• Section 1 - Introduction
• Section 2 - Purpose of Procedure
• Section 3 - Application Process
• Section 4 - Consideration by the Graduate School of Medicine (GSM) Clinical Academic Appointments Panel (CAAP)
• Section 5 - Letter of Invitation
• Section 6 - Conclusion of Appointment
• Section 7 - Roles and Responsibilities
• Section 8 - Appendix 1 – Criteria for Appointment of Clinical Academic Honorary Title
• Section 9 - Appendix 2- Participant Checklist in Honorary Clinical Academic Title Application

Section 1 - Introduction

(1) The Graduate School of Medicine (GSM) offers honorary clinical academic appointments for health professionals with current unconditional Australian Health Practitioner Regulation Agency (AHPRA) registration, or registration through a respective national registration agency and who are making a contribution to the School.

(2) This Procedure supports the implementation of the Appointment of Visiting and Honorary Academics Policy and must be read in conjunction with that document.

Section 2 - Purpose of Procedure

(3) This Procedure outlines the process for consideration and approval of honorary clinical academic appointments of the Graduate School of Medicine. Refer to the Visiting and Honorary Appointments Procedure for all other visiting and honorary appointments.

Section 3 - Application Process

(4) All applicants must complete the Application for an Honorary Clinical Academic Appointment via the online registration portal. 

(5) Applicants must address the Criteria for Assessing the Level of Clinical Academic Honorary Title to demonstrate achievements relevant to the honorary appointment in the following categories applicable to the level of appointment sought:

1. teaching experience;
2. research and innovation; and
3. service and engagement.

(6) All applications must include a covering letter and clearly articulate the contributions that have been, or will be made to the University during the appointment, in accordance with the Appointment of Visiting and Honorary Academics Policy.

(7) For extensions to current Honorary Clinical Academic (HCA) appointments (renewal of title), applicants must complete the HCA Application Renewal Form and submit this in accordance with this Procedure.

(8) In addition to the HCA Application Renewal Form, a candidate seeking a further term must clearly demonstrate the contribution they have made to the University during the current appointment, in accordance with the Criteria for Appointment of Clinical Academic Honorary Title and provide details as set out in the Participant Checklist in Honorary Clinical Academic Title Application together with the following supporting documentation:

1. cover Letter addressing case, contribution, or commitment;
2. current CV including teaching, research and publications;
3. two written references outlining the candidate’s academic contribution to the University GSM, including the MD program;
4. evidence of unrestricted AHPRA registration or professional registration through a respective national professional agency;
5. visa holder work entitlement form (if applicable).

(9) All applications for a new title must include the supporting documentation specified in the Application for an Honorary Clinical Academic Appointment, and:

1. two written references, including one from a current GSM academic member of staff;
2. visa holder work entitlement form (if applicable);
3. photo ID – Driver licence/passport;
4. copy of qualifications.

(10) All applications will be reviewed against the Participant Checklist in Honorary Clinical Academic Title Application.

Section 4 - Consideration by the Graduate School of Medicine (GSM) Clinical Academic Appointments Panel (CAAP)

(11) The Clinical Academic Appointments Panel (CAAP) will meet at least 4 times per year to consider new applications.

(12) CAAP will also make recommendations for renewal of clinical academic titles on a monthly basis out-of-session.

(13)  CAAP will be made up of the following Panel members:

1. Dean of the Graduate School of Medicine (GSM) as Chair;
2. one independent staff member from the Illawarra Shoalhaven Local Health District (Executive Director of Medical Services or Representative);
3. one independent staff member from another Academic Unit within Faculty of Science, Medicine and Health (SMAH);
4. four Elected members;
5. two Academic members of the GSM(one rurally based);
6. two current GSM Honorary Clinical Academics (one rurally based); and
7. an Administrative Officer to act as Executive Officer to the Panel.

(14) Elected members are elected for a two year-term, after which the term can be extended by a further two years.

(15) The Clinical Academic Appointments Panel should have appropriate gender balance. No more than two-thirds (or the nearest whole number) of the Panel should be constituted by any one gender. If this is not possible due to the gender of appointees to the positions, the Chair will appoint an additional member to redress gender imbalance.

