Staff Development Procedure – Staff Study Support

Parent Policy

Staff Development Policy

Preamble

The University offers reimbursement of study fees (staff study support) to eligible staff who undertake an approved study course of relevance and benefit to their role and future career at the University. Staff study support may also be offered as an incentive to attract quality staff at the time of appointment, however reimbursement of fees cannot commence until after the staff member has completed a full year of service.
The purpose of this procedure is to clarify the application of staff study support as it applies to eligible staff and to provide the pathways to apply for and to administer the procedure.

This procedure applies to full-time and part-time, continuing and fixed term staff at all Australian campuses who have completed a minimum of one year’s service. Sessional and casual staff are not eligible for staff study support.

Definitions

Fixed term university staff: Staff members of the university engaged in fixed-term employment as defined under clause 18.4 of the Monash University Enterprise Agreement (Academic and General Staff) 2005, clause 18.1 of the Monash University Enterprise Agreement (Trades and Services Staff – Building and Metal Trades Staff and Grounds and Gardening Staff) 2005, and clause 18.1 of the Monash University Enterprise Agreement (Trades and Services Staff – Catering and Retail, Cleaning and Caretaking, and Miscellaneous Services Staff) 2005.

Continuing university staff: Staff members of the University engaged in full-time or fractional employment other than fixed-term, sessional or casual employment.

Approved study course: all full-fee paying studies offered by Monash University and which must meet FBT exemption criteria for self education. Other types of study that may be accepted includes studies at institutions other than Monash where the course is not offered by Monash or where the staff member has been unable to obtain a place in the same or similar course at Monash. Studies at other institutions must meet criteria for relevance and benefit to the staff member’s role and future related career at Monash. Courses at other education institutions that may be considered include those at undergraduate, graduate and postgraduate level (but not normally doctoral courses), TAFE courses and accredited programs (such as those offered by professional institutions or private providers).

Commitment to Monash University: this refers to the condition of staff giving a commitment to remain in the employ of the University for at least one year after the completion of any subjects which form part of the approved study course. Where a staff member departs the University without discharging the required commitment, then the staff member will not be eligible for any reimbursement associated with that year of study and will be required to repay the amount of fees reimbursed by the University for the previous year. If a staff member's employment ceases due to the expiry of their contract or the university terminating their employment (other than on the grounds of unsatisfactory performance and/or misconduct), the condition of discharging their commitment to Monash University will not apply.

Fringe benefits tax (FBT) exemption:  a tax levied by the federal government on an employer that is designed to tax many of those benefits that an employee receives outside their normal taxable income. To avoid FBT requirements the course that an individual seeks to study must be a full fee paying course and not HELP (HECS) funded and be related to the individual’s employment and related career.

HELP (and HECS): a loan available to eligible students enrolled in Commonwealth supported places. A HECS-HELP loan covers all or part of the student contribution amount and is subject to Fringe Benefits Tax. The University will not provide reimbursement of HECS and HELP payments and debt.

Other study related expenses and benefits: include text books and other study materials that may be reimbursed at the discretion of the head of unit. Staff are required to pay for these expenses and seek reimbursement at the end of the semester upon presentation of successful completion of subject(s) and a tax compliant receipt, evidencing payment of the expenses. Staff will not be reimbursed for computers, notebooks, stationery and any travel expenses associated with undertaking the course of study.

Reimbursement of fees: this term refers to a repayment of fees for approved study at an approved study course. The refund involves partial or full reimbursement for tuition fees up to the value of $6,000 per annum. Reimbursement of fees is at the discretion of the dean/divisional director or delegate. Staff may receive refunds for text-books and other study materials, but not for computers, notebooks, travel expenses and stationery.

Salary packaging: refers to any arrangements made by the university to provide benefits in lieu of salary payments. Salary packaging that provides for the purchase of a notebook/laptop computer or similar device may be available (see the university’s Salary Packaging Manual).

Study leave: this refers to leave that is provided by the university to staff for the purpose of attending approved courses of study and related examinations. Such leave is provided at the discretion of the dean, divisional director or delegate following a recommendation from the head of department or head of administrative unit. Other than for professional staff, this leave is only approved where it does not involve additional costs to the university (including overtime). The period of study leave available for staff members employed for at least 0.5 full-time equivalent employment is up to 4 hours per week, and this may be taken in an accumulated form of larger blocks of time provided that this is approved by the dean, divisional director or head of administrative unit. Study leave may only be used for study purposes.

Application and reimbursement process

Overview

Eligible staff who are accepted into an approved study course are required to pay their fees at the beginning of each semester. At the end of each semester, upon presentation of evidence of successful completion of subject(s) and payment of fees, the staff member is reimbursed (from departmental funds) for the fees paid (or a proportion of fees paid if part-time staff).

