(1) Honorary academic appointments benefit the University 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. (4) This policy is not intended to cover academics and others 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 brief period, for example a few hours or a couple of days. However, Department of Immigration and Border Protection (DIBP) reporting requirements are that 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 Office of People and Culture (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. (5) This policy and associated procedures outline the processes, payments, visa requirements and approval authorities with respect to visiting and adjunct appointments. (6) Nil. (7) The University supports two types of honorary academic appointments comprising visiting appointments and adjunct appointments. (8) Visiting and adjunct appointments 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. (9) There are two levels of visiting appointments: (10) Visiting Appointments: (11) There are three levels of adjunct appointments: (12) Adjunct Appointments; (13) Where the appointment is an Identified Indigenous position or a person who identifies as an Aboriginal or Torres Strait Islander person, the Director, Aboriginal and Torres Strait Islander Employment and Engagement must be notified. (14) Visiting and adjunct appointees: (15) Subject to visa conditions for overseas appointees, visiting and adjunct appointees are also; (16) Visiting and adjunct appointees do not receive remuneration for these honorary roles. (17) On a case-by-case basis and where appropriate, the head of the host unit can recommend for approval by the delegate, the payment of a contribution towards living expenses within the maximum limit. Where the head of the hosting unit recommends an amount above the maximum set by this policy, they must submit a written justification to the delegated officer who will submit the justification to the relevant Deputy Vice-Chancellor for approval. Until approved, no offer of payment should be confirmed with the appointee. (18) 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 (ATO) and relevant public sector awards to determine a reasonable payment rate. The schedule is attached to this policy. (19) Any payments to an 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 ATO. (20) Where a visiting or adjunct appointment is approved for payment to cover cost of living arrangements for part or all of the period of appointment, it will be subject to the following conditions: (21) 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. (22) Travel arrangements for visiting and adjunct appointments funded by the University will be consistent with the Travel Policy. For example, if the University is paying for an airfare, either upfront or by reimbursement, it will only pay for an economy class airfare unless a higher class airfare is approved by the Vice-Chancellor. (23) 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. (24) Where an 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 seven hours per week for the period of the appointment. (25) 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 Recruitment and Selection Policy. (26) The Office of People and Culture (OPC) through eRecruit, is the central repository for data associated with visiting and adjunct appointments. Centralised data is utilised for reporting, benchmarking and auditing purposes and therefore must be complete and accurate. (27) Applications for visiting and adjunct academic appointments are normally generated within the hosting unit with applications made online using eRecruit. The Recruitment Team will assist with eRecruit advice as required. (28) The proposer must ensure that applications are submitted well in advance of the intended arrival of the appointee to allow time for approvals and issuing of a letter of offer and receipt of acceptance prior to commencement. (29) In exceptional circumstances but in accordance with visa and ATO regulation, the hosting unit may generate honorary appointments outside eRecruit, however information as listed below must be forwarded to OPC soon after for recording purposes. (30) Applications must include the following information: (31) Applications for renewal must include all of the above and must also include evidence of demonstrable, positive contributions during the preceding period of appointment. (32) 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. (33) There are a number of different types of visas that can be applied for, with varying conditions and restrictions upon the activities that they may undertake within the University. The type of activities, 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. (34) Prior to appointment, 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 within OPC provides migration administrative support and advice to the visiting adjunct appointment in this regard. (35) If the terms of the appointment change for any reason, the hosting unit must contact OPC as soon as possible. (36) Any international guest (i.e. not an Australian citizen) receiving a living expenses allowance paid to them directly from UWS must be registered with OPC regardless of whether their visa is sponsored by UWS or not. (37) Where a daily living allowance is being paid by UWS, the length of the appointment and ATO requirements determine how the payments are to be processed. (38) To avoid conflicts of interest, where the appointment authority is also the lead proposer for an appointment, the application must be referred up to the next level. (39) 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: (40) Upon approval, the Dean/Director will inform the Deputy Vice-Chancellor, Research, and the Deputy Vice-Chancellor, Academic Planning of the appointment. (41) All adjunct applications are submitted to the Dean/Director, Research Institute of the hosting unit. The Dean/Director, Research Institute will ensure the application is complete and has merit. (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): (43) Applications for Adjunct Professor will be recommended by the relevant Dean/Director, Research Institute/unit head to the Deputy Vice-Chancellor, Research. The Deputy Vice-Chancellor, Research will consider the application and refer it with a recommendation to the VC, unless the Vice-Chancellor has delegated to them the authority to approve the application. (44) 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. (45) The Executive Staffing Committee will undertake the Visiting and Adjunct Reference Panel responsibilities. Matters to be raised with the Panel will be submitted via OPC. (46) The purpose of the Panel is to review, on request, applications that are not straight forward and to provide advice to those responsible for making appointments. (47) The Panel normally would only deal with professorial level appointments but may consider other cases in exceptional circumstances. In some instances there may be a need for evaluative peer review. (48) 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 achievement and expertise lay outside academe the Panel can provide an objective review. (49) Following approval, the documentation is forwarded to OPC so that the letter of offer (and associated documentation) can be prepared and sent, and the details entered on Alesco. The relevant papers will then be returned to the hosting unit to organise the administrative arrangements associated with the adjunct appointee. (50) The host unit will; (51) The Office of People and Culture; (52) Nil.Visiting and Adjunct Appointments Policy
Section 1 - Section 1 - Purpose and Context
Section 2 - Definitions
Section 3 - Policy Statement
Visiting Appointments
Adjunct Appointments
Aboriginal and Torres Strait Islander Appointments
Appointment Conditions
Remuneration
Payments to Appointees
Employment of an Adjunct or Visiting Appointee
Section 4 - Procedures
Part A - Applications
Overseas Appointments
Visas
Contact with the Office of People and Culture
Part B - Approval Authorities
Visiting Appointments
Adjunct Appointments
Adjunct Associate Professor and Adjunct Fellow
Adjunct Professor
Visiting and Adjunct Reference Panel
Part C - Administrative Responsibilities
Host Unit Responsibilities
Office of People and Culture (OPC) Responsibilities
Top of PageSection 5 - Guidelines
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This is not a current document. It has been repealed and is no longer in force.