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Procedure for the
Professional Experience
Scheme for General Staff
1. PURPOSE
This document describes the application procedure for the Professional
Experience Scheme.
2. SCOPE
This procedure applies to:
(a) general staff applying for the Professional Experience Scheme;
(b) the advisory committee for the Professional Experience Scheme; and
(c) employees involved in the administration of the scheme.
3. PROFESSIONAL EXPERIENCE PERIOD AND CONDITIONS
3.1 A professional experience activity in one (1) or more external
organisations shall normally be approved for a period of up to three (3)
months. This may be:
(a) a period of professional experience with pay, where CSU pays the
employee’s ordinary salary and provides insurance cover for
workers’ compensation, public liability and professional indemnity
for the entire period; or
(b) a period of professional experience without pay, where the external
organisation provides the employee’s salary and insurance cover for
workers’ compensation, public liability and professional indemnity.
3.2 A professional experience activity may be taken consecutively with an
approved period of leave, namely annual leave, long service leave or
leave without pay.
3.3 If a professional experience period with pay is approved, then the period
of professional experience will be recognised as service for the purposes
of accrual of leave and salary progression, in accordance with the CSU
enterprise agreement.
3.4 If the approved professional experience activity involves payment by an
organisation other than CSU, then the terms and conditions of the activity,
including the requirement for the employee to meet all superannuation
obligations, shall be in accordance with the CSU Enterprise Agreement.
3.5 On commencing a period of professional experience without pay, CSU’s
liability in relation to workers’ compensation, public liability and
professional indemnity ceases.
Procedure for the Professional Experience Scheme Page 1
Version 5.0 – 23 August, 2010
3.6 The timeframe for commenced professional experience activity must
occur by 31 December of the year following application.
4. FINANCIAL ASSISTANCE
4.1 Annual budget
4.1.1 Funds are available through the Professional Experience Scheme
for:
(a) payment to a Division or Faculty of salary to replace an
employee (e.g. higher duties allowance or casual salary)
during the period of professional experience activity; and
(b) a travel grant to assist with substantiated travel-related
expenses, up to the maximum limits specified in sub-clause
4.3.
4.1.2 The number of applications approved in a calendar year will be
limited by the funds available and dependent upon the quality of
applications received.
4.1.3 There is nothing in this procedure that prevents a Division/Faculty
from directly funding a proposal that is:
(a) deemed to be of benefit to the employee, Division/Faculty
and/or University; and
(b) meets all of the requirements of the Professional Experience
Scheme.
4.2 Funding of salaries
4.2.1 Salary funding for a replacement employee during the professional
experience period will not exceed the applicant’s ordinary salary
and employment fraction.
4.2.2 The Division of Human Resources will arrange a transfer of
approved salary for replacement employee to the
Divisional/School/Centre’s salary account code, upon receipt of
the claim form.
4.3 Travel grant
4.3.1 CSU may provide a travel grant from the Professional Experience
Scheme’s budget to assist with expenses associated with the
approved professional experience activity, if so requested by the
applicant, e.g. travel, relocation, accommodation, overseas travel
insurance. Meal allowances do not apply.
4.3.2 The maximum travel grant to assist with expenses related to a
professional experience activity shall be based on the following:
(a) Up to $2,750 for a general staff member.
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(b) Up to an additional $1000 if the employee is accompanied by
his/her spouse/partner for a continuous period of at least
three (3) weeks during the professional experience period.
NOTE: The term “partner” refers to a bona fide de facto
relationship that meets the following conditions:
the relationship is publicly known and deemed to be
permanent; and
the partners maintain a common household.
(c) Up to an additional $500 for each dependent child
accompanying the employee for a continuous period of at
least three (3) weeks during the professional experience
period.
NOTE: The term “dependent child” refers to a child under
18 years of age who is wholly dependent on the employee.
4.3.3 An approved grant(s) will appear on the employee’s payment
summary at the end of the financial year for taxation purposes.
Further information regarding the records that employees will need
to maintain to complete their tax return is available at the following
link
http://www.ato.gov.au/individuals/content.asp?doc=/content/36017
.htm&page=1.
Note: Employees are encouraged to consult their accountant or financial
advisor for further clarification regarding the taxation impact of the travel
grant in their individual circumstances.
4.3.4 The maximum grant amount shall be reviewed periodically.
4.3.5 A Faculty/Division may supplement the approved Professional
Experience travel grant from non-operating sources. NOTE: Grant
supplementation is not available for meal allowances.
