. Thedocumentation must show their previous name/s and their current name/s.

A

P


25/111


3. Fraud3.1.1. AusAID takes all possible steps to ensure that Australian Government funds are used

appropriately to deliver effective aid and development and treats all attempted,

alleged, detected and suspected fraud seriously.3.1.2. AusAID defines fraud as dishonestly obtaining a benefit, or causing a loss, by deception

or other means. It cannot simply be due to a careless, accidental or an erroneous act.

3.1.3. The following could constitute fraud in the context of the Australia Awards:

i. false application supporting documents

ii. false information on forms

iii. not disclosing relevant information

iv. not disclosing a conflict of interest (e.g. relationship with decision-makers)

v. deliberately claiming a benefit not entitled to (e.g. reunion travel whendependent family members are residing with the awardee in Australia).

3.1.4. AusAID has a ‘zero tolerance’ attitude towards any attempts to gain a benefitfraudulently from the Australian Government. AusAID has the right to vary or reverseany decision regarding an Australia Award made on the basis of incorrect orincomplete information.

3.1.5. Applicants that provide suspected fraudulent documents will be excluded from theselection process until the documents are verified. If fraud is confirmed, the applicantwill be ineligible to apply for further Australia Awards.

3.1.7. Institutions must report to the Australia Awards Office via email when itdetects or suspects that an awardee has committed fraud.

3.1.8. Program Areas must report to the Australia Awards Office via email when itdetects or suspects that an awardee has committed fraud.

3.1.6. When submitting their application for an Australia Award, applicants arerequired to declare that the contents of their application are true andcorrect; and acknowledge that AusAID has the right to vary or reverse anydecision regarding an Australia Awards Scholarship made on the basis of incorrect orincomplete information.

A

I

P


26/111


4. Selection

4.1. Selection process and criteria

4.1.1. Program Areas manage the selection process in each country/region and the selection

process is detailed in the relevant Country or Region Profile. The selection processshould include an interview of short-listed candidates.

4.1.2. Selection of applicants will take into account the applicant’s professional and personalqualities, academic competence and, most importantly, their potential to impact ondevelopment challenges in their home country. Each country or region may haveadditional selection criteria, which can be accessed in the relevant Country or RegionProfile (Australia Awards Participating countries websites ).

4.1.3. The table below is a guide for applicants to understand how Program Areas mightscore an applicant.

Outstanding: ≥90% Outstanding application with a study program that hasbeen very well developed in relation to its contributionto building leadership in support of home country’sdevelopment; an outstanding candidate with strongacademic capacity and demonstrated leadershipcapacities in strategic and inspirational thinking andpractice, who is very likely to make a significant impactin their field of practice in home country andinternationally.

Very good: 80% ≤ 89% High quality application with a study program that hasbeen well considered for its contributions to buildingleadership in support of home country’s development;a highly capable candidate who has demonstratedpromising leadership capacities in strategic andinspirational thinking and practice, who is likely to makea significant impact in their field of activity.

Good: 70% ≤ 79% Worthy application with a relevant study program; acapable candidate who has demonstrated somepromising leadership characteristics and is likely tocomplete the study program and make a soundcontribution to their field of activity.

Satisfactory: 60% ≤ 69% An adequate application with a relevant study program;a candidate that has demonstrated some initialleadership characteristics and is reasonably likely tocomplete the study program and make a contributionto their field of activity.

Limited:


27/111


4.1.1. Program Areas are responsible for selecting and awarding scholarships to themost suitable applicants. These are applicants who match the desired profile,who demonstrate a strong likelihood of succeeding in their studies and whowill be able to contribute to development in areas being targeted by the country orregional strategy.

4.2. Reintegration plans

4.2.1. Reintegration plans are an effective tool to assist Program Areas, applicants, awardeesand alumni at the selection, return-home and post-scholarship stages, and are stronglyrecommended as a best practice.

4.2.4. Program Areas may include reintegration plans as part of the applicationand selection process and require all applicants to complete a reintegrationplan to help selection panels identify which candidates have well thoughtthrough approaches for using their new skills on return to their home country.

4.2.5. Program Areas may include the applicant’s/awardee’s employer as a party to the plan,

particularly where the employer is holding the awardee’s position open, and wherethere is a strong human resource development priority for the Program Areas ’sAustralia Awards Scholarships.

4.2.6. The Australia Awards Office has developed guidance and templates for Program Areaswhich is available on the intranet or by emailing [email protected].

