Skip to content | Change text size
Policy areas: More information

Recruitment, Selection and Appointment Procedures - Adjunct Appointments

Parent Policy

Recruitment, Selection and Appointment

Preamble

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.

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.

Definitions

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.

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 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 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 enquires and contract renewals.

Job Request: is the on-line form used to communicate the requirements for a particular position to HR for action.

Lead HR Business Partner: is a leader within Monash HR who provides strategic guidance to a portfolio of client groups across key aspects that relate to organisational and HR strategy.

Rex: is Recruitment Express, the University's online recruitment system. Rex is used to manage the end-to-end recruitment and appointment process for all Monash employees and visitors. Rex is also used to manage the on-line application process for other University programs and initiatives.

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:

  • Adjunct Lecturer (Level B)
  • Adjunct Lecturer (Practice) (Level B)
  • Adjunct Senior Lecturer (Level C)
  • Adjunct Senior Lecturer (Practice) (Level C)
  • Adjunct Associate Professor (Level D)
  • Adjunct Associate Professor (Practice) (Level D)
  • Adjunct Clinical Associate Professor (Faculty of Medicine, Nursing and Health Sciences) (Level D)
  • Adjunct Professor (Level E)
  • Adjunct Professor (Practice) (Level E)
  • Adjunct Clinical Professor (Faculty of Medicine, Nursing and Health Sciences) (Level E)

The following are research-only adjunct appointments:

  • Adjunct Junior Research Associate
  • Adjunct Research Associate (Level A)
  • Adjunct Research Fellow (Level B)
  • Adjunct Senior Research Fellow (Level C)
  • Adjunct Associate Professor (Research) (Level D)
  • Adjunct Appointment as a Professor (Research) (Level E)

Eligibility

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:

  • create a conflict of interest for the staff member in his/her existing employment with the University; and/or
  • adversely affect the staff member’s performance in his/her existing employment with the University

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.

Appointment

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.

  • Conversion of an unpaid adjunct appointment to paid fixed-term part-time employment with the University is not permitted where the adjunct appointee already holds a concurrent full-time contract of employment with the University.
  • The paid adjunct appointee’s aggregate fraction of employment with the University must not exceed full-time (ie. a 1.0 employment fraction).
  • The activities performed pursuant to the adjunct appointment must be discrete from and additional to the appointee’s concurrent contract of employment with the University.

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 (including supplementary descriptors for practice roles).

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:

  • ensure that there is no conflict of interest between his or her adjunct appointment at the University and any outside work or activities or his/her employment with the University (if applicable);
  • comply with the University’s intellectual property requirements as outlined in the letter of offer;
  • acknowledge adjunct status in academic attributions related to the adjunct appointment; and
  • attribute his or her academic publications to the University in accordance with the requirements of the University’s Research Outputs and Authorship Policy and Procedures.

An adjunct appointee may:

  • use the adjunct title provided to him or her, including on a business card and official correspondence; and
  • supervise research higher degree students.

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:

Entitlements

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

Step 1: The head of unit proposes an adjunct appointment

When a proposed adjunct appointee is identified, the relevant head of unit will:

  • satisfy him/herself that there is no conflict of interest between the candidate’s work outside the University or employment within the University and his or her proposed adjunct contribution to the activities of the unit (for further information on conflict of interest see the Conduct and Compliance Procedure – Conflict of interest); and
  • ensure that the appointment is being offered at the appropriate academic level relative to the academic classification standards.

Where required, the HR Business Partner will provide advice and assistance to the head of unit throughout the appointment process.

Step 2: The head of unit or HR Business Partner initiates the appointment action

The head of unit or the HR Business Partner will:

  • complete basic information relating to the appointment in the Job Request;
  • complete and upload the Adjunct Appointment Nomination Form; and
  • upload the proposed appointee’s curriculum vitae (CV).

Step 3: The HR Operations Centre finalises all detailed information in Rex

The HR Recruitment Team in the HR Operations Centre will:

  • complete all detailed information in the Job Request;
  • confirm that all required documentation is uploaded in support of the appointment and
  • electronically forward the completed Job Request 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.

An adviser from the HR Recruitment Team may contact the head of unit to advise they will be coordinating the administration of the appointment from this point on.

Step 4: The delegated authority approves the adjunct appointment

All proposals for adjunct appointments at Level E must be recommended by the dean before being submitted to the Manager, Remuneration and Senior Appointments, Monash HR for approval by the Vice-Chancellor and President, following endorsement of the Provost and Senior Vice-President.