4.3.6 A detailed budget for the grant expenses must be included in the
application.
4.3.7 A written quote to substantiate each budget item requested must
be supplied with the application or after receipt of conditional
approval.
4.3.8 Travel arrangements must comply with the conditions and travel
allowance rates specified in the “Travel Policy”. This policy can be
accessed from the following web link:
http://www.csu.edu.au/division/finserv/travel/policy.htm
4.3.9 If the professional experience activity is outside Australia, then the
applicant should contact CSU’s Travel Office for advice and
organise overseas travel insurance.
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4.3.10 The amount of grant funding for approved applications will be
based on:
(a) expenses contained in the employee’s budget;
(b) the extent to which the professional experience activity is
expected to enhance the employee’s performance and/or
the capability of the Section/School, Division/Faculty or
University.
4.3.11 If approval is given for a grant from the Professional Experience
Scheme’s budget, the applicant may then submit a Travel Order
through their supervisor to the Division of Human Resources with
a copy of the final approval letter and detailed budget to the Travel
Office.
4.3.12 The Travel Office will arrange for payment to the employee up to
one (1) month before the commencement of the professional
experience activity. It will normally be issued by electronic funds
transfer. The travel grant is classed as taxable income and
appears on the employee’s annual payment summary.
4.3.13 Within one (1) month of returning to duty, the employee will:
(a) prepare a statement of expenditure that reconciles with the
Professional Experience Scheme funding received (see
Question 7 in the Report Form), and submit it (with receipts
or tax invoices) to the Career Programs Officer as an
attachment to the Professional Experience Report; and
(b) if applicable, reimburse any unexpended or unsubstantiated
portion of the funding to the campus Cashier.
4.4 Living Away from Home Allowance
4.4.1 Applicants for the Professional Experience Scheme may be
eligible for a Living Away From Home Allowance (LAHFA). This
allowance is not part of the Professional Experience Scheme
budget. For advice concerning this allowance, contact the
Remuneration Office (Payroll) in the Division of Finance.
4.4.2 Under FBT legislation, the Living Away From Home Allowance is a
fringe benefit; it is not an additional payment. Employees who
qualify may be able to salary sacrifice amounts related to
additional food and accommodation costs while away from their
usual place of residence for work-related reasons such as
professional development.
4.4.3 To be eligible for a Living Away from Home Allowance, the
employee must meet the following criteria:
(a) the period away must exceed 21 days;
(b) the employee intends to return to his/her original job location
after the time away; and
Procedure for the Professional Experience Scheme Page 4
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(c) the employee would have remained at his/her usual place of
residence if there hadn’t been a temporary change in job
location.
NOTE:
Accommodation costs must not be claimed through the Living Away from Home
Allowance if they have been included in the travel grant application.
To request the Living Away from Home Allowance, the applicant needs to
complete and submit the “Salary Packaging Agreement and Authority” available
from the Payroll Office with the Declaration Form for Approved SSP.
The fortnightly amount to be salary packaged will be calculated by the Payroll
Office in the Division of Finance, based on the Australian Taxation Office’s
guidelines for reasonable food amounts for the number of adults and children
living away from home and the amount stated on the rental agreement or invoice
for accommodation.
5. APPLICATION PROCEDURE
5.1 Each year, the Division of Human Resources will invite applications via a
“What’s New” notice for the Professional Experience Scheme and
advertise a closing date.
5.2 Applicants are advised to contact the Career Programs Officer at least
one (1) month prior to the advertised closing date to discuss their
proposal.
5.3 Applications must be submitted on the official Application Form and
accompanied by all documentation specified in sub-clause 8.1 of this
procedure. Applicants should also refer to the checklist located within the
application form to ensure their application is eligible for consideration.
5.4 The employee is responsible for making arrangements with the external
organisation(s) for a placement, project, practicum or work-related
research. These arrangements must be confirmed in writing by the
external organisation(s) and, if undertaking a period of leave without pay,
include details of insurance cover for workers’ compensation, public
liability and professional indemnity.
5.5 An application will contain either:
(a) a proposal for a professional experience activity, where preliminary
arrangements have been made with external organisations; or
(b) a proposal “in principle”, where arrangements for a professional
experience activity will be made with external organisations after
receipt of conditional approval from CSU.
