Special Studies Program Procedure

Intent

This Procedure has been established to provide guidelines for the implementation of the Special Studies Program (SSP) Policy.

Scope

This Procedure applies to full-time and part-time Academic Staff Members covered by the JCU Enterprise Agreement (the Agreement). It does not apply to casual Academic Staff Members and short-term Academic visitors.

Definitions

For a comprehensive list of definitions, please refer to the Human Resources Policy Glossary.

Procedure

1. Program benefits, including financial assistance

1.1 Duration of Program

Up to two months for each year of continuous service from appointment may be granted towards SSP, to a maximum SSP period of 12 months (pro rata for part-time) where the Staff Member satisfies the eligibility criteria as stated in the policy.

The proportion of service at part-time hours during the continuous service period will affect the maximum SSP period allowed. For example, a full-time Staff Member who has worked for 5 years would be eligible to for a SSP period of up to 10 months, and a Staff Member who has worked 0.5 FTE for 5 years would be eligible for a SSP period of up to 5 months.

1.2 Travel Grant (i.e. Travel Costs and Living Expenses)

a. The travel grant will be composed of two elements: travel costs and living expenses, calculated as follows:

• Travel costs shall accrue at $1,000 per year of continuous service up to a maximum of $6,000.
  • The travel cost should be paid by JCU directly to the service provider (e.g. the airline). Although not the preferred option, if it is necessary for the travel arrangements to be made by the Staff Member, this may only occur with written approval from their Head of Work Unit. Reimbursement of actual travel costs will be paid to the Staff Member on provision of evidence (e.g. receipts).
  • The travel cost reimbursement will not be paid directly to the Staff Member before the travel has occurred.
• Living expenses of $40 per day for each day the Staff Member is required to be absent from their normal place of residence, which shall accrue at 60 days per year of continuous service. Living expenses may have tax implications and the Staff Member should seek their own tax advice.

b.  Travel grant payments are paid at the same rate for Staff Members on a fractional appointment in recognition that travel costs are the same for all Staff Members, irrespective of their employment fraction.

c.  Payment of all living expenses should be made to the Staff Member at least a fortnight prior to commencement of the SSP.

1.3 Travel needs and costs

a.  All travel must be in accordance with JCU travel policies.

b.  Travel must be planned and agreed in writing as a component of the SSP proposal.

c.  Corporate travel insurance is provided automatically for salaried Staff Members and includes insurance coverage for Staff Members undertaking SSP duties or activities.

d.  Once SSP is approved, the travel arrangements must be made through the University’s corporate travel system, including the University’s contracted travel arrangement and travel requisition system.

1.4 Remuneration during the SSP

Staff Members will receive their normal salary for the duration of their participation in the SSP.

1.5 Taking leave in conjunction with SSP

a. Any period of annual leave or long service leave to be taken in conjunction with the SSP should be included on the prescribed application form.

b. Any period of annual leave or long service leave sought after the approval of the SSP will be considered with priority placed on completion of the SSP.

c. Any period of leave must be booked through My HR Online.

2. Application Procedure

2.1 A Staff Member may make application at any time. Applications will be considered in alignment with College/Directorate timeframes and processes.

2.2 Applications for SSP must be made on the SSP application form.

• The travel grant should be requested as a component of the application.
• Should the travel grant be considered insufficient for the proposed SSP, the application should include a detailed request for the use of other funds, including the proposed purpose of the funds and the funding source.

2.3 The application must be forwarded to the Staff Member’s Supervisor.

2.4 The application must be submitted at least six months prior to the proposed start date of the SSP.

3. Assessment and Criteria

3.1 Eligibility of the Staff Member for SSP will be confirmed by the Staff Member’s Supervisor. in accordance with the eligibility requirements outlined in the Special Studies Program Policy.

3.2 After confirming a Staff Member is eligible, the Supervisor will assess the application based on the following criteria:

• Evidence that the proposal will deliver significant value to the University and be aligned to the University’s strategic intent;
• The Staff Member’s performance (to be measured with ROPE);
• Outcomes of any previous SSP undertaken by the Staff Member and demonstrable progress in areas identified for development;
• Evidence that the Staff Member’s teaching and/or other responsibilities can be met satisfactorily in the Staff Member’s absence; and
• Whether the Staff Member has previously undertaken a SSP. Preference may be given to Staff Members who have not previously undertaken SSP.

3.3 The Supervisor will make a recommendation to the Head of Work Unit based on their assessment of the eligibility and criteria above.

4. Assessment Outcome and Notification

4.1 The Head of Work Unit will determine the outcome of the SSP application, and will ensure the Staff Member is informed of the decision in writing. The Staff Member will be advised of the decision by the Head of Work Unit within one month of their application.

4.2 Where the application is approved, communication of the decision, including the period of SSP, will be provided to the Staff Member and Human Resources.

4.3 Where the application is not approved, the Staff Member will be provided reasons in writing as to why the application did not meet the criteria or other grounds for not approving the application.

4.4 Where the application would otherwise have been successful, but is not approved due to lack of resources, the Head of Work Unit will specify a time within the next three years when a new or rescheduled application that meets the criteria will be approved, subject to an unforeseen lack of resources which may further delay the SSP. In this circumstance, the application may only be deferred for a further 12 months and only on the authority of the Head of Work Unit. The program costs and other details should be revised at this point.

5. Changes to the SSP

5.1 Any request to amend the SSP once it has been approved must be made to the Head of Work Unit for determination by submitting a SSP amendment form. Amendments may include changes to the SSP content, commencement of the SSP, a change to funding or temporarily pausing the SSP.

5.2 The SSP must commence no later than 30 days after the approved commencement date. Should the commencement of the SSP be delayed more than 30 days, the Head of Work Unit may retract the SSP approval.

5.3 The SSP must not extend beyond the approved duration of the SSP, unless exceptional circumstances exist, with approval of the Head of Work Unit.

5.4 If the SSP diverts from the approved application without approval of the Head of Work Unit, the University reserves the right to seek repayment of all or a portion of the travel grant and salary received in respect of the SSP from the Staff Member.

6. Outcomes on completion of the SSP

The Staff Member must provide a detailed report of the outcome of the SSP, including the program of study or research pursued, the significance of the work completed and its value to the University to the Head of Work Unit within three months of completion of the SSP.

7. Performance and Termination of Employment

7.1 The University expects that a Staff Member will remain employed with the University for a reasonable period (at least 6 months) following the SSP and should the Staff Member end their employment with the University within a period commensurate with the duration of the SSP, without contributing significant publications to the University, the University reserves the right to seek reimbursement of monies related to the SSP on a pro rata basis.

7.2 The University’s policies and procedures, including the Code of Conduct, continue to apply to Staff Members while participating in SSP.

8. Appeal Procedure

8.1 The Staff Member may appeal the decision of the Head of Work Unit.

8.2 The appeal must be lodged in writing with the relevant Deputy Vice Chancellor within four weeks of the date of the application outcome notification sent by the Head of Work Unit.

8.3 The relevant Deputy Vice Chancellor will refer the appeal to an Appeal Panel comprising:

• Deputy Vice Chancellor; and
• Director, Human Resources or other senior HR representative; and
• Chair of the Academic Board.

8.4   The Deputy Vice Chancellor will Chair the Appeal Panel.

8.5   The Deputy Vice Chancellor will notify the appellant of the outcome and there will be no further right of appeal.

Related policy instruments

Staff Studies Program Policy

JCU Enterprise Agreement

Staff Code of Conduct

FMPM 740 Travel

Schedules/Appendices

Special Studies Program (SSP) Application Form

Special Studies Program (SSP) Amendment Form

Administration

Approval Details

Revision History