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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.


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      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

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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.




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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.



Procedure for the Professional Experience Scheme                                    Page 6
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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.




Procedure for the Professional Experience Scheme                                   Page 7
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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
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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
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   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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