Procedure for the Professional Experience Scheme Page 5
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6. SELECTION PROCEDURE
6.1 Membership of the Advisory Committee
6.1.1. The Executive Director, Human Resources annually determines
the members and alternate members of an advisory committee to:
(a) evaluate the applications for professional experience
activities against the selection criteria; and
(b) recommend applications for approval and the amount of
financial assistance.
6.1.2. The advisory committee will normally:
(a) consist of no fewer than three (3) members;
(b) be broadly representative of the strategic thinking and
directions of CSU and the developmental needs of staff;
(c) contain a gender mix; and
(d) include the Executive Director, Human Resources as the
Presiding Officer and the Career Programs Officer as the
Executive Officer.
6.2 Selection criteria
The advisory committee meets within one (1) month of the advertised
closing date to evaluate the applications in relation to the following
selection criteria:
(a) potential for assisting the Section/School, Division/Faculty or
University to achieve the objectives and/or priorities specified in
planning documents;
(b) potential professional development benefits for the employee;
(c) evidence of positive outcomes for the employee and/or University
from previous professional experience activities (if applicable);
(d) the supervisor’s assessment of the applicant’s potential contribution
to CSU and the extent to which the proposal supports CSU’s
strategic objectives and priorities; and
(e) the amount of financial assistance requested.
6.3 Interview with applicants
Applicants will be informed of the date and time of the advisory
committee meeting, and should make themselves available for a possible
interview about their application.
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7. APPROVAL PROCEDURE
7.1 When recommending applications to the Executive Director, Human
Resources, the advisory committee will verify that the applicants meet the
eligibility requirements and the scheme’s total budget for the year will not
be exceeded.
7.2 The Executive Director, Human Resources determines conditional
approvals and final approvals.
7.3 Co-ordination of final approval and financial arrangements are overseen
by the Division of Human Resources.
8. CONDITIONS OF APPROVAL
8.1 Before final approval can be given, all successful applicants must submit
to the Career Programs Officer, the following documentation:
(a) written confirmation from the external organisation(s) about the
arrangements that have been made in relation to the professional
experience activity;
(b) details of the external organisation’s insurance policy cover in
relation to workers’ compensation, public liability and professional
indemnity (this is applicable if the external organisation is paying
the employee’s salary); and
(c) a written quote for each budget item requested in the application
(other than salary).
8.2 When the successful applicants have satisfactorily complied with the
requirements outlined in sub-clause 8.1 of this procedure, a letter of final
approval will be issued.
8.3 If an employee wishes to change the approved arrangements for a
professional experience activity, then he/she must first discuss the
proposed changes with the Career Programs Officer, and then gain
endorsement by the supervisor and approval from the Executive Director,
Human Resources before the changes can be implemented.
8.4 If, for any reason, an employee decides to cancel his/her approved
professional experience activity, then he/she shall:
(a) notify his/her supervisor and the Career Programs Officer the
cancellation; and
(b) repay in full any advanced salary and grant monies. This repayment
should normally be repaid within one (1) month of the cancellation
or otherwise within a time frame negotiated with the Division of
Finance.
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8.5 A representative of the external organisation is to complete a statement
certifying that the employee completed his/her professional experience
placement, and forward it to the Career Programs Officer. (A template for
this statement is attached to the “Professional Experience Scheme for
General Staff: Report Form”.)
8.6 Period of after-service
8.6.1 All successful applicants are expected to return to the service of
Charles Sturt University for a period that is not less than the
duration of the professional experience activity.
8.6.2 If the period of after-service is not completed due to the
employee’s resignation or retirement, then he/she is expected to
reimburse CSU for any unused or unsubstantiated portion of the
grant as well as any salary that has been paid in advance for
service not completed.
8.7 Report on the professional experience activity
Within one (1) month of resuming duty, the employee will submit the
statement from the representative of the external organisation as well as
a written report to the Executive Director, Human Resources and a copy
for his/her supervisor, detailing the outcomes of the professional
experience activity. The report, which should follow the format outlined in
the official Report Form, will be published on the Division of Human
Resources web site.
Procedure for the Professional Experience Scheme Page 8
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PROCEDURE MAINTENANCE AND RELATED DOCUMENTS
Version 5.0
Short description A procedure on applying for professional experience
opportunities in external organisations and evaluating
applications.
Relevant to All general staff, up to and including HEW level 10, who hold a
full-time or part-time continuing appointment and have at least
two (2) years’ service at CSU.
Advisory committee.
