SA05: Scholarships, Awards and Bursaries

  • Policy #: SA05
  • Responsible Authority: Registrar
  • Approval Authority: President's Council
  • Executive Sponsor: Vice President, Student Services
  • Approval Date: 2008/06/25
  • Last Reviewed: 2015/06/10
  • Mandatory Revision Date: 2020/06/10
  • Downloadable Version: Scholarships, Awards and Bursaries

PURPOSE
To define the process of creating, evaluating, awarding and administering scholarship, award and bursary programs to students.

SCOPE
This policy applies to all members of the College Community as well as external organizations, sponsors and donors who contribute and participate in the scholarship, awards and bursary programs.

DEFINITIONS

Word/Term

Definition

Academic Good Standing

Unless the program has stipulated otherwise, a student who achieves a grade point average at or above 1.7 (equivalent to a letter grade of C-), as well as any minimum grade requirements in a particular course(s) or program.

Algonquin College Foundation

Official fundraising unit of the College that also acts as the liaison between the donor and the College.

Award

Given in recognition of a student’s academic achievement with combined effort in extracurricular activities or other activities such as volunteerism and leadership. This takes various forms, including a sum of money, medal, plaque, books, tools or memberships.

Bursary

Financial support provided to a student based primarily on proven financial need as assessed by the College’s Financial Aid and Student Awards Office.

College Community

 

Includes all students, employees of the College, staff of the Student’s Association, contractors, clients, volunteers and visitors to the College.

Donor

 

 

An individual, group, foundation or corporation that donates money, in accordance with Canadian Revenue Agency guidelines to the Algonquin College Foundation in order to create an award, bursary, or scholarship to provide financial assistance to students that meet the established criteria.

External Organization

Includes not-for-profits organizations, associations, foundations or corporations who have their own bursary, award and scholarship program.

Financial Aid and Student Awards ( FASA )

Administers federal and provincial student loan programs, as well as scholarship, award and bursary programs. FASA also provides guidance and financial advice and information to students and is the liaison between College departments, the Algonquin College Foundation and external organizations and sponsors.

Funder

A source or supplier of money to provide financial assistance.

Government Funded Bursaries

Financial support provided to a student based on proven financial need. Other eligibility requirements may have to be met and will be listed in the bursary description. These funds are provided to Algonquin College through the Ministry of Training, Colleges and Universities (MTCU).

Nominator

An individual who nominates a student for an award.

Privately Funded Student Aid

 

Financial support provided to a student based on various eligibility requirements.   This money is donated to the Algonquin College Foundation or provided through external organizations or sponsors.

Provincially Mandated Student Aid

The province mandates that a percentage of the tuition fees collected from full time students is used for financial aid programs.

Scholarship

Sum of money awarded based on academic achievement.

Sponsor

An individual or group that selects their own recipients and funds their education in part or in full.

POLICY

1. Scholarships

1.1         Scholarship criteria are established in a formal agreement between the College and the donor in consultation with the Algonquin College Foundation and approved by the College. Students must have also achieved a grade point average at or above 3.6 (equivalent to the letter grade A-) to be considered for a scholarship. If the scholarship is categorized as an entrance scholarship, the academic criteria from the previous institution must be shown to be equivalent. The College’s grading system can be found in AA 14 Grading System Directive.

 1.2          The selection of the recipients is determined by Financial Aid and Student Awards (FASA) based on the academic criteria. When necessary, the school or department within the College will be consulted to determine the most suitable candidate. Typically, a student would not receive more than one scholarship per academic year.

1.3          The selected student will be notified by FASA.

1.4          The scholarship is reflected on the official student transcript.

1.5          The recipients of scholarships are recognized publicly by the College typically at the School level achievement celebrations.

2. Awards

2.1          Award criteria are established in a formal agreement between the College and the donor in consultation with the Algonquin College Foundation and approved by the College. A student may apply and/or be nominated for an award through FASA. The student must have achieved a grade point average at or above 3.0 (equivalent to the letter grade B) to be considered for an award.

