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Staff Recruitment

Appointment of existing staff to an Education-focused academic role

Parent Policy

Recruitment, Selection and Appointment

Preamble

Monash University recognises the need for innovators and leaders in educational design and delivery to further the University's commitment to excellence and the Better Teaching Better Learning agenda.

The University also strives to strengthen its links with industry and to draw on professional practice and industry experts to contribute to the University's endeavours.

To support these commitments, the University has introduced specialist academic roles subtitled education-focused and practice, respectively. The University has developed supplementary position descriptors to outline the expectations for the roles (levels B to E only).

This procedure outlines the process for translating existing academic staff into one of these roles. The procedure applies to all eligible, existing fixed-term and continuing teaching and research academic staff classified at levels B through to E.

Definitions

Academic performance standards: faculty or discipline-specific performance standards for all academic staff against which academic performance will be measured, particularly for the purpose of probation, promotion and performance development. The standards are qualitative, quantitative or a mixture of both across the three key areas of academic activity - research, education and service. They include identified minimum performance standards, below which the staff member would be managed for unsatisfactory performance in accordance with the Staff Development Procedure – Managing Unsatisfactory Performance: Academic Staff.

The required performance standard:

  • is established by the supervisor with the staff member;
  • is at or above the 'minimum' level of academic performance for the candidate's current level according to faculty-specific academic performance standards;
  • contains clear and defined criteria for performance that are measurable; and
  • contains criteria that are either qualitative or quantitative or a mixture of both.

Education-focused: is a sub-category of teaching and research employment for academic staff whose primary role is to provide a high standard of learning and teaching, educational design and delivery and educational leadership.

Enterprise Agreement: is the Monash University Enterprise Agreement (Academic and Professional Staff) 2014

Dean: means the dean of the faculty (or in the case of the Monash University Sunway Campus, the Pro Vice-Chancellor and President) or his or her nominee where the dean has formally nominated a person to act as his or her nominee for the purpose.

Head of Unit: is the head of an academic or organisational work unit or, where applicable, a person acting as his or her nominee.

HR Business Partner: is a key member of the Monash HR Business Partnering community and provides strategic advice, guidance and solutions that underpin key client goals, HR strategy and organisational vision to a particular client group.

HR Operations Centre: is a centralised HR team that brings together the HR Advisory, HR Business Support and HR Recruitment functions. The HR Operations Centre delivers a broad range of HR operational services at all stages of the employee lifecycle including recruitment and appointment of staff, staff enquiries and contract renewals.

Practice: is a sub-category of teaching and research employment for academic staff engaged from a clinical or professional practice background.

Step 1: Dean (or head of unit) proposes an existing staff member should be translated to an education-focused or practice role

If a dean or head of unit considers that an existing academic staff member would be better categorised as education-focused or practice, s/he must firstly liaise with the relevant HR Business Partner.

The HR Business Partner will advise the dean or head of unit on whether the staff member is likely to meet the criteria for an education-focused or practice academic role, by applying the supplementary position descriptors for these roles.

Step 2: The HR Business Partner prepares a briefing memo for Workplace Relations and the relevant Vice-Provost

The HR Business Partner will then work with relevant stakeholders to develop a memorandum outlining how the staff member meets the criteria for an education-focused or practice role.

The memorandum will be addressed to:

  • the Director, Workplace Relations; and
  • for education-focused proposals, the Vice-Provost (Learning and Teaching); or
  • for practice proposals, the Vice-Provost (Academic Performance).

Step 3: The Director, Workplace Relations and the relevant Vice-Provost considers the proposal

The Director, Workplace Relations and the relevant Vice-Provost will consider the proposal and advise the HR Business Partner if the proposal is approved.

The HR Business Partner will advise the dean, the head of unit and the staff member's performance supervisor of the outcome.

Step 4: If approved, the dean or head of unit will offer the staff member a variation of contract

The dean or head of unit will then discuss with the staff member the option of accepting a variation of contract into the role.

During this discussion, the dean or head of unit should advise the staff member that the terms and conditions for education-focused or practice appointments remain the same, that is the offer of appointment is made as an offer of academic employment on the full range of conditions of employment specified under the Enterprise Agreement and under relevant University policies applying to academic staff.

The dean or head of unit should direct the staff member to the HR Business Partner for specific advice on employment terms and conditions.

Step 5: If the staff member agrees to the translation, the HR Business Partner arranges for the staff member to be issued with a variation of contract

Monash HR will provide the staff member with an Offer of Variation of Contract, copying in the dean, head of unit and the staff member's performance supervisor.

The variation will stipulate the terms of engagement including any probationary conditions that will continue to apply.

