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Staff study support program

Introduction

Staff can apply for the Staff Study Support Program which provides financial assistance and study leave to fixed term and ongoing staff studying at Monash University, subject to the terms and conditions of this policy.

The Program applies to all Monash University Australia Campuses.

Program objectives

The Staff Study Support Program aims to support staff to undertake higher education study at Monash University to develop their skills and knowledge and to enhance their future career opportunities with the university. The Staff Study Support Program provides an opportunity to attract, reward and retain staff who are interested in furthering their skills and knowledge.

Eligibility criteria

Ongoing and fixed term staff (not including casual/sessional staff) are eligible to apply for reimbursement of fees under the Staff Study Support Program. Part-time staff are also eligible to apply for the Staff Study Support Program and may receive reimbursement of at least half (0.5) of the fees costs. The amount of fees to be reimbursed for part-time staff is at the discretion of the Dean/Divisional Director or delegate.

In order to be eligible to apply for reimbursement of fees, staff must have completed a minimum of one year of service before being eligible to receive the support. As an incentive to attract quality staff the Staff Study Support Program can be offered at the time of appointment however, reimbursement of fees cannot commence until the staff member has completed a full year of service.

In order for eligible staff to apply for reimbursement of fees, the course of study must:

  • meet the FBT exemption for self education i.e. it must be a full fee paying course (not a HECS funded place) with relevance and benefit to the staff member's role and future related career with the university;
  • be identified in the staff member's agreed Performance Management Portfolio; and
  • be considered by the Dean/Divisional Director or delegate to be of relevance and benefit to the department/university as well as the staff member.

The Staff Study Support Program excludes reimbursement of Higher Education Contribution Scheme (HECS) fees which remains the personal liability of the staff member. The university does not support the reimbursement of HECS as this attracts fringe benefits tax.

Commitment to Monash University

Staff receiving financial support under the university's Staff Study Support Program are required to give 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 course. Where a staff member departs the University without giving 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. Staff will be required to accept this term as part of the conditions of the Staff Study Support Program.

If a staff member's employment ceases due to the expiry of their contract or the university terminating their employment, the condition of giving a commitment to Monash University will not apply.

Application and reimbursement procedures

A staff member may apply to undertake undergraduate, graduate or postgraduate course (including PhD courses) or single subjects. In order to be eligible to apply for the Staff Study Support Program the course must be offered at Monash University.

Staff are required to apply for full fee paying courses via the normal application process and their applications are subject to the regular entry requirements and a full fee place being available.

Although staff apply for full-fee paying places, those who are accepted into their chosen course of study will be offered the place at a fee determined by the faculty taking into account the course of study.

Staff who are accepted into their chosen course of study and the course of study meets the eligibility criteria 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). Part-time staff are eligible to receive pro-rata reimbursement as agreed to by the Dean/Divisional Director or delegate. At the time of reimbursement of fees, eligible staff must be current staff members.

If a staff member wishes to apply for the Staff Study Support Program the following process should occur:

Step 1. Staff member discusses the proposed course of study, time commitment and support they are seeking with the Head/Supervisor. If the Head/Supervisor agrees that the course is of relevance and benefit to the staff member and the department/university, then the staff member's Performance Management Portfolio should be updated to reflect the intended course of study.

Step 2. Staff member applies for the full fee paying course discussed with the Head/Supervisor.

Step 3. Staff member advises the Head/Supervisor if accepted into the course.

Step 4. Head of Department and staff member complete the Staff Study Support Program Form. The staff member signs the form to signify their acceptance of the terms and conditions of the program. The Head of Department authorises the form.

Step 5. Head of Department submits the completed Staff Study Support Program form to the Dean/Divisional Director or delegate for approval.

Step 6. Once approved, the Staff Study Support Program Form is forwarded to the Human Resources Division to be placed on the staff member's personnel file. If the staff member's request for the Staff Study Support Program is declined appropriate feedback should be provided to the staff member. Faculties/Divisions are to monitor the number of requests supported and declined each year.

Step 7. Staff member pays the course fees and is subject to the normal rules relating to the payment of fees. Staff member and Head agree on what will be reimbursed if the staff member successfully completes the subject(s) of the course. Study leave requirements and the impact on the staff members working hours should also be discussed and agreed upon.

Step 8. On the successful completion of the subject(s) a Staff Expense Claim Form is completed and authorised by the Head and forwarded to Corporate Finance in order for the staff member to be reimbursed.

Step 9. The progress and achievements of the staff member should be monitored and reviewed at each annual performance review meeting.

Other study related expenses and benefits

It is at the discretion of the Head to determine whether other study-related expenses (such as text books) may be covered.

Staff will be 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.

Staff may salary package the costs of purchasing a laptop, notebook or other similar portable computer and business software, in line with the university's Salary Packaging Manual.

Study leave

Staff holding appointments of 0.5 or more are eligible to apply for up to 4 hours per week during work hours to attend approved courses of study, including examinations.

Whilst undertaking approved courses of study, subject to the approval of the Dean/Divisional Director or delegate, staff may elect to accumulate the 4 hours per week study leave and take the accumulated leave in larger blocks to support study requirements.

Apprentices are entitled to time off work in connection with their trade training in the form of either day or block release.

Study leave requires the approval of the Dean/Divisional Director or delegate based on a recommendation from the Head of Department/Head of Administrative Unit. Study leave should be approved on the condition that no extra staffing costs (including overtime) are incurred and the course of study must be considered by the Dean/Divisional Director or delegate to be of relevance and benefit to the department/university as well as the staff member.

Monash staff studying at other higher education institutions

The benefits of the Monash Staff Study Support Program will be available to eligible staff who wish to study at another Higher Education Institution normally only if Monash University does not offer the course of study that a staff member wishes to undertake or if a staff member has not gained a place in a Monash course but has gained a place at another higher education institution. Under these circumstances staff may apply for financial support subject to the conditions outlined in the Staff Study Support Program.

Staff can undertake the following courses at another Higher Education Institution:

  • Undergraduate;
  • Graduate;
  • Postgraduate (not normally including PhD courses);
  • TAFE; and
  • Accredited programs.

Staff are required to apply for selected courses via the normal application process and their applications are subject to the regular entry requirements. Reimbursement of fees is at the discretion of the Dean/Divisional Director or delegate. If the Dean/Divisional Director or delegate gives approval, the course of study satisfies the conditions of the Staff Study Support Program and the correct reimbursement procedures have been followed, the staff member will receive partial or full reimbursement for tuition fees up to the value of $6,000 per annum.