Citation for Outstanding Contributions to Student Services

The Vice-Chancellor Award (Citation) for Outstanding Contributions to Student Services recognise learning and teaching programs and services that make innovative and outstanding contributions to student learning outcomes and the quality of the student experience. A citation is awarded to academic and/or professional staff (or teams) for providing outstanding service to individual students or student groups on a consistent basis, whether through personal advising, development of programs, or improvements to the university’s systems and policies that effect students, in a specific area of responsibility over a sustained period.

Citations provide an opportunity for distinctive institutional missions, values and priorities in learning and teaching to be recognised and are awarded for a range of contributions to student services, both direct and indirect.

Award Max no. of awards Prize money
Citation: Student Service 3 $1000 each

Eligibility criteria

The following eligibility criteria needs to be met to nominate for this award:

  • Open to academic and professional staff (full-time or fractional | continuing, contract or casual/sessional).
  • Able to demonstrate through evidence across a range of stakeholders (eg: students, peers, industry), sustained practice for a period of no less than three years (two years for Early Career)
  • Nominees can be included in only one application in any year. ie: a nominee may only submit an application for either a Citation or a Teaching Award in any one year.

Note:

  • Teams – Team nominations can only include members with a contribution of 10 per cent or higher. This means that the maximum number of team members is 10 either from the same institution or collaborating institutions. If a team is larger than five (5) members, a team name must be provided.
  • Early Career Citations – Nominees with no more than five (5) years’ experience teaching in a higher education institution may apply for an Early Career Citation. The five (5) years can be non-sequential and must be counted on a semester basis. This includes all tutoring and part-time teaching
  • Past Nominations - Previously unsuccessful applications for Citations are eligible to apply.
  • Past Recipients – Individual Citation recipients are not eligible for individual Citation renomination within five years of receiving a Citation (i.e., if a recipient in 2015, they are not eligible to reapply until 2020). The nomination should not substantially replicate the original nomination.  Previous recipients of Citations are eligible to renominate within five years of receiving the Citation if they form part of a team nomination and are not the lead nominee. The team nomination should not substantially replicate the original individual nomination. A past recipient of a Vice-Chancellor Award for Teaching Excellence can only nominate for a Citation if they form part of a team nomination and are not the lead nominee.

Key information

Submission: Applications for this award include:

  • Expression of Interest Form – 4 pages
  • Written statement – 4 pages
  • Letter of reference – 1 page

Time Commitment: It is anticipated that nominees should allocate between 15 – 25 hours for the development of a quality application.

Progression: The application criteria and process is similar to that of the Australian Awards for University Teaching (AAUT) to streamline the preparation from institutional to national recognition.

Step-by-step process

The following outlines the schedule, steps, resources, expectations and time commitment associated with each phase of the process.

Preparation phase (May)

The Preparation phase enables school and department leadership teams, line managers, peers and individual staff to identify potential nominees, determine eligibility and understand the expectations required, prior to submitting an Expression of Interest.

Time Commitment: It is anticipated that prospective nominees should allocate approximately 3 – 5 hours to explore the information available, determine eligibility, and complete an Expression of Interest form.

Schedule:

MonthPhaseActivitiesLead
MayPreparationResources: Webinars | Online resources | Online learning modulesNominee

