C. Scholarship Selection Panel.
(c) The grants Selection Panel will consist of no less than three (3) and no more than eight (8) people. It shall be composed of internal and external stakeholders with adequate professional expertise. Appointment shall be made by the Board of Trustees. Its role is to:
i. Assess shortlisted applicants
ii. Determine the merit of applicants
iii. Make the appropriate selection of applicants
iv Advise and make recommendations on policy and other matters relating to
undergraduate and postgraduate Scholarships to the Board
v On behalf of the Board, oversee the award of all Scholarships
(vi) The governing document of the selection panel shall be its guidelines on selection of candidates.
(vii) The Guidelines can be changed and amended by the Selection Panel and approved by the Board
(viii) The selection panel shall forward its recommendations to the Foundation through the management in such form and on such schedule as will be designed
(ix) Every member of the selection panel must adhere to the relevant policies of the Foundation as they may be adopted and amended from time to time, including without limitation the Foundation’s conflict of interest and confidentiality policy
9. Scholarship Grants and Funding
This is the primary funding scheme of the Foundation through which grants are given to recipients once in a year. In accordance with the decision of the Founder/Chairman, the Foundation will not solicit for material or financial donations from Governments, Donor Agencies or any form of partnership for now. In other words, the funding of the Foundation, including its Scholarship scheme will depend exclusively on the founder’s personal financial resources. This will take into consideration the requirements for income
tax exemption laws for a charity Foundation, specifically that:
i. the Scholarship is for educational purposes only;
ii. there is no requirement for the recipient to become, or remain, an employee of the
Scholarship provider at the time of receipt of the Scholarship or in the future;
iii. There is no requirement for the recipient to provide any kind of service or labour in
return for the Scholarship at the time of receipt of the Scholarship or in the future;
(k) Minimum amounts for Scholarships are to be determined and approved by the Board and reviewed periodically.
(l) The value of a Scholarship normally will be stated in the Conditions of the Scholarship Award Letters to be issued to the recipients
(m) For continuing scholarships, the student must continue to meet enrolment and other relevant conditions.
(n) Grant Renewals
Grants will ordinarily be awarded for a one-year period, but may be renewable for a period appropriate to the duration of the course of study being pursued by the recipients. In other words, the Foundation may consider renewing a grant on a case-by-case basis according to the status of the grantee’s programme.
10. Criteria /Eligibility
To be eligible for the Scholarship Grants, an applicant must satisfy certain criteria which may include, but are not limited to, the following:
• The Applicant must be a Cross River State indigene.
• Must have record of high academic performance – a minimum of 3.00 GPA (grade point average).
• Must demonstrate high level of performance at the selection interview.
• Must not be receiving an equivalent award or Scholarship from another institution or organisation
• Must be studying full-time for the duration of the Scholarship unless otherwise approved by the Selection Panel during the selection phase
• Selection shall not be restricted on the basis of religious, political conviction, ethnic/linguistic group, sex, language, fortune, birth or another status
• Recipients shall be drawn from the 18 Local Government Areas (LGA) of Cross River State.
• Each LGA shall be allocated a specific number of slots based on catchment status as will be determined by the Foundation.
• The allocated slots for each LGA shall be shared in an agreed proportion between undergraduate and postgraduate recipients.
• Each Scholarship Grant must be used only for qualified educational expenses
• In the interests of equity for all the students, and for accountability in relation to the selection process, the Foundation shall ensure that all
• selection criteria are objectively demonstrable and assessable
11. Supervision of Grants
Scholarship Grants shall be paid directly to the university where the recipient has enrolled. Unless otherwise provided in the fund agreement, the Foundation shall pay Scholarship Grants directly to the scholarship recipient. The university must agree in writing to use the grant funds to defray the scholarship recipient’s expenses or to pay the funds (or a part of it) to the recipient only if the recipient’s standing at such is consistent with the purposes and conditions of the grant.
12. Investigation of Diverted Grants
The Foundation will not be required to investigate the use of scholarship grants paid directly to a university unless the award is used to pay for something that is not a qualified educational expense. However, the Foundation shall have a duty to investigate possible diversions of scholarship grants paid directly to the recipient. The Foundation also will take reasonable and appropriate steps to recover the grant funds and/or ensure the recovery of the diverted funds and used for the purposes of the grant.
