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Outside Studies Program - Academic staff
Policy summaryThe purpose of an Outside Studies Program (OSP) is to provide academic staff with a period of relief from normal University duties to carry out a cohesive program of scholarly work to enhance staff member's development and extend the body of knowledge in their chosen field. Encouragement will be given for programs which have an emphasis on course development, teaching improvement and innovation. This emphasis is not at the expense of the traditional research orientation of an OSP activity, but specifically recognises teaching-related projects as a legitimate and valued alternative. Approval may be given for a program where the sole or main purpose is to obtain a relevant formal higher degree, provided that the proposed program directly benefits the University, faculty and department concerned. Staff eligible to applyAcademic staff holding a full-time or part-time position whether continuing or fixed term (excluding casual and sessional staff) may apply for OSP. This applies to academic staff in both faculty and non-faculty areas. Applications from grant supported staff will only be considered if funding conditions permit, or where the department or administrative unit is prepared to provide the required funding. Approval of OSP applicationsApproval of a program is conditional upon a number of factors including the needs of the University, the merit of the program and the staff member's capacity to make effective use of the opportunity. Approval will not normally be granted for a program unless the staff member has completed three years of continuous service or two years where prior service has been formally recognised by the University. The University recognises that contracts of employment entered into by some academic and senior library staff prior to 1978 made formal provision for the granting of study leave. This provision will continue to be taken into account when considering applications. The maximum period granted for OSP shall not exceed 12 months, including any other associated periods of approved leave. Programs will only be approved if there is a reasonable expectation that the staff member will continue in the employment of the University at the end of the OSP, for a minimum period equivalent to the period of the OSP. Applications for OSPApplications for OSP from staff employed within a faculty shall be submitted to the Dean or a delegated nominee, through the Head of Department/School or, in faculties not divided into departments, through the appropriate academic senior staff member. Applications for OSP from staff employed within a non-faculty area shall be submitted to the Director or equivalent. Heads of Department/School shall apply to the Dean, Director or equivalent. Deans shall apply to the Deputy Vice-Chancellor responsible for academic staffing issues. Applications shall contain precise details of the proposed program, a justification of the length of absence, and where possible a timetable of specific activities for example attendance at conferences or visits to institutions. Full information should be given of any other employment in which the applicant proposes to engage while on the program, such as visiting appointments. All applications shall also include recommendations and assurances from Heads of Department/School or equivalent that the academic obligations of the faculty, department/school or administrative unit, including teaching, examining and supervision of research students can be satisfactorily met during the applicant's absence. Applications will be considered at least once a year. Invitations to apply for OSP will be at the discretion of the Dean, Director or equivalent. OSP CommitteesEach faculty shall establish an OSP Committee consisting of the Dean (or nominee) as ex officio chair and four elected members. The Dean can nominate an additional member if required to ensure that the membership of the Committee includes at least one female and one male. Non-faculty areas shall establish an OSP Committee when it is known that there will be applications for OSP from eligible academic staff. The membership of the non-faculty OSP Committee shall consist of the Director or equivalent (or nominee) as ex officio chair, four elected members, and at least one invited senior academic member of staff from a faculty. The Director or equivalent can nominate an additional member if required to ensure that the membership of the Committee includes at least one female and one male. Both faculty and non-faculty OSP Committee members shall be elected for a two-year term (renewable for a further term) by those members of staff eligible to participate in OSP from among their number. For members of an OSP Committee absent from the University for any protracted period, alternates shall be elected. Positions on an OSP Committee can be filled on the Dean, Director or equivalent's nomination in cases where there are insufficient nominations for elected positions or a member resigns during a term of office. In non-faculty areas where there are insufficient numbers of academic staff to fill the four elected positions, these positions can be filled by a combination of elected members and invited senior academic members from a faculty (or a number of faculties), at the discretion of the Director or equivalent. Process of considering applicationsThe Committee, having received applications shall consider the following:
