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Conversion from Fixed-Term to Continuing Appointment

Overview

A staff member who is engaged on a fixed-term contract of employment and who at the expiry of the contract is offered further fixed-term employment in the same position or a position with substantially similar duties may be eligible to apply for conversion to continuing employment on the same salary and classification.

Eligibility for conversion

In order to be eligible for conversion:

  • The staff member must be:
    1. a fixed-term academic or professional staff member who commenced fixed-term employment with the University on or after 22 November 2005 and prior to 29 January 2010; or
    2. a fixed-term catering and retail, cleaning and catering, or miscellaneous services trades and services staff member
  • The staff member was appointed other than as a replacement employee (if an Academic or Professional Staff Member) and must have been appointed through a competitive and open selection process;
  • There must be a record of satisfactory performance in the position as defined by the applicable performance management process;
  • The staff member must have the requisite qualifications and/or skills to undertake the duties of the position; and
  • The position to be converted to continuing must be on the same salary and classification.

Note that separate qualifying provisions apply for the conversion of fixed-term research-only staff to continuing (continuing contingent funded) employment.

Grounds for Refusal of conversion

The University may refuse an application for conversion on reasonable grounds, which may include but are not limited to:

  • the position is funded by identifiable funding external to the University (which may include research / grant funds but does not include Government operating grants or funding from fees paid by or on behalf of students);
  • the position is required to fill a temporary vacancy or is meeting a curriculum requirement for recent professional practical or commercial experience;
  • the position is for a specific task or project;
  • the position is in a new organisational area for up to 2 years; or
  • the position is in a discontinuing organisational work area or part of such an area consisting of 3 or more staff.

Exclusions

This conversion process shall not apply to a fixed-term staff member who is:

  • an academic or professional staff member who commenced fixed-term employment with the University prior to 22 November 2005 or on or after 29 January 2010. Although the University will consider applications by excluded staff members whose on a case by case basis;
  • a professional or trades and services staff member employed on salary at or above HEW level 10 step 1;
  • a professorial appointee as listed below:
    • Professor
    • Professorial Fellow
    • Adjunct Professor
    • Research Professor
    • Professors appointed conjointly
    • Deans or above;
  • a research/ grant funded staff member;
  • a Monash University student;
  • employed on a performance-based contract in accordance with clause 15 of the Monash University Enterprise Agreement (Academic and Professional staff) 2009;
  • employed on a pre-retirement contract or in receipt of any form of Australian retirement income or benefit that it dependent on them having retired;or
  • subject to disciplinary action

Conversion process application

Eligible staff wishing to make an application to convert to a continuing position should discuss this possibility with their Head of Unit.

A Head of Unit should consult with their key Monash HR contact as to a staff member’s particular circumstances and eligibility for conversion.

If the Head of Unit identifies that a staff member is eligible for conversion he/she should complete an Application for Conversion form, which must be signed by the Dean/ Divisional Director. The completed form should be forwarded to Monash HR. If the application for conversion is approved, Monash HR will issue a new contract to the staff member offering a continuing position.

If the application for conversion is not approved Monash HR will inform the staff member in writing outlining the reasons the application was not accepted.

Probation and conversion

A staff member converted from fixed-term to continuing employment will not normally be subject to a probationary period. Provided that a fixed-term Level A to D academic staff member who converts to continuing employment with an aggregate of continuous service of less than three years, the staff member will be required to continue or recommence probation until he/she has served an aggregate of three years continuous service.

Associated Documentation

Further information

Any enquiries regarding the University's conversion process should be directed to HR Inquiries on 9902 0400.