13. Administration and Responsibilities
The Selection Panel and management staff will report directly to the Board. Operational and administration aspects rest with the management of the Foundation.
(a) The Selection Panel is accountable to the Board.
(b) The management provides recommendations to the Selection Panel relating to any changes to this document.
(c) The management and staff are responsible for the ongoing administration and
implementation of the scholarships after selection.
(d) The management is responsible for overseeing the development of the Selection Panel
training/induction, and record making documentation.
13.2.2 Screening
(a) All pre-due diligence (including screening) will be administered by the
Foundation management and staff.
13.2.3 Due Diligence
(a) The Management and staff have responsibility for shortlisting of applicants during the due diligence phase
(b) The Selection Panel has responsibility for ranking, interviewing and selecting applicants.
Management and staff will provide all administrative support.
13.2.4 Selection
(a) All final selection will be done by the selection panel.
(b) While all Panel members should be actively involved in the selection process, the Chair has sole responsibility for proceedings. The Chair has responsibility and accountability for the
processes undertaken during selection.
13.2.5 Application and Nomination Process
Applicants for Scholarship shall be required to submit such application forms and supporting materials as the Foundation may deem appropriate on a schedule to be determined by the Foundation.
(a) Applicants will apply for a Scholarship via the Foundation online platform
(b) Only applications with all documents and particulars provided will be considered.
.13.2.6 Shortlisting and Screening
(a) Short listing and screening and administration of Scholarships will be administered and conducted by the management and staff under the approval of the Selection Panel.
(b) Shortlisting of Scholarship recipients is based on a competitive application process.
(c) Following the closing date of applications, the management and staff will undertake a shortlisting process to ensure all applications are appropriately screened. Only those applicants who are eligible and/or are of the highest calibre are referred to the Selection Panel for further consideration.
(d) Staff will undertake a first shortlist according to the eligibility criteria advertised. The staff will remove any applicant who does not meet the basic criteria.
(e) The management and staff will shortlist applications deemed suitable and thereafter send the list to the Selection Panel.
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(f) A shortlisting report will be documented and forwarded along with the list
(g) Upon completion of shortlisting, management is responsible for convening the Selection Panel for final selection.
(h)The Selection Panel will be sent the following in a distribution folder (electronically or in hard copies):
i. Shortlisted applications
ii. A list of the applicants containing personal details, scores, address, notes/ comments
iii The grants selection panel’s conclusions as to the applicant’s motivation, character, ability, or potential.
13.2.7 Ranking
(a) The selection panel will rank each application independently using a selection matrix.
(b) The management and staff aggregate and sort the ranking, and a final shortlist is returned to the selection panel.
(c) In ranking candidates, the Selection Panel must have regard to the application and supporting material, if any, and may interview candidates.
10.2.8 Selection:
(a) The applications are received by the staff.
(b) Shortlisting is undertaken by the management and staff.
(c) The management and staff will distribute shortlisted applications to the Selection Panel.
(d) The Selection Panel will review applications and select the preferred applicant(s).
(e) Management and staff will notify the preferred applicant.
10.2.9 Methods of Selection
(a) The following methods of selection will be used:
i. Direct Selection: During the due diligence phase, applications are shortlisted based on the overall quality of the application.
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ii. Interview – The Selection Panel who after confirmation of the final shortlist will interview applicants and determine a recipient on the basis of performance.
(b) The Selection Panel reserves the right not to award a Scholarship in the event that there are no applicants who suitably meet the selection criteria
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10.2.10 Offer
(a) Offers will be sent via email.
(b) Successful applicants will be required to review and respond to their Scholarship offer by signing
and returning the provided documents.
(c) Awardees who accept their offer are required to follow the steps as outlined in the offer letter.
10.2.11. Scholarship Payment
(a) Management and staff are responsible for facilitating the payment of Scholarships to
successful recipients within the relevant Scholarship timelines outlined in the confirmation letter. Payments will only be made where there are sufficient funds held by the Foundation to make payment.
(b) Payments are made on behalf of the student/s directly to the partner University
10.2.12 Ongoing Eligibility
(a) Management is responsible for monitoring all ongoing eligibility for continuing Scholarship recipients. Where a recipient is in breach of the ongoing requirements of a Scholarship as per the Scholarship conditions, management will determine the appropriate outcome for the student and advise the Board accordingly
10.2.13 Awarding of Scholarships
(a) Scholarships are awarded by the Selection Panel and signed off by the Chair, and the decision is final.
