(1) These procedures outline the processes to be followed and the responsibilities of staff of the University of Western Sydney (UWS) when applying for and undertaking, or considering applications for and managing Academic Development Program (ADP). ADP is available to eligible to academic employees only. (2) The Academic Development Program (ADP) Policy, the Professional Development Policy, the Code of Conduct, the Conflict of Interest Policy and the Travel Policy should be read in conjunction with these procedures. (3) Nil. (4) Refer to the Academic Development Program (ADP) Policy. (5) There will be two calls for applications for ADP each year - one in February/ March for the second half of the corresponding year, and one in August/September for the first half of the following year. (6) Applications must be submitted on the ADP template to the Office of People and Culture (OPC) by the closing date, which will be at least one month after the call. Late applications will not be accepted. (7) The OPC will check applicant's eligibility to apply. Only applications from eligible applicants will continue through the process. The OPC will notify applicants in writing if they are not eligible. (8) The OPC will request a report from the relevant Dean or Director who will complete the report in consultation with the applicant's academic supervisor. The report will provide: (9) Where there is more than one application in the School or Research Institute (Institute), the Dean or Director will rank the applications based on merit against the selection criteria. (10) Applicants will receive a copy of the report and may respond in writing to the ADP Coordinator (from the OPC ), within five working days of its receipt. (11) The ADP committee will use the application, the Dean /Director report and the applicant's response (if applicable), and Dean's /Director's merit ranking to determine whether the following selection criteria are met: (12) Where the proposed ADP is to undertake research higher degree studies, the following additional criteria must also be met: (13) Applications that include work on ongoing research grant projects will not be considered, other than in exceptional circumstances. Such applications will also need to be approved by the Deputy Vice-Chancellor, Academic and Research. (14) ADP will not be granted where any part of the ADP proposal involves travel to a destination with a DFAT travel advisory classification "do not travel" either at the time of the application or the time of the proposed travel. ADP Committee must refer to the Travel Policy in regards to assessing applications that include overseas travel. (15) The ADP Committee will be a University-wide one, chaired by the Pro Vice-Chancellor (Research), and in each round, will consider eligible applications in accordance with the ADP Policy and these procedures. The committee's membership will consist of a minimum of: (16) When appointing nominees, consideration will be given to having appropriate diversity and gender balance (refer to the Women's Representation on University Committees Policy). (17) The ADP committee will: (18) The Chair of the ADP Committee or nominee will provide individual feedback to unsuccessful applicants if requested. (19) The OPC will provide administrative support to the ADP Committee by assigning an ADP Coordinator. The Office of People and Culture will advise applicants in writing of the ADP Committee's decisions within two weeks of the outcome of deliberations, including where unsuccessful the reasons in terms of the assessment criteria. (20) The ADP Coordinator will compile a report that will list the successful applicants, dates of ADP, general destinations and financial Assistance grants approved for the information of OPC, the Finance Office and the Executive. Where additional approval is required, e.g. where the application is for undertaking research higher degree studies, the ADP Coordinator will assist the Chair in submitting the application and recommendation from the committee to the relevant delegate for approval. (21) Where an applicant disputes the decision of the ADP Committee not to support his/her application, s/he may lodge an appeal with the ADP Appeals Committee within 15 working days of notification from OPC. The grounds for appeal are limited to: (22) Appeals must only be based on the ADP process and cannot include information not supplied with the original application. (23) Appeals cannot be lodged if the application is successful but because the maximum number of academic staff on ADP in the school or unit has been exceeded the applicant has not been granted ADP because of their ranking. (24) Appeals cannot be lodged if the application is not supported by the ADP Committee on the basis of the relative merit of the application because the maximum number of staff on ADP in the School or Research Institute (Institute) has been exceeded. (25) The ADP Appeals Committee will normally meet within 20 working days of the deadline for appeals. (26) The ADP Appeals Committee is chaired by the Deputy Vice-Chancellor, Academic and Research. The chair will appoint two academic staff from the professoriate who were not involved in any part of the ADP process for that round. The ADP Appeals Committee will have appropriate diversity and gender balance. (27) If the ADP Appeals Committee upholds the appeal, it will request the ADP Committee to reconsider the appellant's application, ensure the procedural requirements of the ADP Policy and these procedures, and that procedural fairness principles are observed. (28) The decision of the ADP Appeals Committee is final. (29) Employees may apply for a period of up to 22 weeks. ADP and any associated leave should not straddle two teaching sessions. Applications for alternative periods will only be approved in exceptional circumstances. (30) Where applications for alternative periods or periods straddling two teaching sessions are supported by the relevant ADP Committee, the application