ISTVS Scholarship policy for students as well as ISTVS graduates and employees.

IGAD Sheikh Technical Veterinary School

Student Financial Assistance Programme (ISFAP)

1. Purpose

This Policy governs the IGAD Sheikh Technical Veterinary School and Reference Centre (ISTVS) Student Financial Assistance Programme (ISFAP). It has been designed to help ISTVS administrative and academic offices determine the most effective means of administering scholarships, prizes, stipends and awards so as to ensure compliance with the School’s obligations with respect to the administration of financial assistance funds.

Governance and Administration of Scholarships Prizes, Stipends and Awards

Administration of scholarships, prizes, stipends and awards are subject to other ISTVS policies (such as human resources and research), as well as IGAD regulations. The rules and administrative processes set forth in this Policy are subject to change and will be updated as needed to reflect such amendments, as well as to remain consistent with the policies and regulations of ISTVS and IGAD.

1. Scope and goal

The Policy applies to scholarships, prizes, stipends and awards to students enrolled at the ISTVS as well as ISTVS graduates and employees enrolled in studies at other universities or programmes of study. The goal is to increase the enrolment, retention and academic performance of ISTVS students and to provide opportunities for continuous professional development for ISTVS graduates and employees. Priority is given to applicants of outstanding academic merit and above all to those coming from disadvantaged backgrounds, and/or underrepresented groups or geographical areas within the IGAD region.

III. Definitions

1. “Cost of attendance” signifies the aggregate cost to a student to enroll in a specific course of study, including tuition fees, functional fees, books, laboratory, field study, and other related educational expenses, on- or off-campus room and board. In exceptional circumstances, it includes travel.
2. “Financial Assistance” signifies funds awarded to a student from external funding sources and/ or ISTVS internal funds.
3. “ISFAP” means ISTVS Student Financial Assistance Package and comprises any of the forms of financial assistance that may be awarded to a student.
4. “ISTVS-SFAP Technical Committee” is an ISTVS committee composed of ISTVS Principal, Director of Studies, Academic Registrar and a tutor/ lecturer. The Committee is in charge of screening, validation and verification of applications as well as interviewing applicants. It can advise and make recommendations to the IGAD SFAP Committee on policy and other matters relating to the scholarships, and it monitors the academic standards for the award of scholarships.
5. “IGAD-SFAP Committee” sitting in Nairobi, is chaired by the Director of ICPALD (IGAD Centre for Pastoral and Livestock Development) and composed by a Secretary (ISTVS Principal) and two members: a representative from Terra Nuova and a representative from the Chair of the IGAD Partners Forum. The Committee has the final decision on the allocation of awards and reports to the Governing Council.
6. “ISTVS” is the IGAD Sheikh Technical Veterinary School and Reference Centre, and its subsidiaries and affiliates.
7. “Prize” infers an award (monetary or otherwise) given to a student in recognition of an academic achievement outside the scope of the curriculum. An award (monetary or otherwise) given to a student in recognition of an academic achievement withinscope of the curriculum is referred to under ‘scholarship’.
8. “Reimbursable expenses” include funds provided to a student to contribute towards the costs of travel to participation in an academic conference or other related activity. Such expenses must be agreed with the Administration Office prior to the event. To be reimbursed, students must provide the ISTVS administration with receipts for all reimbursable expenses.
9. “Scholarship” signifies funds awarded to students in support of the educational expenses of the recipient. Scholarships may include funds awarded for tuition, functional fees, other education-related expenses, books, on- or off-campus room and board, and travel related to educational opportunities (other than reimbursable expenses). An award given to a student in recognition of academic achievement within the scope of the curriculum will be treated as a ‘scholarship’. Scholarships may be either need or merit-based.
10. “Stipend” means money paid by ISTVS or a third party to a student for services rendered to ISTVS or to a third party (e.g. a co-op employer or internship placement). It may include the following:
    1. Research for a faculty member whether or not it is a requirement of all candidates for the specific course of study in the individual’s particular programme (e.g. Graduate Research Assistant/Fellow).
    2. Teaching student classes under the direction of a faculty member (e.g. Graduate Teaching Assistant)
    3. Research training techniques for work under a sponsored grant.
    4. Any other service provided by the individual to ISTVS or to a third party (e.g. Graduate Assistant).
11. “Student” is an individual who, whether at undergraduate, graduate or professional level, is enrolled in classes (or employed in a co-operative educational position or engaged as an intern) and/or is registered for research, thesis, or dissertation requirements. It may include ISTVS students, graduates and employees.
12. “Total financial assistance package” means the aggregate amount of funds provided to a student from all sources.