Approved by Executive Director, Human Resources
Responsible Executive Director, Human Resources
officer
Responsible office Division of Human Resources
Date introduced 16 September, 2005
Date(s) modified 18 August, 2006
27 July, 2007
7 July, 2008
8 October, 2009
23 August, 2010
Next scheduled July, 2011
review date
Related University Policy on the Professional Experience Scheme for General Staff
documents
Professional Experience Scheme: Guidelines for Administration
Refer to the and the Advisory Committee
Administration
Professional Experience Scheme: Application Form
Manual for these
documents. Professional Experience Scheme: Report Form
Guidelines on Support for the Professional Development of CSU
Staff
Intellectual Property Policy
Code of Conduct for Staff
Travel Management Policy and Procedures Manual
Key words procedure, professional experience, professional development,
career development, work placement, advisory committee,
application, grant, financial assistance, funding.
Procedure for the Professional Experience Scheme Page 9
Version 5.0 – 23 August, 2010
Table of amendments
Version Date Short description of amendment
number
2.0 18/8/2006 Sub-clause 7.1 – customised CV added.
Sub-clauses 7.5 & 7.7.1 – statement from a representative of the
external organisation, certifying completion of the professional
experience activity, added.
Manager, General Staff Development changed to Office of the
Director, Organisational Development.
3.0 27/7/2007 Clause 3 on professional experience arrangements moved from
policy to procedure.
4.2.4, 4.4.4 & 8.4 –Financial Services replaced by Division of
Finance.
4.3.3c – $500 for each dependent child instead of for 1 or more
dependent children.
4.3.4 – Faculty/Divisional supplementation funding added.
4.3.9 – applicant submits travel order and final approval letter to
Travel Office.
4.3.10 – grant normally paid through electronic funds transfer.
4.4 – Living Away from Home Allowance added.
5.1 – scheme opening date changed from mid- August to early
August.
5.2 – clause relating to employee being responsible for making
arrangements with external organisation has been moved from policy
to procedure.
5.4-5.6 & 8.7.2 – Office of the Director, Organisational Development
changed to Performance Management and Schemes Coordinator.
8.1e – requirement for a leave form deleted.
8.3 – endorsement by supervisor and copy to Performance
Management and Schemes Coordinator added.
8.5 – copy to Performance Management and Schemes Coordinator
added.
4.0 7/7/08 Related University documents, key words & sub-clauses 3.1 & 8.1e –
“Outside Professional Activities” deleted; “Travel Management Policy
and Procedures Manual” added.
3.2 – leave form required for additional leave period but not for PES
period.
4.1.1 – budget for salary and travel grant added.
4.1.3 – process for Faculty/Divisionally funded application deleted
(already contained in 5.6).
4.2.5 – Organisational Development to journal a transfer from PES
budget to Divisional/School/Centre salary account (if applicable).
4.3.7 –Travel Policy added.
4.3.8 – if travel is overseas, contact Travel Office for advice;
International Travel Order is not required.
Procedure for the Professional Experience Scheme Page 10
Version 5.0 – 23 August, 2010
Version Date Short description of amendment
number
4.0 7/7/2008 4.3.10 – detailed budget to be submitted to Travel Office with Travel
(continued) Order and final approval letter.
4.3.12 – receipts/tax invoices & reimbursement to campus Cashier
added.
4.4.1 added – Living Away from Home Allowance not part of PES
budget; contact Remuneration Office for advice.
5.5 – applications fully funded by the Division/Faculty added.
5.6 – applications funded by the Division/Faculty deleted (already
covered in 5.5).
6.3 – advisory committee interview with applicants added.
7.3 – coordination of final approval & financial arrangements by
Organisational Development added.
8.3 – discussion of changes with PM Coordinator added.
8.4 – Office of the Director, Organisational Development changed to
Performance Management and Schemes Coordinator.
Appendix 1: Statement of Professional Experience moved to the PES
Report Form.
4.1 8/10/09 7.4 added – detail added surrounding PAYG payment summary
5.0 23/8/2010 Organisational Development changed to Human Resources.
Performance Management and Schemes Coordinator changed to
Career Programs Officer.
4.3.2 – travel grant increased to $2,750.
4.3.8 – link to “Travel Policy” updated.
5.1 & 6.2 – scheme dates removed.
8.1 – CV deleted.
Various editorial and format changes
Changed timeframe for completion to 31 December of the year
following application.
All references to the Deputy Vice-Chancellor (Administration)
changed to Executive Director, Division of Human Resources.
Procedure for the Professional Experience Scheme Page 11
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