must also have approval by the Deputy Vice-Chancellor, Academic and Research. (31) Employees must take all annual leave accrued while on ADP during or immediately upon completion of the ADP. Employees may apply for four weeks annual leave or long service before, during or after an ADP. (32) Employees must make their own travel insurance arrangements for any annual or long service leave. (33) The University invests considerable resources into ADP and employees granted ADP are expected to share the knowledge gained with the University community. Accordingly, the University expects employees to remain in the University's employment for a period at least equal to the period of ADP upon their return. If this does not occur, the employee may be required to repay both the salary paid to him/her during the ADP and any financial assistance, on a pro-rata basis. (34) An employee granted ADP is covered by the UWS Travel Insurance policy for the duration of the approved ADP period (but not for any annual or other leave taken). (35) Normal salary will be paid for the duration of the ADP on the same basis as the employment status (i.e. full or part time). (36) Conditions of the External Work Policy apply to ADP. (37) Employees granted ADP are eligible for reasonable financial assistance based on the budget submitted with their application and up to the maximum amount set by the University in Table 1 . No financial assistance will be granted for travel for ADP activities within 80kms of any University campus. (38) Financial assistance may be requested for travel related costs such as airfares, rail/bus fares, car hire, motor vehicle expenses, accommodation and the like. (39) Financial assistance can also include conference registration for conferences approved by the ADP Committee Note: generally ADP and associated financial assistance is not designed so that an employee can undertake the bulk of their ADP in their home location, with a one-off trip to an overseas conference. ADP and associated financial assistance is designed so that an employee can supplement the work they plan to do on ADP with attendance at a conference relevant to the ADP. (40) Additional financial assistance may be granted to staff for accompanying partners and/or dependents where the partner/dependent is accompanying the employee for a period of more than two months. The maximum amount is listed in Table 1. (41) No additional funding will be granted to support any activity during ADP, other than in exceptional circumstances, for example internal or external research grants, School or Research Institute /Research Centre /Group conference attendance grants, education support allowance and so on. Requests for additional funding in exceptional circumstances must be submitted in writing via the relevant Dean or Director to the Chief Financial Officer for approval. (42) Financial assistance will be paid via the payroll as an un-taxed allowance. Staff should seek independent financial advice on the implications. The funding source for ADP salary and financial assistance is the relevant employing unit. (43) Staff may access UWS travel discounts through the UWS contracted travel provider. (44) In exceptional circumstances, the University may avail itself of the opportunity of having an employee in a certain location while on ADP, and may request the employee to participate in official University business that is unrelated to the employee's ADP. For example, this might include attending a UWS overseas graduation ceremony, attending a meeting as a representative of the University or establishing personal contact with a University business partner, but it does not include attendance at a conference relevant to the employee's discipline just because it is held nearby. (45) Requests to undertake other University business will not exceed one week and must be made by the requesting unit through the relevant Dean or Director as they have responsibility for approving variations to ADP. An employee may refuse such requests where it limits his/her ability to carry out the approved ADP program. (46) Employees that need to vary their ADP to undertake such a request will receive support from the University in accordance with the Travel Policy for the approved official business component. Employees may request to have their ADP extended equivalent to the length of the official University business. An e-tan must be raised to initiate the travel in accordance with the Travel Policy. (47) An employee that varies his/her ADP without seeking approval, does not comply with the conditions of the ADP Policy or these procedures, or ceases his/her employment with the University after a period less than the length of the ADP may be required to repay some or all of the salary and financial assistance granted. Where this occurs, the Dean or Director will make a recommendation to the Deputy Vice-Chancellor, Corporate Strategy and Services about any repayment requirements. A statement outlining the circumstances and any mitigating factors may be submitted to the Dean /Director to be considered in the recommendation. The Deputy Vice-Chancellor, Corporate Strategy and Services will determine the amount to be repaid or will waive the repayment of salary and financial assistance in exceptional circumstances. (48) Employees have responsibilities before commencing, during and after their return from a period of ADP. (49) Prior to undertaking approved ADP employees must: (50) While on ADP employees must: (51) Upon return from ADP, academic staff must: (52) The employee's business unit, in particular the Dean or Director have particular responsibilities to ensure the administration of ADP is successfully managed in line with this and other University policies and procedures. (53) The Dean or Director is responsible for financial management of the ADP in accordance with the ADP Policy or these procedures, and the Delegations (Administrative) Policy. (54) The employee's Dean or Director must ensure that