Step 1

The staff member confirms their eligibility to receive study support with their performance supervisor.

The performance supervisor may check with HR Operations, Human Resources Division to ensure that an entitlement to apply exists.

Step 2

The staff member discusses the proposed course of study, time commitment and support they are seeking with the performance supervisor.
If the performance supervisor agrees that the course is of relevance and benefit to the staff member and the work unit, or University, the staff member should update their performance and development plan to reflect the intended course of study.

Step 3

The staff member applies for the full fee paying course as agreed with the performance supervisor via the normal application process.

Note that applications are subject to the regular entry requirements and a full fee place being available. The performance supervisor should ensure that the staff member understands that at this stage no firm commitment to the study has been made by the University.

Step 4

The staff member:

1. advises the performance supervisor if accepted into the course;
2. completes a Staff Study Support Program Form; and
3. signs the form to signify acceptance of the terms and conditions linked to reimbursement of fees.

The staff member and head of unit must meet and:

1. agree in principle on what will be reimbursed if the staff member successfully completes the subject(s) of the course;
2. review study leave requirements and their impact on the staff members working hours.

The head of unit signs the form acknowledging their support for the application and submits the completed Staff Study Support Program Form to the dean, divisional director or delegate for approval.

The dean, divisional director or delegate makes a decision to support or to reject study application and notifies the head of unit.

1. If approved, the Staff Study Support Program Form is signed by the dean, divisional director or delegate and forwarded to the Human Resources Division to be placed on the staff member's personnel file.
2. If rejected, the dean, divisional director or delegate provides the necessary information giving grounds for application rejection to the head of unit for communication to the staff member.

Step 5

The head of unit or performance supervisor provides appropriate feedback to the staff member.

Step 6

The staff member:

1. pays course fees (subject to the normal rules relating to the payment of fee); and
2. confirms study leave requirements and their impact on the staff members working hours.

Step 7

Following successful completion of the subject(s), the staff member completes a Staff Expense Claim Form and send it to the head of unit for authorization.

1. Staff members seeking reimbursement for other authorised expenditures, must provide a “tax compliant” receipt of these expenditures.

The head of unit forwards the signed form to Corporate Finance in order for the staff member to be reimbursed.

Step 8

The performance supervisor monitors and reviews the progress and achievements of the staff member in undertaking their studies during the course of the studies (as necessary) and at each annual performance and development review meeting.

Responsibilities

Staff member

The individual staff member is generally responsible for:

1. identifying those subjects/courses that they wish to study and for identifying how those studies are connected with their work and career at Monash University;
2. ensuring that they meet entrance requirements;
3. completing all course application requirements, including documentation;
4. ascertaining accurate costs of the study and for making payments that are required during the course of the study; and
5. providing documentation that supports their application for study support.

Performance supervisor

The performance supervisor is responsible for:

• discussing development plans with staff member(s) at annual performance review discussions;
• ensuring that the courses or subject(s) selected by staff member(s) are relevant to the work role and career aspirations of the staff member; and
• monitoring and reviewing staff progress toward study goals.

Head of unit

The Head of unit or delegate is responsible for:

• examining and supporting the application of an individual;
• ensuring that the application is forwarded to the Dean, Divisional Director or delegate for consideration;
• ensuring that an individual is eligible for staff study support and that involvement in the study program will not adversely affect the operations of the department;
• considering additional study expenditures where these are consistent with budgets and this procedure; and
• ensuring financial officers are advised of the forward commitment to study support expenditures, where these are authorised.

Deans and divisional directors

The dean and divisional directors or delegate are responsible for providing information where an application for study support is not approved. They may also assist the head of unit to clarify why a request for study support has not been approved.

Related Enterprise Agreement Clauses

Monash University Enterprise Agreement (Academic and General Staff) 2005 – clause 56 - Performance Management – Academic Staff, clause 62 – General Staff Performance Management Scheme, and Schedule 5, paragraph (q) – General Staff Study Leave

Monash University Enterprise Bargaining Agreement (Trades and Services Staff - Building and Metal Trades Staff and Grounds and Gardening Staff) 2005 – clause 24 - Performance Enhancement and clause 49 - Training

Monash University Enterprise Agreement (Trades and Services staff - Catering and Retail, Cleaning and Caretaking, and Miscellaneous Services Staff) 2005 – clause 24 - Performance Enhancement and clause 49 - Training

Related procedures

Staff Development Procedure - Performance development process: academic staff

Related documents

Monash University Salary Packaging Manual.

Fringe benefits tax: a guide for employers - A comprehensive guide to fringe benefits tax (FBT) for employers and tax professionals. Australian Government Tax Office. NAT 1054-08.2006. August 2006, Canberra, ACT

Related forms

Monash University Staff Expenses Claim form

Monash University Staff Study Support Program Form