4.3. Successful and reserve applicants

4.3.1. The Scholarship selection process in each country (or, in some cases, in the region) willresult in a list of successful candidates equal to the number of scholarships availablefor the country or region, and in most instances a list of reserve candidates ranked in

order.4.3.2. Successful candidates become awardees once their placement at an Australian

institution has been processed and the candidate has signed the Scholarship contractwith the Commonwealth of Australia.

4.3.3. Program Areas should only select reserve candidates where they are highquality and should ensure that reserve candidates continue to meet alleligibility criteria and be deemed suitable for placement in the event that asuccessful candidate’s institution placement is rejected, or the candidate withdrawsbefore they depart for Australia.

4.2.2. Awardees may be required to complete a reintegration plan at any stage oftheir scholarship, including as part of their scholarship application.

4.2.3. The reintegration plan is a statement of intent by the applicant, setting outpractical and realistic examples of tasks on which they plan to apply the skills andknowledge gained through their studies in Australia and the possible constraints theythink could prevent them from achieving these tasks.

P

P

P

A


28/111


4.4. Selection of awardees to participate in the Australia AwardsLeadership Program

4.4.1. AusAID offers the Australia Awards Leadership Program (Leadership Program) eachyear to selected recipients of Australia Awards Scholarships. There are up to 200

participants per year.4.4.2. Participants in the Leadership Program are Australia Awards Scholarship awardees

who have been identified as current and future leaders and as having the potential toinfluence social and economic reform and development outcomes in their countriesand professional areas.

4.4.3. Only awardees who have not participated in the Leadership Program previously will beeligible to participate.

4.4.4. Program Areas will identify potential participants of the Leadership Programduring their selection process for Australia Awards Scholarship awardees.

Program Areas will use the OASIS facility to nominate candidates forparticipation in the Leadership Program by 8 August .

4.4.5. Only Australia Awards Scholarship awardees undertaking postgraduate study areeligible.

4.4.6. Program Areas must not recommend Australia Awards Scholarship awardees toparticipate in the Leadership Program if the candidate has already participated in theprogram (i.e. received an Australian Leadership Award in the past).

4.4.7. The Australia Awards Office will arrange for an Australia AwardsInterdepartmental Selection Panel to meet in Canberra in late August toselect up to 200 Australia Awards Scholarship awardees from across theglobe to participate in the Leadership Program. There is not a specific allocation tocountries or regions for Australia Awards Scholarships participating in the LeadershipProgram. However, the Panel will ensure that there is a reasonable spread of awardsgeographically and across the priority development themes, and that there is a genderbalance.

4.5. Advising applicants of selection outcomes

4.5.1. Program Areas will inform applicants of the outcomes of their AustraliaAwards Scholarships selection process. Following the Australia AwardsInterdepartmental Selection Panel meeting, Program Areas will also informthose Australia Awards Scholarships awardees that have been selected to participate inthe Australia Awards Leadership Program .

P

O

P


29/111


5. Placement

5.1. Request for placement and placement offers

5.1.1. After the selection of awardees is finalised, the Program Areas use OASIS to requestplacements for successful applicants at their first preference institution and course.

5.1.2. Requests for placement are assessed by institutions on merit. An institution willprocess a placement offer only where the awardee meets the institution’s admissionrequirements and is assessed as being capable of successfully completing thenominated course within the specified period (as recorded on the CRICOS).

i. for placements of awardees with disability, additional considerations andrequirements apply (see Chapter 9 ).

5.1.3. AusAID reserves the right to reject a placement offer made by an institution or towithdraw a placement request if submitted in error.

5.1.4. Successful applicants selected to undertake a PhD or Masters by Researchwill need to provide Program Areas with a well-developed research proposalto submit to the institution as part of the Request for Placement process.The proposal should include a proposed methodology, timeline and a brief literaturereview.

5.1.5. Program Areas should initiate requests for placement in OASIS by 25 Augustfor first semester commencement and by 15 March for second semester

commencement. Program Areas are to ensure that when submitting arequest for placement to an institution:

i. it is compliant with any country specific conditions set by the partner government;and

ii. the following has been uploaded or recorded in OASIS:

o properly certified supporting documentationo the awardee’s emergency contact detailso the dependants’ information, where relevanto the awardee’s passport number and expiry date.

iii. for PhD awardees, the following has been uploaded into OASIS:

o the letter or email communication, as outlined at Section 2.7.3 viii , from theapplicant’s potential supervisor giving in-principle support for the researchproposal; and

o the supporting documents outlined at Section 2.7.3 . 5.1.6. If the institution requests further information from Program Areas to process the

request for placement, Program Areas must respond promptly to enable theinstitution’s final response to the request for placement to be sent in accordance withthe timeframes outlined in Section 5.1.5 .

