Staff Development Procedure - Outside Studies Program

Parent policy

Staff Development Policy

Preamble

The University's Outside Studies Program (OSP) is designed to provide academic staff with a period of relief from normal University duties to pursue research and other scholarly work to enhance the staff member's development, extend the body of knowledge in their chosen field and improve their research performance.

Approval 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.

The OSP program should lead to one or more of the following outcomes:

• the creation of new publications
• new research grant applications
• strong international research collaborations or research student and staffing exchanges
• development of a relevant new field of research or scholarship
• innovations in teaching, for example major curriculum
• career development for an early career researcher
• completion or substantial progress towards completion of a PhD.

The purpose of this procedure is to describe the responsibilities of the University and its staff with respect to administering and managing the OSP.

This procedure applies to all academic staff, including education-focused staff who are in a full-time or part-time position whether continuing or fixed term and have a current performance development plan which complies with the requirements of the Performance Development Process: Academic Staff.

Casual, sessional, adjunct and conjoint appointees are exempt from this procedure.

Definitions

Academic performance standards: faculty or discipline specific performance standards for all academic staff against which academic performance will be measured, particularly for the purpose of probation, promotion and performance development. The standards are qualitative, quantitative or a mixture of both across the three key areas of academic activity - research, education and service. They include identified minimum performance standards, below which the staff member would be managed for unsatisfactory performance in accordance with the Staff Development Procedure – Managing Unsatisfactory Performance: Academic Staff.

Achievement(s) relative to opportunity: is an evaluative framework in which the overall quality and impact of achievements is given more weight than the quantity, rate or breadth of particular achievements. Assessing achievements relative to opportunity involves giving consideration to circumstances, arrangements, career histories and overall time available to the staff member. This in turn allows appropriate evaluation of achievements in relation to:

• the quantum or rate of productivity,
• the opportunity to participate in certain types of activities, and
• the consistency of activities or output over the period of consideration.

Achievement relative to opportunity is a positive acknowledgement of what a staff member can and has achieved given the opportunities available and is not about providing “special consideration” or expecting lesser standards of performance.

Conflict of interest: refers to a situation where a conflict arises for an individual between two competing interests. These are often, but not exclusively, interests of public duty versus private interests. This refers to a reasonably perceived, potential or actual conflict of interest. Conflicts of interest can involve financial or non-financial interests of the staff member, and the interests of a business partner or associate, family member, friend or person in a close personal relationship with the staff member. For further information refer to Conduct and Compliance Procedure – Conflict of interest

Dean or director: the dean or director or, where applicable, a person acting as his or her nominee.

Education-focused academic: an academic staff member whose role requires them to provide a substantial contribution to learning and teaching, educational design and delivery, and educational leadership.

Faculty or Divisional Cluster: refers to a cluster of Faculties and/or administrative Divisions that is serviced by a particular HR Service Hub. The Faculty or Divisional Clusters at the University are (1) Central Portfolios & PVC Gippsland, (2) Research & Information Services, (3) Social Sciences & Creative Arts, (4) Engineering & Sciences, (5) Arts, Education & Law and (6) Biomedical Sciences.

Head of unit: head of an academic or administrative work unit, for example Head of School, Head of Department, or equivalent or, where applicable, a person acting as his or her nominee.

HR Business Partner: is a member of the Monash HR community who operates as a strategic partner responsible for providing a range of human resources services for an assigned Faculty or administrative Division. HR Business Partners are located within a HR Service Hub.

HR Service Hub: is the centre for human resources services and activities within a Faculty or Divisional Cluster.

OSP Committee: Outside Studies Program Committees are responsible for receiving and considering applications for outside studies programs. OSP Committees are chaired by the dean or director.

Paid outside work: work undertaken outside of a staff member’s normal duties that may reasonably be construed as either university or private practice. Paid outside work requires prior written approval from the Dean. It may only be included as part of university practice where the University is party to the contract under which the work is undertaken. For more information refer to Conduct and Compliance Procedure – Paid outside work

Performance Development Online (PDO): a online performance planning tool that supports academic staff to manage the performance development cycle in a timely and consistent way. It is a hosted, web-based product that is easy to use, offers a secure repository for documentation, streamlines user data entry via SAP and ROPES feeds and gives heads of unit and deans oversight of unit/faculty performance development activity.

