AP L8 - Scholarships, Bursaries, and Awards

Administrative Practices

AP L8 - Scholarships, Bursaries, and Awards

Legislative References:	Freedom of Information and Protection of Privacy Act
Policy Reference:	None
Collective Agreement References:	None
Date:	December 1, 2025

Scholarships, bursaries, and awards are an effective way of recognizing student accomplishments; encouraging and supporting the pursuit of post secondary studies.

This administrative practice outlines processes for managing and distributing local community scholarships, bursaries, and awards made available through the learning community, local individuals, businesses and service clubs to support Gulf Islands graduates.

Definitions:

Scholarships are “merit based” and typically awarded based on academic achievement or other criteria set by donors providing the scholarship. Scholarships recognize excellence in all areas.

Bursaries are awarded based on financial need. Funds are provided by organizations or community groups to support students lacking the financial means to pay for post secondary education.

Awards are general in nature, honouring academic achievement, community involvement, or other accomplishments.

Local scholarships, bursaries and awards are differentiated as follows:

‘Community Awards’: scholarships, bursaries, or awards determined by local committee groups in all of our island communities.

‘School Awards’: scholarships, bursaries, or awards decided upon by school-based committees on behalf of community organizations (including Provincial District/Authority Scholarships).

Processes:

Scholarships and bursaries will be awarded by way of a coordinated effort on the parts of school-level and district-level Scholarship Committees. The gathering and sharing of information will be done consistent with this administrative practice and the Freedom of Information and Protection of Privacy Act.
by:

1.1.

School-level selection committees should be composed of staff representing a variety of departments and employee groups, who are not in conflict of interest (i.e. child graduating).

1.2.

The district-level selection committee should, where practical, include a trustee, senior administrator, parent/DPAC rep, GIPVPA, CUPE, and GITA representative.

1.2.1.	Where broad participation is a challenge, efforts should be made to select a cross-section of representation wherever possible.
1.2.2.	If students from different schools are in competition for the same scholarship or award, efforts should be made to ensure committee members have no direct ties to the schools or student applicants.

Students enrolled in the 性视界 and eligible to graduate may apply for any and all scholarships, bursaries and awards listed on the school district website for one year only, and only in either the school year or the calendar year they are expected to complete their graduation requirements.

Schools will support students in the pursuit of their academic and career goals by:

3.1.

clearly differentiating between the different kinds of scholarships, bursaries and awards available to students.

3.2.

publicising information about:

3.2.1.	available local and non-local scholarships, bursaries and awards;
3.2.2.	provincial District/Authority Scholarships;
3.2.3.	important dates and application deadlines;
3.2.4.	entrance scholarships, bursaries and awards offered by post-secondary institutions;
3.2.5.	national-level awards recognising excellence in academics, leadership and athletics.

3.3.	articulating and clarifying eligibility criteria, recognising, for example, that some scholarships, bursaries and awards are available to all 性视界 students, and some are available only to students of particular schools or those residing on specific islands.
3.4.	facilitating the student application process.
3.5.	identifying possible sources of financial assistance.

Schools will work with the program supervisor to develop procedures that ensure:

4.1.

important dates and deadlines are made available to students and families of graduating students - no later than November 30th each year;

4.2.

students are well informed about the application process;

4.3.

the School Awards application form allows students to self-identify with any number of equity-deserving groups;

4.4.

students are informed of and provided additional supports, as needed, throughout the application process to ensure equity of access;

4.5.

the gathering and sharing of information will be done consistent with this administrative practice and the Freedom of Information and Protection of Privacy Act.

4.6.

local community individuals, businesses and service clubs who support the District’s student recognition program will be thanked on an annual basis for their support.

4.6.1.

Schools will facilitate a process to support and assist students to formally express their gratitude to the individuals, businesses, and service clubs that chose the student to receive a scholarship, bursary, or award.

Students can access information about scholarships, bursaries and awards by way of:

5.1.	the District website;
5.2.	the school counselling department;
5.3.	the school principal;
5.4.	the program coordinator.

Personal information gathered and shared as part of the management and distribution of student scholarships, bursaries, and awards will be treated as sensitive information and protected accordingly.

6.1.	District and school staff must not share contact information of scholarship recipients with donors, or when preparing statistical or other reports.

Financial Management and Distribution:

7.1.	The District will manage individual accounts in its general ledger for all ‘School’ financial awards.
7.2.	Monies collected and managed by the District from donors will not increase by any interest accrued by the District on the funds held.
7.3.	Unless otherwise specified, a student may defer collecting their award for up to two and a half (2.5) years after the award was granted (December 31st deadline).

Payment of Financial Awards:

8.1.	Where financial award is not predicated on a student’s acceptance to a post-secondary institute, a cheque will be issued in the recipient’s name and typically presented to the student during the graduation or scholarship presentation ceremony.
8.2.	Where financial award is predicated on proof of acceptance to a post-secondary institute, funds will be released from the District to the recipient only once confirmation of eligibility has been signed and provided by the school administrator or program supervisor.