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Academic Honorary Titles Procedure

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Section 1 - Purpose

(1) This Procedure gives effect to the Academic Honorary Titles Policy.

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Section 2 - Application and Scope

(2) This Procedure applies to University staff administering, and persons appointed or being considered for appointment to, the following positions:

  1. a Visiting or Honorary Academic, as defined in Schedule 3 of the Academic Honorary Titles Policy;
  2. an Emeritus Professor;
  3. a Vice-Chancellor’s Fellow.

(3) This Procedure does not apply to:

  1. the appointment to academic positions as set out in the Academic Promotion Procedure;
  2. University Fellows or Honorary Doctorates appointed by the University Council;
  3. staff employed by other entities controlled by the University;
  4. and staff at campuses of the University outside Australia.
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Section 3 - Process to Appoint a Visiting or Honorary Academic

(4) The candidate and proposed Supervisor, Head of School or Director of Research Institute will consult and discuss the availability and need for an academic appointment.

(5) The nominator must complete a Declaration of Interests- Appointments. The Nominator must not be the delegated approver, as per the Delegations of Authority Policy.

(6) Appointees are to complete the Request to Invite a Visiting or Honorary Academic Form in consultation with the nominator and address the criteria, demonstrating achievements relevant to the Visiting or 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.

(7) For honorary clinical academic appointments, the process to appoint is detailed on the Honorary Clinical Academics information page.

(8) Applications must include a current curriculum vitae with a complete list of publications, journal articles, and supporting documentation as specified in the Request to Invite a Visiting or Honorary Academic Form.

Approval Process

(9) The Nominator must complete a Declaration of Interests – Appointments and submit the Request to Invite a Visiting or Honorary Academic application Form to:

  1. the Government and Community Relations Division for Honorary and Visiting Professors;
  2. the Provost and Deputy Vice-Chancellor (Research and Innovation) for approval for:
    1. Visiting Research Associates;
    2. Visiting or Honorary Fellows;
    3. Visiting or Honorary Lecturers;
    4. Visiting or Honorary Senior Fellows; and
    5. Visiting or Honorary Associate Professors.

(10) The Government and Community Relations Division:

  1. will coordinate all nominations for Honorary and Visiting Professors, including liaising with nominators and any relevant areas of the University to obtain information required for assessment;
  2. submit nominations to the Academic Honorary Appointments Committee for consideration at the next suitable meeting.

(11) Submission to Talent Acquisition:

  1. Non-Professor titles: once approved by the Provost and Deputy Vice-Chancellor (Research and Innovation), the delegate must submit the forms and supporting documentation to Talent Acquisition via the People and Culture Help Desk for processing.
  2. Visiting and Honorary Professors: once approved by the Academic Honorary Appointments Committee (see clause 10(b)), the Government and Community Relations Division will submit the forms and supporting documentation to Talent Acquisition via the People and Culture Help Desk for processing.

(12) Talent Acquisition will seek any additional information required for processing the appointment.

(13) Talent Acquisition will issue letters of invitation to approved appointees. The Letter of Invitation must be accepted and signed by the appointee and returned to the People and Culture Division prior to the appointee’s commencement of duties.

(14) Visiting or Honorary Academics will be required to provide any outstanding documentation to the People and Culture Division, including a copy of their passport and any relevant visa information, on arrival at the University.

Visa Information for Visiting/Honorary Academics

(15) Visiting and Honorary Academics located overseas, who are planning on coming to the University as part of their appointment, must hold an appropriate visa. The People and Culture Division will support Visiting and Honorary Academics in their visa application process.

(16) Appointees who require a visa for their position, but do not have this granted, will not be able to maintain their appointment.

(17) Prior to submitting the request to invite documentation, appointees should speak to the University’s Immigration Consultant to discuss the most appropriate visa options for their visit. Appointees can contact the University’s Immigration Consultant at uow-immigration@uow.edu.au. Information can also be found here Immigration. Alternatively, appointees can contact the Department of Home Affairs on 131 881 or at www.homeaffairs.gov.au.

(18) Depending on the type of visa granted, a Visiting Academic may undertake teaching. Appointees should contact the University’s Immigration Consultant via the email above to discuss any restrictions.

