International Staffing and Mobility Procedure – Cross Campus Staff Mobility

Parent Policy

International Staffing and Mobility Policy

Title of Supporting Procedures

International Staffing and Mobility Procedure - Cross Campus Staff Mobility Program

Preamble

The Cross Campus Staff Mobility (CCSM) Program aims to enhance inter-campus movement between Monash's Australian (MUA), South African (MSA) and Malaysian (MUM) campuses and the Prato Centre. CCSM Program provides staff the opportunity to participate in short term projects or activities with colleagues from other Monash campuses and centres that strengthen the quality, value and impact of academic outcomes.

In order to encourage staff to take part in this program, the University will provide full or partial financial support funded centrally from the budget for Cross Campus Staff Mobility Program to those candidates who submit successful applications under the Program, as detailed in this procedure.

Staff members considering participating in CCSM Program must read and comply with the procedures set out in this document.

Section 1: Staff eligible to apply

• Academic and professional staff who hold a continuing or fixed-term appointment (other than casual and sessional staff) of at least 0.6 time fraction with Monash University Australia, Monash South Africa or Monash University Malaysia that extends beyond the Cross Campus staff Mobility Program end date.
• On the commencement date of the program the applicant needs to have completed at least twelve months (1 year) of continuous service with the University
• Staff who have not participated in the previous year Mobility Program.

Section 2: Support for Application

It is essential to provide evidence of support from each of the following:

• the direct supervisor of home campus
• the Head of Department or equivalent of the home campus
• the direct supervisor of the host campus and
• the Head of Department or equivalent of the host campus

Support for applications should be made using the templates provided on the Staff Mobility website and submitted along with the application by e-mail.

Support for an application to undertake a specific project is conditional upon a number of factors including the needs of the business areas proposed to be involved in the project, the merit of the project proposal and the staff member's capacity to make effective use of such an opportunity and the scope to accommodate the project proposal by the host business area.

Project proposals 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 CCSM experience, for a minimum period equivalent to the period of CCSM related activity.

Section 3: Application for CCSM Program

Application will be through a process of expressions of interest administered on an annual basis by the Human Resources Division. Interested staff are required to apply by completing the CCSM Program Application Form provided on the Staff Mobility website and submitting this by e-mail to HR@adm.monash.edu.au.

Applicants are required to state how their project or activities with colleagues from other campuses and centres in the area of teaching, learning and curriculum development or administration, will strengthen the quality, value and impact of academic outcomes.

Cross Campus Staff Mobility (CCSM) Program may be considered as one of the options for professional development of a staff member as part of their annual development plan.

Section 4: Selection Committee and selection consideration

The Selection Committee will consist of a minimum of four members, with the chair to be advised. The selection panel will meet approximately three weeks after the application closing date.

In respect of each application the committee shall consider whether the project proposal meets the eligibility criteria and will strengthen the quality, value and impact of academic outcomes. This may be through teaching, learning, curriculum development, research or administration.

Applicants will be notified of the outcome of their application within six weeks of the closing date.

Section 5: Assignment duration

The maximum period granted for a Cross Campus Staff Mobility Program shall not exceed 4 weeks, including any other associated periods of approved leave.

Section 6: Deferment of a CCSM Program

CCSM programs approved for a specific calendar year must be undertaken before the end of November of that calendar year and any request for deferment may be considered within that provision. Any request for deferment must be discussed with all stakeholders involved in the approval process and the home HR staff.

Section 7: Financial assistance for undertaking CCSM Program

Each Cross Campus Staff Mobility Program consists of reimbursement of expenses such as travel and accommodation to a maximum of $5,000 (AUD). This does not preclude applicants seeking additional financial support from their own faculty or department where necessary. Applicants should refer to the information provided under 'Eligible expenditure items for reimbursement' below when preparing their budget which must be included as part of the application.

Wherever possible the approved costs will be paid directly to the provider, reimbursed to the faculty/division or reimbursed to the staff member on presentation of receipts. Approved businesses related expenses will be reimbursed only at the completion of the project. The participant may seek reimbursement initially from their own faculty. The faculty will then be reimbursed from the Mobility fund.

Funding from the CCSM Program budget is provided to meet costs incurred by the staff member only, not accompanying family or other people.

