Scholarship Policy

This policy applies to University student scholarships at undergraduate and postgraduate taught level and outlines the requirements for consistency of process and procedures in relation to:

• Developing and approving new scholarships;

• Administering scholarships;

• Amending existing scholarships.

The term “Scholarship” refers to awards of monetary value or equivalent, including fee discounts and financial aid, based on academic merit and non-academic award criteria. Scholarships may be funded from any combination of:

• DCU budgets allocated from DCU Core Grant, Student Fees and Other Income;

• External Sponsors via the DCU Educational Trust;

• Other External sponsors.

The purpose of this Policy is to ensure transparent processes and overall procedural consistency across University scholarships while allowing sufficient flexibility for individual Faculties, Units and scholarship funders to administer their scholarships in a manner appropriate to their core objectives. The University seeks to collate information on existing DCU scholarship opportunities and to support the promotion of these scholarships to prospective and current students. 

The Policy applies to DCU scholarships at Undergraduate and Postgraduate Taught that are:

• Awarded, or maintained, based on merit-based achievements and/or

• Awarded or maintained based on non-academic achievements and/or

• Involve a monetary benefit and/or 

• Involve a benefit in kind and/or 

• Employ the DCU brand.

Please note that this policy does not apply to DCU Postgraduate Research related scholarship and subsidiary companies are not included.

On occasion, once-off opportunities may arise during the academic year for example, for students to attend a summer school with a partner institution where there is an MOU in place. Individual faculties may contribute to the cost of the students’ flights and subsistence in such instances, should they wish. These once-off opportunities do not require formal SAC approval. However, they will be noted by the SAC.

1. This Policy applies to University scholarships awarded to students undertaking undergraduate or postgraduate taught studies.

2. Scholarships must be in alignment with the University’s mission and strategic objectives. 

3. The Scholarships Advisory Committee (SAC) is responsible for oversight in relation to scholarship policy, regulations and awarding criteria to ensure transparency, accountability and relevance.

4. Scholarship Administrators in Faculties and Units will ensure the accuracy and rigour of all scholarship processes to facilitate effective delivery to students and funders. Scholarship administration will include promotion of scholarships through the University website and other appropriate communication channels.

5. Proposals for new DCU scholarships must be submitted to the SAC for review on behalf of the Executive.

6. Administration of scholarships will adhere to the principles of data management as outlined in the University’s Data Privacy Policy and Data Retention Policy.

7. This Policy does not extend to externally funded and administered awards, e.g. Chartered Accountancy Ireland Awards (own criteria, own selection and sponsoring students directly).

8. Scholarship payments, fee discounts and fee waivers will be managed by individual Scholarship Administrators in consultation with Registry.

Scholarship Advisory Committee (SAC)

The SAC (a Sub Committee of the University Executive Committee) is responsible for:

• Developing, implementing and reviewing the University Scholarships Policy.

• Approving and periodically reviewing criteria, conditions and regulations associated with University scholarships.

• Reviewing proposals for the establishment of new scholarships.

• Making recommendations to the University Executive Committee in respect of proposed changes, including cessation, to existing scholarships.

• Advising the University Executive Committee on strategy in relation to merit-based scholarships.

• Approving and periodically reviewing procedures to assure quality and equity in relation to the allocation of scholarships, including any related appeals processes.

• Reporting annually to the University Executive Committee.

Scholarship Administrators

The Scholarship Administrators are members of the Faculty Office nominated by the Dean. 

Scholarship Co-ordinators

The Scholarship Coordinator reports to the Chair of the SAC and is responsible for coordinating the operational aspects of University scholarships in conjunction with the individual Faculty/Unit Scholarships Administrators.

Executive Dean/Unit Director

The Executive Dean/Unit Director is responsible for:

• The Executive Dean/Unit Director is responsible for all scholarships offered through the respective Faculty or Professional Unit as applicable, including formal approval of budget, branding and marketing plans for the scholarship.
• Selection of scholarship applicants each year.

Finance / Registry

Finance are responsible for:

• Financial tracking and reporting on scholarship expenditure.

Registry are responsible for:

• Processing approved fee waiver/discount and/or payment to students.

• Ensuring funds are correctly disbursed and paid to students, based on approved request from Scholarship Administrators across Faculties and Professional Units.

DCU Educational Trust (DCUET)

DCU Educational Trust DCUET is an independent legal entity governed by a Board of Trustees, responsible for developing philanthropic relationships to support the University’s mission to transform lives and societies. DCUET meets regularly with the University Senior Management and with Faculties and Units to coordinate fundraising priorities and donor strategies.

They are responsible for: 

• Investing philanthropically sourced scholarship funds to ensure availability of funding in line with scholarship commitments.

• Disbursing scholarship funds to the University, in accordance with donors’ intentions. 

