• Section 1 - Purpose and Context
• Section 2 - Definitions
• Section 3 - Policy Statement
• Visiting Appointments
• Adjunct Appointments
• TAFE Associate Appointments
• Aboriginal and Torres Strait Islander Appointments
• Appointment Conditions
• Remuneration
• Payments to Appointees
• Employment of an Adjunct, Visiting or TAFE Associate Appointee
• Section 4 - Procedures
• Part A - Applications
• Visiting and Adjunct Appointments
• TAFE Associate Appointments
• 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
• TAFE Associate
• Visiting and Adjunct Reference Panel
• Part C - Administrative Responsibilities
• Host Unit Responsibilities
• Office of People and Culture (OPC) Responsibilities
• Section 5 - Guidelines

Section 1 - Purpose and Context

(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 the University to present a seminar, workshop, plenary to a conference and the like, who may only be at the University (or a University 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 the University must be registered with the Office of People and Culture (OPC). This is regardless of whether their visa is sponsored by the University 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.

Section 2 - Definitions

(6) Nil.

Section 3 - Policy Statement

(7) The University supports three types of honorary academic appointments comprising visiting appointments, adjunct appointments and TAFE Associate.

(8) Visiting, adjunct and TAFE Associate 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.

Visiting Appointments

(9) There are two levels of visiting appointments:

1. Visiting Professor; and
2. Visiting Fellow (including those sponsored under an Occupational Trainee visa);

(10) Visiting Appointments:

1. Provide recognition to external people who seek to be associated with the University to undertake independent scholarly work, for example during study leave from their home institution;
2. Mainly recognise individuals who already have an academic appointment with another university and who continue to be paid by that institution with the intention of returning to their substantive position elsewhere;
3. May be used to cover short-stay academic staff from other universities and may be applied to external students (e.g. doctoral students) in appropriate circumstances;
4. Are usually for relatively short periods with the maximum term of appointment being one year but appointments may be renewed (up to a maximum of three years).

Adjunct Appointments

(11) There are three levels of adjunct appointments:

1. Adjunct Professor;
2. Adjunct Associate Professor; and
3. Adjunct Fellow;

(12) Adjunct Appointments:

1. Recognise external people through invitation to undertake a specific activity with an academic (or other) unit, in accordance with the mission and objectives of the University;
2. Are 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;
3. Are more selective than visiting appointments because the work of such appointees is integrated with that of the University;
4. Have a defined benefit or significant advantage to the University concomitant with the privilege of holding an adjunct title; and
5. Are normally made for a period of between one and three years maximum, but appointments may be renewed.

TAFE Associate Appointments

(13) TAFE Associate Appointments:

1. Enable and promote the University / TAFE SWSi / TAFE WSI partnership and foster collaborative arrangements between the partners through activities including though not limited to:
   1. Organising and promoting joint University / TAFE SWSi / TAFE WSI activities;
      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 - Tertiary Education Pathways and Partnerships;
      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.
2. Are generally for a period of two years with the possibility of an extension if agreed by all parties. The maximum appointment can be for two terms (i.e. four years).

Aboriginal and Torres Strait Islander Appointments

(14) 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.

Appointment Conditions

(15) Visiting, adjunct and TAFE Associate appointees:

1. Are accorded the normal rights and privileges of University staff (either academic or general) except that they may not be eligible to hold membership of formal committees or vote in University elections;
2. 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 and list the University as the academic affiliation in the research publication;
3. Are governed by the rules, policies, and procedures of the University, and are responsible to the head of the hosting University unit, where applicable;
4. May terminate the association with the University at any time in writing;
5. May have their appointment terminated at any time by the Vice-Chancellor and President in writing;
6. May have access to the resources of the host unit as approved by the relevant manager with delegated authority; and
7. Are covered by the University's public liability insurance.

(16) Subject to visa conditions for overseas appointees, visiting and adjunct appointees are also:

1. Eligible to co-supervise higher degree candidates in accordance with the supervision of research candidates policy; and
2. Able to represent the University in professional forums, conferences and seminars.

Remuneration

(17) Visiting, adjunct and TAFE Associate appointees do not receive remuneration for these honorary roles.

Payments to Appointees

(18) 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.

(19) 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 and President. 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.

(20) 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.

(21) 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:

1. The allowance will be paid through the payroll;
   1. Appointees from overseas and not citizens of Double Tax PAYG Exempt Countries (refer attached list) will need to have an Australian bank account and an Australian Tax File Number in order to be paid their allowance.
2. 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 commencement of the allowance. From the 22nd day the entire 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. 22 days or more - To avoid serious risk of contravening taxation law and immigration law (where overseas appointees are involved) allowances will be paid on a fortnightly basis into an Australian bank account. Allowances will not be paid as a lump sum or via other mechanisms such as by submission of an invoice to the Finance Office.

