Pūtea Tautoko | Student Relief Fund Policy and Procedure

Purpose

The purpose of this policy and procedure is to outline the securing of funds for, and the management of, Pūtea Tautoko Student Relief Fund. Pūtea Tautoko provides financial relief to current University of Otago students for whom significant financial hardship has emerged as a severe barrier to successful study, and for whom other forms of support are not readily available.

Organisational scope

All students are required to pay an annual compulsory Pūtea Tautoko Student Relief Fund fee upon enrolment. This includes enrolments that are domestic or international, full-time or part-time, undergraduate or postgraduate, on any campus or by distance, and includes students enrolled in Pathway’s Foundation Studies or Level 5 Diploma courses. The following specific groups are exempted from paying the compulsory fee:

• Incoming Study Abroad and incoming Exchange students
• ‘Interest only’ enrolments
• Secondary school students
• English Language Centre students
• Students enrolled in Pathway’s Bridging Programme
• University of Otago staff enrolled as students
• Students enrolling in Postgraduate Certificate in Executive Management (PCEXMA01) and Postgraduate Diploma in Executive Management (PDEXMA01)

In exceptional circumstances, a refund of the fee may be authorised. Requests for exemptions should be emailed to:
Email student.relief@otago.ac.nz

All students who have paid the compulsory Pūtea Tautoko Student Relief Fund fee are eligible to apply for support from Pūtea Tautoko.

Definitions

Current University of Otago student

A student who has completed course declaration for their study in the current year. Additionally, it is normally expected that the student will be studying at the time of application.

Financial Hardship

When a student is experiencing financial challenges that impact their ability to attend University or to engage in their studies and where that financial challenge cannot be addressed through other means available to the student.

Pūtea Tautoko Panel

The membership of the Pūtea Tautoko Panel will comprise:

• Director, Student Services (Chair)
• Manager, Student Pastoral Care (Co-Deputy Chair)
• Tumuaki, Te Huka Mātauraka
• Manager, Pacific Islands Centre
• Manager, Pou Whirinaki, Student Wellbeing Hub
• Manager, Undergraduate Entrance Scholarships (Co-Deputy Chair)
• Manager, OUSA Student Support
• Manager, Student Relief Funds

Other relevant staff will be co-opted, as necessary.

Pūtea Tautoko Student Advisory Group

The Pūtea Tautoko Student Advisory Group will comprise the following members of the Otago University Students’ Association (OUSA):

• President
• Welfare and Equity representative
• Strategy and Finance representative
• International student representative
• Postgraduate student representative
• Tumuaki Te Rōpū Māori
• President Otago University Pacific Island Students’ Association

Content

1. Summary

   The Pūtea Tautoko Student Relief fund is a student-funded hardship fund established to provide temporary financial support to current University of Otago students experiencing financial difficulties. Pūtea Tautoko aims to help students continue in their studies during times of crisis. Applications are considered by the Pūtea Tautoko Panel, acting in accordance with guidelines co-developed with the Pūtea Tautoko Student Advisory Group. The Panel is required to report generally to the Student Advisory Group at the end of each semester.

   The fund is financed through a compulsory annual fee paid by all students enrolling at the University of Otago.

2. Value of the Fund

   The value of the compulsory Pūtea Tautoko Student Relief Fee is set annually by the University Council. The fee is currently $20 (GST inclusive), paid once annually at the first enrolment period for a calendar year. The total value of the Pūtea Tautoko Fund is determined annually based on revenue collected from the compulsory Pūtea Tautoko Student Relief Fee.

3. Application Process

   1. Applications are normally submitted through eVision. If the applicant is unable to access eVision, then they can directly email the Manager Student Relief Funds for assistance.
      Email student.relief@otago.ac.nz
   2. Applications are processed from January to November each year. In exceptional circumstances, applications may be considered outside of this time if they are emailed directly to the Manager Student Relief Funds.  Applications are usually processed within 20 working days.
      Email student.relief@otago.ac.nz
   3. Only complete applications will be considered. The Pūtea Tautoko webpage provides details on the nature of supporting information, including requirements for a referee.

