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Affiliate Academic Appointments procedure

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Section 1 - Preamble

(1) This Procedure is effective for appointments commencing on or after 12 July 2021.

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Section 2 - Purpose

(2) This Procedure sets out the processes for creating and renewing Affiliate Academic appointments.

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Section 3 - Scope

(3) This Procedure applies to Affiliate Academic appointments within the Faculty of Health. This procedural framework may be used in similar circumstances for other disciplines, subject to the approval of the relevant Executive Dean.

(4) This Procedure does not apply to fixed-term or continuing Academic staff, Professional staff or Honorary staff.

(5) Affiliate Academics are not University staff and the role carries no remuneration. However they may be employed concurrently as a sessional Academic staff member by the University. Any sessional engagement is separate from their Affiliate Academic appointment at the University.

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Section 4 - Policy

(6) This Procedure is pursuant to the Employment of Staff policy.

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Section 5 - Procedure

(7) The University seeks to recognise significant and sustained contribution to the teaching, research and/or service activities of the University on the part of health and medical professionals through the provision of Affiliate Academic titles.

Affiliate academic titles

(8) The University may appoint Affiliate Academics with the following titles:

  1. Affiliate Professor (Level E)
  2. Affiliate Associate Professor (Level D)
  3. Affiliate Senior Lecturer (Level C)
  4. Affiliate Lecturer (Level B)
  5. Affiliate Associate Lecturer (Level A).

(9) School specific affiliate titles may also be offered to reflect the unique nature of the academic responsibilities in that school and its programs. 

(10) Further information on Affiliate Academic appointments, including titles, qualifications, experience and potential individual contributions can be found here.    

Approval of Affiliate Academic appointments

(11) Potential affiliates can apply at any time for an Affiliate Academic appointment by completing and submitting the Affiliate Academic appointment form.

(12) Applications for an Affiliate Academic title at Levels A – D will be reviewed and endorsed by the Faculty of Health Affiliate Academic Appointments Advisory Committee comprising:

  1. the Executive Dean (Chair)
  2. Associate Dean (Teaching and Learning)
  3. Associate Dean (Research)
  4. relevant Head/Dean of School with applications under consideration.

(13) The Vice-Chancellor, on the recommendation of one or more of the following, may confer a title of Affiliate Professor:

  1. the relevant Executive Dean following consideration by the Faculty Affiliate Academic Appointments Advisory Committee; or
  2. the Deputy Vice-Chancellor Education); or
  3. the Deputy Vice-Chancellor Research.

(14) Individuals will be advised of the outcome of their application via email. 

Duration and renewal of affiliate academic appointments

(15) Affiliate Academic appointments will normally be for a period of up to three years, however may be for a period up to five years where long-term and acceptable standards of contributions to the University have been evidenced.  

(16) At least three months before the conclusion of an Affiliate Academic appointment, the relevant Dean/Head of School will request the Affiliate for evidence of their contributions during their previous appointment and advise them if they are eligible for renewal of their affiliate appointment.

(17) Where a current Affiliate wishes to apply for an Affiliate title above that which they currently hold, either during the term of their appointment or as part of their renewal, a new form with supporting evidence of their additional experience, qualifications and/or contribution needs to be submitted.

(18) Affiliate Academic appointments may be terminated at any time by the relevant Executive Dean (or nominee), who will advise the Affiliate Academic appointee in writing. 

Contributions and responsibilities of Affiliate Academic appointees

(19) The University recognises that some Affiliate Academics will primarily contribute to research, or teaching and learning, or professional service, leadership or administration, for others the contribution may reflect a mixture of these.

(20) The contributions will be agreed by the Affiliate Academic with the relevant Head/Dean of School (or another nominated academic supervisor).

(21) Examples of potential contributions to teaching and learning include but are not limited to:

  1. supervision of students including those undertaking clinical placements and HDR students
  2. facilitating student group learning
  3. conducting lectures and tutorials
  4. participating in student assessment
  5. recognition of the University in publications and presentations
  6. participation in relevant committee meetings, including University meetings
  7. other academic activities as agreed by the Affiliate and their academic supervisor.  

(22) The relevant Head/Dean of School must approve the Affiliate Academic’s involvement in the following research activities:

  1. participation in research where they are contributing to collaborative research projects with other colleagues within Deakin
  2. participation in research with other universities
  3. administration of research grants through the University.

(23) Further examples of the range of contributions made by Affiliate Academics and acceptable standards of contribution can be found here.

(24) When contributing to the University, Affiliate Academics must comply with any applicable legislation and all relevant University policies, and procedures including but not limited to the Code of Conduct, Conflict of Interest procedure, Intellectual Property policy and relevant health and safety policies. Affiliate Academics must also complete any required compliance training including cyber security compliance training.

Benefits for Academic Affiliate appointees

(25) Affiliate Academic appointees receive a wide range of benefits from Deakin including:

  1. use of the academic title and status in forums and correspondence in accordance with the Deakin University Code of Conduct
  2. access to the University's information, communication and technology services and resources and library resources
  3. access to relevant University continuing professional development opportunities
  4. opportunity to promote professional achievements to the University community through input where appropriate into newsletters and on-line media  
  5. opportunity to participate in the School or Faculty meetings and seminars
  6. coverage by the University's insurances, under the terms of those insurance policies, when acting on behalf of the University
  7. being members of the relevant School, Faculty of Health and University community.   

(26) Additionally, the following opportunities may be provided to an Affiliate Academic may subject to approval by the relevant Head of School:

  1. inclusion on the relevant School’s webpage
  2. eligibility to apply for and be awarded University awards, scholarships and research grants
  3. assistance from Deakin Research with accessing on-line grant databases, research grant administration, grant writing, feedback on grant applications, and achieving ethics approval for research administered through Deakin
  4. administrative assistance, research services and legal support in respect of conducting University business, including developing external partnerships, putting in place contracts and agreements and pursing opportunities to commercialise the University’s intellectual property.
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Section 6 - Definitions

(27) For the purpose of this Procedure:

  1. Affiliate Academic appointees: individuals whose primary employment is with an organisation, agency or entity external to the University, who are appointed as staff of the University to undertake teaching and/or research for the University. The nature of the relationship lies in the appointees’ ability to carry out the teaching or research role for the University, being dependent on their external position, professional qualifications and expertise.
  2. Nominated Academic supervisor: University staff who are engaged to lead teaching, research and/or related academic teams including Department Heads, Discipline Leads, Course Directors.