Scholarships and Grants Program conditions and recipient obligations

While undertaking scholarships or grant activity, a recipient, as a RACS representative, must ensure at all times that their conduct reflects this important representative role.

A scholarships and grants program recipient is obliged to:

- comply at all times with the RACS Code of Conduct, the Scholarships and grants program conditions and all other applicable RACS policies 
- comply with all instructions and directions (written, verbal or both) from RACS relating to the scholarship, grant or Fellowship 
- follow instructions from an international surgical college overseas and comply with their code of conduct 
- use their best endeavours to further the collegiate relationship between the RACS and international surgical colleges 
- carry out their activity in the topic, and in the manner, outlined in their application 
- only use the research methodologies outlined in their application 
- immediately notify RACS of the occurrence of any situation (either before, during or after a visit) that impacts on the scholarship or grant and/or collegiate relationships  
- otherwise act in a manner that will not negatively impact collegiate relationships.

In accepting an offer for the Scholarships and Grants program, the recipient agrees to all conditions and obligations and will for the duration of the opportunity:

- Undertake the activity as outlined in their application and approved by RACS.  
- Undertake the activity within the stipulated period. The activity cannot commence before 1 January and must have commenced by 31 December of the grant year or, for multi-year Research scholarships, within the two or three year scholarship period  
- Request an amendment to the activity or leave from RACS, or repay funds to RACS, should circumstances prohibit the fulfilment of the approved travel plans or activity 
- Provide an end of year report, and for multi-year research recipients - a mid-year report, in accordance with the respective scholarship or grant's reporting requirements.

SET Trainees and SET applicants who are offered a Learning and Development scholarship or grant that requires an interruption or deferral to SET training are required to upload evidence of written support from their specialty board with their acceptance form. 

SET Trainees and SET applicants applying for a Research scholarship that requires an interruption or deferral to SET training are required to request the written support from their specialty board prior to applying, and include evidence with their application.

Additionally, research recipients must agree to:

- continue to be enrolled in the higher degree named in their application (if enrolment in a higher degree is a requirement of the scholarship, as outlined in the eligibility requirements)
- if applicable, be supervised by the nominated supervisor or advise RACS and seek approval if there is a change of supervisor.

Payment will be upheld when all Scholarships and grants program and opportunity-specific conditions and recipient obligations are satisfied.

Recipients are advised to refer to a financial or taxation advisor to ascertain the taxability of the grant.

Funds are to be expended in line with RACS travel and accommodation policy (PDF 78.29KB).

Learning and development recipients

The recipient must provide RACS with a valid tax invoice for the annual value of the grant, which will be paid to the recipient by 1 March of the grant year. 

Recipients will be required in their end-of-year report to include details of how the funds were spent.

Research recipients

Payment of the annual value of the scholarship will be made to an administering institution on behalf of the recipient by 1 March in the scholarship year.

The scholarship will be paid following receipt of a valid tax invoice provided by the administering institution.  

The control of the expenditure will be governed by relevant policies and procedures of the administering institution. 

Recipients will be required in their end-of-year report to include details of how the funds were spent.

Recipients may not hold two RACS grants scholarships or grants (including Fellowships) concurrently. They may hold a RACS opportunity in conjunction with non-RACS funding but must notify RACS immediately upon receipt of the non-RACS funding, if it was awarded for the same purpose as the RACS funding.

Access to professional income

Research scholarship recipients, including those who are approved as part-time, may engage in professional work in Australia or Aotearoa New Zealand for additional remuneration up to 20% of each working week. It is recommended that this work is undertaken with the permission of the recipient’s supervisor and employing research institution. Clinical sessional work, teaching and consulting are all categories of work for which permission should be sought.

Further information is available in the Part-time research scholarships policy (PDF 38.58KB).

Recipients must provide an end-of-year report on the scholarship or grant activity in a prescribed format in January of the year following the activity. 

Reports are reviewed by the ANZ Scholarships and grants committee (ANZSGC) with copies sent to the relevant stakeholders and committees, including the benefactor or sponsor, as appropriate. 

If reports are not received or are inadequately completed, the recipient will be ineligible for any further financial assistance from RACS and may be required to repay funds.

The supervisor of Research scholarship recipients may, in the same time period, also be requested to report on the progress of the recipient.

Multi-year Research scholarship recipients are required to provide both a mid- and end-of-year report. The continuation of multi-year scholarships in the following year will be dependent upon recipients displaying satisfactory progress through their mid-year reports. 

Unsuccessful applicants who continue to meet the eligibility criteria may reapply to the Scholarships and grants program in subsequent years.

Unless otherwise stated on a scholarship or grant webpage, past recipients are eligible to reapply for the same opportunity in subsequent years. 

Upon request from the Scholarship Evaluation and Monitoring Committee, recipients will be required to complete two scholarship evaluation surveys.

The first is due upon completion of the scholarship, with the second due approximately five years later.

These surveys are essential for the ongoing improvement of the program. 

RACS may, at its discretion for what is considered a grave cause, withdraw or suspend the tenure of a scholarship or grant. From the date of either of these decisions, the entitlement to funding and other allowances shall cease. Upon termination, monies already paid and not duly expended shall be refunded to RACS.

RACS, the Foundation for Surgery, and the benefactor or sponsor (where appropriate), must be acknowledged in any relevant correspondence, public announcement, advertising, publication, presentation or other material relating to the scholarship or grant. 

The Foundation for Surgery logo must be included in all presentations. 

If invited, recipients are obliged to speak at RACS and Foundation for Surgery events.