Performance development portfolio: evidence or material that supports the staff member’s claims of progress made and goals achieved such as awards received, articles published, teaching evaluation results, books written and any other relevant evidence. These documents may be stored electronically within the Portfolio Attachments section of the staff member’s PDO plan.

Procedural irregularity: refers to when the University has not followed a process that is articulated in this procedure.

Relevant personal circumstances: may include family responsibilities (for example child rearing, elder-care, illness of a partner or dependant), a temporary or permanent disability, relevant cultural expectations or circumstances, periods of part-time working and/or absences due to ill-health or injury.

Supervisor: the person who is responsible for managing the performance of a staff member. This will be the immediate academic line manager, unless the University nominates an alternative supervisor at level C or above. The supervisor must be trained to effectively perform his or her role in the performance development process. Where a staff member has two or more supervisors, one should be nominated as the primary supervisor.

Eligibility for OSP

In assessing all aspects of eligibility for OSP, consideration will be given to the staff member’s achievements relative to 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.

Applications from grant supported staff will only be considered if the funding rules of the research grant permit and where the department or administrative unit is prepared to provide the required funding.

Except under special circumstances and unless there is a suitable deputy available, deans, associate deans and heads of unit shall not take prolonged leave of any kind during a term of office. Upon completion of their administrative duties, deans, associate deans and heads of unit shall be entitled to special consideration for OSP subject to individual negotiation.

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.

Overview of process for outside studies program

1. Staff member completes OSP application

The OSP application process will be conducted at the discretion of the dean, director or equivalent. The dean, director or equivalent will invite staff to apply for OSP at least once a year.

Staff members should be mindful of the need to consult early in the process with their performance development supervisor, head of unit, and if the staff member is from the Gippsland campus they must consult with the Pro Vice-Chancellor and notify them of their intention of apply for OSP.

The staff member should ensure that his or her application for OSP contains precise details of the following:

• proposed program;
• a justification of the length of absence (note that the maximum period granted for OSP shall not exceed 12 months, including any other associated periods of approved leave);
• full information of any other employment in which the candidate proposes to engage while on the program, such as visiting appointments;
• identify anticipated research outcomes (eg. number and details of publications or conference presentations to be published or submitted);
• a copy of the report from any previous OSP undertaken by the staff member (where relevant); and
• a recommendation from the head of unit.

Staff are encouraged to divulge any relevant personal circumstances which may facilitate an assessment of the staff member’s achievements relative to opportunity.

A staff member may apply for OSP where the sole or main purpose is to obtain a PhD; however, the staff member must be from a department where it has not been possible to recruit an individual with a PhD because of the development of the particular discipline, campus or research strength. The proposed program must directly benefit the University and result in either completion or substantial completion of the course of study. The staff member should be very specific on what progress will be made in completing the formal higher degree during the period of OSP. At the completion of the OSP, the supervisor is required to confirm that the reported progress has been achieved. Approval of an application for OSP for the purpose of completion of a PhD will be restricted to once only.

An OSP program which is for teaching purposes will only be eligible if there is a research and scholarship component in the proposal.

1.1 Travel grants

Staff must abide by the Staff International Travel Procedures for Australian Campuses while on OSP.

Staff members whose OSP has an overseas component (excluding New Zealand) will be eligible to apply for a travel grant of up to $5,500.

Where an OSP is undertaken wholly within New Zealand or Australia but outside of Melbourne, a staff member will be eligible to apply for a travel grant of up to $2,500.

All grant applications should incorporate an estimate of travel expenses 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.

Faculties have the discretion to provide flexible funding arrangements to suit both faculty priorities e.g. supporting early career researchers and individual circumstances.

Faculty or non-faculty areas (as appropriate) will manage grant applications.

1.2 Outside Studies Program taxation information

The University pays travel grants through the payroll system. When payment of the travel grant is made, no income tax is deducted; however the grant amount is recorded as an allowance on the staff member’s annual payment summary. The University has received advice that there is not a requirement to deduct income tax on the basis that there is a “reasonable expectation” that the staff member’s travel grant will be offset by tax deductions relating to the travel.

The grant amount will be treated as taxable income in the staff member’s hands. In most cases the OSP will be deemed by the Australian Tax Office to be work related and deductions for airfares, accommodation and incidental costs will be able to be offset against the taxable grant.

