Policy

Visiting Academic - Policy

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1. Purpose and Objectives

An academic who holds a position in his or her own university or other institution and who is visiting an organisational unit of the University to carry out teaching and/or research may be eligible for conferral of the title ‘Visiting Academic’ for the duration of their visit to the University.

2. Definitions, Terms, Acronyms

Authorised Officer – the officer authorised to exercise the relevant HR power or function in accordance with the HR Authorisation Schedule

Head – Head of school or equivalent level

Visiting Academic – title conferred on an academic who is invited to the University to carry out teaching and/or research for a duration of at least four weeks

3. Policy Scope/Coverage

This policy applies to academics from outside universities or other institutions.

This policy excludes academic staff employed by the University.

4. Policy Statement

A Visiting Academic should have a substantial commitment to the teaching and/or research work of the organisational unit.

Executive Deans and Institute Directors will ensure that organisational units are suitably sparing in the awarding of ’Visiting Academic’ titles.

Visiting Academics are listed under their relevant organisational units.

Visiting Academics do not receive a salary, but payment of a stipend or other financial contribution does not render the visitor ineligible for conferral of theVisiting Academic’ title.

Nothing in this policy gives rise to an employment relationship between the Visiting Academic and the University.

5. Conditions of Conferral of Visiting Academic Title

5.1 Period of conferral

The duration of the visit to the University should be not less than four weeks.

5.2 Withdrawal of title

A title may be withdrawn at any time if the Authorised Officer considers that continuation is not in the best interests of the University. The Visiting Academic will be informed of the withdrawal of the title in writing. There is no appeal process to a decision of the Authorised Officer.

5.3 General conditions

Visiting Academics will contribute to the work of the organisational unit in a voluntary capacity in such ways as are agreed with the relevant Executive Dean or Institute Director, in consultation with the relevant Head. Such contributions must be in accordance with the University’s protocols, policies and procedures (with particular reference to PPL 1.50 Ethical Conduct in the Workplace, PPL Section 2 Workplace Health and Safety and PPL 4.10.13 Intellectual Property for Staff, Students and Visitors).

Benefits to which Visiting Academics are entitled include:

  • use of facilities and resources of the unit as appropriate by arrangement with the Head;
  • appointment to Higher Degree by Research student supervisory or advisory roles, subject to normal approval processes;
  • use of the University Libraries ;
  • access to administrative support by negotiation with the Head;
  • access to research support and resources as negotiated with the Head.

It is expected that Visiting Academics will list UQ as an affiliation in the by-lines of publications, arising out of work undertaken at UQ, in addition to their primary affiliation.

Visiting Academics are not eligible for membership of the Academic Board. Eligibility for membership of other University Committees or Boards will be considered by the relevant Head or Executive Dean/Institute Director as appropriate.

Visiting Academics are protected as volunteers for liability arising whilst undertaking activities for or on behalf of the University or an affiliate. Visiting Academics are covered under the University’s Liability Protections including General and Products Liability, Professional Liability, Malpractice and General Clinical Trials.

As Visiting Academics receive no remuneration from the University they will not be covered by the University’s worker’s compensation insurance. Visiting Academics have limited personal accident insurance.

Custodians
Director, Human Resources
Mr Bill Kernahan (Acting)

Procedures

Visiting Academic - Procedures

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1. Purpose and Objectives

These procedures outline the process for conferral of the title ‘Visiting Academic’ at The University of Queensland.

2. Definitions, Terms, Acronyms

Authorised Officer – the officer authorised to exercise the relevant HR power or function in accordance with the HR Authorisation Schedule

DIBP – Department of Immigration and Border Protection

Head – Head of school or equivalent level

Visiting Academic – title conferred on an academic who is invited to the University to carry out teaching and/or research for a duration of at least four weeks

3. Procedures Scope/Coverage

These procedures apply to conferral of the title ‘Visiting Academic’.

4. Procedures Statement

A documented recommendation for conferral of the title ‘Visiting Academic’ must be made to the Authorised Officer by the Head.

The documentation must include the following information:

  • Visiting Academic's curriculum vitae and contact details;
  • Commencement and expiry date of proposed period of stay;
  • Objective of proposed visit or details about the research project the Visiting Academic will be involved in;
  • Details regarding any reimbursement of expenses such as airfare or accommodation or whether a living allowance will apply; and
  • For international visitors: the name, relationship and date of birth of any family members who will accompany the Visiting Academic during their stay.

Visiting Academics who do not have Australian residence rights are required to apply and obtain an appropriate visa (Further information is available in PPL 5.30.06c Immigration – Guidelines and on the DIBP website).

Once the title is approved, the Authorised Officer will forward the relevant documentation to the HR Officer, who will send out the invitation letter.

5. Payment

Visiting Academics do not receive a salary but may receive a stipend or other financial payment. Where a payment is to be made, the local Finance or HR staff will determine the appropriate payment method using the Visiting Academic Payment Request Form. If the payment is above the specified Australian Taxation Office limits, the recipient may be subject to Australian tax (Pay As You Go).

6. Appeals

Appeals against the non-conferral of a ‘Visiting Academic’ title must be made to the Authorised Officer.

7. Enquiries

Enquiries relating to procedural requirements for conferral of ‘Visiting Academic’ can be directed to the Faculty or Institute HR staff.

8. Resolution of Disputes

Should any dispute arise as to the conditions, duties, or arrangements relating to the title, the aggrieved party will, in the first instance, raise the matter with the relevant Executive Dean or Institute Director. If the Executive Dean or Institute Director is involved in the dispute, the matter will be referred to the Provost for consideration. The Provost will recommend appropriate action. The decision of the Provost is final.

Custodians
Director, Human Resources
Mr Bill Kernahan (Acting)

Forms

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Visiting Academic Form - Part A

Visiting Academic Form - Part A

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Description: 

This form is to be completed by the overseas academic applying to undertake a visiting academic position.

 

Custodians
Director, Human Resources
Mr Bill Kernahan (Acting)
Visiting Academic Form - Part B

Visiting Academic Form - Part B

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Description: 

This form is to be completed by supervisors who are nominating a visiting academic.

Custodians
Director, Human Resources
Mr Bill Kernahan (Acting)
Visiting Academic Payment Request - Form

Visiting Academic Payment Request - Form

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Description: 

Use this form for the appropriate financial year when making payment to a visiting academic.

Custodians
Director, Human Resources
Mr Bill Kernahan (Acting)
Custodians
Director, Human Resources
Mr Bill Kernahan (Acting)
Custodians
Director, Human Resources
Mr Bill Kernahan (Acting)