1. Awards distinction and procedures

All awards are managed through the ISTVS Finance Office.

ISTVS assists students with tuition fees, other educational expenses and living expenses only. The cost of travel may be covered under exceptional circumstances. Funding for PhD programmes is only provided for the first two years of study, after which the student will be encouraged to find alternative sources of assistance. Need-based financial assistance is provided according to the circumstances of students, but the ISFAP must be considered a provider of last resort. Applicants are requested to make every effort to obtain funding from other sources as well, so that the amount requested from ISFAP can be reduced to a minimum. Preference is given to those who have been able to secure some funding from alternative sources.

1. Scholarships – All scholarships over which the ISTVS has discretion must be reviewed in advance of being offered to a student by the Finance Office to ensure that they comply with applicable student financial assistance regulations. A student’s total financial assistance package cannot exceed the student’s cost of attendance, and, in the case of need-based scholarships, cannot exceed the proposed recipient’s unmet need. Upon notification by theFinance Office, the scholarship will be administered by the ISTVS administration in case of ISTVS students or applied to the student’s recipient university or personal account as the case may be determined. This procedure does not preclude recognition of the scholarship in the form of a ceremony in which the recipient is presented with a certificate or “ceremonial cheque”.
2. Full scholarship: is provided to students in need – and entails the full payment of tuition fees, functional fees, books, laboratory, field study, other related educational expenses as well as on-campus room and board for the entire duration of the course (as long as established educational standards are maintained). In exceptional circumstances, costs of travel are awarded.
3. Partial scholarship: is provided to students in need – and entails the payment of a pre-established amount (based on an assessment of the required level of support) of tuition fees, functional fees, books, laboratory, field study, and other related educational expenses for a pre-specified duration of the course (it may be partial fees for the entire course as long as established educational standards are maintained).
4. Work-study scholarship: is provided to students of need or academic merit – and entails off-setting a pre-established amount of the student’s fees at ISTVS in exchange for working on pre-agreed assignments at ISTVS. The same arrangement may be organized for an ISTVS graduate or employee attending another University or programme of study.
5. Prize – If an award meets the definition of a prize, then a cheque will be issued to the recipient/ or will be used to off-set fees of the student, by the Administration Office according to the guidelines established by the Finance Office.
6. 3. Stipends – Stipends are administered pursuant to policies and procedures established by the Finance Office, and paid to students through the Administration Office.
7. 4. Termination or reduction of financial assistance – If a student fails to maintain the pre-established academic standards in their course of study (according to the examination procedures or as defined by the awarding body), their scholarship may be reduced for the subsequent year or discontinued with the student being dismissed or taking on the responsibility for their own fees.
8. Retroactive awards – No financial assistance may be awarded retroactively to a student.
9. Special considerations – Exceptions to the conditions listed above will only be considered after scrutiny, deliberations and approval by the Governing Council.

1. Student eligibility

Student eligibility is determined primarily by country of origin and age, while careful consideration is paid to applications from underrepresented social groups.

1. Geographic scope – ISTVS accepts applications from nationals of the following countries: Djibouti, Ethiopia, Eritrea, Kenya, Somalia, South Sudan, Sudan and Uganda.
2. Age limit – Preference is given to students under 25 years of age for diploma and graduate studies and students under 30 years of age for post-graduate studies. ISTVS staff will be accorded special consideration.
3. Gender and physical disabilities – particular consideration is given to applications from female candidates and persons living with disabilities.

1. Selection criteria

In the interests of equity for all students, and for accountability in relation to the selection process, ISTVS ensures that all selection criteria are objectively demonstrable and assessable.

Selection criteria for award winners include:

1. Consistent excellent academic records
2. Genuine financial need
3. Admission to ISTVS courses or other highly reputable university or Programme of study
4. Relevance of the field of study to IGAD/ ISTVS’ focus areas

Further selection criteria include demonstrating thoughtful and coherent educational and career plans, extra-curricular interests and achievements, potential to achieve goals and likelihood to succeed in the proposed academic environment. For post-graduate studies, applicants are expected to have some years of work experience in their field of interest.