Key documents

Download the following documents

Key resources

Engage with the following support resources

Key steps

This phase consists of the following four (4) steps

  • Step 1 – Identifying eligible nominees. Anyone can identify who excels in their role beyond standard practice. This includes School leadership teams, CLIPP Director, line managers, peers and self.
  • Step 2 – Understanding expectations. It is highly recommended that prospective nominees download the VCALT Student Service Citation Nomination Instructions (see Key Documents) that outlines the specific components and expectations, and complete the professional learning module – PLM911: Applying for an institutional teaching award (see Key Resources) – to ensure a full understanding of the value, eligibility criteria, process and expectations.
  • Step 3 – Choosing assessment criteria. Nominees are asked to choose and address ONE of the assessment criteria, as set out in Section 2 of the VCALT Student Service Citation Nomination Instructions. To help nominees identify which criteria to choose to address, complete the VCALT Student Service – Criteria Mapping Tool (see Key Documents) to help determine where your focus could lie given your available evidence:
  • Step 4 – Preparing an Expression of Interest form. Regardless of how nominees are identified, an endorsement from the School Dean is a requirement for the submission of an Expression of Interest. This is to ensure (a) nominees meet the eligibility criteria, and (b) the time commitment required is supported for successful nominees to create a quality application. Download the VCALT Student Service Expression of Interest Form (see Key Documents), and engage with PLM915: Writing a strong teaching award application (see Key Resources) for tips and tricks to complete.

Submission portal: Access the following for the submission of the EOI

Key upcoming date: Expressions of Interest forms are due for submission on Monday 01 June 2020 by 10:00am.

Nomination phase (June)

The Nomination phase starts with nominees submitting an Expression of Interest, those EOI’s being assessed, and nominees notified if their nomination is sufficient to progress, or is currently not ready. Approved nominees will commence planning for the Application phase.

Time Commitment: It is anticipated that approved nominees should allocate approximately 4 – 6 hours to collate the necessary evidence to support the application phase, liaise with their allocated mentor(s), and commence the first draft of their application.

Schedule:

MonthPhaseActivitiesLead
JuneNominationExpressions of Interest due Monday 01 June 2020Nominee
Nominees notified of EOI approval/denial on Monday 15 June 2020CLIPP
Approved nominees collate evidence to support applicationNominee
Mentor(s) allocatedCLIPP

Key resources

Engage with the following support resources

Key steps

This phase consists of the following four (4) steps

  • Step 1: Submit the completed EOI via the portal on the Moodle site Awards: VCALT 2020 (see below). Expressions of Interest are reviewed by the CLIPP Director within two weeks of submission. This is to determine if the nominee meets the eligibility criteria, and has access to sufficient evidence over a sustained period of time to generate a quality application. Approved nominees will be invited to progress to the application phase. Nominees considered not suitable at this time will be provided with feedback for future attempts.All nominees will be notified of approval/denial via email as per schedule above.  Approved nominees are encouraged to notify their line managers, and explore any internal provisions available to support the process of creating a quality application.
  • Step 2: Collecting evidence. It is highly recommended that approved nominees engage with two professional learning modules (see Key Resources) to explore the range of ways in which to collect and display the evidence required to support a successful application
  • Step 3: Allocating mentor(s). Approved nominees are provided with two mentors – one within CLIPP, and another within their academic or professional portfolio. Mentors are allocated depending on expertise to support nominees through the process by providing advice, critical feedback and recommendations for writing a strong award application. Nominees are encouraged to make time to liaise with mentors early to discuss early plans for the application.
  • Step 4: Preparing Draft I. Focus for Draft I should be on commencing a draft of the Written Statement using the template (see Application phase: Key Documents) – as set out in Section 4.2 of the VCALT Student Service Citation Nomination Instructions.

Submission portal: Access the following for the submission of the EOI

Key upcoming date: Draft 1 due for submission on Monday 06 July 2020 by 10:00am.

Application phase (July-August)

The Application phase is the process where nominees develop, enhance and refine three draft applications, utilising the feedback received from their allocated mentors

Time Commitment: It is anticipated that applicants should allocate approximately 2 – 4 hours for the development of EACH draft (ie: 6 – 12 hours), and 3 hours collectively to liaise with their mentor(s) to discuss feedback.