(16) Applications for renewal of clinical academic title will be reviewed by the Dean who will make a recommendation to the CAAP.

(17) All applications will be forwarded with the Dean's recommendation on a monthly basis to CAAP for out of session consideration and recommendation. CAAP will be required to provide a response within two weeks of receipt of the application. 

(18) CAAP will consider recommendations from the Dean on renewal of clinical honorary appointment applications out of session and make a recommendation to the Dean. Where there is no consensus from the CAAP regarding the Dean's recommendations, the application for renewal will be reviewed by the whole CAAP at the next scheduled meeting as per new clinical academic title procedures.

(19) If the Dean recommends discontinuation of clinical honorary title or a title at a lower academic appointment level, the CAAP will review the application at the next scheduled meeting and make a recommendation.

(20) Any new clinical academic title application or application to a higher academic appointment level will be reviewed by the whole panel at the next scheduled meeting.

(21) For applications for new clinical academic title, the Executive Officer will coordinate voting by the CAAP which may be submitted electronically prior to the meeting date. Where the votes are unanimously in favour of the appointment, the application is not required to be discussed at a CAAP meeting.

(22) For an application to be successful, there must be a two-thirds majority (or the next highest whole number) of those present voting in favour at the meeting.

(23) The CAAP requires a quorum of 50% plus one.

(24) The Chair will make recommendations for appointment to the Executive Dean, Faculty of Science, Medicine and Health based on the Panel outcomes in accordance with the Delegations of Authority Policy. Following Executive Dean endorsement, applications for level D or E will then be forwarded to the Deputy Vice-Chancellor (Research and Sustainable Futures)for approval in accordance with the Delegations of Authority Policy.

(25) Following feedback from the Executive Dean, Faculty of Science, Medicine and Health, the Executive Officer will coordinate notification to unsuccessful candidates and prepare the letters of invitation for approval by the Chief People and Culture Officer.

(26) There is no appeal process against recommendations of the Clinical Academic Appointments Panel.

(27) An honorary clinical academic appointment can be made for up to three years, see Appendix 1.

Section 5 - Letter of Invitation

(28) The Executive Officer for the Graduate School of Medicine Clinical Academic Appointments Panel will issue a letter of invitation to a successful candidate.

(29) The letter of invitation must be accepted and signed by the appointee and returned to the Executive Officer prior to the commencement of duties.

Section 6 - Conclusion of Appointment

(30) The honorary clinical academic appointment will conclude on the end date specified in the letter of invitation unless terminated.

(31) An honorary clinical academic appointment may be terminated earlier in accordance with the Appointment of Visiting and Honorary Academics Policy. Recommendations to terminate an honorary clinical academic appointment prior to the end date are to be discussed with the People and Culture Business Partner in the first instance and must be approved by the Deputy Vice-Chancellor (Research and Sustainable Futures).

(32) The honorary clinical academic may terminate the appointment prior to the end date by providing written notice to the Dean of the Graduate School of Medicine. The written notice must be submitted to the People and Culture Help Desk in order to terminate the honorary clinical academic appointment.

Section 7 - Roles and Responsibilities

(33) In addition to the roles and responsibilities detailed in this Procedure, the honorary clinical academic will:

1. undertake activities as outlined in their letter of invitation, liaising with the Dean of the Graduate School of Medicine or the appropriate discipline lead nominated within their letter of offer where appropriate;
2. advise the Dean of Graduate Medicine or the appropriate discipline lead if there are any changes in their circumstances, AHPRA registration or professional registration or status that may impact on their ability to undertake the activities outlined in the letter of invitation.

(34) Members of the Clinical Academic Appointments Panel will:

1. declare any conflict of interest to the CAAP Chair (or Deputy Vice-Chancellor (Research and Sustainable Futures)) in the case of the CAAP Chair) prior to the Panel meeting;
2. consider each application carefully and ensure consistency when considering against Appendix 1 of the Appointment of Visiting and Honorary Academics Policy - Criteria for Assessing the Level of Visiting and Honorary Appointments; and
3. be required to maintain confidentiality. The proceedings and all records of meetings of the CAAP will be kept confidential to the members, observers (if relevant) and Executive Officer of the CAAP.