• Section 1 - Purpose and Context
• Section 2 - Definitions
• Section 3 - Policy Statement
• Section 4 - Procedures
• Part A - Nominations/Applications and Evaluation
• Emeritus Chancellor, Emeritus Professor, Honorary Fellow and Community Fellow
• Distinguished Professor and Distinguished Fellow
• Professor and Associate Professor
• Adjunct Appointments
• Visiting Appointments
• TAFE Associate Appointments
• Honorary Doctorates
• Part B - Confidentiality
• Part C - Conferrals and appointments
• Emeritus Chancellor, Emeritus Professor, Honorary Fellow, Community Fellow and Honorary Doctorates
• Privileges and Conditions
• Visiting, Adjunct, Distinguished and TAFE Associate Appointments
• Privileges and Conditions
• Contribution to Living Expenses
• Part D - Period of Conferral/Appointment and Renewal
• Part E - Withdrawal of honorary status
• Membership of the College of Adjuncts
• Part F - Employment
• Part G - International recipients
• Part H - Administrative Responsibilities
• Host Unit
• Office of People and Success
• Section 5 - Guidelines

Section 1 - Purpose and Context

(1) These procedures provide the nomination, conferral and appointment processes for honorary titles and awards in accordance with the Honorary Titles and Awards Policy.

(2) The procedures should be read in conjunction with the Honorary Titles and Awards Policy, Code of Conduct, Conflict of Interest Policy and Intellectual Property Policy.

Section 2 - Definitions

(3) For the purposes of these procedures:

1. Appointment means placing a person in an honorary position for a specified period.
2. Conferral means bestowing a title or award in an honorary capacity usually in perpetuity.
3. Honorary recipient means the recipient of an honorary title or award.

Section 3 - Policy Statement

(4) Refer to the Honorary Titles and Awards Policy.

Section 4 - Procedures

Part A - Nominations/Applications and Evaluation

Emeritus Chancellor, Emeritus Professor, Honorary Fellow and Community Fellow

(5) Any member of the University community may, in confidence, submit a nomination for the title of Emeritus Chancellor, Emeritus Professor, Honorary Fellow or Community Fellow to the Vice-Chancellor and President at any time during the year.

(6) A nomination must include:

1. a summary statement of the reasons the nominated person should be conferred the title having regard to the relevant criteria (which is suitable for use as a citation if presented at graduation);
2. a detailed curriculum vitae; and
3. any statements in support of the nomination. A nomination for Emeritus Professor must include statements from at least three full professors of the University (comprising representation from at least two different areas of the University).

(7) The Board Executive Committee will normally consider a nomination at its next scheduled meeting and may seek the views of one or more distinguished persons who are external to the University about a nomination. For a professor nominated for the title of Emeritus Professor:

1. for scholarly excellence in a specific field of study, or bringing academic distinction to the University through the general development of a specific field of study nationally and/or internationally, the externals will usually be professors in the relevant subject area;
2. for material contribution to the overall development of the University, the external will usually be a senior academic leader (eg vice-chancellor or deputy vice-chancellor) of another university.

(8) The Board Executive Committee will make a recommendation to the Board of Trustees. At its own instigation, the Committee may recommend persons to the Board of Trustees for honorary titles and awards.

(9) An individual may not nominate themselves for the title of Emeritus Chancellor, Emeritus Professor, Honorary Fellow or Community Fellow.

Distinguished Professor and Distinguished Fellow

(10) Applications for appointment to the honorary positions of Distinguished Professor or Distinguished Fellow must be made to the Executive Review Committee and must be accompanied by the relevant Dean or Director's written recommendation.

(11) The Executive Review Committee will consider the application and make a recommendation to the Vice-Chancellor and President.

Professor and Associate Professor

(12) The Vice-Chancellor and President may, in his or her discretion, appoint a person as a Professor or Associate Professor for the duration of their tenure with the University.

(13) The Vice-Chancellor and President may seek advice as appropriate before making an appointment as Professor or Associate Professor, and will report such appointments to the next meeting of the Board of Trustees.

Adjunct Appointments

(14) Applications for adjunct appointments must be submitted to the Dean or Director of the hosting school or research institute on the Adjunct Appointment Form.

(15) For applications for Adjunct Professor:

1. the Dean or Director will ensure the application is complete and has merit, and will provide a recommendation to the Deputy Vice-Chancellor and Vice-President, Research, Enterprise and International; and
2. the Deputy Vice-Chancellor and Vice-President, Research, Enterprise and International will make a decision having regard to the application, the recommendation and any other relevant material.

(16) For applications for Adjunct Fellow, the Dean or Director will:

1. make a decision having regard to the application and any other relevant material; and
2. notify the Deputy Vice-Chancellor and Vice-President, Research, Enterprise and International of the decision.

(17) When a decision to appoint an Adjunct Professor or Adjunct Fellow has been made, the relevant Dean or Director is to:

1. notify the applicant of the outcome; and
2. initiate the appointment process through eRecruit.

(18) Applications for renewal of adjunct appointments must:

1. be made at a reasonable time before the appointment is to lapse;
2. be made on the Adjunct Appointment Form; and
3. include evidence of the person's demonstrable, positive contributions made during the preceding period of appointment.

Visiting Appointments

(19) The hosting school or research institute must submit applications for visiting appointments to the relevant Dean or Director.

(20) The Dean or Director will make a decision having regard to the application, the purpose for which the application is made and the school or institute's resources.

(21) Where a Dean or Director makes a decision to appoint a Visiting Professor or Visiting Fellow, they must:

1. notify the Deputy Vice-Chancellor and Vice-President, Research, Enterprise and International of the appointment; and
2. initiate the appointment process through eRecruit.

(22) Applications for renewal of visiting appointments must:

1. be made at a reasonable time before the appointment is to lapse;
2. be made on the approved form; and
3. include evidence of the person's demonstrable, positive contributions made during the preceding period of appointment.

TAFE Associate Appointments

(23) The relevant TAFE Institute may apply to the Deputy Vice-Chancellor and Vice-President, Academic for a TAFE Associate Appointment.

(24) The Deputy Vice-Chancellor and Vice-President, Academic will consider applications for renewal of TAFE Associate Appointments based on evidence of demonstrable, positive contributions during the preceding period of appointment.

Honorary Doctorates

(25) A nomination for an honorary doctorate must be made to the Board Executive Committee on the approved form. The committee will evaluate the nomination and provide a recommendation to the Board of Trustees.

(26) An individual may not nominate themselves for an honorary doctorate.

Part B - Confidentiality

(27) A nomination for the following honorary titles and awards should be made without the nominated person's knowledge and must remain in strict confidence until the Board of Trustees has approved a recommendation:

1. Emeritus Chancellor;
2. Emeritus Professor;
3. Honorary Fellow;
4. Community Fellow;
5. Honorary doctorates.

(28) The Board Executive Committee may seek further confidential advice on any nominee it evaluates as necessary.

Part C - Conferrals and appointments

Emeritus Chancellor, Emeritus Professor, Honorary Fellow, Community Fellow and Honorary Doctorates

(29) When the Board of Trustees resolves to confer an honorary title of Emeritus Chancellor, Emeritus Professor, Honorary Fellow or Community Fellow or an honorary doctorate:

1. the Chancellor (or nominee) may contact the nominated person (or their nominee) to ascertain their willingness to accept the award or title. In some circumstances it may be appropriate for the Chancellor (or nominee) to contact the nominated person before a recommendation is made to the Board of Trustees
2. the University will normally confer the title or award at the next session of graduation ceremonies and may invite recipients to deliver the occasional address at the ceremony. In exceptional circumstances an honorary title or award may be conferred at a ceremony other than a scheduled graduation.

(30) A person who made a nomination for an honorary title or doctorate that is conferred by the Board will be notified in confidence about the outcome of the nomination once the Board's delegate has notified the nominee.

Privileges and Conditions

(31) The holder of an honorary title of Emeritus Chancellor, Emeritus Professor, Honorary Fellow or Community Fellow or an honorary doctorate:

1. is regarded as having the equivalent University rank for ceremonial occasions, as relevant, and may use their honorary title when carrying out any activity that forms part of their contribution to the University.
2. is entitled to those privileges and benefits as determined by the relevant approval authority from time to time. Privileges are conferred at the University's discretion and depend on the recipient's continued connection to the University and may include access to library, IT and other resources.
3. may use their title during the term of the appointment when the holder carries out any activity which forms part of their contribution to the University;
4. are expected to make a sustained contribution to the University in such areas as:
   1. representing and promoting the University in their spheres of influence; and
   2. facilitating the exchange and sharing of knowledge, experience and expertise in pursuit of the University's mission;
5. does not represent or act as the University's agent, employee or partner, and must not directly or indirectly bind the University;
6. is not entitled to receive remuneration in that capacity;
7. has no authority to exercise any functions delegated to or otherwise normally associated with a person at the equivalent University rank;
8. is not entitled to membership of any University governing body; and
9. must comply with University laws, rules and policies as they relate to their activities.

Visiting, Adjunct, Distinguished and TAFE Associate Appointments

(32) The Office of People and Success will provide the recipient of an adjunct, visiting or distinguished appointment with a letter which sets out:

1. details of the appointment and applicable conditions;
2. notice of any facilities the University will provide to the recipient;
3. details of the Vice-Chancellor and President's right to withdraw the appointment by written notice;
4. date of review of the appointment, where appropriate.

Privileges and Conditions

(33) Visiting, adjunct and TAFE Associate appointees:

1. may nominate the University as the host institution for the purpose of research applications, subject to compliance with the University's policies and procedures with respect to the conduct of research and management of grants, including associated staff appointments and supervision of students. Any publications resulting from the research must recognise the University and list the University as the academic affiliation;
2. are responsible to the unit head of the hosting unit, where applicable;
3. are not entitled to receive any remuneration for their honorary roles;
4. may access the resources of the host unit as approved by the relevant manager with delegated authority;
5. are covered by the University's public liability insurance while undertaking activities as an employee of, under the direction or control of, or at the request of, the University, or as relevant to their position with the University;
6. have no authority to exercise any functions delegated to or otherwise normally associated with a person at the equivalent University rank;
7. have no authority to commit or authorise expenditure of University funds; and
8. subject to applicable visa and University travel conditions, are:
   1. eligible to co-supervise higher degree candidates in accordance with the Supervision of Research Candidates Policy;
   2. able to represent the University at professional forums, conferences and seminars.

(34) TAFE Associate Appointments will enable and promote the TAFE-University SWSi/TAFE WSI partnership and foster collaborative arrangements between the partners through activities which include:

1. organising and promoting joint TAFE-University SWSi/TAFE WSI activities, such as:
   1. staff development seminars / workshops
   2. commencing TAFE student seminars / workshops / orientation
   3. planning and designing other collaborative projects
2. lectures/seminars by TAFE adjuncts at the University in discipline areas where there are significant numbers of TAFE pathways students;
3. contributing to and engaging in collaborative research on topic areas relevant to the Office of the PVC Education under Tertiary Education Pathways and Partnership, such as:
   1. partnering with the University in externally funded research grant applications
   2. engaging in joint presentations at conferences
   3. engaging in joint published research
4. providing advice on and jointly developing new pathways from TAFE to the University.

(35) Travel arrangements for visiting, adjunct and TAFE Associate appointments funded by the University will be consistent with the Travel Policy.

Contribution to Living Expenses

(36) Each year, the Vice-Chancellor and President will approve a schedule of maximum payments for reasonable contribution towards living costs and expenses for visiting and adjunct appointments, which will be set in accordance with relevant University policies and Australian Taxation Office requirements.

(37) The Deputy Vice-Chancellor and Vice-President, Research, Enterprise and International may approve a visiting or adjunct appointee receiving a contribution towards the cost of their living expenses for part or all of the period of appointment on recommendation of the unit head of the hosting unit. The amount approved will normally be up to the maximum limit, however the unit head may make a submission in writing to the Deputy Vice-Chancellor and Vice-President, Research, Enterprise and International for a higher amount.

(38) Payments to visiting and adjunct appointment towards the cost of living expenses are subject to the following conditions:

1. The allowance will be paid through the payroll. Appointees from overseas and not citizens of Double Tax PAYG Exempt Countries (refer attached list) must have an Australian bank account and an Australian Tax File Number for that purpose.
2. For the first 21 calendar days, the allowance will not attract tax if it is within the approved rates set out in the schedule of maximum payments. Payments higher than those in the schedule may attract taxation.
3. From the 22nd day, the whole allowance will be taxed under the PAYG system, consistent with ATO requirements.
   1. Less than 21 days - allowances paid to visiting or adjunct appointees should be submitted via the relevant unit head/delegated officer for reimbursement to the Finance Office.
   2. 21 days or more - allowances will be paid on a fortnightly basis into an Australian bank account and cannot be paid as a lump sum or by other means such as by submission of an invoice.
4. Recipients who are international guests and not Australian citizens must be registered with the Office of People and Success, whether or not their visa is sponsored by the University.