Schedule:

MonthPhaseActivitiesLead
July Application

Nominee Draft 1 due Monday 06 July 2020

Nominee
Mentor feedback due Monday 20 July 2020 Mentor(s)
August Application Nominee Draft 2 due Monday 03 August 2020 Nominee
Mentor feedback due Monday 17 August 2020 Mentor(s)
Nominee Draft 3 due Monday 31 August 2020 Nominee

Key documents  

Download the following documents  

Key resources

Engage with the following support resources

The following external resources can also support the development of a quality application:

Key steps

This phase consists of the following four (4) steps

  • Step 1: Understanding expectations. It is highly recommended that nominees complete the professional learning module PLM915: Writing a strong teaching award application (see Key Resources) to guide the development of a strong application, along with the other resources provided.  Consider also the evaluation criteria used by the Awards Panel. Use the VCALT Student Services Evaluation Criteria (see Key Documents) as a self-evaluation for each draft submission.
  • Step 2: Completing and submitting Draft I. The focus for Draft I should be on drafting the Written Statement using the template (see Key Documents) – as set out in Section 4.2 of the VCALT Student Services Citation Nomination Instructions, and utilising information in Sections 2 and 3. Submit Draft 1 in the Moodle site Awards: VCALT 2020 (see below) as per schedule.
  • Step 3: Completing and submitting Draft II.Allocated mentor(s) will provide written feedback within two weeks of submitting Draft I, via the Moodle site. Nominees are encouraged to liaise with mentor(s) regarding any questions on the feedback received, or how to use the feedback to enhance the next draft. Nominees are reminded to utilise the external resources list in the Key Resources. Focus for Draft II should be on further development of the Written Statement. Submit Draft 2 in the Moodle site Awards: VCALT 2020 (see below) as per schedule.
  • Step 4: Completing and submitting Draft III. Continue to liaise with allocated mentor(s) around the feedback provided for Draft II and utilise the resources outlined in Key Resources. Focus for Draft III should be on further development of the Written Statement, and liaising with the referee for the development of a Letter of Reference using the template – as set out in Section 4.3 of the VCALT Student Services Citation Nomination Instructions. Submit via the Moodle site Awards: VCALT 2020 (see below) as per schedule.

Submission portal: Access the following for the submission of all drafts

Key upcoming date: Draft 3 is due for submission on Monday 31 August 2020 by 10:00am.

Submission phase (September)

The Submission phase completes the awards process for nominees, with the final submission of applications at the end of the month.

Time Commitment: It is anticipated that applicants should allocate approximately 2 – 4 hours for the development of the final version of the written statement, organise the Referee Letter, and 2 hours to liaise with their mentor(s) to make any last minute refinements.

Schedule:

MonthPhaseActivitiesLead
SeptemberSubmission

Mentor feedback due Monday 14 September 2020

Mentor(s)
Nominee final submission due Monday 28 September 2020Nominee

Key steps

This phase consists of the following three (3) steps 

  • Step 1: Finalising the supplementary documents. Finalise the Letter of Reference from your referee – as set out in Section 4.3 of the VCALT Student Services Citation Nomination Instructions.
  • Step 2: Finalising the written statement. Last chance to liaise mentor(s) to seek their guidance and last minute tips for the written statement of claims against the assessment criteria – as set out in Section 4.2 of the VCALT Student Services Citation Nomination Instructions
  • Step 3: Submitting your VCALT Citation application. Use the Citation Nomination Checklist in Section 4 of the VCALT Student Services Citation Nomination Instructions to ensure all components of the submission are completed. It is important to remember that the application has strict guidelines on the components to be addressed, page limits and formatting, as set out in Section 4.4 of the VCALT Student Services Citation Nomination Instructions. There are NO EXCEPTIONS to this. The full application contains all components, collated as ONE (1) single PDF file, in this order. Incomplete applications will not be assessed. There are NO EXTENSIONS to this date.

Submission portal: Access the following for the submission of the final submission

Key upcoming date: The final application is due for submission on Monday 28 September 2020 by 10:00am.

Further information

Contact Tulsa Andrews on t.andrews@federation.edu.au or phone: +61 3 5327 9654.