In the cases where the OSP is tax deductible, staff members should maintain a travel diary and collect receipts for expenditure during the period of travel for their personal tax records. Staff members are advised to discuss tax implications of travel with their external accountant to determine “tax deductibility” and seek advice on the appropriate substantiation of expenditure.

It is important to note that the paragraphs above are not to be construed as tax advice as the University is not in the business of providing tax advice to staff members. Staff members must seek their own independent tax advice as it applies to their OSP circumstances.

2. Staff member submits OSP application

Once the staff member has completed their application it must be submitted to the head of unit or nominee. (Head of units should submit their applications to the dean or equivalent and deans should submit their application to the Deputy Vice-Chancellor (Education)).

The head of unit will:

• provide a report detailing whether the academic obligations of the faculty, including teaching, examining and supervision of research students can be satisfactorily met during the staff member's absence; and
• submit the application to the chair of the OSP Committee.

Staff members from non-faculty areas are required to submit their application directly to the relevant director or equivalent.

The director will:

• provide a report detailing whether the academic obligations of the centre, including teaching, examining and supervision of research students can be satisfactorily met during the candidate's absence; and
• submit the application to the chair of the OSP Committee.

3. OSP committee considers the application

3.1 Establishing the OSP committee

The dean of each faculty will appoint an OSP Committee ensuring appropriate discipline representation and at least one female and one male.

Non-faculty areas shall establish an OSP Committee consisting of the director or equivalent (or nominee) as ex officio chair and at least one invited senior academic staff member from a faculty as well as at least one female and one male.

OSP Committee members shall be appointed for a two-year term (renewable for a further term).

When members of an OSP Committee are absent from the University for any protracted period, alternates shall be appointed by the dean or director for non-faculty areas.

3.2 Applications from Gippsland

Where an application is received from a candidate who is located at the Gippsland campus, the Dean, in consultation with the Pro Vice-Chancellor (Gippsland) is required to appoint a member from the Gippsland campus to the OSP Committee. The member is a full voting member of the committee, and is appointed to ensure that any campus-related contextual issues are presented. The member will be required to attend all relevant committee meetings.

The travel costs associated with the Gippsland committee member attending faculty OSP Committee meetings will be met jointly by the faculty and the Gippsland campus.

Where an application is received from a candidate who is located at the Gippsland campus the head of school is required to inform the relevant pro vice-chancellor and the dean that a candidate from the Gippsland Campus is applying for OSP.

If an application is received from a candidate who is located at the Berwick or Peninsula campuses, the dean may wish to appoint a member from the relevant campus to the OSP Committee, but is not obliged to do so.

3.3 Confidentiality

Confidentiality is required of all persons involved in the OSP process. The chairperson of the committee will emphasise the importance of confidentiality during her or his welcome and overview. The duty of confidentiality continues after the OSP process has been concluded.

In maintaining confidentiality, access to all papers is restricted to those directly involved in the assessment process. Where a stage of the process involves a OSP Committee, all papers are to be returned to the secretary of the committee at the conclusion of the last meeting.

3.4 Conflict of interest

A committee member must declare to the chairperson any actual, potential or perceived conflict of interest which may arise as a result of involvement in the OSP process. If a committee member is uncertain whether an actual, potential or perceived conflict of interest exists, advice should be sought from the chairperson prior to the meeting.

The chairperson is responsible for ensuring that no declared conflict of interest can influence the outcome of the application and that there can be no reasonable perception that it might have done. If necessary, the chairperson will require the committee member to withdraw from the committee.

Examples of potential, actual or perceived conflicts of interest include; a committee member who is applying for OSP, a committee member who is supervising a candidate's post-graduate studies, or a committee member who is a friend of the candidate as well as a co-worker.

A committee member who is applying for OSP will be required to absent himself or herself for the part of the meeting during which a decision is made on his or her application.

3.5 Reviewing applications

The OSP Committee, having received applications shall consider the following:

• that the proposed program is justified in terms of the expected research benefit to the staff member and the University;
• that the proposed travel overseas or within Australia is appropriate to the program;
• that the length of absence is justified by the requirements of the program;
• that the candidate has a proven and sustained record of productivity, impact and excellence in research, education and service, or has demonstrated the potential of achieving this, according to the relevant faculty’s academic performance standards for the applicant’s current level; and
• any relevant personal circumstances that will facilitate an assessment of the staff member’s achievements relative to opportunity.

