| Monash home | About Monash | Faculties | Campuses | Courses | Contact Monash |
| Staff directory | A-Z index | Site map |
| Monash home | About Monash | Faculties | Campuses | Courses | Contact Monash |
| Staff directory | A-Z index | Site map |
Staff Development Procedure - Outside Studies ProgramParent policyStaff Development Policy PreambleThe 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 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 who:
DefinitionsHead 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. Dean or director: the dean or director or, where applicable, a person acting as his or her nominee. 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. Procedural irregularity: refers to when the University has not followed a process that is articulated in this procedure. Eligibility for OSPApproval 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 applicationThe 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. The staff member should ensure that his or her application for OSP contains precise details of the following:
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 component in the proposal. 1.1 Travel grantsStaff 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. 2. Staff member submits OSP applicationOnce 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:
Staff members from non-faculty areas are required to submit their application directly to the relevant director or equivalent. The director will:
3. OSP committee considers the application3.1 Establishing the OSP committeeThe 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. 3.12 ConfidentialityConfidentiality 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. 3.13 Conflict of interestA 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. 3.2 Reviewing applicationsThe OSP committee, having received applications shall consider the following:
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 outcomeThe 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 decisionCandidates 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 OSPIn 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 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 programsOSP 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:
5. Staff member makes financial and leave arrangements5.1 Leave arrangementsStaff members are required to include the period of OSP taken and the dates of any OSP undertaken outside Australia on an Application for Leave form. In addition, if the staff member wishes to take annual leave or long service leave during their OSP period, they must also include this leave on the Application for Leave form and then send it to the Human Resources Division. 5.2 SalarySalary 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 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. 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 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 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 SuperannuationNormal superannuation contributions will be maintained. 5.5 WorkCover & personal accident insuranceStaff 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 (see below) and obtain a Certificate of Insurance. http://www.firm.monash.edu.au/insurance/businesstravel/index.html 5.6 Transferability of serviceThe 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. Transferability of service:
Alternatively, refer to the terms of the staff member's AWA Terms and Benefits policy, where applicable. 6. Staff member completes report within 2 months of returning from OSPWithin 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 achievementsThe staff member's performance development supervisor should confirm that the objectives have been achieved. 6.2 HR representative collates the OSP reportsThe staff member should submit the report to the nominated HR representative within each faculty. The HR representative 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:
ResponsibilitiesStaff memberThe staff member applying for OSP is responsible for complying with this procedure and meeting the OSP objectives in applications approved by the OSP committee. SupervisorThe supervisor is responsible for:
Head of unitThe head of unit is responsible for:
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 / directorAs the chairperson of the OSP Committee, the dean or director is responsible for ensuring that committee members carry out a fair, confidential and objective assessment of applications for OSP. Nominated OSP representative from HRThe HR representative nominated to administer OSP is responsible for collecting the OSP reports within two months of the candidate returning from leave and ensuring these reports are available for data collection purposes. Related procedures
Related enterprise agreement clausesClause 59 - OSP - Transferability of Service Related documentsInsurance Services Office Related formsContact your OSP HR representative to locate an OSP form
|
