1.  Purpose and Objectives

These procedures outline the process to be followed by academic staff seeking approval to be absent from work during semester.

2.  Definitions, Terms, Acronyms

Head – Head of School or Institute Deputy Director

Swot Vac – revision period

3.  Procedures Scope/Coverage

This procedure applies to continuing, continuing (contingent funded) and fixed-term academic staff.

4.  Procedures Statement

Full-time and part-time academic staff can be absent during teaching and examination periods to undertake activities relevant to the staff member's University responsibilities, provided that arrangements have been made to cover the absentee's teaching responsibilities, and that the absence has been approved by the Head.

Absences during semesters apply both to absences within Australia and overseas, and do not override the more specific requirements which apply to absences in connection with Long Service Leave, Leave Without Pay, Special Studies Program Leave, Personal Leave, Parental Leave, Recreation Leave etc.

5. Procedure

5.1 Head

The Head is responsible for approving academic absences.

5.1.1 Absence during the teaching and examining periods, including "Swot Vac"

The Head must be satisfied that the activity is relevant to the staff member's University responsibilities and that proper arrangements have been made to cover the absentee's teaching responsibilities, including availability of advice to students.

In such cases, the Head must be able to contact the staff member in any emergency.

5.1.2 Absence outside the teaching and examination periods

Outside the teaching and examination periods, the Head can approve leave involving extended absence from campus for purposes such as research, attending conferences and recreation.

In approving absences of more than four weeks the Head must take into consideration the needs for postgraduate supervision and undergraduate advising, as well as subject revision.

5.2 Staff member

An academic staff member who seeks approval to be absent, for example, to attend national or international conferences or meetings or to undertake field work must apply for leave to their Head.

5.3 Applying for and reporting on travel

Under current government regulations, overseas travel, other than for recreation purposes, must be detailed on the UQ travel Form. The reports appear in abbreviated form in the University's Annual Report and are viewed by Queensland State Parliament.