Additional costs not met under the policy will need to be met by the staff members themselves or from funding provided by the staff member’s Faculty/Division/Work area.

Eligible expenditure items for reimbursement:

Accommodation

The University will subsidise accommodation costs to a maximum of $3,000 (AUD) for a period of 4 weeks.

The University has developed the following three principles which should be applied to the selection of accommodation whenever the University is funding the accommodation. When individuals are funding their own expenses for travel, it is recommended that these principles are followed:

• The accommodation should provide a safe and secure environment
• The accommodation is convenient to the place of work
• The accommodation provides value for money spent in the relevant country. In many countries this means that accommodation will be the 3-4 star level. However it is recognised that in some areas 5-star level accommodation will be required.

Shipment

Depending on the length and reason for request, upon presentation of receipts, the University will reimburse the cost of transporting goods up to a maximum of $500 (AUD).

Travel Cost

Cost of return economy airfare, airport taxes and airport transfers for staff member is met by the University within the budget approved by the selection panel. Wherever possible, approved airfares will be prepaid by the University. If this is not desirable or practical, reimbursement of previously approved travel costs will be made. Flights should always be booked through the University’s preferred travel service provider.

Travel Advisory Office website

Visa/Work Permit Application Cost

The University will reimburse the costs associated with immigration. This may include the costs of the application fees for work visa, medicals and police checks. These should be included as items of expenditure in your budget. Receipts need to be provided.

If there is no additional cost to the University, family members may be included in the visa/work permit application.

Please refer to Visa/work permits requirements when travelling to South Africa.

Pre-departure Medical Examination Costs

The University is concerned about the welfare of its staff. This process helps the staff member assess if there are any medical issues that may be of concern in relation to undertaking the planned travel. The cost of medical consultation and recommended inoculations will be supported by Monash.

Costs met outside the budget limit (as required):

Cultural Training

Undertaking the cultural briefing may assist with the ease of transition into a new environment and increase the likelihood of achieving a successful outcome from the travel. The need for Cultural Training will be assessed on a case by case basis by an HR representative in consultation with the home country supervisor. Where required, this will be provided by the University preferred cultural training provider.

Taxation basis and Tax preparation services

A staff member may create a tax liability in the host country. Personal taxation is the responsibility of the individual. The staff member will be assisted with tax preparation in a foreign jurisdiction. If a tax return is required to be filed in the host location, then these services will be provided up to amount of $1,500 (AUD) through the University’s tax advisor.

Cost of Living Adjustment

In some instances a cost of living adjustment may be required. Where this is approved this will be calculated applying a standard index. The cost of living adjustment rate where it has been applied will remain fixed for the duration of the international travel unless there are a significant variation in exchange rates.

Salary

Salary for all staff will continue to be paid during the period of CCSM Program by the home campus. However, please note that there is no budget to backfill staff whilst away on the program.

Section 8: Briefings

The responsibility for pre-departure briefings is devolved as follows:

Tax briefing:If required to be provided by service provider designated by University.

Security briefing: University nominated provider at the host location.

Terms and conditions: Provided by Home HR personnel, to explain the terms and conditions of the mobility experience and to provide overall support.

Work life and basic security: Discussed with the staff member by a local University representative organised by the host HR staff.

Destination Service: As part of the Host location induction program, the host location supervisor will provide a ‘buddy’ to assist the staff member in settling into the new location.

Section 9: Travel and Medical insurance

Staff member must apply for travel insurance through the Monash website to ensure that they are covered by the University’s Travel Insurance Policy. This covers the staff member for up to 180 days.

Australian staff can refer to the Insurance Services website

Staff at non-Australian campuses should contact their Human Resources area to obtain the details of their local travel insurance provider.

Section 10: Terms of Employment

Staff member will remain on home country employment contract aligned to home country terms and conditions. Generally the staff member will remain on the home base salary and home country payroll, subject to regulatory considerations.

The staff member will continue to accrue annual leave at the same rate if they had remained at home country.

The amount of leave taken whilst travelling to undertake project/activity related to CCSM Program, must be taken in accordance with the Staff International Travel Procedures for Australian Campuses ensuring that it does not result in any increase in tax obligations to the University.

Staff at non-Australian campuses should contact their Human Resources area to obtain details regarding annual leave procedures.

