Establishing Student Awards

Category: Governance
Number: GOV-010-025
Audience: All University employees
Issued: May 05, 1997
Revised: September 16, 2014
Owner(s): Provost and Vice-President (Academic)
Approved by: Board of Governors
Contact: Director, Enrolment Services - 306-585-2327; and Dean, Faculty of Graduate Studies and Research - 306-585-5185

Introduction

This policy provides a coordinated approach for proposing and approving student awards.

In this policy, the term “student awards” represents the various categories of financial and non-monetary recognition that may be established for students, including but not limited to:

Policy

A student award must satisfy the following conditions, in compliance with GOV-030-005 University Gift Acceptance:

  • The individual or organization proposing to fund a student award will be informed and accept that the intent of the student award must be compatible with the Mission Statement of the University, and further must conform to the requirements of the Canadian Charter of Rights and Freedoms and those of The Saskatchewan Human Rights Code;
  • The organization may not have stated goals and objectives which violate the requirements of the Canadian Charter of Rights and Freedoms or those of The Saskatchewan Human Rights Code;
  • Individuals or groups known to espouse views contrary to the goals and objectives of the University will not be eligible to fund student awards; and
  • The terms and conditions of the student award must conform to the regulations of the University of Regina Council respecting awards.

The President delegates the responsibility for accepting student awards to:

  • Director of Enrolment Services, for undergraduate student awards; and
  • Dean, Faculty of Graduate Studies and Research (FGSR), for graduate student awards.

Consequences for Noncompliance

If a proposed student award, or a proposed change to an existing student award, does not meet the conditions in this policy, it will not be approved. An employee who processes a student award without proper approval may be subject to disciplinary action.

Processes

Proposing New Student Awards or Changes to Student Awards

Proposals for new student awards or changes to existing student awards are reviewed by:

  • Manager, Admissions, Student Awards and Financial Aid, for undergraduate student awards; or
  • Manager, Graduate Scholarships and Awards, for graduate student awards; and
  • Associate Vice-President (External Relations).

Following review, proposals are submitted for approval to:

  • Student Awards and Financial Aid Office, for undergraduate student awards; or
  • Faculty of Graduate Studies and Research, for graduate student awards.

Proposed student awards or changes in the terms of student awards that are not in accord with the University's policies or include sensitive issues require the following steps:

  1. Council authorizes the establishment of the student award and recommends to Senate;
  2. Senate recommends the student award to the Board of Governors; and,
  3. The Board of Governors approves the student award.

Processing Student Awards

The University establishes an account to which contributions and donations may be deposited in either the:

  • Trust Fund, to commence earning investment income; or
  • Operating Fund, for student awards that will be annually funded by a donor.

The request to establish the account must be made by one of the following:

  • President;
  • Vice President (Administration);
  • Associate Vice-President (Finance); or
  • Associate Vice-President (External Relations), if the monies are donated.

Endowed Student Awards

  • In the case of an endowed student award, four percent of the average market value of the endowment over the previous three years is used to fund the student award. The remainder of earnings is used to prevent the erosion of the endowment by inflation. The value of particular student awards is permitted to vary somewhat from the four percent calculation, so that the actual amount does not have to be varied every year. The percentage of the average market value used to fund the student awards is to be reconsidered from time to time, to ascertain its appropriateness in light of rates of inflation.
  • The income available for endowed student awards is net of any fees incurred in managing the underlying investments.

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