Studentships

A Studentship provides funds to support a student enrolled in an undergraduate, graduate coursework or graduate research degree at the University of Melbourne. Studentship funding is provided by departments, faculties, supervisors, industry partners or anyone able to support a student.

What is a Studentship?

A Studentship is a payment, or payments, made to an undergraduate, graduate coursework or graduate research student enrolled at the University of Melbourne, funded by any source and administered by Melbourne Scholarships. The payment/s must be provided principally for educational purposes. Studentships cannot be used as an alternative to employing casual or contract staff through Human Resources.

Types of funding

Studentships can be set up using Department/School funds; Faculty/Graduate School funds (incl. Faculty-based Scholarships, Trust funds etc); Supervisor funds/grants; External/Industry funds (e.g. ARC, CSIRO, NICTA etc); Travel funding; Other specialist funding (e.g. CTS, prizes etc)

Eligibility criteria

All students enrolled in an undergraduate, graduate coursework or graduate research degree at the University of Melbourne are eligible to receive a studentship. Suitability is discussed with the department/funding body intending to fund the student.

Benefits and conditions

Payments

Payment of a Studentship can be made either as a lump-sum (NB: the Melbourne Scholarships will not process lump sum payments of less than $500) or as an annual amount.

If a studentship is provided to a recipient of an APA, MRS, MIRS, FMS, SFS, HRS or prestigious/other major scholarship, the amount must be less than 75% of the per annum rate of their scholarship.

For example if the student is receiving an APA in 2013:

  • The 2012 APA rate is $24,653
  • 75% of the APA rate is $18,489 (= maximum value of concurrent studentship allowable)
  • Total is $43,142

An explanation is required if the value of a Studentship exceeds the APA rate and an additional 75% of the APA rate (eg. totaling $43,142 in 2012). In this situation, the head of department must attach a letter of explanation to the MSO2 New Studentship Request form.

Payments are made fortnightly into the student's bank account. Please view the pay dates for each pay period.

Progress requirements

Recipients must meet all progress requirements of their degree in order to continue receiving studentship payments.

Studentships lapse if the recipient does not remain enrolled as an undergraduate, graduate coursework or graduate research student at the University. It is not normally possible to reinstate a lapsed award.

Leave of absence

Any course suspensions and periods of leave away from the University must be arranged in advance. The minimum period of leave of absence a Studentship recipient may apply for is 2 weeks.

Undergraduate and Graduate Coursework Studentship recipients must apply for leave via the Student Portal.

Graduate Research Studentship recipients must apply for leave via the Student Portal.

Application process

Studentships cannot be directly applied for through Melbourne Scholarships. Students may be required to apply for the funding that will be used for a Studentship, however all queries regarding the possibility of a Studentship being set up should be directed to either the Supervisor, Department/School and/or Faculty/Graduate School.

When a Studentship is ready to be set up, the Department/School or Faculty/Graduate School will need to complete the following steps:

Setting up a new studentship

One of three payment methods can be used to pay a Studentship.

  1. A lump sum (one-off) payment eg. $2,000
  2. An annual amount eg. $24,653 per annum from 01/01/12 to 31/12/14 (3 years)
  3. An amount for a specific period eg. $4,500 paid over 3 months.

Please note that choosing Method 3 will mean that the student receives the total amount specified over the period specified (i.e. a total of $4,500 using the example above). If you know the annual amount please choose Method 2.

How to complete the payment method section on a MSO2 form

This section of the MSO2 New Studentship Request form should be completed by the department. First decide which payment method best suits the department and the student. Then complete one of the following methods and actions.

If choosing Method 1:
  1. Place a tick in the first box (lump-sum)
  2. Enter the lump sum amount in the box
  3. Enter the name of the organisation/fund or donor, and
  4. Enter the correct Themis account string/s with percentages.

NB: Please note that the Melbourne Scholarships can not process a retrospective lump sum payment.

If choosing Method 2:
  1. Place a tick in the second box (annual amount)
  2. Enter the annual amount in the box
  3. If the annual amount is to be set at the APA or MRS rates use the Yes/No tick boxes to indicated whether you wish this rate to be indexed annually in line with the APA or MRS (NB: The rate will increase on January 1st of each year in line with the increases for APA and MRS rates)
  4. Enter the Studentship commencement date and Studentship end date
  5. Enter the name of the organisation/fund or donor, and
  6. Enter the correct Themis account string/s with percentages.
If choosing Method 3:
  1. Place a tick in the third box (amount to be paid for specific period)
  2. Enter the total amount to be paid to the student for the specific period in the box - this figure should be the total amount of funding to be paid to the student and should not be written as $X per fortnight/month.
  3. Enter the Studentship commencement date and Studentship end date
  4. Enter the name of the organisation/fund or donor, and
  5. Enter the correct Themis account string/s with percentages.

Remember if an incomplete or incorrect Themis account string is provided payment will not be made. Please check with your Department's Financial Manager if you have any questions on the Themis account string/s.


Payments will only commence once the following has been completed and/or submitted to Melbourne Scholarships:

  • student has finalised their enrolment at the University of Melbourne;
  • student has entered their banking details on the Student Portal;
  • department has submitted a completed MSO2 New Studentship Request form (all sections including the correct THEMIS account string must be completed);
  • department has provided supporting documents if the value of a Studentship exceeds the APA rate plus 75% of the APA rate; and
  • student, if enrolled part-time, has completed a Tax File Number Declaration form. Students enrolled part-time need to complete a Tax File Number Declaration form as part-time scholarships are not tax-exempt. This form can be obtained from the Australian Taxation Office (ATO), selected newsagents or Melbourne Scholarships. Please contact the ATO with any questions you may have with completing this form.

Extending an existing studentship

The award of studentships, like all scholarships, is subject to satisfactory academic progress.

To extend a studentship the Head of Department must complete a MSO6 Extension of Studentship form with the correct Themis account details and forward it to the MSO. Please view the pay dates for the cut off date for payments.

Please note: Studentship recipients must ensure they have a sufficient period of candidature remaining. If not, the recipient must apply for the necessary extension of candidature (please refer to your Student Centre for candidature matters) as Melbourne Scholarships can not extend a scholarship/studentship beyond the candidature end date.

Closing date and timelines

Please refer to the pay dates for the cut-off date for each pay period. This will indicate when the necessary forms should be submitted to Melbourne Scholarships to ensure the student is paid on time.

For further information

Please refer to the Providing Funding to Students and Joint Academic Scholarship Online Network (JASON) PowerPoint presentations, or contact Melbourne Scholarships.