The staff member will observe local public holidays and will not be entitled to receive time in lieu of public holidays at home location.

Section 11: Accompanied family members

A staff member may choose to be accompanied by their family at their own cost.

Section 12: Reporting Requirements

Within one month of return from a CCSM Program the staff member must submit an electronic report in the template provided on the Staff Mobility website.

Section 13: Performance Management

As part of the University’s Performance Management Scheme the staff member is required to document planned objectives for participating in this program and supporting documentation on the outcomes of the CCSM Program. A report from the host location supervisor is obtained to assist with this process.

Section 14: Repayment of expenses

It is expected that the staff member will remain in employment with Monash for a period at least equivalent to the period of CCSM program. Staff member must refund 50% of the cost where they have voluntarily terminated the CCSM program prematurely. Where the staff member fails to return to employment with the University for a period, equivalent to the period of CCSM Program, the amount to be repaid will be pro rata of the stipulated shortfall in service.

Section 15: Role of the Host Country Supervisor and Role of the Buddy

The host country supervisor and buddy play an important role in assisting the CCSM Program participant to have a successful and positive experience from participating in the program.

Depending on the length of the program the host supervisor and the buddy can be the same person.

Role of the Supervisor

• Ensure that the participant has made contact with and that you have discussed what type of resources they will require (lap top, network access etc.) while they are travelling your campus. Make the necessary arrangements.
• Meet them on their first day on campus. Introduce them to the immediate colleagues and show them the general office facilities, printer, fax, contact numbers of other staff on campus, kitchen etc.
• If the CCSM Program participant needs to meet other staff on campus as part of their program, assist them to make appointments. Involve them in any meetings you consider relevant and provide an opportunity to increase their awareness of your campus’ activities.
• Provide advice and guidance if required how best to achieve the objective of the project they are undertaking as part of CCSM Program. Act as a sounding board for their ideas. Depending on the length of their stay check on their progress and assist in overcoming any barriers or difficulties.
• Introduce them to their buddy where this role will be taken by a different person.
  
• Advise them of the basic health and safety rules of the campus, campus security and the work area.
  
• Advise them of any of the campus (or organisational unit) protocols eg. organising meetings, addressing senior staff etc.
• If possible, organise to have a morning/afternoon tea or lunch to welcome the applicant.
  
• Before the end of the stay, make time to discuss the participant’s project outcome and advise them as to what you will be writing in your report. Provide the report to the participant and to their home country supervisor.
• Advise of any local customs and public holidays or ceremonies.

Role of the Buddy

• The role of the buddy can be an extension of the role the supervisor plays. The role of the buddy is to help the applicant settle in once they arrive and to acquaint them with local practices.
  
• Advise them of the facilities for general requirements such as the nearest electronic banking facility, spiritual support facilities, post office, medical centre, good eating places, shopping facilities, nearest department store.
• It may be useful to provide a map of the campus and local vicinity to help orientate the participant.
• Advise them of the recreational facilities close to where they are living which they can pursue in leisure time.
  
• Advise them of any places of interest which they might want to visit in their free time.
  
• Advise them of the means to get around such as public transport, taxis, car rental facilities and any specific advice related to local practice.
  
• Provide a contact phone number (e.g. mobile phone number) in case the applicant needs advice out of office hours.
• Facilitate social contact/networking between the applicant and other staff members at your campus.
• Work with the supervisor to make the applicant’s visit to your campus as enjoyable and productive as possible.

Related procedures

International Staffing and Mobility Procedure - Staff International Travel Procedures for Australian Campuses.

Related Documents

Cross-campus Staff Mobility Program Participant Guide

Related Forms

• Cross Campus Staff Mobility Program Application (doc)
• Cross-campus Staff Mobility Program Participant Report Template (doc)
• Cross-campus Staff Mobility Program Supervisor Report Template (doc)

Related Information

Overseas staff e-mail: monashtravel.au@hrgworldwide.com

Travel Information:

• Monash University Strategic Procurement Group Travel Information
• Australian Government Travel website gives up to date travel and medical advisories together with general travel tips
• Journey Malaysia website is a travellers guide to Malaysia, with information and travel tools when planning your trip.
• South African Tourism website is comprehensive online source of information on travel to and around South Africa