prior to undertaking approved ADP, the employee has submitted: (55) In addition, the employee's Dean or Director is responsible for: (56) During an employee's ADP, the Dean or Director is responsible for approving any variations of ADP as requested by the employee, taking into consideration requirements set out by the ADP Policy or these procedures. (57) Upon the return of an employee from ADP, the Dean or Director is responsible for: (58) ADP reports provide an insight into the academic calibre of the individual and the University as a whole. It is therefore expected that reports will be of a high standard. (59) Within two months of the completion of ADP employees must submit an ADP report to the relevant Dean or Director, with a copy of the original ADP application. (60) The Dean or Director will provide comment on the report and will forward the report and comments within two weeks, to the ADP Coordinator. (61) The ADP Committee will review the report and Dean's /Director's comments. Where the ADP Committee determines that the report is not of a high standard, they will return it to the employee along with the Dean or Director's comments and will ask for the report to be resubmitted. (62) Where the ADP Committee determines that the ADP Report is satisfactory a copy will be placed on the employee's personal file in the Office of People and Culture and a copy will be returned to the Dean or Director for publication. (63) The Dean or Director will make the report available to other University staff, for example by publishing the report on the unit's website or in another format. The Dean or Director will organise with the employee to present the ADP report to peers and colleagues in a seminar, workshop or other format. (64) An ADP report should not exceed ten pages, plus appendices and should include the following: (65) The following information is required in the application template:Academic Development Program (ADP) Procedures
Section 1 - Purpose and Context
Section 2 - Definitions
Section 3 - Policy Statement
Section 4 - Procedures
Part A - Application Process
Dean/Director Reports
Assessment Criteria
ADP Committee
Appeals
Part B - ADP Conditions
Duration
Associated Leave
Requirement to Return to Duty
Travel Insurance
Salary and Payments
Financial Assistance Grant
Table 1 - Maximum Financial Assistance Grants
Within 80kms of any UWS campus
Within Australia or New Zealand*
To other international locations*
Per employee
$0
$2,000
$5,000
Per accompanying spouse and/or dependent child**
$0
$1,000
$1,500
Other University Business on ADP
Repayment of Salary and Financial Assistance Grant
Part C - Responsibilities Relating to the Administration of ADP
Responsibilities - Employees
Responsibilities - Schools and Institutes
Part D - ADP Reports
Top of PageSection 5 - Guidelines
Checklist for Employees
Each employee applying for ADP should:
1. Check his/her eligibility to apply in accordance with the ADP Policy and these procedures, with the Office of People and Culture.
2. Check the closing date for applications, and ensure the application is submitted on time.
3. Discuss his/her proposed program, including proposed timing, alignment with University and School/unit strategic plan, goals and strategies with his/her Dean or Director, and other colleagues as appropriate
4. Complete the application template addressing the assessment criteria contained in these procedures.
5. Submit the completed application by the deadline as late applications will not be accepted.
ADP Applications
An abstract
Program objectives and rationale, including alignment with the University and School/unit strategic plans, goals and objectives
Detailed program description
Rationale for undertaking the ADP at the nominated institution/s (if applicable), plus supporting documentation from the relevant institutions
Expected outcomes of undertaking the program
Time-line showing how the expected outcomes will be achieved during the course of the ADP
Anticipated start and finish dates and the location from where the ADP will commence and finish
Details of any conference attendance during the ADP, how it complements the ADP and why it is important to achieving the anticipated outcomes
Details of academic achievements during the period of employment at the University, or outcomes and achievements from the last period of ADP (if applicable)
Detailed budget for financial Assistance, including details of any other financial assistance that the staff member will be accessing during the ADP, for example research grant funding. (note that only in exceptional circumstances can academic staff access additional University funding and this needs to be approved by the CFO - see Part B)
Details of any proposed earnings (other than University salary) during the ADP and details of any approved or proposed work in accordance with the External Work Policy
Health and safety risk assessment of the proposed program
Details of proposed arrangements to cover teaching and administrative responsibilities during the ADP period
Details of any internally or externally funded research grants and the impact of undertaking ADP on those grants, and/or details of work that will be undertaken on those grants during ADP
Dates of any annual or long service leave that will be taken immediately before, during or after the ADP
Where the application is to complete a research higher degree, additional information as required in the assessment criteria
Attachments that support the application, e.g.an abbreviated curriculum vitae
View Current
This is not a current document. It has been repealed and is no longer in force.
* If the ADP is commencing from a location other than Sydney, the maximum available for financial Assistance may be reduced.
** For the purposes of these procedures, partner includes married spouse, de facto or same sex, and a dependent child is a person 18 years or under and a full time student who resides with the employee.
Note - a ADP undertaking form is available on the OPC website.