(b) Scholarship awardees are informed in writing and awards are announced publicly.
(c) The award will normally be terminated on the day the exam is sat, the thesis is submitted for examination or at the end of the tuition Scholarship, whichever is earlier.
10.2.14. Termination of Scholarships
Without prejudice to para 10.2.13(c) Awards will be terminated at any time:
(a) if it is determined that recipients fail to fulfil a condition on their continuing enrolment, or fail to maintain satisfactory progress;
(b) if the recipient’s enrolment is terminated for any reason, or the recipient is found guilty of a serious case of academic misconduct, or the recipient fails to maintain his/her enrolment;
(c) if the recipient relinquishes the Scholarship or withdraws from the course; and
(d) when the recipient ceases to be a full-time student.
10.2.15 False or Misleading Information
If the awardee has provided false or misleading information and as a result, a Scholarship is awarded or continued, the student will be required to return all funds to the Foundation.
10.2.16 Privacy
All personal information collected is governed by the Group’s Privacy Policy. The Foundation’s Privacy statement will be posted on the website.
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10.2.17 Conflicts of Interest
(a) As a guiding principle, it is undesirable that personal relationships should influence or be seen to influence selection decisions. In the context of awarding Scholarships, personal relationships are defined as relationships which are separate from and/or extend beyond professional relations.
(b) No person should be advantaged or disadvantaged because of a personal relationship with another member of staff or a member of the Scholarships selection panel.
(c) If a member of the selection panel has an interest such that a reasonable observer, knowing all the facts, could reasonably conclude that the interest could influence the decision of the selection panel, the member must disclose the interest.
(d) A certification that no conflict of interest exists is used for all shortlisting and selection reports.
The Chair of the Selection Panel is responsible for confirming these. In the case where an actual or perceived conflict is known, management and staff must be informed, a Conflict of Interest Declaration Form completed, and an appropriate management plan put in place.
Management and staff will maintain a conflict of interest register in accordance with risk and audit practices.
(e) The Chair of the selection panel will reserve the right to exclude any member of a selection panel or management and staff where there is an actual or perceived conflict of interest. Where that person is the Chair, the other panel members may vote to exclude the Chair.
10.2.18 Scholarship Confirmation Letters
(a) The management and staff will:
i. prepares the Scholar’s Confirmation letter once the successful recipient(s) have accepted the Scholarship offer;
ii. keep record of the letters in the shared folder accessed by both the Selection Panel and the Foundation staff for the purposes of Scholarship stewardship;
iii. Ensure the contents of the letter are checked by management to ensure all details are correct
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(c) The management and staff will be responsible for preparing the scholar’s certificate in line with the protocol of certificate. Each certificate will be printed on the required paper, with the approved Foundation logo and text and be affixed with the Executive Chairperson’s signature
10.14 Records Management
(a) Records on all decisions made throughout the selection process must be appropriately kept.
(b) Records and information that support the activities of the Foundation will be created, managed and retained.
The identification of grantees (including any relationship of any grantee to the Foundation or to a trustee or officer of the Foundation.
The purpose and amount of each grant, and any additional information the Foundation obtains in complying with its grants administration procedures.
Information pertaining to unsuccessful applicants for awards shall be kept along with information on successful applicants.
11. Definitions of Terms.
Donor: A person or organisation who contributes funds for a Scholarship.
Selection Panel: Part of the governance framework of the Scholarship fund, consisting of a panel of independent people who select scholars from the shortlist.
Educational Institution – An institution that has a regular faculty, a curriculum, and an organized body of students in attendance at the place where the educational activities are held.
Grantee/Awardee a grantee or awardee is a recipient of scholarship
Qualified Expenses – Certain expenses incurred in attending an educational institution. They are:
• Tuition and fees for enrolment and attendance.
• Course-related expenses – fees, books, supplies, and equipment required of all students for courses of instruction.
• Room and board, travel, research, clerical assistance. Payments for expenses in this group are not exempt from income tax.
This Policy and Procedure for Joe Odey Agi Foundation Scholarship Funds shall be approved by the Foundation’s Board of Trustees on:
Joe Odey Agi Foundation Scholarship Policy And Procedure 2022
ALL RIGHTS RESERVED.