(1) These procedures outline the processes to be followed and the responsibilities of staff of Western Sydney University when applying for and undertaking, or considering applications for and managing, an Academic Development Program (ADP). ADP is available to eligible academic employees only. (2) The Academic Development Program 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. The first call will be early in the year for ADP to be undertaken from the first half of the following year, the second call will be later in the year for ADP to be undertaken from the second half of the following year. (6) Applications must be submitted on the ADP template to the Office of People and Success (People and Success) by the closing date which will be no less than twenty working days after the call for applications. Late applications will not be accepted. (7) People and Success will check each applicant's eligibility to apply. Only applications from eligible applicants will continue through the process. People and Success will notify applicants in writing if they are not eligible. (8) Applicants are invited to provide a brief personal statement on any relevant personal considerations of significance and their impact, that have occurred either during the last three years before the application for ADP is being considered or since the last ADP (but no more than three years), that will facilitate an assessment of their achievements relative to opportunity relevant to their application. Relevant personal circumstances or arrangements can include: (9) People and Success will request a report from the relevant Dean or Director, who will complete the report in consultation with the applicant's academic supervisor within 10 working days. The report will provide: (10) Applicants will receive a copy of the report and may respond in writing to the ADP Coordinator, within five working days of its receipt. (11) Where there is more than one application in the School or Research Institute, the Dean or Director will rank the applications based on merit against the assessment criteria. This ranking will be provided to the ADP Committee via the ADP Coordinator (from People and Success). (12) The ADP Committee is responsible for approving ADP applications. They will use the application, the Dean's/Director's report, the applicant's response to that report (if applicable), and the Dean's/Director's merit ranking to determine whether the application represents a mutual benefit to both the University and the applicant such that ADP should be granted. (13) Where the proposed ADP is to undertake research higher degree studies, the following additional criteria must also be met and addressed by the Dean/Director in ranking the proposals: (14) Applications that include work on ongoing research grant projects must outline the nature of the work to be undertaken, details of the funding body and award, and details of the funds that will be utilised from the research grant. (15) 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. The ADP Committee must refer to the Travel Policy in regards to assessing applications that include overseas travel. (16) The ADP Committee will be a University-wide one, chaired by a Deputy Vice-Chancellor and Vice-President, as appointed by the Vice-Chancellor and President, and in each round, will consider eligible applications in accordance with the Academic Development Program Policy and these procedures. The committee's membership will consist of a minimum of: (17) When appointing nominees, consideration will be given to having appropriate diversity and gender balance (refer to the Gender Equality Policy). (18) The Director, Equity, Diversity and Wellbeing may be invited to be in attendance, as a non-voting observer. If the Director has any concerns regarding procedural matters in a Committee session, it is expected that he or she will normally raise them with the Chair of the Committee either during the session or, in a written report, immediately afterwards. (19) The ADP Committee will: (20) The Chair of the ADP Committee or nominee will provide individual feedback to unsuccessful applicants if requested. (21) People and Success will provide administrative support to the ADP Committee by assigning an ADP Coordinator. People and Success will advise applicants in writing of the ADP Committee's decisions within ten working days of the outcome of deliberations. The ADP Coordinator will compile a report that will list the approved successful applicants, dates of ADP, general destinations and financial assistance grants for the noting of Executive. The ADP Coordinator will then forward this approved report for the information of People and Success and the Finance Office. 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. (22) 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 fifteen working days of receiving the notification. Appeals should be lodged with the ADP Coordinator, Office of People and Success, who will convene the ADP Appeals Committee. The grounds for appeal are limited to: (23) Appeals must only be based on the ADP process and cannot include information not supplied with the original application. (24) 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 on the order of merit. (25) 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 unit has been exceeded. (26) The ADP Appeals Committee will normally meet within 20 working days of the deadline for appeals. (27) The ADP Appeals Committee is chaired by a Deputy Vice-Chancellor, as appointed by the Vice-Chancellor and President. 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. (28) If the ADP Appeals Committee upholds the appeal, it will request the ADP Committee to reconsider the appellant's application within 15 working days of the date the ADP Committee is notified of the ADP Appeals Committee decision; and ensure the procedural requirements of the Academic Development Program (ADP) Policy and these procedures, and procedural fairness principles are observed. (29) The decision of the ADP Appeals Committee is final (i.e. if the ADP Appeals Committee rejects the appeal there is no further appeal process). Applicants are also not able to lodge a complaint under the Complaints Handling and Resolution Policy. (30) Employees may apply for a period of up to 22 weeks in total. (31) Employees may request shorter periods of ADP leave that, in total, amount to no more than the maximum allowable period. (32) Employees may apply for ADP leave in only one of the following time periods. Note; regardless of the option selected, only one teaching period can be affected for the ADP leave; (33) Where