(22) Visiting and adjunct appointees from overseas should be aware that an allowance paid by the University 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.

(23) Travel arrangements for visiting, adjunct and TAFE Associate 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 and President.

Employment of an Adjunct, Visiting or TAFE Associate Appointee

(24) 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.

(25) Where an appointee is offered paid employment with the University 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.

(26) 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.

Section 4 - Procedures

Part A - Applications

Visiting and Adjunct Appointments

(27) The OPC through eRecruit, is the central repository for data associated with visiting, adjunct and appointments. Centralised data is utilised for reporting, benchmarking and auditing purposes and therefore must be complete and accurate.

(28) Applications for are normally generated within the hosting unit with applications made online using eRecruit. The Recruitment Team will assist with eRecruit advice as required.

(29) 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.

(30) 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.

(31) Applications must include the following information:

1. A curriculum vitae;
2. 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;
3. The proposed period of appointment to the University including the date on which the appointment will cease;
4. The proposed title to be conferred as outlined under Section 3;
5. 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;
6. Any special conditions;
7. Satisfactory evidence that the appointment is permitted under the terms of any other concurrent appointment;
8. 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;
9. Funding and payment details, if appropriate, including funding and payments to be provided by the University;
10. Information about the arrangements to be made and responsibilities for the provision of office accommodation and access to facilities, including computing and library facilities; and
11. 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).

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

TAFE Associate Appointments

(33) Selection criteria for TAFE Associates will be established by the relevant TAFE Institute(s) in consultation with the University. The University will be consulted and an agreement reached on any amendments to the selection criteria.

(34) Applications for renewal will be considered based on the agreed selection criteria and evidence of demonstrable, positive contributions during the preceding period of appointment. Renewal applications are to be assessed in accordance with clause 48.

Overseas Appointments

Visas

(35) 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 the University at risk of contravening Australian immigration law.

(36) 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.

Contact with the Office of People and Culture

(37) 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 the OPC provides migration administrative support and advice to the visiting adjunct appointment in this regard.

(38) If the terms of the appointment change for any reason, the hosting unit must contact OPC as soon as possible.

(39) Any international guest (i.e. not an Australian citizen) receiving a living expenses allowance paid to them directly from the University must be registered with OPC regardless of whether their visa is sponsored by the University or not.

(40) Where a daily living allowance is being paid by the University, the length of the appointment and ATO requirements determine how the payments are to be processed:

1. Less than 21 days: must be paid through the Finance Office;
2. More than 21 days: must be paid through Payroll within the OPC.

Part B - Approval Authorities

(41) 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.

Visiting Appointments

(42) 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:

1. School or Research Institute - relevant Dean/Director, Research Institute;
2. Division - relevant Deputy Vice-Chancellor upon recommendation by the relevant unit head.

(43) Upon approval, the Dean/Director will inform the Deputy Vice-Chancellor and Vice-President, Research and Development, and the Deputy Vice-Chancellor and Vice-President, Academic of the appointment.

Adjunct Appointments

(44) 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.

Adjunct Associate Professor and Adjunct Fellow

(45) 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):

1. School or Research Institute relevant Deputy Vice-Chancellor and Vice-President, Research and Development, upon recommendation of the relevant Dean/Director, Research Institute;
2. Division - Relevant Deputy Vice-Chancellor upon recommendation by the relevant unit head.

Adjunct Professor

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

(47) 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 and President may delegate this authority to a Deputy Vice-Chancellor.

TAFE Associate

(48) Applications for TAFE Associate will be recommended by the Deputy Vice-Chancellor and Vice-President, Academic. The recommendation will be forwarded to the Vice-Chancellor and President for approval unless the Vice-Chancellor and President has delegated to them the authority to approve the application.

Visiting and Adjunct Reference Panel

(49) 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.

(50) 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.

(51) 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.

(52) 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.

(53) 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.

Part C - Administrative Responsibilities

Host Unit Responsibilities

(54) The host unit will:

1. provide an induction and organise access to University office accommodation and services as required; and
2. initiate the appropriate action at the beginning and end of the appointment, i.e. appointment, termination or extension and will advise the OPC.

Office of People and Culture (OPC) Responsibilities

(55) The Office of People and Culture:

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

Section 5 - Guidelines

(56) Nil.