|Monash home | About Monash | Faculties | Campuses | Courses | Contact Monash|
|Staff directory | A-Z index | Site map|
Recruitment, Selection and Appointment Procedures - Adjunct Appointments
Recruitment, Selection and Appointment
The University’s Associated Academic Workforce is comprised of four appointment categories - Adjunct, Emeritus, Eminent Honorary and Sessional.
This procedure describes the process for appointing adjuncts and the responsibilities and expectations of adjunct appointees during their time at the University. With effect on and from 1 January 2009, adjunct appointments replaced the University’s former honorary appointments in teaching and research, other than Emeritus and Eminent Honorary appointments.
A person may be appointed as an adjunct if his or her professional standing or specialist expertise would contribute to the teaching and/or research activities of a particular department or research centre in the University. S/he must have achieved recognition in an area of the teaching and/or research program of the academic or organisational unit in which the appointment will be held.
This procedure applies to the appointment of all adjuncts to the University. Normally, such appointments are unpaid.
Adjunct appointee: a person appointed in accordance with this procedure who is appointed to contribute his or her professional standing and specialist expertise to the teaching and/or research activities of a particular department or research centre in the University. Adjunct appointees can be teaching and research or research-only adjunct appointees.
Adjunct Appointment Nomination Form: is the completed form required in support of an application to make an adjunct appointment. At Level D and E, the completed Form must include contact details of three referees (and referee reports, where possible).
Conflict of interest: refers to a situation where a conflict arises for an individual between two competing interests. This refers to a reasonably perceived, potential or actual conflict of interest. Conflicts of interest can involve financial or non-financial interests of the individual and the interests of a business partner or associate, family member, friend or person in, or has had a close personal relationship with the staff member.
Dean: the dean of the faculty or his or her nominee in any cases where the dean has formally nominated the person to act as his or her nominee.
Employment: engagement under a contract of employment and excluding unpaid adjunct appointments.
Faculty or Divisional Cluster: refers to a cluster of faculties and/or administrative Divisions that is serviced by a particular HR Service Hub.
Head of unit: head of an academic or organisational work unit, for example head of school, head of department or where applicable, a person acting as his or her nominee.
Honorarium payment: an ad-hoc payment made in recognition of the contribution made by an adjunct appointee in his/her unpaid adjunct appointment which is not a payment for “work performed”.
HR Business Partner: is a member of Monash HR who operates as a strategic partner responsible for providing a range of human resources services for an assigned Faculty or administrative division. HR Business Partners are located within a HR Service Hub.
HR Service Hub: is the centre for human resources services and activities within a Faculty or Divisional Cluster.
Job Request: is the screen in Rex where all necessary information relating to a particular position is recorded.
Lead HR Business Partner: is a member of the Monash HR management team who operates as a senior HR Business Partner responsible for the strategic and operational management of the human resources services and activities in a HR Services Hub.
Rex: is Recruitment Express, the University's online recruitment system, which administers requests to advertise, selections and appointments and generates employment contracts.
Unit: refers to an academic or organisational work unit within a faculty and includes schools and departments.
Types of adjunct appointments
The following are teaching and research adjunct appointments:
The following are research-only adjunct appointments:
Ordinarily only persons not already employed by the University will be considered for an adjunct appointment. However, an existing staff member may be considered for an unpaid adjunct appointment where the eligibility criteria for an adjunct appointment as set out below are satisfied and the adjunct appointment will not:
An example of when this may occur is when an academic staff member working within one of the central portfolios seeks an adjunct position within a faculty for the purposes of being included in, and contributing to, the faculty’s research network and for the purposes of academic promotion.
Eligibility for teaching and research adjunct appointments
To be eligible for a teaching and research adjunct appointment, the professional standing and specialist expertise of the proposed appointee must be such that s/he will make a significant contribution to the teaching and research activities of a particular unit or research centre in the University (or, in the case of a clinical adjunct appointment, in a hospital setting).
Level B and C teaching and research adjunct appointees must have achieved recognition in an area of the teaching and research program of the unit in which the appointment will be held. Level D and E teaching and research adjunct appointees are expected to have achieved eminence in the relevant area within the unit, with Level E adjunct appointees having an established international reputation in the area.
Eligibility for research-only adjunct appointments
To be eligible for appointment as an Adjunct Junior Research Associate, a person must be a Monash University graduate research student who is awaiting the outcome of the examination of his or her PhD thesis and is considered by the head of unit in which the appointment is proposed to be making a significant contribution to the unit.
To be eligible for appointment to any other research-only adjunct appointment, the professional standing and specialist expertise of the proposed appointee must be such that s/he will make a significant contribution to the research activities of a particular unit or research centre in the University.
Levels A, B and C research-only adjunct appointees must have achieved recognition in an area of the research program of the unit in which the appointment will be held. Level D and E research-only adjunct appointees are expected to have achieved eminence in the research program of the relevant area within the unit, with Level E adjunct appointees having an established international reputation for research in the area.
Adjunct appointments are for a set period of up to five years and are specific to a particular faculty (or area within the central portfolios).
