Human Resources

University Policy on Visiting Appointments

Policy No.
UP07/178
Function
Human Resources
Authoring Organisational Unit
HR Services - Human Resources
Date Approved
Revised 21/04/2011
Next Review Date
01/06/2012
Approving Body
Senior Deputy Vice-Chancellor And Registrar

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The University of Western Australia

University Policy on: Visiting Appointments

Purpose of the policy and summary of issues it addresses:

This policy defines the purpose and criteria for the appointment of visiting staff employed by other institutions and sponsored by School/Centres of the University for periods between one month and up to twelve months.

Visiting appointments will receive no salary remuneration however an allowance may be provided to contribute to the appointee's reasonable cost of accommodation and living expenses while in Perth.

This policy does not apply to Honorary Appointments or Senior Honorary (Research) Fellow Appointments. It excludes visitors, including students, who come to the University by arrangement between the work area and the visitor.

Definitions

"Visiting" included in the title means -

no salaried remuneration, however, School/Centres may provide an allowance to contribute to the appointee's cost of accommodation and living expenses while in Perth. Financial Services will determine all taxation implications of any such payment

appointment of persons who are on leave from another institution

appointments will normally be for periods of between one month and up to twelve months

"Fellow" included in the title means -

an emphasis on teaching rather than research

the person will be eligible for appointment to an assistant professorship or above

"Research Fellow" included in the title means -

an emphasis on research rather than teaching

"Visitor" means an invited guest for a period usually less than one month for the purposes of observing, participating in or providing services to the University

"University" means The University of Western Australia

Policy statement:

Visiting appointments are available to academics from other universities, or persons with equivalent status (eg industry), not normally employed by the University. The appointments are in recognition of a formal association considered advantageous to both the University and the appointee.

The criterion for this category of appointment is an established and continuing reputation for teaching or research, and/or continuing research activity and contribution in a relevant field.

1 Conditions

1.1 The visiting appointee's activity is expected to benefit both them and the University.

1.2 Proposals for visiting appointments may be made either for immediate appointment, or for a specified date no later than 12 months following the application.

1.3 Visiting appointments are normally made for periods between one month and up to one year. Applications can be made for greater than one year if it is advantageous to both the University and the appointee.

1.4 An extension may be granted to the initial appointment period if the appointee continues to meet the criteria of this policy and the renewal is considered advantageous to both the University and the appointee. Appointments are renewable on recommendation of the Head of School (or equivalent) and approved by the Dean(or equivalent).

1.5 An allowance may be provided to a visiting appointee to contribute to the reasonable costs of accommodation and living expenses. This amount is paid through Human Resources ( HR Forms-One Off Payment).

1.6 Appointments carry the following privileges -

  • access, subject to the Head of School/Centre's approval, to School/Centre resources
  • the use of the University Library on the same terms as a full-time academic employee
  • eligibility for membership of The University Club of Western Australia
  • eligibility for membership to UWA Sports.

1.7 The Visiting appointee is not obliged to perform any specific work for the University, but in return for the above privileges they are expected to contribute to the teaching and research or general betterment of the University through voluntary activities.

1.8 Appointees to the University who do not hold an Australian passport are personally responsible for obtaining and maintaining a valid entry permit (visa).

1.9 Appointees are bound by the University's Code of Ethics and Code of Conduct and the Universities policies flowing from these codes.

1.10 Visiting appointees working within the University and collaborating with employees may be required to enter into an agreement with the University concerning issues such as the ownership of intellectual property and confidentiality . For further information contact the Legal Services Office.

1.11 Visiting appointments are approved by the Dean on the recommendation of the Head of School (or equivalent). See Delegations.

1.12 Visiting appointments may be shortened or withdrawn on direction by the Senior Deputy Vice Chancellor (or nominee) when it is considered to be in the University's interests to do so.

1.13 No additional funding will be available to School/Centres, from the University, for visiting appointments.

2 Visiting Appointment Titles

2.1 The title conferred shall be appropriate to denote the visiting appointment and status. The title given is in line with their existing academic title from the institution which they have taken leave from. Titles available are -

  • Visiting Fellow
  • Visiting Research Fellow
  • Visiting Professor

Work Area proposals to appoint must include:-

- completed Recommendation to Offer Visiting Appointment form

- a letter from the home institution stating that the appointee is an employed member of staff who will be returning to their (full-time) employment when this visiting appointment ceases

- confirmation of leave details to take up this appointment

- an up-to-date curriculum vitae of the appointee

- details of the particular contribution the appointee is expected to make to the School/Centre's teaching and/or research activities

- publications over the past seven years

- learned societies of which the person is an officer or member

- details of any financial contribution towards reasonable accommodation and living expenses to be paid. If you require further advice on what is a "reasonable" contribution contact HR Services (Recruitment).

If you have any concerns regarding taxation on this payment please contact the Australian Taxation Office (ATO) or Financial Services ( tax@uwa.edu.au) prior to submitting documentation to Human Resources and/or confirming any such payment with the appointee. Failure to consider the above carries taxation risks for both the University and the other parties to the transaction.

Proposals are to be forwarded to the Dean for approval.

Publications

As a visiting staff member, your research publications can be attributed to this University. To facilitate this, please identify your University of Western Australia affiliation with the University byline and forward a copy of you publication to your School Manager (Work Area). Publication details are held in the UWA Publications Database.

HR Services

On receipt of an approved Recommendation to Offer Visiting Appointment an invitation for appointment will be prepared and sent out by HR Services.

To initiate payment of living/accommodation allowance

HR Forms-One Off Payment - Send One Off Payment form to Financial Services (M449) to confirm reciprocal tax provisions. Financial Services will forward onto HR Services for payment.

Expiry/Renewal of Visiting Appointments

HR Services (Recruitment) generate an expiry notice and send to Work Area. Approved delegate to complete and return to HR Services (M350).

For renewals

- Expiry Notification or memo - to be signed by the Dean;

- details of the particular contribution the appointee is expected to make to the School/Centre's teaching and/or research activities

- include name of project title and who they will collaborate

- CV -only required if content has been updated since the initial appointment.

- learned societies of which the person is an officer or member with.

- updated visa information (if applicable)

- confirmation of extension of leave from home institution (if applicable).

- updated publications submitted to School Manager (Work Area)

Visitors

Visitors outside this policy refer directly to Work Area. These arrangements are not made through HR Services.

Related forms:

Recommendation to Offer Visiting Appointment

Payment of Living Allowance HR Forms - One Off Payment

IT Access - HR Forms - Commencement of Non-University Staff

Building and Library Access - Campus Card

TRIM File No:

F20338

Contact position:

HR Services - Recruitment

Related Policies or legislation:

Code of Ethics and Code of Conduct

Guidelines for Conduct in the Workplace

Intellectual Property

Visa Information for International Employees/Visitors to UWA - UP07/179

Department of Immigration and Citizenship (DIAC)

Insurance Queries - Insurance and Risk Management Section.

Double Tax Agreements - Financial Services

Honorary Appointments - UP07/263

Senior Honorary (Research) Fellows - UP07/177

Visitors outside this policy refer to http://staff.international.uwa.edu.au/visa/occupational

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