Staff Development Procedure - Conferences and Field Work

Parent Policy

Staff Development Policy

Preamble

All members of staff may apply to attend conferences and undertake field work within Australia and overseas provided such pursuits are in line with the objectives of their faculty or division and individual performance development plans.

The purpose of this procedure is to clarify how staff can apply to attend conferences and to undertake field work.

This procedure applies to all academic and professional staff at Australian campuses.

Definitions

Conference: Conferences that may be acceptable to the University for conference leave purposes are those that are concerned with aspects of the work of a University faculty, division or work area and which will contribute to the work of the faculty or division or work area. It is expected that staff who obtain leave to attend the conference will be contributors to the conference, and may be presenting papers.

Conference papers: In this instance conference papers refers to those papers that the leave applicant has been involved in writing, or will present to the conference. Where leave is applied for it is expected by the University that the applicant will be presenting their own paper to the conference (or in special cases that of another member of Monash University staff).

Field work: This is an activity related to the work of a staff member and the faculty, division or work area in which they are employed, but takes place in a setting outside of the University’s usual sites and campuses. Field work in the appropriate geographical areas may be relevant to the research needs of scholars in such disciplines as anthropology, botany, language studies, and so on and may also encompass research in libraries with special resources or laboratories with specialised equipment or expertise not available locally. Field work should contribute to the responsibilities and capacities of those who are engaged in it, and is therefore, expected to have a tangible benefit to the University.

Financial assistance: Financial assistance is the amount of money and associated resources that the University is willing to provide to a staff member who obtains leave to attend a conference or undertake field work.

Leave to attend conferences or field work: This is leave that is associated with the work of the staff member and is usually considered to be a part of their employment. Absences to attend conferences will not normally exceed two weeks for any one conference. Absences to undertake field work is 10 weeks or less in any given year. Where possible, absences are to be during the between-teaching periods. Satisfactory arrangements to cover teaching and other commitments must be made if leave is requested during teaching times.

1. Initiating conference leave or field work

A staff member (other than a dean or professor) who wishes to attend a conference or participate in field work should:

• prepare precise details of why they wish to attend, what the financial costs are likely to be, and what affect their temporary absence from their work area is likely to have;
• include reference to any other conference or field work undertaken in the past year;
• prepare a statement of what the benefits of attending the conference or engaging in the field work are likely to be for their work area, and for the University;
• complete an application for leave via the Employee Self Service (ESS) - for conference leave only; and
• forward this information to the head of the school or department.

The head of school or department will consider:

• potential impact on unit workload and work flow, the staff member’s development needs, benefits to the faculty/division and available resources to support the leave;
• the amount of time requested for attending conferences or taking leave for field work; and
• any implications for equal employment opportunity or for matters to do with equity.

The head of school or department may:

• approve leave requests to attend a conference or engage in field work within Australia;
• consult with the dean or divisional director before granting approval for conferences or field work outside of Australia.

The head of school or department will provide authorisation via:

• ESS for a staff member to take conference leave; and
• in writing for a staff member to engage in field work.

Professors

Professors who wish to attend a conference or engage in field work within Australia, are to inform the head of school or department of the intended absence. The head of school or department will advise the dean that the professor is to be absent for the period specified.
Where the professor seeks leave to attend a conference or engage in field work outside of Australia, the professor is to obtain the agreement of the head of department, who will discuss the intended absence with the dean prior to granting approval.

Head of school or department

A head of school or department is to consult with the dean or equivalent and obtain approval before taking leave to attend an overseas conference or field work activity.

Deans

Deans intending to attend conferences or field work or otherwise be absent for more than one day within Australia, is to advise the Deputy Vice-Chancellor (Education).

Deans are to obtain the prior agreement of the Deputy Vice-Chancellor (Education) for absences overseas.

2. Request for financial assistance

Staff seeking financial support to attend a conference within Australia or overseas are to apply through the head of school or department to the dean or divisional director.

To qualify for financial assistance to attend a conference, a staff member is normally expected to have received an invitation from the organising body to present a paper to the conference, or to take a leading part in the conduct of the conference.

Staff seeking financial support to participate in field work within Australia are to apply through the head of school or department.

Staff seeking financial support to participate in field work overseas are to apply through the head of school or department to the dean or divisional director.

A staff member can request financial assistance to engage in field work where the proposed field work is relevant to the interest of the staff member and the unit and benefits are likely to accrue to the University from the activity.

The dean or the head of school or department will consider the request for financial assistance, taking into account:

• special needs of particular areas of scholarship;
• the level of financial assistance, taking into account any previous financial assistance granted to the applicant towards attendance at conferences or for absences on field work; and
• the willingness of the inviting body or of some other outside organisation to make a financial contribution towards expenses.

In cases where some support from an outside body is available, the dean or equivalent would not normally expect to meet more than 50% of the total cost of the visits. However, in those disciplines, which, in the opinion of the dean or equivalent, grants from outside bodies are less readily available, they may decide to make a proportionately larger grant.

If the staff member’s absence is to be contiguous with, or an interruption during, a period of participation in an outside studies program, the financial assistance will be assessed in respect of these circumstances.

The staff member should check details regarding staff expense claims and travel allowances through the Corporate Finance Division web page and clause 75 of the Monash University Enterprise Agreement (Academic and General Staff) 2005 respectively.

3. Unsupported requests for conference and field work

Where a request for leave to attend a conference or engage in field work, or to be provided with financial assistance is denied by the head of department or dean, the staff member concerned will be given reasons by the decision maker for the denial as soon as is practicable.
In those cases, where the head of department or the dean has refused leave to attend a conference or to engage in field work, or provide financial assistance, the staff member may seek to invoke the Grievance Procedure. This will be concerned with matters of process and equity only, since the University is not obliged to provide such leave and financial assistance.