4. Oversight and Panel membership

   1. Allocation of funds by the Pūtea Tautoko Panel will follow guidelines developed in conjunction with the Pūtea Tautoko Student Advisory Group. At the end of each semester, the Panel will report back to the Student Advisory Group, using aggregated and unidentifiable data, on patterns of decision-making. This report will include data on the number and size of grants made and to which cohorts (e.g., undergraduate, postgraduate, international, Māori, Pacific, new permanent residents, etc), and themes for circumstances leading to hardship.

5. Confidentiality

   1. Strict confidentiality will be observed in the consideration of applications to Pūtea Tautoko. Panel members must sign non-disclosure agreements. Information about the applicant and the application will not be shared with any parties outside the Panel, unless provision is made to do so under the University’s Privacy Policy.
   2. If bank statements are required to support the application, they will only be shared with the Panel if deemed by the Manager Student Relief to be relevant to the Panel’s decision making.
   3. As a matter of course, the Panel will recommend avenues for support to applicants, regardless of whether a grant is awarded. The decision on the outcome will include contact information for relevant supports and applicants will be encouraged to connect with those services.
   4. ‘Good news’ stories of students receiving support from Pūtea Tautoko may be used to promote application to the Fund, but only with the permission of the student concerned; the stories will be anonymised, unless approval has been obtained from the student concerned.
   5. Application and decision information will be securely retained as required to meet audit and reporting requirements. Access to this information will be appropriately restricted, and the information will not under any circumstances form part of a student’s academic record with the University.

6. Right of Review

   Applicants who are dissatisfied with the outcome of their application may seek general feedback and may submit an updated application once that feedback has been received. However, there is no formal right of review regarding the success or otherwise of an application.

7. Conditions of Use

   1. Anyone in receipt of a Pūtea Tautoko grant who is found to have provided misleading information, or used any of the funding inappropriately, may be required to repay the grant (in whole or in part), and may be barred from making future applications to Pūtea Tautoko.
   2. Funding awarded shall not be used for purposes other than to enable the continuation of the applicant’s studies at University of Otago. Use of the grant for recreational activity such as sport, leisure travel, gambling or the purchase of alcohol or drugs is not permitted.

8. Use of Funds for Student Services and other Hardship Initiatives

   1. Funding from Pūtea Tautoko may be allocated to support the following hardship-related initiatives that benefit students:
   1. Funding to Te Huka Mātauraka and the Pacific Islands Centre to support their emergency funds.
   2. Funding to the University of Otago Students’ Association (OUSA) to supplement the OUSA Hardship Fund. This is on the basis that the Pūtea Tautoko funding accessed by OUSA is used to provide quick response, immediate short-term support for students, and that those students requiring more sustained support will be encouraged to apply directly to the Pūtea Tautoko fund.
   2. Funding from Pūtea Tautoko may be allocated to support additional hardship-related initiatives that provide clear benefits for students.

Related policies, procedures and forms

University Policies and Strategies:

• Code of Student Conduct (PDF)
• Emergency Management Policy
• Equal Educational Opportunities Policy
• Equity and Diversity Strategic Framework and Action Plan (2023–2030) | Te Rautaki Arara Tōkeke
• Equity and Diversity Policy | Kaupapa Here Ararau Tōkeke
• Ethical Behaviour Policy
• Health, Safety and Wellbeing Policy
• Māori Strategic Framework 2030
• Pacific Strategic Framework (2022–2030) (PDF)
• Pae Tata: Strategic Plan to 2030 (PDF)
• Student Charter
• Te Ara Akitu - Learner Success Plan (PDF)
• Te Kokeka Whakamua – University of Otago Disability Action Plan: 2024–2027 (PDF)
• Privacy Policy

Other:

• The Education (Pastoral Care of Tertiary and International Learners) Code of Practice 2021
• Education and Training Act 2020
• Privacy Act 2020

Contact for further information

If you have any queries regarding the content of this document or need further clarification, contact:

Manager
Student Relief Funds
Email student.relief@otago.ac.nz