5.1.7. If an applicant’s first preference is declined by an institution, the Program Areas maydecide to approach the second or other preferred institution. The Program Areas will

liaise with the next preferred institution on that institution’s requirements. The second

A

P


30/111


preference institution will process the request for placement in OASIS in line with theprocess and timeframe outlined in Section 5.1.9 – 5.1.12.

5.1.8. If a successful applicant cannot be placed in any of their preferred courses, theProgram Areas must advise the applicant’s nominating authority and the applicant (asappropriate) that no placement can be offered. In such circumstances, the ProgramAreas will withdraw the offer, and may then request a placement for a reserveapplicant.

5.1.9. Institutions must respond to complete placement requests received inOASIS:

i. within 15 business days for coursework studies

ii. within 30 business days for research studies.

5.1.10. The institution may respond to a placement request in OASIS within 15 business daysof receiving the request by:

i. declining to offer a place at the institution and stating the reasons why

ii. offering a place conditionally

iii. offering a place unconditionally.

5.1.11. If the institution requires further information from the Program Area to process theplacement, the institution must respond to the request for placement as soon aspossible so as to attempt to meet the timeframe as at Section 5.1.9 .

5.1.12. The institution should ensure placement offers include:

i. the Introductory Academic Programii. the awardee’s nominated course (reflecting any credit for previous study or

recognition of prior learning that may reduce the length of time needed tocomplete the course)

iii. any preparatory programs deemed necessary by the institution

iv. any other compulsory courses or course elements (e.g. fieldwork, workattachments, first aid course, occupational health and safety course, etc.)

v. course costs and scholarship entitlements, as required (see Chapter 10 )

vi. any conditions of the offer

vii. additional information about the placement offer that the successful applicantshould be aware of when signing the offer and contract, such as courses that aredelivered in a non-standard mode (i.e. intensive mode or at more than oneinstitution).

5.2. Preparation programs

5.2.1. Preparation programs are courses deemed necessary by the institution to enable anawardee to successfully complete their qualification in the timeframe specified inCRICOS. Such programs may be formal or informal, for example bridging courses orspecial intensive courses, and may not lead to a recognised qualification.

I


31/111


5.2.2. Preparatory programs include:

i. pre-course English (see Section 2.3 )

ii. qualifying or preliminary programs for postgraduate awardees

iii. foundation programs for undergraduate and vocational education and trainingawardees.

5.2.3. Institutions may recommend preparatory programs that run for up to amaximum of 12 months. The total program of activities (i.e. a combinationof the preparatory programs and the main course of studies) must not resultin the scholarship duration being more than 12 months longer than the main course.

Foundation programs

5.2.4. A foundation program of up to 12 months may be offered by the institution tovocational education and training and undergraduate applicants if the institution

assesses that the awardee does not meet the required standard for direct entry intotheir chosen course.

5.2.5. Awardees may also attend in-country foundation programs as part of their scholarshipprogram. If awardees participate in foundation programs in their home country, theycannot also participate in a foundation program in Australia.

5.2.6. Awardees undertaking preparatory programs in Australia should commencetheir main course of study as soon as the preparatory program is completed.Awardees must achieve satisfactory results in their preparation program tocontinue their award, including preparatory programs undertaken in-country. Failureto achieve satisfactory results may result in termination of the award.

5.2.7. Upon receiving a request for placement, institutions should assess whetherthe awardee will require a preparation program to successfully completetheir qualification in the timeframe specified in CRICOS. Preparationprograms should be included in the initial placement offer. If the institution laterassesses that a shorter period of preparation is adequate, the institution must reducethe overall length of the award in OASIS through a reduction variation towards the endof the award period (see Section 13.7 ).

5.2.8. Institutions must seek Australia Awards Office approval if there is likely to be morethan a two week break between completion of the preparatory program and the maincourse of study at any time other than normal session breaks.

Ar ticulated study programs

5.2.9. For articulated study programs undertaken at more than one institution, theinstitution offering the higher course of study is deemed to be the primary institution.The primary institution will be responsible for the contractual obligations with AusAID.