4. Arrangements during conference and field work

Once approval is granted, the staff member is to:

• take action to ensure that their work situation is manageable in their absence;
• ensure that the administrative arrangements for their journey and stay at the field work or conference are completed; and
• advise and seek approval from the supervisor or head of school or department as to travelling arrangements and advise where he/she intends to stay.

Accommodation should be of a reasonable standard. If there is any dispute regarding the travel arrangements, attempts will be made to resolve the issue between the head of the particular school or department and the relevant staff member.

If the staff member has been issued with a corporate credit card, the staff member should incur reasonable University business related expenses on the corporate credit card, in accordance with University finance policies.

Where corporate credit card facilities are not available, the staff member will obtain a receipt or other satisfactory evidence of reasonable personal expenses incurred whilst travelling on approved University business and this amount, if approved, will be reimbursed. Alternatively a cash advance may be approved in advance by the supervisor or head of administrative unit; this advance may be drawn not earlier than six weeks prior to departure.

Staff travelling overseas must familiarise themselves with the Staff International Travel Procedures for Australian Campuses and the requirements for preparation of a travel plan, insurance, risk management and travel advice, travel class, visa’s, travel diary and so on.

5. Returning to normal duties

Following the leave of absence that has been granted, the staff member will return to their normal duties.

Any undue absences that may exceed the initial approved time are to be advised to the head of school or department or dean prior to the absence continuing so that a decision may be made about whether continued absence is permissible.

No additional expenditure above the agreed financial assistance levels committed to by the University should be entered into if further leave is granted without prior approval from the supervisor (head of department or above).

Following the conference or field work activity, the staff member will be expected to complete a detailed report that encompasses what they have learnt and what they have done. This is necessary so that the University and its other staff (working in the discipline) may benefit from the attendance. The report may be either written or a verbal presentation.

The head of school or department should keep records of all approved absences.

Responsibilities

Staff member

The staff member is responsible for making the application for leave to attend a conference or to engage in field work and for:

• completing an application for conference leave via Employee Self Service (ESS);
• providing the necessary details in support of their application;
• providing details to the head of school or department of any other leave to attend conferences or field work that has been taken in the past year;
• ensuring that all administrative arrangements are completed, including ensuring that the activities of their work area and its responsibilities will not be unduly affected as a consequence of his or her absence;
• seeking financial support from associated parties where this is likely to be available (such as the conference organisers or the managers of the field work); and
• providing a report or presentation of their activities and what they have learnt during the conference or field work.

Professors

Professors have more scope to determine their needs to attend conferences and engage in field work than less senior staff but they have a responsibility to ensure that their actions are consistent with University policy regarding equity and that such absences will not cause any undue operational or decision making difficulties for their work area.

In the case of overseas conferences and field work, professors have a responsibility to ensure their applications are considered by deans as well as heads of department.

The head of school or department

The head of school or department is responsible for:

• considering applications for leave in field work in light of impact on work unit, staff development needs, potential benefits and resourcing;
• ensuring that the proposed time for leave is consistent with procedures for this type of leave;
• ensuring that any proposed financial outlays are minimized, including requiring the staff member to find resources from other sources such as conference organisers or field work managers;
• examining any previous expenditures made in support of the applicant;
• ensuring staff adhere to the requirements concerning the maximum time for attending conferences;
• informing those whose requests for leave or financial assistance are not supported are notified as soon as possible and given reasons for the refusal;
• examining whether their decision has any implications for equal employment opportunity or for matters to do with equity;
• monitoring the attendance of professors at Australian based field work and conferences;
• providing the dean with information about their own proposed attendances at conferences or field work; and
• ensuring that records of leave to attend conferences and engage in field work are maintained so that these details may be used in assessing future applications, as well as giving further details for university expenditures.

Deans

The dean is responsible for:

• ensuring that leave to attend conferences and to engage in field work is managed in an equitable manner;
• examining the proposed leave of senior staff such as professors and head of work unit or departments to ensure that management of the University’s operations and responsibilities will not be unduly affected;
• advising staff promptly where their applications for field work or conference leave cannot be supported (these applications will be reviewed with the support of heads of departments, where applicable);
• approving expenditures above the general ceiling of 50% for financial assistance where grants from other bodies are unlikely to be issued in the disciplinary area of the applicant; and
• providing appropriate details to the Deputy Vice-Chancellor (Education) about any proposed applications for leave that they wish to take to undertake field work or attend conferences.

The Deputy Vice-Chancellor and Vice-President (Education)

The Deputy Vice-Chancellor and Vice-President (Education) has a responsibility to ensure that any absences of senior staff do not unduly affect the operations and responsibilities of the University and its faculties and work units. Since this responsibility is exercised in ways that affect very senior staff there may be a need to apply a collegial way of examining how to manage senior leave.

Related procedures

• Equity and Diversity Policies and Procedures
• Remuneration and Benefits Procedure - Types of Leave (All Leave)
• Staff Development Procedure - Performance Development
• Staff International Travel Procedures for Australian Campuses
• Staff Expense Claims

Related enterprise agreement clauses

Monash University Enterprise Agreement (Academic and General Staff) 2005:

• Clause 53 - Employment Related Grievance Resolution Procedure
• Clause 56 - Performance Management - Academic Staff
• Clause 62 - General Staff Performance Management Scheme
• Clause 75 - Travelling and Related Expenditure, Meal and Vehicle Allowance
• Clause 80 - Camping Allowance

Related documents

Policy on the Use of the Monash Westpac Procurement MasterCard

Related forms

Application for conference leave form