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Professional Development - External Exchange or External Secondment Guidelines

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Section 1 - Purpose and Context

(1) These guidelines should be read in conjunction with the Professional Development Policy.

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Section 2 - Definitions

(2) Nil.

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Section 3 - Policy Statement

(3) Nil.

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Section 4 - Procedures

(4) Nil.

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Section 5 - Guidelines

(5) An external secondment is an arrangement made with the mutual consent of the University and an employee where the University agrees that the employee can work with another employer (host organisation) for a specified period of time and under specific conditions. The opportunity for a secondment or exchange or other forms of career development should be discussed by the employee with their supervisor at the time of the annual performance, planning and development meeting and form part of the employee's Individual Development Plan.

(6) An external exchange is a placement of a University employee with another University or organisation either in Australia or overseas. External exchanges normally involve a reciprocal visit by a staff member from the other organisation or University. The conditions of an external exchange must be negotiated and agreed by both organisations including details of functional placement, cost responsibilities and insurances.

(7) The employee and their supervisor may initiate applications for a secondment or exchange. All details of the proposed program including estimated costs and conditions of the secondment or exchange together with a written agreement by the host organisation are to be forwarded to the relevant Unit Head for approval. The Executive Director, Human Resources will be available for advice in relation to the secondment or exchange during its operation.

(8) All full-time or part-time employees who have completed a minimum of the equivalent of 12 months' full-time continuous service and who have satisfactorily met performance expectations may apply for a secondment or exchange.

Conditions of an External Secondment or Exchange

(9) The conditions of employment of the University, including leave entitlements, salary level and any increments falling due, employer superannuation contributions and employee contributions, workers' compensation and public liability, will continue to apply during the period of the external secondment or exchange unless other arrangements are agreed between the relevant parties.

(10) University employees retain the right of return to their substantive position at the expiration of the external secondment or exchange. Leave accrued during the secondment or exchange must be taken prior to the expiration of the secondment or exchange period.

(11) University employees that take up an external exchange will continue to be paid their salary and employer superannuation contributions by the University unless other arrangements are agreed between the relevant parties. The costs of any overtime, meal allowances and expenses related to work in the host organisation are to be met by the host organisation.

(12) Where a University employee is seconded to an external organisation to fulfil the needs of that organisation, the host organisation is normally responsible for all the costs associated with the secondment unless other arrangements are agreed between the relevant parties. These costs include:

  1. Salary, allowances and any non-cash benefits
  2. Employer's contribution to superannuation
  3. Any associated travel, accommodation and removal expenses
  4. Workers' compensation cover
  5. Public liability and professional indemnity cover (if applicable)
  6. Payroll tax
  7. Pro-rata annual leave, annual leave loading and long service leave, and
  8. An administration fee to cover the University's indirect overhead costs.

(13) Where an external secondment or exchange is for 6 months or more, formal terms of agreement must be drawn up and signed by both organisations and the externally seconded or exchanged employees before commencement. The agreement is to include:

  1. A Position Description for the position to be occupied by the employee during the period of external secondment or exchange
  2. Remuneration arrangements
  3. Duration of the secondment or exchange
  4. Ownership of intellectual property
  5. Indemnities and liabilities
  6. Provision for the agreement to be terminated
  7. Responsibility of the host organisation to notify the parent organisation of any leave taken during the external secondment or exchange
  8. Responsibility for travel and accommodation expenses, and
  9. Details for the taking of leave that accrues during the period of the external secondment or exchange