The staff member must return the signed Offer of Variation of Contract to the HR Operations Centre at: hr@monash.edu

Step 6: The staff member and performance supervisor discuss any changes to the staff member's performance development plan and workload allocation

Upon confirmation of the appointment to an education-focused or practice role, the performance supervisor must meet with the staff member to ensure that:

  • the performance development plan is updated to reflect the work requirements of the role; and
  • workload allocation takes into account the particular requirements of the role and is consistent with Clause 60 of the Enterprise Agreement.

Workload allocation should be managed consistent with the requirements of the Enterprise Agreement. In the case of education-focused academic staff, a significantly greater emphasis should be placed on learning and teaching, and less emphasis on research. For practice academics, there may be greater emphasis on service contribution.

For both roles, a flexible approach to setting workload is recommended in light of the diverse range of activities that may be described under 'research and scholarship' as articulated in the supplementary position descriptors.

Consistent with workload allocation requirements, staff in education-focused roles should be fully engaged in teaching activities during teaching periods.

Education-focused academic staff may be invited to participate in a third teaching period in one year (i.e. teaching periods include a summer teaching period). Education-focused staff agreeing to participate in a third teaching period will be offered a summer teaching loading.

Translation back to a standard teaching and research role

At any time, the dean, acting on advice from the staff member's performance supervisor and head of unit, may propose to a staff member that she or he translate back to a standard teaching and research role. This will require the agreement of the staff member.

The performance supervisor will then work with the staff member to adjust his or her performance development plan to accord with the faculty's expectations for the staff member's academic level.

An education-focused or practice staff member who was translated to the role in accordance with this procedure (including previous versions of this procedure) may request to translate back to a standard teaching and research role. The request will be considered by the staff member's performance supervisor and head of unit and will require the approval of the dean.

The performance supervisor, head of unit and dean must be satisfied that the staff member has the capacity to meet the faculty's academic performance standards, including the research performance standards, for the staff member's academic level. Where a staff member can demonstrate that he or she is meeting the academic performance standards, the approval of the dean will not be unreasonably withheld.

If the staff member is not meeting the academic performance standards for the relevant level, the parties may agree to adjust the staff member's goals in his or her performance plan to work towards meeting the performance standards over an agreed period.

If a translation is agreed, the HR Business Partner will issue the staff member a formal Offer of Variation of Contract, with a copy to the dean and the head of unit.

Responsibility

Staff Member

The staff member is responsible for completing their own performance development plan, aligning their three-year goals to the University's objectives and faculty's expectations and maintaining an up-to-date portfolio of evidence to substantiate performance.

Performance Development Supervisor

The performance supervisor is responsible for:

  • using the academic performance development process and Performance Development Online (PDO) system to manage academic staff performance and any requests from education-focused or practice staff to translate back to a standard teaching and research role; and
  • reviewing the staff members' workload models to take into account specific role requirements, consistent with the relevant Enterprise Agreement workload allocation clause (Clause 60, 2014).

Head of Unit

The head of unit is responsible for:

  • initiating requests for academic staff to translate into education-focused or practice roles;
  • discussing the proposed variation of contract with the staff member; and
  • considering requests from staff to translate back into a standard teaching and research role.

Dean

The Dean is responsible for:

  • initiating requests for academic staff to translate into education-focused or practice roles;
  • discussing the proposed variation of contract with the staff member; and
  • approving requests from staff to translate back into a standard teaching and research role.

Vice-Provost (Learning and Teaching)

The Vice-Provost (Learning and Teaching) is responsible for approving requests for existing staff to translate into an education-focused role.

Vice-Provost (Academic Performance)

The Vice-Provost (Academic Performance) is responsible for approving requests for existing staff to translate into a practice academic role.

Monash HR

HR Business Partner

The HR Business Partner is responsible for:

  • providing advice to the dean or head of unit on whether an existing staff member may be eligible to translate into an education-focused or practice role;
  • preparing and sending a memorandum to the Director, Workplace Relations and the relevant Vice-Provost for approval of a proposal to translate an existing staff member into an education-focused or practice role; and
  • informing the dean and head of unit of the decision of the Director, Workplace Relations and relevant Vice-Provost.

HR Operations Centre

HR Operations Centre is responsible for:

  • preparing and sending the Offer of Variation of Contract to the staff member;
  • receiving the Offer of Variation of Contract by the staff member; and
  • notifying the HR Business Partner that the Offer of Variation of Contract has been sent to the staff member and returned by the staff member to the HR Operations Centre.

Payroll Services, Monash HR

Payroll Services is responsible for updating the staff member's SAP record to ensure that the staff member is identified as education-focused or practice academic.

Related procedures

Related enterprise agreement clauses

Related documents

Forms

Version number: 5.0
Effective date: 1 October 2015
Procedure author: Director, Workplace Relations
Procedure owner: Executive Director, Monash HR
Contact:

in Appointment of existing staff to an Education-focused academic role