VII. Application procedures

Application procedures include submitting application forms together with the prescribed prerequisites as well as an interview by the ISTVS-SFAP Technical Committee. The application is validated, verified and screened by the ISTVS-SFAP Technical Committee, which compiles a report for submission to the IGAD-SFAP Committee. The final decision on the allocation of awards is taken by the IGAD-SFAP Committee. Notification of the award to the successful applicants will be given prior to the commencement of studies at the respective institution, while its publication will be made through the ISTVS and IGAD websites, and the pertinent Ministries in Somaliland, Puntland and Central and Southern Somalia.

The ISTVS-SFAP technical committee and ISTVS academic and examination boards will monitor the academic progress of the awardee. The IGAD-SFAP Committee will be notified by the ISTVS-SFAP technical committee should a scholarship need to be terminated.

VIII. ISFAP sustainability plan, potential collaborators and funds breakdown

ISTVS will collaborate with other organizations for sustainability purposes and resource mobilization. Proposed potential collaborators and their contribution towards the sustainability of the ISFAP are shown in the table below:

Potential collaborator	Contribution
Government of IGAD member state countries	Introduction of a loan/ grant scheme for students Financial support through incorporation of the ISFAP into national plans and budgets
Development Partners (Donors)	Financial support
Private Sector, Corporations, Trusts, Companies	Financial support, publicity, promotion of the ISFAP cause   and opportunities for internship training for students
Civil Society Organizations	Lobbying, advocacy and networking in a move to promote tertiary education, particularly for females and persons living with disabilities. Information sharing

Resource mobilization will be supported through the following strategies:

• Targeting ISTVS graduates that have been successful entrepreneurs
• Corporate fundraising
• Special events
• Official member state government grants, and
• Traditional proposal writing

A nominal charge will be imposed, in accordance with the donor, for the administration of the ISFAP.

IGAD and ISTVS Finance Offices, with the support of the administration and academic bodies, will ensure the appropriate monitoring of students under the ISFAP, and comply with the reporting requirements of the different donors.

1. Violation of the Policy

Violation of this policy and procedure or failure to timely cooperate in complying with its provisions may result in the student’s disciplinary action up to and including dismissal. Exceptional cases to be taken into consideration include temporary withdraw due to special circumstances such as medical or security reasons.

Conditions which may lead to terminating a scholarship include:

1. Information on the scholarship holder’s application form is deemed false or misleading.
2. The scholarship holder falls short of the requirements of the course or programme of study, or will not be able to successfully complete it – as determined by the ISTVS Academic Board in consultation with ISTVS SFAP Technical Committee
3. The scholarship holder has disturbed order at ISTVS and faces disciplinary action in accordance with ISTVS rules and regulation.
4. The scholarship holder voluntarily withdraws from the course or programme of study, or is obliged to withdraw due to his or her own fault.
5. The scholarship holder changes his or her course or programme of study without prior written consent of ISTVS.
6. The scholarship holder terminates his or her registration as a student.

1. Donors

In relation to a scholarship being established as a result of a donation or bequest, the ISTVS:

1. ensures that donors are aware of the contents of this policy
2. ensures that donors are aware of relevant conditions which govern specific scholarship types
3. may negotiate specific conditions with donors in accordance with the criteria set out in the relevant policies, statutes, regulations and rules of the ISTVS
4. makes donors aware of the financial commitment involved in funding a scholarship and advises them to seek financial advice on tax implications
5. advises donors that, due to the independence of ISTVS, it is not normally possible for donors to participate in selection committees for scholarships
6. accepts funding from a wide range of donors in private industry and the public sector with appreciation but reserves the right to refuse a donation if the proposed terms are contrary to policies of the ISTVS
7. by accepting a donation does not endorse the goods or services provided by the donor
8. acknowledges donors in an appropriate way, as approved by the relevant committees of the ISTVS
9. if the donation or bequest is to attract a tax deduction, ensures that scholarships are established according to the requirements for tax deductibility for the donor

Effective date: May 1st 2015