ACK Academic Scholarship Policy and Procedure

ACK Academic Scholarship Policy and Procedure

ACK Academic Scholarship Policy and Procedure

PURPOSE

To ensure that clear guidelines are available regarding criteria for allocation of ACK Academic Scholarships to students.

SCOPE

This policy and associated procedure applies to all Diploma and Degree level students registered at ACK except for the Chairman’s Scholarship which is for all levels.

POLICY STATEMENT

  • As part of its Corporate Social Responsibility, ACK is committed to award Academic Scholarships to a number of incoming or existing Diploma and Degree level students with outstanding academic performance who might not otherwise have the opportunity to study at the College.
  • ACK Academic Scholarships cover the full tuition fees for one semester. Students may apply for Academic Scholarships in all semesters of their Diploma and Degree programs; however, receipt of an Academic Scholarship in any semester is determined according to the selection criteria. Accordingly, existing Academic Scholarship holders must continue to perform at outstanding levels to enhance the opportunity for further allocations. Students may re-apply for a scholarship in subsequent semesters.
  • Students with a record of violation under the Student Code of Conduct or Code of Academic Integrity Policy and Procedure will not be eligible for an ACK Academic Scholarship. Applications for an Academic Scholarship must be submitted using the ACK Academic Scholarship Application Form. The ACK Scholarship Committee will reject any application with incomplete data;
  • Prospective students are encouraged to apply for an ACK Academic Scholarship. Scholarships offered to a new student is subject to the recipient meeting all Admissions and Registration requirements for the level of study associated with the application.
  • The key criteria in considering Applications for Academic Scholarships are:
    • Not in receipt of any other Scholarship or Financial Bursary towards study; and
    • Minimum cumulative GPA of 3.75 out of 4.00 (or 94% for High School leavers). For students with GPA score out of 7; the formula for conversion to score out of 4 is (GPA score +1)/2.
  • The Committee allocates 7 Academic Scholarships each semester (6 for Diploma and 1 for Degree) from the Committee. Applicants should provide as much detail as possible on the application form.
  • Under normal circumstances a minimum of one Academic Scholarship will be allocated to each semester level within the Diploma courses as follows:
    • Minimum of one Academic Scholarship relating to Semester 1 students
    • Minimum of one Academic Scholarship relating to Semester 2 students
    • Minimum of one Academic Scholarship relating to Semester 3 students
    • Minimum of one Academic Scholarship relating to Semester 4 students
  • In addition to the above Academic Scholarships determined by the ACK Scholarships Committee, the ACK Chairman has a separate allocation available at his discretion. Currently up to 15 Chairman’s Scholarships and Bursaries may be available.
  • The decisions regarding allocation of ACK Academic Scholarships will be made at the beginning of each semester.
  • Selected ACK Academic Scholarships may be “named” in honor of present or past Board and/or executive members.
  • Students must apply or re-apply for the scholarship before the commencement of each semester and disclose all required details in support of their application. This information will be treated with the strictest confidence by the College.
  • In determining the allocation of ACK Academic Scholarships, the Scholarship Committee will not only take into account previous academic performance but also other factors as specified in the ACK Academic Scholarship Information and Criteria Sheet including participation in extra-curricular activities.
  • Students awarded an Academic Scholarship will have this citation included on their official transcript.
  • All applications are treated with utmost confidentiality in accordance with Student Records Privacy Policy.
  • The College cannot guarantee the availability of an Academic Scholarship to any particular student.
  • Any amount of Academic Scholarship approved by the college will be offset against the fees payable for the particular semester; and Academic Scholarships do not cover fees relating to any units in excess of the normal semester load.
  • Chairman’s Scholarships and Bursaries (also incorporating Minister’s Office Scholarships):
    • The Chairman may allocate Scholarships or Bursaries for a specified period and for a nominated amount per semester;
    • Chairman’s Scholarships and Bursaries can be for any level of study including Foundation Skills;
    • The Selection Criteria associated with Chairman’s Scholarships and Bursaries are at the discretion of the Chairman;
    • A general requirement in order to retain a Chairman’s Scholarship is maintenance of a minimum semester GPA of at least 3.75 for Diploma and Degree level1 students or 2.80 for Foundation level2 students;
    • The Chairman may require other conditions in order to retain a Chairman’s Scholarship or Bursary;
    • Students with a record of violation under the Student Code of Conduct or Code of Academic Integrity Policy and Procedure will not be eligible to obtain or to retain a Chairman’s Scholarship or Bursary;
    • At any time, the Chairman may exercise discretion with regard to continuation of a Chairman’s Scholarship or Bursary;
    • The Senior Manager, Office of the Vice President - Academic Affairs, is responsible for all administrative matters relating to Chairman’s Scholarships and Bursaries including notifications to recipients;
    • Upon a decision by the Chairman or his delegate regarding allocation of any Chairman’s Scholarship or Bursary, a confirmation document is to be signed by the President, Allocation of Chairman’s Scholarship. The signed form shall be forwarded to the Senior Manager of Office of the Vice President - Academic Affairs for updating of records;
    • Students in receipt of a Chairman’s Scholarship or Bursary must sign, no later than one month prior to the commencement of each semester, an acceptance form, Acceptance of Chairman’s Scholarship relating to conditions for continuation of the Scholarship or Bursary. Failure to sign by the required date will result in loss of Scholarship or Bursary. The signed form is to be submitted to the Senior Manager of Office of the Vice President - Academic Affairs;
    • Prior to the commencement of each semester, the list of all internally funded Scholarships and Bursaries will be reviewed and signed by the President and Vice President – Academic Affairs, for confirmation by the Chairman.