Normally, adjunct appointments are unpaid appointments. However, from time-to-time during an unpaid adjunct appointment and depending upon the skills available, as well as the needs of the unit, that appointment may be converted to fixed-term part-time employment with the University by mutual agreement between the University and the adjunct appointee. The part-time employment can be for periods of up to three years, at a maximum time intensity of 0.2 of full-time (which notionally is the equivalent of one day per week). In exceptional circumstances, this time fraction could be higher, but must not exceed 0.5 of full-time
If the adjunct appointee already holds a concurrent contract of employment with the University, the following conditions also apply.
An unpaid adjunct appointee who enters into a contract of employment with the University in addition to his/her adjunct appointment (and which is not a conversion to a paid adjunct appointment as described above) will ordinarily be required to vacate the adjunct appointment on commencement of the contract of employment. However, the requirement to vacate the adjunct appointment may be waived in the following circumstances:
and the duties performed in the contract of employment are discrete from and additional to the adjunct appointment.
Roles and responsibilities
Teaching and research adjunct appointees are expected to participate in the unit’s teaching, research and/or related activities relative to their academic level. For further information, please refer to teaching and research position classification standards.
Research-only adjunct appointees are expected to participate in research and/or related activities of the unit relative to their academic level. For further information, please refer to the research-only position classification standards.
An adjunct appointee must:
An adjunct appointee may:
An adjunct appointee may not as part of his/her adjunct appointment:
Adjunct appointees are required to comply with applicable University policies and procedures, in particular:
As already noted, adjunct appointments are normally unpaid appointments.
Adjunct appointees can be provided with access to University services and support, as appropriate in particular appointments, e.g. email, use of University computing hardware and software, library services, access to relevant research space (laboratory, studio), reimbursement of pre-approved out-of-pocket expenses.
In exceptional cases, it can be recommended that an unpaid adjunct appointee receive an honorarium payment.
Appointment Approval Process
When a proposed adjunct appointee is identified, the relevant head of unit will:
The relevant HR Business Partner will:
The completed Job Request will then be forwarded electronically via Rex to the relevant approvers. Although the required approvals may vary between Faculty/Division, the table below summarises the approvals that are required for all adjunct appointments at the University. Approvers may request additional information clarifying and supporting the case for appointment.
All proposals for adjunct appointments at Level E must be recommended by the dean before submitting to Senior Academic Appointments (Monash HR) for approval by the Vice-Chancellor, on endorsement of the Provost.
If the appointment is approved, a letter of offer will be generated through Rex by the relevant HR Business Partner.
The letter of offer will then be forwarded electronically to the appointee through Rex.
The head of unit will be able to track the progress of the offer in Rex. The HR Business Partner will notify the dean and the head of unit when the appointment has been offered and when it has been accepted.
If during the period of an adjunct appointment, the head of unit wishes to recommend payment of an honorarium payment to the adjunct appointee, the head can make such recommendation by way of written case to the dean.
If the recommendation is supported by the dean, the faculty will forward the written case to their HR Service Hub for approval by the Director, Workplace Relations for payments up to $20,000, or the Chief Operating Officer and Senior Vice President for greater amounts.
Conversion from Unpaid to Paid Adjunct Appointment
If during the period of an adjunct appointment, the head of unit wishes to recommend conversion to a fixed-term period of paid part-time employment for the adjunct appointee, the head of unit can initiate the process by completing basic information relating to the part-time employment in a Job Request in Rex.
The HR Business Partner will then complete the required detailed information in the Job Request and ensure that the request is electronically forwarded to the dean of the faculty for approval. Part-time employment arrangements for adjunct appointees at greater than a 0.2 fraction must only be requested in exceptional circumstances and must be approved by the Director, Workplace Relations.
As above, if the part-time arrangement is approved by the dean (and the Director, Workplace Relations, where required), the HR Business Partner will generate an amended letter of offer through Rex and forward the offer electronically to the appointee for acceptance. The adjunct appointee’s acceptance of the paid appointment will be advised by the HR Business Partner to the dean and head of unit.
Renewal of adjunct appointments
Adjunct appointments may be renewed on the approval of the dean provided it has been less than 10 years since an Adjunct Appointment Nomination Form has been completed and submitted to the appropriate authorities outlined in the table above. If it has been 10 years since a nomination was fully considered and the head of unit wishes to retain the adjunct, a new Adjunct Appointment Nomination Form must be completed and submitted for approval in accordance with the requirements of this procedure.
The HR Business Partner will facilitate the process for the renewal, non-renewal or reappointment of adjuncts.
Head of unit
The head of unit is responsible for:
The dean is responsible for:
The Vice-Chancellor, acting on the recommendation of the Provost, is responsible for:
The Provost is responsible for:
Chief Operating Officer and Senior Vice President
The Chief Operating Officer and Senior Vice President is responsible for approving honorarium payments by exception that are greater than $20,000.
HR Business Partner
The HR Business Partner is responsible for:
Lead HR Business Partner
The Lead HR Business Partner is responsible for ensuring that honorarium payments are approved within policy.
Manager (Senior Academic Appointments), Monash HR
The Manager (Senior Academic Appointments) is responsible for ensuring that adjunct appointments at Level E are approved in accordance with the requirements of this procedure.
Director, Workplace Relations
The Director, Workplace Relations is responsible for: