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Recruitment, Selection and Appointment Procedure – Translation of existing staff to an education-focused or practice academic role
Monash University recognises the need for innovators and leaders in educational design and delivery to further the University's commitment to excellence and the Better Teaching Better Learning agenda.
The University also strives to strengthen its links with industry and to draw on professional practice and industry experts to contribute to the University's endeavours.
To support these commitments, the University has introduced specialist academic roles subtitled education-focused and practice, respectively. The University has developed supplementary position descriptors to outline the expectations for the roles (levels B to E only).
This procedure outlines the process for translating existing academic staff into one of these roles. The procedure applies to all eligible, existing fixed-term and continuing teaching and research academic staff classified at levels B through to E.
Academic performance standards: faculty or discipline-specific performance standards for all academic staff against which academic performance will be measured, particularly for the purpose of probation, promotion and performance development. The standards are qualitative, quantitative or a mixture of both across the three key areas of academic activity - research, education and service. They include identified minimum performance standards, below which the staff member would be managed for unsatisfactory performance in accordance with the Staff Development Procedure – Managing Unsatisfactory Performance: Academic Staff.
The required performance standard:
Education-focused: is a sub-category of teaching and research employment for academic staff whose primary role is to provide a high standard of learning and teaching, educational design and delivery and educational leadership.
Enterprise Agreement: is the Monash University Enterprise Agreement (Academic and Professional Staff) 2014
Dean: means the dean of the faculty (or in the case of the Monash University Sunway Campus, the Pro Vice-Chancellor and President) or his or her nominee where the dean has formally nominated a person to act as his or her nominee for the purpose.
Head of Unit: is the head of an academic or organisational work unit or, where applicable, a person acting as his or her nominee.
HR Business Partner: is a key member of the Monash HR Business Partnering community and provides strategic advice, guidance and solutions that underpin key client goals, HR strategy and organisational vision to a particular client group.
HR Operations Centre: is a centralised HR team that brings together the HR Advisory, HR Business Support and HR Recruitment Support functions. The HR Operations Centre delivers a broad range of HR operational services at all stages of the employee lifecycle including recruitment and appointment of staff, staff enquiries and contract renewals.
Practice: is a sub-category of teaching and research employment for academic staff engaged from a clinical or professional practice background.
Step 1: Dean (or head of unit) proposes an existing staff member should be translated to an education-focused or practice role
If a dean or head of unit considers that an existing academic staff member would be better categorised as education-focused or practice, s/he must firstly liaise with the relevant HR Business Partner.
The HR Business Partner will advise the dean or head of unit on whether the staff member is likely to meet the criteria for an education-focused or practice academic role, by applying the supplementary position descriptors for these roles.
Step 2: The HR Business Partner prepares a briefing memo for Workplace Relations and the relevant Vice-Provost
The HR Business Partner will then work with relevant stakeholders to develop a memorandum outlining how the staff member meets the criteria for an education-focused or practice role.
The memorandum will be addressed to:
Step 3: The Director, Workplace Relations and the relevant Vice-Provost considers the proposal
The Director, Workplace Relations and the relevant Vice-Provost will consider the proposal and advise the HR Business Partner if the proposal is approved.
The HR Business Partner will advise the dean, the head of unit and the staff member's performance supervisor of the outcome.
Step 4: If approved, the dean or head of unit will offer the staff member a variation of contract
The dean or head of unit will then discuss with the staff member the option of accepting a variation of contract into the role.
During this discussion, the dean or head of unit should advise the staff member that the terms and conditions for education-focused or practice appointments remain the same, that is the offer of appointment is made as an offer of academic employment on the full range of conditions of employment specified under the Enterprise Agreement and under relevant University policies applying to academic staff.
The dean or head of unit should direct the staff member to the HR Business Partner for specific advice on employment terms and conditions.
Step 5: If the staff member agrees to the translation, the HR Business Partner arranges for the staff member to be issued with a variation of contract
Monash HR will provide the staff member with an Offer of Variation of Contract, copying in the dean, head of unit and the staff member's performance supervisor.
The variation will stipulate the terms of engagement including any probationary conditions that will continue to apply.
The staff member must return the signed Offer of Variation of Contract to the HR Operations Centre at: firstname.lastname@example.org
Step 6: The staff member and performance supervisor discuss any changes to the staff member's performance development plan and workload allocation
Upon confirmation of the appointment to an education-focused or practice role, the performance supervisor must meet with the staff member to ensure that:
Workload allocation should be managed consistent with the requirements of the Enterprise Agreement. In the case of education-focused academic staff, a significantly greater emphasis should be placed on learning and teaching, and less emphasis on research. For practice academics, there may be greater emphasis on service contribution.
For both roles, a flexible approach to setting workload is recommended in light of the diverse range of activities that may be described under 'research and scholarship' as articulated in the supplementary position descriptors.
Consistent with workload allocation requirements, staff in education-focused roles should be fully engaged in teaching activities during teaching periods.
Education-focused academic staff may be invited to participate in a third teaching period in one year (i.e. teaching periods include a summer teaching period). Education-focused staff agreeing to participate in a third teaching period will be offered a summer teaching loading.
Translation back to a standard teaching and research role
At any time, the dean, acting on advice from the staff member's performance supervisor and head of unit, may propose to a staff member that she or he translate back to a standard teaching and research role. This will require the agreement of the staff member.
The performance supervisor will then work with the staff member to adjust his or her performance development plan to accord with the faculty's expectations for the staff member's academic level.
An education-focused or practice staff member who was translated to the role in accordance with this procedure (including previous versions of this procedure) may request to translate back to a standard teaching and research role. The request will be considered by the staff member's performance supervisor and head of unit and will require the approval of the dean.
The performance supervisor, head of unit and dean must be satisfied that the staff member has the capacity to meet the faculty's academic performance standards, including the research performance standards, for the staff member's academic level. Where a staff member can demonstrate that he or she is meeting the academic performance standards, the approval of the dean will not be unreasonably withheld.
If the staff member is not meeting the academic performance standards for the relevant level, the parties may agree to adjust the staff member's goals in his or her performance plan to work towards meeting the performance standards over an agreed period.
If a translation is agreed, the HR Business Partner will issue the staff member a formal Offer of Variation of Contract, with a copy to the dean and the head of unit.
The staff member is responsible for completing their own performance development plan, aligning their three-year goals to the University's objectives and faculty's expectations and maintaining an up-to-date portfolio of evidence to substantiate performance.
Performance Development Supervisor
The performance supervisor is responsible for:
Head of Unit
The head of unit is responsible for:
The Dean is responsible for:
Vice-Provost (Learning and Teaching)
The Vice-Provost (Learning and Teaching) is responsible for approving requests for existing staff to translate into an education-focused role.
Vice-Provost (Academic Performance)
The Vice-Provost (Academic Performance) is responsible for approving requests for existing staff to translate into a practice academic role.
HR Business Partner
The HR Business Partner is responsible for:
HR Operations Centre
HR Operations Centre is responsible for:
Payroll Services, Monash HR
Payroll Services is responsible for updating the staff member's SAP record to ensure that the staff member is identified as education-focused or practice academic.
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