possible, the impact of the duration of ADP leave on the employee's other academic responsibilities should be kept to a minimum. (34) Employees must take any annual leave accrued during the period of ADP, during or immediately upon completion of the ADP, e.g. ADP for 10 weeks, 2 weeks annual leave, followed by 12 weeks ADP. Employees may apply for four weeks annual leave or long service before, during or after an ADP. (35) Employees must make their own travel insurance arrangements for any annual or long service leave. (36) 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, or part ADP, upon their return. If this does not occur, and it's at the employee's initiative, the employee will normally be required to repay both the salary paid to him/her during the ADP and any financial assistance, on a pro-rata basis. (37) An employee granted ADP is covered by the University's Travel Insurance policy for the duration of the approved ADP period (but not for any annual or other leave taken). (38) 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). (39) Conditions of the External Work Policy apply to ADP. (40) 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. (41) Financial assistance may be requested for travel related costs such as airfares, rail/bus fares, car hire, motor vehicle expenses, accommodation and the like. (42) 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. (43) 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. (44) The financial assistance grant is awarded with the expectation that no further funds will be required from the School, Research Institute or other University unit for the duration of the ADP. Requests for additional funding in exceptional circumstances must be submitted in writing to the relevant Dean or Director providing full details of where funds are available to draw on. Failure to notify the Dean or Director may result in the repayment of any financial assistance grant. (45) 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. (46) Staff may access University travel discounts through the University's contracted travel provider. (47) 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 University 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. (48) Requests to undertake other University business will not exceed one week and must be made by the requesting unit through the relevant Dean, Director or Deputy Vice-Chancellor 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. (49) Employees who 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. (50) Employees who vary their ADP without seeking approval, do not comply with the conditions of the Academic Development Program (ADP) Policy or these procedures, or cease their employment with the University after a period less than the length of the ADP, or part 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 Vice-President, People and Advancement about any repayment requirements. A statement outlining the circumstances and any mitigating factors may be submitted to the Dean or Director to be considered in the recommendation. The Vice-President, People and Advancement will determine the amount to be repaid or will waive the repayment of salary and financial assistance in exceptional circumstances. (51) Employees have responsibilities before commencing, during and after their return from a period of ADP. (52) Prior to undertaking approved ADP employees must: (53) While on ADP employees must: (54) Upon return from ADP, academic staff must: (55) The employee's business unit, in particular the Dean or Director has particular responsibilities to ensure the administration of ADP is successfully managed in line with this and other University policies and procedures. (56) The Dean or Director is responsible for financial management of the ADP in accordance with the ADP Policy and these procedures, and the Delegations of Authority Policy. (57) The employee's Dean or Director must ensure that prior to undertaking approved ADP, the employee has submitted: (58) In addition, the employee's Dean or Director is responsible for: (59) During an employee's ADP, the Dean or Director is responsible for approving any variations of ADP as requested by the employee, (with a copy to the ADP Coordinator) taking into consideration requirements set out by the Academic Development Program (ADP) Policy or these procedures. (60) Upon the return of an employee from ADP, the Dean or Director is responsible for: (61) 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. (62) Within 4 weeks of the completion of ADP employees must submit an ADP report to the ADP Coordinator. The ADP Coordinator will distribute the report to the relevant Dean/Director for approval. (63) The Dean or Director will provide comment on the report and will forward the report and comments within two weeks, to the ADP Coordinator. (64) The ADP Chair will review the report and Dean's/Director comments. Where the Chair determines that the report is not of a high standard, they will return it to the employee along with the Dean's or Director's comments and will ask for the report to be resubmitted. (65) Where the ADP Chair and Dean determine that the ADP Report is satisfactory a copy will be placed on the employee's personal file in People and Success and a copy will be returned to the Dean or Director for publication. (66) 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. (67) An ADP report must not exceed ten pages, plus appendices and must include the following: (68) 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 of the University's campuses
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 Success.
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/Institute 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
Program objectives and rationale, including alignment with the University and School/Institute 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 Vice-President, Finance and Resources - see Part B)
Detailed budget for financial assistance, including details of any other financial assistance
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.
Candidates are not required to describe specific details about sensitive issues such as a medical illness, however to assist the Committee it is recommended that candidates indicate the impact that this has had on their career trajectory.
In making this determination the Committee will consider the following assessment criteria:
* 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. The applicant should provide the age of each dependant being claimed on the application form as at 1 January of the year that ADP is being taken.