Academic Level Related Adjunct Titles Appointment Approver
Levels A to D
  • Adjunct Lecturer
  • Adjunct Senior Lecturer
  • Adjunct Junior Research Associate
  • Adjunct Research Associate
  • Adjunct Research Fellow
  • Adjunct Senior Research Fellow (Level C)
  • Adjunct Associate Professor
  • Adjunct Associate Professor (Research)
  • Adjunct Clinical Associate Professor (Faculty of Medicine, Nursing and Health Sciences)
  • Adjunct Associate Professor (Practice)
Dean
Level E
  • Adjunct Appointment as Professor
  • Adjunct Appointment as Professor (Research)
  • Adjunct Clinical Professor
Vice-Chancellor and President, following endorsement of the Provost and Senior Vice-President

Step 5: Monash HR issues the appointment offer

If the appointment is approved, a letter of offer will be generated through Rex by the HR Recruitment Team.

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 Recruitment Team will notify the dean and the head of unit when the appointment has been offered and when it has been accepted.

Honorarium Payment

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 Business Partner who will facilitate the approval by the Lead HR Business Partner for payments up to $5000, 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 or advising their HR Business Partner.

The HR Recruitment Team in the HR Operations Centre 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 Recruitment Team will generate an amended letter of offer through Rex and forward the offer electronically to the appointee for acceptance.

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.

Responsibilities

Head of unit

The head of unit is responsible for:

  • satisfying him/herself that there is no conflict of interest between the candidate’s work outside the University or employment within the University and his or her proposed adjunct contribution to the activities of the unit (for further information on conflict of interest see the Conduct and Compliance Procedure – Conflict of interest);
  • ensuring that the appointment is being offered at the appropriate academic level;
  • completing basic information relating to the adjunct appointment in the Job Request;
  • completing and uploading the Adjunct Appointment Nomination Form;
  • uploading the proposed appointee’s CV to Rex; and
  • recommending the payment of an honorarium payment or a period of part-time employment for an adjunct appointee to the dean.

Dean

The dean is responsible for:

  • considering and approving all appointment proposals in Rex at Levels A to D;
  • considering and endorsing appointment proposals at Level E;
  • considering and endorsing a head of unit’s recommendation for an honorarium; and
  • approving recommendations from the head of unit that an adjunct appointee convert to a period of fixed-term part-time employment through Rex.

Vice-Chancellor and President

The Vice-Chancellor and President, acting on the recommendation of the Provost and Senior Vice-President, is responsible for:

  • approving appointment proposals at Level E; and
  • approving any unpaid Level E adjunct appointee entering into employment with the University without the requirement to vacate his/her adjunct appointment.

Provost and Senior Vice-President

The Provost and Senior Vice-President is responsible for:

  • endorsing appointment proposals at Level E; and
  • approving any unpaid  Level A-D adjunct appointee entering into employment with the University without the requirement to vacate his/her adjunct appointment.

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.

Monash HR

HR Business Partner

The HR Business Partner is responsible for:

  • providing advice to the head of unit as required;
  • assisting the head of unit with the appointment requirements in Rex; and
  • facilitating the process for the renewal, non-renewal or reappointment of adjuncts.

HR Recruitment Team, HR Operations Centre

The HR Recruitment Team in the HR Operations Centre is responsible for:

  • completing and finalising all the detailed information in the Job Request
  • confirming that all required documentation is uploaded to Rex for the approver's consideration;
  • ensuring that adjunct appointments at Levels A to D are approved within the requirements of this procedure;
  • generating the letters of offer for appointments, and any part-time employment arrangements, at all academic levels; and
  • ensuring the head of unit and dean are notified of the offer and acceptance of the offer.

Lead HR Business Partner

The Lead HR Business Partner is responsible for ensuring that honorarium payments are approved within policy.

Manager Remuneration and Senior Appointments

The Manager, Remuneration and Senior Appointments is responsible for:

  • ensuring that adjunct appointments at Level E are approved in accordance with the requirements of this procedure; and
  • reviewing the quality of the appointment documentation at Level E before the appointment is endorsed and approved.

Director, Workplace Relations

The Director, Workplace Relations is responsible for:

  • confirming whether there are exceptional circumstances for a paid adjunct appointment at greater than a 0.2 fraction; and
  • as the delegate of the Executive Director, Monash HR, approving honorarium payments up to $20,000.

Related Procedures

Related Documents

Related Forms

Version number: 5.0
Effective date: 3 June 2015
Procedure author: Director Workplace Relations
Procedure owner: Executive Director Monash HR
Contact: