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Visiting and Adjunct Appointments Policy

This is not a current document. It has been repealed and is no longer in force.

Section 1 - Purpose and Context

(1) Honorary academic appointments benefit the University of Western Sydney (UWS) by increasing cooperation and activities between the University and leaders and members of academia, professions, business, industry, community, and the public sector, in Australia and overseas. The appointments provide a cost-effective way to increase experience within the University.

(2) Such appointments are made for a limited period and appointees can be current or former (e.g. retired) academics, or members of a profession, business, industry, community, or the public sector, either in Australia or overseas.

(3) Typical areas of contribution by honorary academic appointees include: course and curriculum development and planning; staff and student seminars in the appointee's area of expertise; supervision of postgraduate research students; research, individually or in teams; staff development activities; and community engagement activities. These appointments supplement the academic activity and expertise of the University. They are not, however, an alternative to formal appointments to academic positions within the University.

(4) This policy and associated procedures outline the processes, payments, visa requirements, and approval authorities with respect to visiting and adjunct appointments.

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Section 2 - Definitions

(5) Nil.

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Section 3 - Policy Statement

(6) The University supports two types of honorary academic appointments comprising visiting appointments and adjunct appointments.

Visiting Appointments

(7) Visiting appointments provide recognition to external people who wish to be associated with the University to undertake independent scholarly work, for example during study leave from their home institution.

(8) A visiting appointment mainly recognises individuals who already have an academic appointment with another university and who continue to be paid by that institution. The appointee seeks an association with UWS for a defined period, with the intention of returning to their substantive position elsewhere.

(9) Visiting appointments are usually for relatively short periods. The maximum term of appointment is one year but appointments may be renewed (up to a maximum of three years).

(10) This category of appointment is also used to cover short-stay academic staff from other universities and may be applied to external students (e.g. doctoral students) in appropriate circumstances.

Adjunct Appointments

(11) Adjunct appointments are made to recognise external people who are invited by UWS to undertake a specific unremunerated activity with an academic (or other) unit, in line with the mission and objectives of the University. Such appointments have a defined benefit or significant advantage to the University concomitant with the privilege of holding an adjunct title.

(12) An adjunct appointment is made mainly where the appointee will pursue significant activities on behalf of a unit within the University and in order to derive benefit from the academic association. Adjunct appointments are more selective than visiting appointments because the work of such appointees is integrated with that of the University.

(13) Normally adjunct appointments are made for a period of between one and three years maximum, but appointments may be renewed.

Categories of Visiting and Adjunct Appointments

(14) There are two levels of visiting appointment:

Visiting Professor
Visiting Fellow

(15) There are three levels of adjunct appointment:

Adjunct Professor
Adjunct Associate Professor
Adjunct Fellow

Conditions Related to Visiting and Adjunct Appointments

(16) Visiting and adjunct appointees:

are accorded the normal rights and privileges of University staff (either academic or general), except that they may not become formal members of formal committees or vote in University elections;
are able to nominate the University as the host institution for the purpose of research applications, with the University administering any grants and associated staff appointments. Any publications resulting from the research must recognise the University;
are governed by the policies, rules and regulations of the University, and are responsible to the head of the hosting University unit, where applicable;
may terminate the association with the University at any time in writing;
may have their appointment terminated at any time by the Vice-Chancellor in writing; and
are covered by the University's public liability insurance.

(17) In addition, visiting and adjunct appointees (subject to visa conditions for overseas appointees):

are eligible to co-supervise higher degree candidates in accordance with the Supervision of Research Candidates Policy; and
may represent the University in professional forums, conferences, and seminars.

Payments, Remuneration and Employment

(18) Visiting and adjunct appointees will not receive remuneration. However, the University may negotiate payments to contribute to living or travel costs and/or reimbursement of expenses, as appropriate and on a case by case basis. Not all visiting and adjunct appoints will be eligible for payments.

(19) Appointees may also have access to the resources of the host unit as approved by the relevant manager with delegated authority.

(20) Any payments to be made to a visiting or adjunct appointee will be consistent with the requirements of and within the limits set by this policy, and other relevant University policies and any other regulatory requirements such as those imposed by the Australian Taxation Office.

(21) A visiting or adjunct appointment must not be used as an alternative to the normal competitive recruitment and appointment processes undertaken by the University for the employment of academic staff. Visiting and adjunct appointees may undertake some incidental and limited paid employment (subject to visa restrictions for overseas appointees) but this must be supplemental to the purpose of their honorary appointment with the University; it cannot be the basis of the appointment.

(22) The Office of People and Culture (OPC) must be contacted before the employment of any appointee from overseas to ensure that the proposed employment does not contravene the conditions of the appointee's visa or Australian Taxation Office regulations.

(23) Where a visiting or adjunct appointee is offered paid employment with UWS they must be issued with a separate contract of employment. Any such arrangements must follow normal employment procedures and meet industrial and other requirements, such as visa requirements in the case of appointees from overseas. Such employment should be confined to particular defined activities and must not exceed 7 hours per week for the period of the appointment.

(24) Nothing precludes an honorary academic appointee from applying for an externally advertised position with the University if they meet the eligibility criteria. All such applications will be considered under the normal competitive recruitment and appointment processes undertaken by the University.

(25) This policy is not intended to cover academic and other guests who are invited by UWS to present a seminar, workshop, plenary to a conference and the like, who may only be at UWS (or a UWS event) for a few hours, or a day or two. Depending on the arrangement, these guests may receive a stipend or UWS may arrange and pay for their travel or accommodation, or they may receive no payment or funding from UWS at all. Payments or reimbursements can be arranged through the Finance Office, or through casual payroll (e.g. as a specialist lecturer). However, because of Department of Immigration and Border Protection (DIBP) reporting requirements, any international guest (i.e. not an Australian citizen), who will receive a living expenses allowance paid to them directly from UWS must be registered with the OPC. This is regardless of whether their visa is sponsored by UWS or not. Where this is the case, the procedures outlined in this policy must be followed.

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Section 4 - Procedures

Part A - Applications

(26) Applications for visiting and adjunct academic appointments are normally generated within the unit that intends to host the appointee. Applications must be made online using eRecruit. The Recruitment Team will provide access to guidance in the use of eRecruit.

(27) Applications must include the following information:

a curriculum vitae;
a description of the nature of the activity to be undertaken, and for adjunct applications, the particular contribution to be made by the appointee to the University, including the expected results;
the proposed period of appointment to the University, including the date on which the appointment will cease;
the proposed title to be conferred as outlined above under Section 3;
a clear statement about the ownership of intellectual property generated during, and as a result of, the appointment (ownership would normally be held by the University) in accordance with the Intellectual Property Policy;
any special conditions;
satisfactory evidence that the appointment is permitted under the terms of any other concurrent appointment;
consideration of any other real or potential issues of conflict of interest and how these can be addressed in accordance with the Conflict of Interest Policy;
funding details, if appropriate, including funding to be provided by UWS;
information about the arrangements to be made and responsibilities for the provision of office accommodation and access to facilities, including computing and library facilities;
details of any employment with the University that might be undertaken during the period of appointment and certification that such employment would be incidental to the main reason for the honorary appointment (this is particularly important for appointees from overseas because of visa requirements).

(28) Applications for renewal must include all of the above and must also include evidence of demonstrable, positive contributions during the preceding period of appointment.

Visas

(29) Visiting and adjunct appointees from overseas must have the correct visa. This is especially important where the University is sponsoring the visa. Incorrect visas may put the appointee and UWS at risk of contravening Australian immigration law.

(30) There are a number of different types of visas that visiting and adjunct appointments can apply for, with varying conditions and restrictions upon the activities that they may undertake at the University. The type of activities to be carried out, the proposed length of stay, whether the appointee is to undertake employment, or is to be paid for living costs or other arrangements will determine the type of visa overseas appointees should apply for.

(31) The OPC must be contacted regarding the visa status and requirements for any visiting and adjunct appointment from overseas to ensure that the appointee applies for or enters Australia on the correct visa. This is especially important if the appointee requires sponsorship by the University. The Relocations Consultant in the OPC will provide migration administrative support to the visiting and adjunct appointment from overseas to ensure that the appointee applies for the correct visa fully complying with sponsorship undertakings and Australian migration legislation.

(32) In addition, if the terms of the appointment varies for any reason, the hosting unit must contact OPC as soon as possible.

Aboriginal and Torres Strait Islander Appointments

(33) Where the application relates to appointment to an Identified Indigenous position or a person who identifies as an Indigenous Australian, the Director, Aboriginal and Torres Strait Islander Employment and Engagement must be notified prior to the application being approved.

Part B - Visiting Appointments

Approval Authorities for Visiting Appointments

(34) Appointments (including renewals) for Visiting Professor and Visiting Fellow have the following approval authorities (including approval for any payments within the limits prescribed by this policy and attached schedules):

hosted in a School or Research Institute - approved by the relevant Dean /Director, Research Institute;
hosted in a Division - approved by the relevant Deputy Vice-Chancellor upon recommendation by the relevant unit head.

(35) To avoid conflicts of interest, where the appointment authority is also the lead proposer for an appointment then the application must be referred up to the next level. For example, for the Director, Research Institute this would be to the Deputy Vice-Chancellor, Research Process for Visiting Appointments

(36) The application for Visiting Professor and Visiting Fellow is prepared by the hosting unit using eRecruit. The proposer must ensure applications are submitted well in advance of the intended arrival of the appointee so that approval can be finalised and the letter of offer is issued and accepted prior to the visitor's commencement.

(37) For appointments within a School or Research Institute, applications are submitted to the relevant Dean /Director, Research Institute for approval.

(38) Upon approval, the Dean /Director, Research Institute will inform the Deputy Vice-Chancellor, Research, Deputy Vice-Chancellor, Academic Planning and the Pro Vice-Chancellor (Research) of the appointment.

(39) For appointments within a division, applications are submitted to the relevant Deputy Vice-Chancellor for approval.

(40) Following approval all documentation is forwarded to the OPC so that the letter of offer (and associated information) can be prepared and sent, and the details entered on the Human Resources Information System. The relevant papers will then be returned to the host School/Research Institute/unit to organise the administrative arrangements associated with the visitor.

(41) Should the approving authority believe the proposed appointment requires further review, they can forward (by email to the OPC) the application to the Visiting and Adjunct Reference Panel for consideration. Such applications will then be considered having regard to any advice provided by the Panel.

Part C - Adjunct Appointments

Approval Authorities for Adjunct Appointments

(42) Appointments for Adjunct Associate Professor and Adjunct Fellow have the following approval authorities (including approval for any payments within the limits prescribed by this policy and attached schedules):

hosted in a School or Research Institute - approved by the Deputy Vice-Chancellor, Research upon recommendation of the relevant Dean /Director, Research Institute;
hosted in a Division - approved by the relevant Deputy Vice-Chancellor upon recommendation by the relevant unit head.

(43) Appointments of Adjunct Professors (including approval for the payment of any allowances or special conditions) may be approved by the Vice-Chancellor. The Vice-Chancellor may delegate this authority to a Deputy Vice-Chancellor.

(44) To avoid conflicts of interest, where the Pro Vice-Chancellor or Deputy Vice-Chancellor is also the lead proposer for an appointment then the application must be referred up to the next level.

Process for Adjunct Appointments

(45) The application for Adjunct Professor, Adjunct Associate Professor and Adjunct Fellow is prepared by the hosting unit using eRecruit. The proposer must ensure applications are submitted well in advance of the intended arrival of the appointee so that approval can be finalised and the letter of offer is issued and accepted prior to the appointee's commencement.

(46) All applications are submitted to the Dean /Director, Research Institute /unit head that will host the visitor. The Dean /Director, Research Institute /unit head will ensure the application is complete and has merit.

(47) Applications for Adjunct Professor will be recommended by the relevant Dean /Director, Research Institute /unit head to the relevant Pro Vice-Chancellor, who will provide a formal recommendation to the Deputy Vice-Chancellor, Research. The Deputy Vice-Chancellor, Research will consider the application and refer it with a recommendation to the Vice-Chancellor, unless the Vice-Chancellor has delegated to them the authority to approve of the application.

(48) At any stage, should the recommending or approving authority believe the proposed appointment requires further review, they can forward (by email to the OPC) the application to the Visiting and Adjunct Reference Panel for consideration. Such applications will then be considered having regard to any advice provided by the Panel.

(49) Following approval, the documentation is forwarded to the OPC so that the letter of offer (and associated information) can be prepared and sent, and the details entered on the Human Resources Information System. The relevant papers will then be returned to the host School/Research Institute/unit to organise the administrative arrangements associated with the adjunct appointee.

Part D - Administrative Arrangements

(50) Following approval of an honorary academic appointment, the OPC will institute the process of appointment including issuing a letter of offer (which will include all approved conditions and entitlements) as outlined above.

(51) The hosting unit will provide an induction and organise access to University office accommodation and services as required.

(52) The host unit will initiate the appropriate action at the end of the appointment, i.e. termination or extension and will advise the OPC.

(53) The OPC is responsible for record keeping in respect of adjunct and visiting appointments, enabling the University to report on these appointments when necessary. The OPC also establishes and supports the Visiting and Adjunct Reference Panel.

Part E - Payment of Contributions and Other Benefits

(54) Each year the University will determine a schedule of maximum payments for reasonable contribution to living costs and expenses, which will be approved by the Vice-Chancellor. The University will use a range of references, such as the Australian Taxation Office and relevant public sector awards to determine a reasonable payment rate. The schedule is attached to this policy.

(55) On a case-by-case basis and where appropriate, the head of the hosting unit can recommend for approval by the delegate the payment of a contribution towards living expenses within the maximum limit. Where the head of unit recommends an amount above the maximum set by this policy, they must submit a written justification to the delegate who will submit the justification to the relevant Deputy Vice-Chancellor for approval. Until approved by the delegate, no offer of payment should be confirmed with the appointee.

(56) Where a visiting or adjunct appointment is approved to be given a paymentto cover cost of living arrangements for part or all of the period of appointment it will be subject to the following conditions:

The allowance will be paid through the payroll;
1. Appointees from overseas will need to have an Australian bank account and an Australian Tax File Number in order to be paid their allowance.
For the first 21 calendar days, the allowance will not attract tax if it is within the approved rates nominated in the attached schedule. Payments higher than those nominated in the attached schedule may attract taxation from day 1. From the 22nd day the entire allowance will be taxed under the PAYG system, consistent with ATO requirements;
The allowance will be paid on a fortnightly basis into an Australian bank account and will not be paid as a lump sum;
Requests for allowances to be paid via other mechanisms, such as by submission of an invoice to the Finance Office, will not be approved. Such payments put the University at serious risk of contravening taxation law and immigration law (where overseas appointees are involved).

(57) Visiting and adjunct appointees from overseas should be aware that an allowance paid by UWS may be taxable in their home country. It is recommended that visiting and adjunct appointees seek advice on any likely tax implications for any payments made to them by the University.

(58) Travel arrangements for visiting and adjunct appointments funded by UWS will be consistent with the Travel Policy. That means, for example, if the University is paying for an airfare (either up-front or by reimbursement), it will only pay for an economy class airfare unless approved by the Vice-Chancellor for a higher class of airfare.

Part F - Visiting and Adjunct Reference Panel

(59) While many honorary academic appointments are relatively straightforward and involve 'mutual recognition' of academic staff from other universities seeking academic recognition during their stay at the University, in some instances, and especially at the level of professorial appointments, there may be a need for evaluative peer review. The Visiting and Adjunct Reference Panel (the Panel) exists to provide this senior and independent peer review.

(60) The Executive Staffing Committee will undertake the Visiting and Adjunct Reference Panel responsibilities. Matters to be raised with the Panel will be submitted via the OPC.

(61) The purpose of the Panel is to review, on request, applications that are not straightforward and to provide advice to those responsible for making appointments. The Panel normally would only deal with professorial level appointments but may consider other cases in exceptional circumstances.

(62) The Panel would not be referred to where, for instance, a professor from a recognised international or Australian university is being considered. However, in the case of a person whose achievements and expertise lay outside academe the Panel can provide an objective review.

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Section 5 - Guidelines

(63) Visiting and Adjunct Appointment Flowchart.

(64) Visa Pathways for Visiting Overseas Appointments.

(65) Visiting and Adjunct Appointments Schedule A - Payment Schedule.