(39) Payments the University makes to visiting and adjunct appointees from overseas may be taxable in their home country and appointees should seek advice on any likely tax implications.

Part D - Period of Conferral/Appointment and Renewal

(40) The titles of Emeritus Chancellor, Emeritus Professor, Honorary Fellow and Community Fellow, are generally ongoing, unless withdrawn.

(41) Appointments to Distinguished Professor and Distinguished Fellow are made for the duration of the person's tenure with the University.

(42) Appointments to Professor and Associate Professor under this policy are made for the duration of the person's tenure with the University.

(43) Adjunct appointments may be made for a period of between one and three years. Appointments may be renewed without consecutive or cumulative limit.

(44) Visiting appointments may be made for a maximum of one year, and may be renewed up to a maximum of three years.

(45) TAFE Associate Appointments are generally made for a period of two years and may be extended if all parties agree. The maximum appointment is two terms (ie four years).

Part E - Withdrawal of honorary status

(46) The approval authority may at any time, in its absolute discretion, withdraw an honorary title or award if it considers its continuation is not in the best interests of the University.

(47) The University will notify the honorary award recipient or title holder of a withdrawal in writing, and adjunct and visiting title holders will be given one month's notice before the decision takes effect.

(48) There is no appeal to a decision of the approval authority to withdraw an honorary title or award.

(49) Adjunct, visiting and community title recipients may terminate their association with the University by providing one month's written notice to the University.

Membership of the College of Adjuncts

(50) Where a College of Adjunct's appointment lapses, membership of the College will cease.

(51) The Deputy Vice-Chancellor and Vice-President, Research, Enterprise and International may terminate the membership of any member of the College of Adjuncts by written notice.

(52) A member of the College of Adjuncts may provide a written notice to the Deputy Vice-Chancellor and Vice-President, Research, Enterprise and International to resign from the College at any time.

(53) Resignation or termination from the College of Adjuncts does not affect an individual's adjunct status.

Part F - Employment

(54) Subject to any applicable visa conditions and University travel policies and processes, honorary recipients may:

1. undertake a casual or fixed-term appointment for the University after receiving an honorary title or award, which does not exceed seven hours per week. The University will issue a separate contract of employment for the work; and
2. apply for an externally advertised position with the University in accordance with the Recruitment and Selection Policy.

(55) Where an honorary recipient accepts an ongoing position with the University, or any University position that will conflict with their honorary status, the recipient will resign their honorary status or the conferring authority will terminate their honorary status.

Part G - International recipients

(56) Visiting and adjunct title holders from overseas must ensure they have the correct visa, particularly where the University is sponsoring the visa. The type of activities, the proposed length of stay, whether the recipient is to undertake employment or is to be paid for living costs or other arrangements will determine the type of visa required.

(57) Before appointing an individual from overseas, the host unit must:

1. contact the Relocations Consultant in the Office of People and Success as to the visa requirements; and
2. ensure any international appointee who receives a living expenses allowance from the University is registered with the Office of People and Success, whether or not the University sponsors their visa.

Part H - Administrative Responsibilities

Host Unit

(58) The host unit will:

1. provide an induction and organise access to University resources for honorary recipients the host unit determines is appropriate; and
2. initiate the appropriate action at the beginning and end of the appointment, i.e. appointment, termination or extension and will advise the Office of People and Success.

Office of People and Success

(59) The Office of People and Success:

1. provides advice and support to the host unit and honorary recipients on appropriate procedures, and associated issues including migration, visa and taxation rules;
2. processes appointments following approval of an honorary recipient, including issuing a letter of offer which includes all approved conditions and entitlements; and
3. maintains records in respect of adjunct and visiting appointments, enabling the University to report on these appointments when necessary.

(60) The Office of People and Success will:

1. notify the Director, Aboriginal and Torres Strait Islander Employment and Engagement where a person is appointed to an identified position or is a person who identifies as an Aboriginal or Torres Strait Islander person; and
2. include all appointment privileges and conditions relating to honorary titles in letters of offer or contracts of engagement.

Section 5 - Guidelines

(61) Guidance on the use of honorary titles is provided in the Honorary Award Titles Usage Guidelines.

(62) Managers' Toolkit webpage.