5.2.10. The primary institution needs to ensure that both courses comprising the articulatedprogram are identified (and entered into OASIS) as part of the scholarship offer.

I

A

I


32/111


Reviewing a placement offer and issuing a letter of of fer

5.2.11. Program Areas are responsible for reviewing an institution’s placement offer, andissuing the placement offer, along with the scholarship contract to the successfulapplicant, and recording the applicant’s acceptance (or rejection) of the offer in OASIS.OASIS will send an email alert to the institution advising of this decision.

5.2.12. Program Areas should review a placement offer from an institution, andrequest further information or clarification if required, to ensure that itcontains the information as outlined at Section 5.1.12 .

5.2.13. Once the Program Area has reviewed the placement offer and is satisfied that it meetsthe requirements above, the Program Areas must:

i. generate a letter of offer and contract in OASIS, ensuring that specific conditionsrequired by the institution are included

ii. send the letter of offer and contract to the successful applicant to sign

iii. upload the signed contract into OASIS once it is received from the applicantiv. record the acceptance (or rejection) of the placement offer in OASIS.

P


33/111


6. Accepting the scholarship and its conditions

6.1. Accepting the scholarship

6.1.1. A scholarship is only offered once an applicant’s placement offer is finalised. Uponsigning the scholarship contract, applicants become awardees.

6.1.2. Successful applicants will receive a scholarship letter of offer and contractfrom the Program Areas in their country. To accept the scholarship and itsconditions, the successful applicant must read and sign the contract betweenthemselves and the Commonwealth of Australia and return it to the Program Area.

6.2. Scholarship conditions

6.2.1. In accepting the scholarship, awardees agree to:

i. commence the scholarship in the academic year for which it is offered

ii. satisfy all visa requirements determined by the Australian Department ofImmigration and Citizenship to hold an AusAID Temporary Visa (subclass 576), asset out at the department of immigration and citizenship websites .

iii. not hold another Australian Government scholarship, other than an AusAIDsupplementary award, at the same time as the Australia Awards Scholarship

iv. participate in the pre-departure briefing arranged by the Program Area

v. participate in the institution’s compulsory Introductory Academic Program whenthey arrive in Australia

vi. reside in Australia for the duration of the scholarship (apart from holidays, reunionvisits or fieldwork visits)

vii. undertake only the approved program for which the scholarship is offered, abideby the rules of the institution, submit all assessment items required for the courseand sit examinations, and complete their studies within the period stipulated intheir contract

viii. make satisfactory academic progress

ix. not undertake any additional off-scholarship tertiary studies during their time inAustralia on the AusAID Temporary Visa (subclass 576)

x. liaise with the Student Contact Officer at the institution regarding any proposedchanges to the approved program and acknowledge that approval is required fromthe institution, AusAID and, in some instances, the partner government, beforemaking any changes

xi. obey the laws of the Commonwealth of Australia and its states and territories andact in a manner that will not bring disrepute to AusAID

xii. advise AusAID immediately, via the institution’s Student Contact Officer, if theymarry a person who is an Australian or New Zealand citizen, or is a permanentresident of Australia or New Zealand

xiii. not apply for a different visa (other than the AusAID Temporary Visa (subclass576))

A

A

http://www.immi.gov.au/http://www.immi.gov.au/http://www.immi.gov.au/http://www.immi.gov.au/


34/111


xiv. leave Australia for a minimum of two years at the completion of their scholarship,and be aware that any time spent in Australia during the two year exclusion periodwill extend the end date of the two years accordingly.

6.2.2. Commit to repay their debt to the Commonwealth of Australia for the accrued cost oftheir scholarship if they do not leave Australia at the completion of their scholarship, orif they want to apply for a visa to return to Australia long-term within two years ofcompleting their scholarship

6.2.3. AusAID may terminate an award if any of the above conditions are breached.

6.2.4. Awardees also:

i. agree that information about themselves and their dependants will be collected byand exchanged between AusAID and others, including Australian ministers, theParliament, government agencies, Australian tertiary institutions, partnerorganisations (including managing contractors and sub-contractors), Australianimmigration authorities, medical insurers, medical practitioners, Case Managers,the Australia Awards alumni network, their home government (where applicable)and other relevant parties for the purpose of promoting and administering thescholarships or in relation to other development activities, and

ii. consent to the Australian Government using an