Consideration will also be given to the candidate's research track record and to the outcomes and academic merit of any previous OSP.

OSP applications 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.

4. Staff member is notified of the outcome

The chair of the OSP Committee will inform applicants in writing of the decision of the OSP Committee. Copies of the letters are provided to the performance development supervisor and head of unit. In cases where the staff member is from a campus with a Pro Vice-Chancellor, a copy is provided to the Pro Vice-Chancellor in addition to the performance development supervisor and head of unit.

Staff members not recommended for OSP will be encouraged to seek feedback on the areas that need strengthening before a future application is lodged. The chair of the committee or a representative appointed by the chair will provide the staff member with written advice outlining the areas that need strengthening and is encouraged to meet with the candidates individually to discuss this further. It is suggested that candidates use this advice, in consultation with their performance development supervisor, when revising their performance development plans.

Candidates whose OSP is deferred will be provided with written advice outlining why the OSP has been deferred.

4.1 Rejection and review of an OSP committee decision

Candidates not recommended for OSP may lodge an application for a review on the basis that there has been a procedural irregularity resulting in material disadvantage. Candidates should seek the advice of the Dean before lodging an application for a review. If a candidate chooses to lodge an application, the candidate must do this within seven days of being notified of the decision. The application must be submitted in writing to the Chair of the OSP Committee. The OSP Committee must then reconvene and consider the request for review within fourteen days of it being received.

4.2 Deferment of OSP

In special circumstances a staff member may renegotiate the timing of an approved OSP.

A staff member seeking a deferral of longer than 12 months will need to re-apply for OSP in the appropriate round of applications.

The dean, director or equivalent may approve a deferral, of up to 12 months, in consultation with the head of unit (where applicable) and the staff member.

The University may meet costs in the event that the University has requested the staff member withdraw or defer the OSP and this causes financial loss to the staff member.

In the event of any dispute over any financial claim arising from the provisions of this section the matter shall be submitted to the chair of the OSP Committee - refer to section 4.1 ‘Rejection and review of the OSP Committee decision'.

4.3 Changes to OSP programs

OSP timetables, projects or proposed outcomes may need to be varied between the time of approval and the commencement of OSP. Such changes must be notified to the Chair of the OSP Committee. The Chair will seek approval from the OSP Committee for the proposed change. Failure to seek prior approval from the OSP Committee for substantial changes to an OSP program will jeopardise subsequent applications for OSP.

Examples of substantial changes to an OSP program include:

• deferment of OSP for a period of up to 12 months;
• reduction in the international component of OSP (and consequent effect on the travel grant);
• substantial changes in location for part of the period of OSP;
• introduction of new initiatives (with new proposed outcomes) into the program;
• omission of previous proposed elements of a program;
• variation to travel and accommodation arrangements (particularly those that are supported by OSP travel grants); and
• receipt of additional income from the staff members home school/department to support travel to conferences whilst on OSP.

5. Staff member makes financial and leave arrangements

5.1 Leave arrangements

Staff members are required to include the period of domestic OSP to be taken and/or the dates of any international OSP on an 'Application for Leave form'.

Individual staff member’s are responsible for managing their own annual leave balance. To this end, should a staff member’s annual leave accruals be nearing 30 days, staff members must take action to either take annual leave prior to commencing OSP and/or incorporate annual leave into their OSP period of absence prior to returning to the University and resuming duties. For further information in relation to a staff member’s annual leave responsibilities, please refer to Section 2.3 of the Annual Leave procedure.

5.2 Salary

Salary will continue to be paid during the period of the OSP. Half of the salary payable to a staff member during approved OSP may be paid in advance.

A staff member seeking a salary advance is required to submit a written request their HR Service Hub, six weeks prior to departure. Payment will be credited to the staff member's bank account with their normal salary.

If a staff member on OSP receives payment from an organisation other than Monash University, the staff member must read the Conduct and Compliance Procedure - Paid Outside Work and complete and submit the relevant forms.

5.3 Financial obligations following OSP

The 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 procedure 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.

5.4 Superannuation

Normal superannuation contributions will be maintained.

5.5 WorkCover & personal accident insurance

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.

