(1) This Procedure is effective from 19 August 2024. (2) This Procedure outlines requirements and processes for the Research Development and Teaching Development Academic Study Programs. (3) The Procedure applies to academic staff, other than sessional Academic staff and Early Career Development Fellowship holders. (4) This Procedure is pursuant to the Employment of Staff Policy. (5) The University offers two types of Academic Study Programs (ASP). Each program has different eligibility criteria and process for application. (6) As most academic work in faculties, this Procedure specifically refers to Faculty positions and responsibilities. Academics who work in other Institutes or Divisions should refer to the following equivalents: (7) ASP is open to all Academic staff who: (8) The University will recognise prior, continuous, paid, full-time service with other Australian higher education institutions, provided there is no break in service of more than two months between appointments, in accordance with clause 63.4 of the Deakin University Enterprise Agreement 2023. (9) Academic staff who have been absent from the University on approved ASP must serve a minimum period of three years from their return from ASP before being eligible to commence a further period of ASP. (10) Where an Academic staff member is part-time, the application should reflect a program of activity relevant to their part-time employment. (11) Staff must remain employed at the University for a period of 12 months following their ASP or they will be required to repay to the University the full grant awarded for the ASP taken. (12) Applications for ASP will not be considered in the next eligible round if an ASP Participant Report and a presentation regarding the ASP experience was not completed from a previous ASP opportunity within the prescribed timeframes. (13) Executive Deans, Head of School (HoS), Heads of Departments (HoD) and Associate Deans will not be eligible for ASP for the duration of their contract, but can negotiate ASP between contracts when appropriate. Any ASP approved prior to a new contract being accepted must be deferred. (14) Research Development ASP is funded by the Deputy Vice-Chancellor Research and Innovation (DVCRI) who will allocate yearly ASP funding to the faculties based on continuing headcount. (15) Teaching Development ASP is funded by the Senior Deputy Vice-Chancellor Academic who will allocate yearly ASP funding to the faculties based on continuing headcount. (16) Calls for applications are made by the Faculty ASP Committee up to three times a year. (17) Applications must be submitted at least two trimesters prior to the requested time for ASP. (18) Staff will apply for ASP by discussing and completing the Research Development Academic Study Program Application Form or the Teaching Development Academic Study Program Application Form (available from the relevant Faculty/Area ASP website) and submitting it to their HoS/HoD who will complete the HoS/HoD section and submit the entire application to the Faculty ASP Committee, within the prescribed timeline. (19) In preparing the Application Form, staff should take into consideration their workload allocation, particularly in relation to periods of teaching allocation. Details of all types of teaching relief required must be provided by the HoS/HoD in the application, including teaching (specific units), post-graduate student supervision and clinical placements. The information will be used to determine how much financial assistance may be allocated to provide relief from these duties while the staff member is on ASP. Any duties which will still be performed by the staff member while on ASP should be clearly outlined along with plans to ensure these are performed to a high standard while on ASP (e.g. supervision of post-graduate students). (20) The Faculty ASP Committee, comprising at least four members, including the Executive Dean or nominee and all HoS/HoD will assess applications and will consider the following: (21) Any projected income received by staff in connection with a period of ASP which is additional to their University salary and ASP allowance may be taken into consideration when assessing the financial level of ASP support granted. (22) ASP approval is not an automatic entitlement even when the applicant satisfies the basic eligibility requirements. (23) Upon consideration of the above, the Faculty ASP Committee may: (24) The Chair of the Committee (Executive Dean or nominee) will have authority to make the final determination. (25) The Executive Dean or nominee will advise applicants, in writing, of the Committee's decision and provide feedback to unsuccessful applicants. (26) The Faculty ASP Committee is required to provide a report to People and Culture at the end of each round outlining approved ASP and the associated leave requirements. (27) The Faculty ASP Committee may offer an applicant the opportunity to submit a revised application if it is satisfied that there are compelling grounds for doing so, having regard to the applicant’s productivity, achievement and the value and relevance of the ASP to the University. A revised application must be prepared in consultation with the HoS/HoD and re-submitted within 14 days of the date of the offer to resubmit. The Faculty ASP Committee will have 14 days to reconsider the application and advise the applicant of their final decision. (28) If an applicant believes there has been a breach of this Procedure in the assessment of their application, the applicant may appeal in writing to the Deputy Vice-Chancellor Research and Innovation for Research Development ASP or the Senior Deputy Vice-Chancellor Academic for Teaching Development ASP. The decision of the relevant Deputy Vice-Chancellor will be final. (29) Unsuccessful Research Development ASP applicants will not be eligible to submit a new application for two trimesters. (30) Unsuccessful Teaching Development ASP applicants will not be eligible to submit a new application until the following year when applications are next called. (31) Successful applicants who plan to take outside employment during their ASP must seek approval, well before the commencement of the ASP, from: (32) Where staff wish to vary any part of their approved ASP, they must seek approval from their HoS/HoD and from their Executive Dean. (33) The University may, on giving not less than 30 days' notice in writing, cancel a staff member's ASP or reduce the program period for operational reasons. If this occurs the staff member must return to their place of work and resume normal duties on the date specified by the Executive Dean or nominee. (34) The University may suspend or withdraw ASP approval at any time if a staff member becomes subject to unsatisfactory performance or misconduct processes. (35) Salary and superannuation contributions will be maintained and paid in the normal fortnightly pay cycle for the duration of the ASP. Any temporary allowances (e.g. higher duties or responsibility allowances) will not be paid during ASP. (36) Staff with an approved period of ASP may be given an ASP allowance as a contribution towards travel and other expenses, excluding meal allowances and per diems. The allowance is based on the number of months away from home while on ASP. Such allowances will be received prior to departure on ASP. (37) Staff travelling while on ASP must ensure they comply with the requirements of the Travel policy particularly in relation to travel bookings, the use of the approved travel consultant and travel insurance (including using approved Recreation Leave or Long Service Leave for leisure travel whilst on ASP). (38) Staff must keep all tax receipts for travel and other expenses. Where any part of the ASP funding is unsubstantiated, the University will seek reimbursement from the staff member. (39) Staff may use their corporate credit card during the ASP period only if the funding has been pre-approved by the Faculty and clearly outlined on the Application Form, and only for the types of expenditure that are allowable using the corporate credit card. The corporate credit card (or pre-approved reimbursement) is not to be used to pay for expenses which have been covered in the ASP grant awarded or which have been specifically excluded by the Faculty ASP Committee. (40) Where a staff member's partner is employed by the University and receives approval for a concurrent period of ASP, the two staff members will be treated separately for the purpose of assessing the amount of financial assistance. Dependents will only be considered in respect of one of the applications for assistance. (41) Staff who apply for ASP of at least three months may be eligible for financial assistance for dependents. A case for dependent assistance must be made in the application and approved by the Faculty ASP Committee. (42) Any additional funding to be provided for ASP related expenses should be clearly outlined in the Application Form including School or Faculty funding, research funds (consistent with research agreements) and funding provided by other institutions (e.g. to cover airfares, accommodation, conference fees etc.). (43) ALLOWANCE – OVERSEAS (44) ALLOWANCE – WITHIN AUSTRALIA (OUTSIDE VICTORIA) OR NEW ZEALAND (45) Where ASP is taken within Victoria, a travel allowance will not apply. (46) In cases where ASP comprises a combination of interstate and/or overseas travel, the Faculty ASP Committee will approve a proportionate allowance amount based on each period of time at destinations. The minimum where overseas travel is involved will be $2,600 and the maximum will be $13,000 (for a six month period). (47) Where the ASP is for a period of at least 3 months allowances may be requested for accompanying dependents of up to $260 per dependent for every month away (up to a maximum of four dependents), therefore the maximum dependent allowance payable is $6,240. This allowance is in addition to the applicant allowance. (48) ASP is conditional upon staff agreeing to and signing an Academic Study Program Letter of Offer that includes the terms and conditions governing their ASP. (49) Staff remain employees of the University during ASP and: (50) Staff must keep regular contact and engagement with their HoS/HoD during ASP and provide reports on how their ASP is progressing in line with expected outcomes as stated in the application. (51) Should circumstances arise that prevent or that are likely to prevent staff from meeting the outcomes of their ASP in the approved period, they must notify their HoS/HoD and the Chair of the ASP Committee in writing, and include any supporting documentation, at the earliest possible time. The Chair of the Faculty ASP Committee may, at their discretion, agree to revise the approved ASP or may suspend or terminate the ASP. (52) If staff breach the terms and conditions of their ASP, the University may: (53) Within three months of completion of ASP, staff are required to submit an ASP Participant Report. (54) The ASP Participant Report must be provided to the Chair or the Faculty ASP Committee and must include detailed outcomes aligned with the ASP application, such as: (55) In the ASP Participant Report the staff member must also identify how outcomes have been disseminated within or beyond their own area, within three months of ASP completion. (56) Faculties are responsible for monitoring the completion of ASP reports and dissemination of outcomes. (57) For the purpose of this Procedure:Academic Study Program Procedure
Section 1 - Preamble
Section 2 - Purpose
Section 3 - Scope
Section 4 - Policy
Section 5 - Procedure
Faculty
Institute or Division
Executive Dean
Institute Director or Head of Division
Faculty ASP Committee
Director or Head and other members of Institute or Division as determined by the Director or Head
Head of School or Department
Head of Centre or Unit
Eligibility
Funding of ASP
Application process
Variations to Academic Study Program
Payroll
Travel and expenses
Funding allowances
Period of ASP
up to 3 months
4 months
5 months
6 months
Allowance
$9,100
$10,400
$11,700
$13,000
Period of ASP
up to 3 months
4 months
5 months
6 months
Allowance
$3,900
$3,900
$5,200
$5,200
Dependent costs
Staff obligations during ASP
Staff reporting following completion of ASP
Faculty Reporting following completion of ASP
Section 6 - Definitions
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Note: The rates below are subject to regular change.