• Liaising with Faculties and Units, where relevant, to provide assurance to donors that endowed funds are properly managed and disbursed in accordance with the donors’ intentions.

• Ensuring that the SAC is kept informed of any new scholarships.

• GDPR guidelines.

• Scholarship Advisory Committee Terms of Reference.

• Scholarship SOP template.

Information regarding the range of DCU scholarships offered as well as further detail on how scholarships are managed and administered in DCU can be found on DCU Scholarships.

Any queries regarding this policy can be directed to the Head of President’s Office Operations, President’s Office.

This policy will be reviewed as and when changes are required.

1. SCOPE OF THE SAC 

DCU SAC is responsible for the oversight of DCU student scholarships (Undergraduate, Postgraduate Taught) and prizes (money awards) on behalf of the Executive. The scope of the SAC extends to DCU student scholarships, (Undergraduate and Postgraduate Taught including academic merit, fee waiver/discount; accommodation; sporting achievement and financial aid) that are financed from Core Grant and Fees, or funded through the DCU Educational Trust, and scholarships that are funded by a third party organisation/institution but jointly administered by DCU and/or are assessed by DCU and/or are branded as DCU scholarships. Prizes are awarded by Faculties and are generally a monetary award of fixed value, presented to a student in recognition of academic excellence in a specific area of study. In terms of oversight, an annual schedule of prizes (money awards) awarded will be required by the SAC from each Faculty at the end of the academic year. The schedule will contain details of the prize, including terms and conditions, selection criteria, and the amount of prize funding. SAC will provide Faculty Managers with a template form for this purpose. 

1.1 Excluded from Scope: 

Externally funded and administered scholarships (e.g. Research Ireland, IRC, Erasmus Mundus, local government awards); Fellowships; other funded postgraduate research students; third party employer-employee fee paying sponsorships. 

Scholarships which are externally funded, assessed and administered, but which require that scholarship payments are processed and transferred to the successful students via DCU, will be noted by the SAC and the scholarship summary information will be captured in the DCU Scholarship Awards System (in due course). Oversight of this financial payment process, however, is a responsibility of the Finance Office and does not fall within the scope of SAC. 

2. KEY DEFINITIONS RELATED TO SCHOLARSHIPS IN DCU 

It is important to note that the terms ‘Scholarship’, ‘Fee Discount’ and ‘Bursary’ are frequently used interchangeably. While this is something the SAC may revisit in the future, for now, it is widely accepted that the terms applied vary depending on the specific award and its purpose. 

For example, from the Student Recruitment perspective, we know that the value of marketing a ‘scholarship’ rather than a ‘fee discount’ for international students yields a greater level of interest in DCU. 

2.1 SCHOLARSHIP 

Scholarship means funds awarded with the intention of supporting the education expenses of the student. DCU Scholarships are generally awarded on the basis of merit - academic excellence/achievement; sporting ability - or financial need. The Scholarship funding is generally awarded to help cover tuition fees (in full or in part), accommodation costs, transportation, books etc. and do not require repayment. 

2.2 BURSARY 

A Bursary is normally awarded on the basis of a student’s personal circumstances and may be targeted at students from sections of society that are significantly under-represented in higher education. Bursaries generally offer support with course related costs but in some cases may be available to help students to participate in opportunities such as internships or study abroad trips. 

2.3 PRIZE 

Prize is a monetary award of fixed value, or an award in kind, presented to a student in recognition of academic excellence in a specific area of study. There is no application process and the successful awardee is normally identified by the School, Faculty or University, based on the highest mark/top-ranked outcome etc. 

2.4 FEE WAIVER OR DISCOUNT 

A tuition fee waiver or discount reduces the amount to be paid for tuition fees. Some awards cover fees in full, others reduce the fee payable. 

3. EXTERNALLY FUNDED SCHOLARSHIPS 

1. Externally funded and independently administered scholarships DCU has no role other than in promoting such scholarships via the Faculty or Careers Office. These scholarships do not fall within the remit of the SAC. 

2. Externally funded and administered but disbursement of funding to the award recipients is managed through DCU. These scholarships, while noted by the SAC and captured on the DCU Awards System (in due course) do not fall within the remit of the SAC. 

4. SCHOLARSHIP PRIMARY ADMINISTRATIVE CONTACT 

Means the primary contact with responsibility for the scholarship application and selection process on behalf of his/her Faculty, School or Unit.

4.1 SCHOLARSHIP COORDINATOR 

The Scholarship Coordinator reports to the Chair of the SAC and is responsible for coordinating the operational aspects of University scholarships in conjunction with the individual Faculty/Unit Scholarships Administrators. The Scholarship Coordinator is Linda Chan, Executive Assistant, President’s Office.