The University maintains a Monash Travel Insurance policy for its staff. This policy is designed for short term business trips with a maximum duration of six months. Where there is continuous stay in one country for a period exceeding six months, staff should contact the Insurance Services 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 for visa or other purposes should complete the on line insurance travel request form found on the insurance website and obtain a Certificate of Insurance

5.6 Transferability of service

The University will recognise prior continuous paid full-time service with Australian higher education institutions as qualifying service when considering applications for OSP under its own rules provided that if a staff member has taken a period of time on OSP, that period will be taken into account in the consideration.

Eligibility for recognition of service with the releasing institution will be dependent upon continuity of employment between the releasing institutions and the University.

Transferability of service:

• applies to full-time staff and part-time staff at the level of Lecturer, Level B and above; and
• does not apply to staff who are employed on a casual basis or to staff whose salaries are paid from external funds.

If there is not more than two months between the cessation of employment with the releasing institution and commencement with the University, continuity will be deemed not to have been broken, but the period between cessation and commencement will not be taken into account in determining length of service for the purposes of this clause.

Recognition of longer breaks in service will be dependent upon the rules and practices of the University. Recognition of previous service other than as provided in this clause will continue to be a matter for the University to determine.

6. Staff member completes report within 2 months of returning from OSP

Within two months of returning from OSP staff 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.

An application for OSP will not be considered if a previous report is outstanding.

6.1 Performance development supervisor corroborates achievements

The staff member's performance development supervisor should confirm or otherwise comment on whether the objectives have been achieved

6.2 HR Business Partner collates the OSP reports

The staff member should submit the report to the HR Business Partner within the relevant HR Service Hub.

The HR Business Partner should coordinate the receipt and collation of reports and forward them to the head of unit and dean, director or equivalent for comment before returning them to the OSP Committee and faculty board (in faculties only) for noting.

As part of the University's Performance Development Process: Academic Staff, staff members are required to include in their performance development plan:

• objectives of undertaking OSP; and
• supporting documentation on the outcomes of the OSP in their performance development portfolio.

Responsibilities

Staff member

The staff member applying for OSP is responsible for:

• complying with this procedure and;
• meeting the OSP objectives in applications approved by the OSP Committee.

Supervisor

The supervisor is responsible for:

• ensuring that their staff members comply with this procedure;
• providing guidance on OSP during performance planning and review discussions, in light of the needs of the University, the merit of the program and the staff member's capacity to make effective use of the opportunity;
• monitoring the achievement of OSP objectives; and
• confirming to the head of unit that the OSP objectives have been met.

Head of unit

The head of unit is responsible for:

• submitting OSP applications to the chair of the OSP Committee; and
• providing a report detailing whether the academic obligations of the faculty, including teaching, examining and supervision of research students can be satisfactorily met during the staff member's absence.

If there are no heads of unit within the faculty, a deputy dean or equivalent may be delegated the head of unit's responsibilities for the OSP process.

Dean / director

The dean or director is responsible for:

• chairing the the OSP Committee; and
• ensuring committee members carry out a fair, confidential and objective assessment of applications for OSP.

HR Business Partner

The HR Business Partner nominated to administer OSP is responsible for:

• forwarding the Application for Leave Form(s) to HR Operations for processing;
• collecting the OSP reports within two months of the candidate returning from leave; and
• ensuring OSP reports are available for data collection purposes.

HR Operations

HR Operations is responsible for:

• processing the Application for Leave form;
• arranging advanced OSP salary payment; and
• processing payment of OSP Travel Grants.

Related procedures

• Conduct and Compliance Procedure - Conflict of Interest (Including Conflict of Interest in Research)
• Conduct and Compliance Procedure - Paid Outside Work
• Staff Development Procedure - Academic Promotion for Candidates' Level B
• Staff Development Procedure - Academic Promotion for Candidates' Levels C - E
• Staff Development Procedure - Academic Promotion Committees' Levels C - E
• Staff Development Procedure - Performance Development Process: Academic Staff
• Staff International Travel Procedures for Australian Campuses

Related enterprise agreement clauses

• Clause 62 - OSP - Transferability of Service

Related documents

• Academic Performance Standards
• Assessment of achievement relative to opportunity
• Insurance Services Office
• Performance Development Process: Academic Staff

Related forms

• Application for Leave form
• Contact your HR Business Partner to locate an OSP form