CONTROL OF PROCESS

  • The following procedures relate to the process for student applications for Academic Scholarship and subsequent consideration by the ACK Scholarship Committee.

Timeline regarding Academic Scholarship Applications

Time period Action Person responsible
Three weeks prior to advertised commencement of semester (Closing Date) Final deadline for receipt of Academic Scholarship Applications via Registration Unit counter Student
Three weeks prior to commencement of semester (Closing Date) Collation of applications Senior Manager Office of the Vice President - Academic Affairs
Three weeks prior to commencement of semester (Closing Date) Summary of details relating to applications Senior Manager Office of the Vice President - Academic Affairs
One week prior to commencement of the semester Review of applications and allocation of Academic Scholarships Academic Scholarships Committee
One week prior to commencement of the semester Communication by email to all applicants, Assistant Financial Controller and Scholarships section in Admissions and Registration Senior Manager Office of the Vice President - Academic Affairs

Procedure to apply for Academic Scholarships

  • Students wishing to apply for an Academic Scholarship should:
    • Download the ACK Academic Scholarship Application Form;
    • Complete all sections of the form;
    • Attach all required documents;
    • Include a full description of circumstances associated with the application;
    • Submit the form and all associated documents by the required deadline in a sealed envelope marked “Confidential to the Senior Manager- Office of the Vice President - Academic Affairs”; and
    • Sign the Register of Confidential Documents at the Registration Unit counter to confirm submission of the Academic Scholarship Application.

Processing of Academic Scholarship Applications by ACK

  • Upon receipt of Academic Scholarship Applications, the following procedure will be enacted by college staff:
    • Registration Unit counter staff member receiving any confidential documents including Academic Scholarship Applications should immediately enter the name and student ID (or mobile number if non ACK student) in the Register of Confidential Documents and ensure signature of student in the Register as having submitted the Confidential Document.
    • Senior Manager- Office of the Vice President - Academic Affairs will collect all incoming Academic Scholarship Applications as they are submitted and hold in secure storage until the closing date: three weeks prior to commencement of new semester.
    • On the closing date, the Senior Manager- Office of the Vice President - Academic Affairs, will collate all applications and prepare a list of applicants. Students with a record of violation under the Student Code of Conduct or Code of Academic Integrity will be removed from the list with explanation noted.
    • On the closing date, the Senior Manager- Office of the Vice President - Academic Affairs will summarise details relating to each applicant according to the criteria listed on the ACK Academic Scholarship Information and Criteria Sheet.
    • Within a period of two weeks after the closing date, ACK Academic Scholarships Committee to meet and review applications and allocate Academic Scholarships taking into account:
      • Previous academic performance;
      • Financial position of applicant;
      • Other factors deemed relevant by the committee.
    • One week prior to commencement of new semester the Senior Manager- Office of the Vice President - Academic Affairs, to email all applicants with notification of result of application. Confirming signed letters for recipients of ACK Academic Scholarships will be available for collection from the Registration Unit counter at the beginning of the new semester.
    • Senior Manager- Office of the Vice President - Academic Affairs will notify Finance Department with regard to fees adjustment.

TERMS AND DEFINITIONS

  • An Academic Semester (Semester): is a Fall or Spring semester. Summer semester is not considered an academic semester.
  • ACK Academic Scholarship: is an award by the college to cover the full tuition fees for a new or existing Diploma or Degree level student for one semester. ACK Academic Scholarships are only available for students with outstanding previous results who may not otherwise have the opportunity to study at the college.
  • The ACK Scholarship Committee:Consists of the following individuals:
    • a. Vice President – Academic Affairs: Committee Chair;
    • b. Dean - Admissions & Registration;
    • c. Dean- School of Engineering;
    • d. Dean- School of Business;
    • e. Registrar;
    • f. Senior Manager- Student Affairs;
    • g. Senior Manager- Office of the Vice President - Academic Affairs; and
    • h. Any other individual appointed by the Dean to participate in the absence of a committee member.
  • Semester GPA: A student's semester GPA is the weighted mean value of all grade points he/she earned on units attempted during the course of one semester.
  • Cumulative GPA: A student's cumulative GPA is the weighted mean value of all grade points he/she earned on units attempted at any point in time. A student’s cumulative GPA is calculated separately for Diploma and Degree programs and will include grade points earned during a summer term if the student has taken studies in ACK during summer.

ATTACHMENTS

  • ACK Academic Scholarship Application Form.
  • ACK Academic Scholarship Information and Criteria Sheet.
  • Allocation of Chairman’s Scholarship.
  • Acceptance of Chairman’s Scholarship.

  1. For students with GPA out of 7; the formula for conversion to score out of 4 is (GPA score +1)/2.
  2. For students in Foundation level; the overall percentage score for the previous semester will be used for calculation of equivalent GPA by formula (overall percentage score *4).

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