2.2          The selection process is administered by FASA typically through a selection committee consisting of representatives from a school or department.  Typically, a student would not receive more than one award per academic year.

2.3          The selected student will be notified by FASA.

2.4          Award recipients are publicly recognized by the College typically at the School level achievement celebrations.

3. Bursaries

3.1         Privately funded bursaries criteria is established in a formal agreement between the College and the donor in consultation with the Algonquin College Foundation and approved by the College. Students must also be in academic good standing.

3.2          Government bursaries are established by the College in accordance with MTCU guidelines.

3.3          Students must apply to FASA for a bursary. The selection of bursary recipients is based on demonstrated financial need. Typically, a student would not receive more than one government funded bursary and one privately funded bursary per academic year.

3.4          The selected student will be notified by FASA.

3.5          The recipients of bursaries are not recognized publicly by the College and should not be included in any School level celebration due to the highly sensitive financial criteria required to be a recipient.

3.6          Typically, a student involved in a collaborative program with another institution would be governed by the MoU which defines who administers the student’s financial aid.

4. Emergency Bursaries

4.1         Emergency bursary criteria are established in a formal agreement between the College and the funder in consultation with the Algonquin College Foundation and approved by the College. Students must also be in academic good standing.

4.2          Students must apply to FASA for an emergency bursary. The selection of bursary recipients is based on demonstrated financial need, unanticipated circumstances and the significance of their emergency situation. Typically, a student would not receive more than one emergency bursary per academic year.

4.3          The recipients of emergency bursaries are not recognized publicly by the College and should not be included in any School level celebration due to the highly sensitive financial criteria required to be a recipient.

PROCEDURE

 

Action

 

Responsibility          

 

SCHOLARSHIPS

 

 

 

1.      Select recipients for scholarships according to established academic criteria.

 

FASA and Academic Areas

 

2.      Notify the recipients and the Faculty or School of the scholarship.

 

FASA

 

3.      Coordinate the distribution of the scholarship funds to student.

 

FASA

 

4.      Coordinate a recognition opportunity or event for the scholarship recipients.

 

Faculty or School

 

5.      Keep a current list of scholarships and report the annual recipients to the College Foundation and/or the appropriate department, Faculty or School

 

FASA

 

6.      Record the scholarship name and date awarded on student transcript. Keep a list of scholarships and the annual recipients.

 

Registrar’s Office

 

Awards

   
 

1.      Students apply or are nominated for College awards.

 

Student or Nominator

 

2.    Select students for award based on the award criteria.

 

FASA and Academic Areas

 

3.    Notify the recipients and Faculty or School of the recipient(s) of the awards.

 

FASA

 

4.    Co-ordinate the distribution of the award to student.

 

FASA

 

5.    Co-ordinate a recognition opportunity or event for the award recipients.

 

Faculty or School

 

6.    Keep a current list of awards and report the annual recipients to the College Foundation and/or the appropriate department, Faculty or School.

 

FASA

 

Bursaries

   

 

1.      Apply for bursary according to the criteria and process posted on the FASA website.

 

Student

 

2.      Notify all applicants of the results of their bursary application.

 

FASA

 

3.      Coordinate the distribution of the bursary funds to student.

 

FASA

 

4.    Keep a current list of bursaries and report the annual expenditures to the College Foundation and/or the appropriate department, Faculty or School.

 

FASA

 

Bursaries – External Organizations

 

 
 

1.      Complete an application for the external organization.

 

Student

 

2.    External organization recipients are selected by external organization according to the established criteria.

 

External Organization

 

 

3.    Notify FASA of the bursary recipients.

 

External Organization

 

4.    Notify bursary recipients.

 

FASA

 

5.    Coordinate the distribution of funds as instructed by the external organization.

 

FASA

SUPPORTING DOCUMENTATION

Appendix 1       External scholarships and bursary contact information

RELATED POLICIES
SA 10 – Student Loans
AA 14 – Grading System

RELATED MATERIALS
MTCU Tuition and Ancillary Fees and Reporting – Operating Procedures