Consideration will also be given to the applicant's teaching record, recent publication record and to the outcomes and academic merit of any previous OSP. Financial assistance during OSPSalarySalary will continue to be paid during the period of the OSP. Half of the salary payable to a member of staff during approved OSP may be paid in advance. Staff seeking a salary advance are required to submit a written request to the Human Resources Division, six weeks prior to departure. Payment will be credited to the staff member's bank account with their normal salary Travel grantsMembers of staff whose OSP has an overseas component will be eligible to apply for a travel grant up to $5,000. Where an OSP is undertaken wholly within Australia but outside of Melbourne, a staff member will be eligible to apply for a travel grant up to $2,500. All grant applications should incorporate an estimate of travel expenses (refer Travel Liaison Office for further information) at standard University rates and must be submitted with an application for OSP. The faculty or non-faculty OSP Committee will determine the amount of each individual grant having regard to the reasonable expenses likely to be incurred by the staff member and the staff member's estimate of expenditure. Faculty or non-faculty areas (as appropriate) will manage grant applications. Payment of travel grants will be made following a written request to Human Resources Division, six weeks prior to commencement of an OSP. Central funds to support travel grants will be allocated to faculty and non-faculty areas. Allocation of these funds will be reviewed annually by the Human Resources Division following the submission of the faculty or non-faculties OSP Statistical Reports (refer OSP- Reporting Obligations). Financial obligations following OSPThe whole or part of any salary or grants paid in relation to OSP may be required to be repaid to the University should the staff member not comply with the provisions of the OSP policy or fail to return to employment with the University for a period at least equivalent to the period of the OSP. Where the staff member fails to return to employment with the University for a period equivalent to the period of the OSP, the amount to be repaid will be pro rata of the stipulated shortfall in service. Other considerations while on OSPNormal superannuation contributions will be maintained. Staff are covered by WorkCover Insurance. Under the Accident Compensation Act 1985 (''the Act"), a staff member whose employer resides in Victoria is entitled to claim compensation for an injury or illness arising out of or in the course of employment, whether in Victoria or outside Victoria, if the worker's employment relates to the injury or illness. Staff wishing to obtain documentary evidence of WorkCover Insurance cover for visa or other purposes should contact the WorkCover Unit in the Human Resources Division. The University maintains a personal accident and travel insurance policy for its staff. This policy is designed for short term business trips with a maximum duration of six months. For any planned trips exceeding six months, staff should contact the Risk and Insurance Office. The cover is in effect whilst staff are travelling and residing outside Australia on authorised University business and includes associated holiday travel undertaken during the program. The policy is in force 24 hours a day until staff return to their normal residence or place of employment. Staff wishing to obtain documentary evidence of Personal Accident Insurance cover for visa or other purposes should contact the Insurance Officer in the Corporate Finance Division. Reporting RequirementsStaff ObligationsWithin two months of return from an OSP a staff member must submit a written report, in the preferred format of their faculty or non-faculty area detailing the work completed during the period of absence. The report should be submitted to the Head of Department/School (where appropriate), and Dean, Director or equivalent for comment, and subsequent transmission to the OSP Committee and Faculty Board (in faculties only). As part of the University's Performance Management Scheme staff members are required to include in their Annual Portfolio (1) planned objectives of undertaking an OSP in an engagement profile, and (2) supporting documentation on the outcomes of the OSP to be included in an achievement report. Reporting ObligationsFaculty and non-faculty areas are required to complete and submit to the Divisional Director, Human Resources by 31 July each year an OSP Statistical Report. The Statistical Report is to include the number of OSP applications received by gender, level, fractional/full time and fixed term/continuing. The number of applications supported, by gender, level, fractional/full time, and fixed term/continuing and for successful applicants of each sex, whether the OSP is taken outside Australia for all or any part of the period. Faculties and non-faculty areas are to ensure that at the time of the staff member taking an OSP that a leave application form for any annual leave or long service leave taken during the period of the OSP is submitted to the Human Resources Division. The leave form should also include the period of OSP taken and the dates of any OSP undertaken outside Australia. Rejection and review of an OSP Committee decisionIf an application to participate in an OSP is rejected or deferred, the Dean, Director or equivalent shall inform the applicant of the reasons for the rejection or deferment of the proposal. If an applicant feels they have been genuinely disadvantaged they may request a review of the Committee's decision only on the basis of lack of due process. Any requests for a review must be submitted in writing and supported by comprehensive information concerning the procedural irregularity to the Chair of the OSP Committee. Applicants who consider lodging a request for a review should have first discussed the matter with the Chair of the Committee. A request for review must be received within seven days of the applicant being notified of the Committee's decision. The OSP Committee must reconvene and consider the request for review within fourteen days of it being received. Deferment of OSPNotwithstanding anything above, approval may, in special circumstances, be withdrawn by the Dean, Director or equivalent not less than six months before the proposed commencement of the program after consultation with the Head of Department/School (where appropriate) and the member of staff. In addition, the Deputy Vice-Chancellor responsible for academic staffing issues may defer in an emergency the date of any absence from duty of a staff member, notwithstanding any approval already given, until the difficulties causing the deferment can be resolved. If any such withdrawals or deferments cause financial loss to the staff member, because of commitments reasonably made, the University will meet the cost. In the event of any dispute over any financial claim arising from the provisions of this section the matter shall be submitted to the OSP Review Committee mentioned in OSP- rejection and review of the OSP Committee decision. Transferability of serviceAlso refer to clause 59 - OSP - Transferability of Service in the Monash University Enterprise Agreement (Academic and General Staff) 2005. This provision:
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