Extension of Appointment

(19) Appointment of Visiting or Honorary Academics may be extended beyond a three (3) year term, subject to in-principle agreement between the appointee and relevant Executive Dean or Research Institute Executive Director/Director.

(20) The process for extending the appointment of a Visiting or Honorary Academic for a further period will be the same as the process to appoint. Any recommendation or decision to extend the period of an appointment must include justification based on:

  1. the individual’s demonstrated contributions to the University during the current appointment;
  2. the individual’s projected future contribution;
  3. the individual’s demonstrated commitment to the University Code of Conduct, Values and current University Strategy;
  4. consultation with the People and Culture Division, with consideration given to whether the individual is, or has been, the subject of any complaints or allegations and the outcome of those matters; and
  5. any resource implications on the University.

(21) Any recommendation or decision to extend the period of a Visiting or Honorary Academic must take into account any matters which may, in the absolute discretion of the approving delegate, be considered:

  1. to be inconsistent with the University Code of Conduct, Values and current University Strategy.
  2. consideration must be had to whether the individual is, or has been, the subject of any complaints, and the outcome of those matters; and
  3. to impact on the University’s reputation and good standing.

Conclusion of Appointment

(22) The Visiting and Honorary appointment will conclude on the end date specified in the Letter of Invitation unless terminated earlier.

(23) Recommendations initiated by the University to terminate a Visiting or Honorary appointment prior to the end date are to be discussed with the People and Culture Senior Business Partner or Advisor, and Government and Community Relations Division (as relevant) in the first instance and must be approved by the relevant delegate.

(24) The Visiting or Honorary appointee may terminate the appointment prior to the end date, as specified in the Letter of Invitation, by providing written notice to the Head of School or Research Institute Director, and/or Executive Dean or Executive Director/Director(Research Institute) of the host school/faculty/research institute. The written notice must be submitted to the People and Culture Helpdesk to terminate the Visiting or Honorary appointment.

(25) Where the term for an appointment has concluded and will not be renewed, the Head of School or Research Institute Director, and/or Executive Dean or Executive Director/Director(Research Institute) of the host school/faculty/research institute will submit a ticket to the People and Culture Helpdesk to terminate the Visiting or Honorary appointment in Unified.

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Section 4 - Process to Appoint an Emeritus Professor

(26) The following persons may initiate a nomination for Emeritus Professor:

  1. the Vice-Chancellor and President;
  2. the Provost;
  3. a Deputy Vice-Chancellor of the University;
  4. the Executive Dean of the Faculty in which the nominee served;
  5. a Head of School or Director of Research Institute, with endorsement from the Executive Dean.

(27) All nominations must be treated as strictly confidential. Nominators must not advise the nominee about their nomination.

Required Documentation

(28) The nominator must complete and submit to the Government and Community Relations Division:

  1. Declaration of Interests - Appointments Form;
  2. Request to Confer Emeritus Professor Title Form; and
  3. a comprehensive statement (maximum three (3) pages) addressing how the nominee meets each criterion in the Academic Honorary Titles Policy.

(29) The nomination must include the following supporting documentation:

  1. the nominee's current curriculum vitae including complete list of publications;
  2. evidence of distinguished service and contribution to the University;
  3. at least two (2) letters of support from senior academic colleagues (internal or external) at the level of Associate Professor or above;
  4. a summary of the nominee's major achievements and contributions (maximum one (1) page); and
  5. any other relevant supporting material.

Approval Process

(30) The Government and Community Relations Division will prepare all nominations for Emeritus Professorships, including liaising with nominators to obtain relevant information required for assessment and:

  1. review the nomination for completeness;
  2. confirm nominee endorsement from the relevant Executive Dean;
  3. work with the People and Culture Division to verify the nominee's employment history and eligibility; and
  4. submit eligible nominations to the Academic Honorary Appointments Committee for consideration at the next suitable meeting.

(31) The Academic Honorary Appointments Committee will assess the nominations and determine which nominations are to be approved.

(32) Following approval, the Government and Community Relations Division will:

  1. notify the nominator and relevant Executive Dean of the outcome;
  2. notify People and Culture Division who will Issue a Letter of Conferral to the successful nominee and update University records and systems.

(33) If the nomination is unsuccessful, the Government and Community Relations Division will notify the nominator in writing. The nominee must not be informed of the unsuccessful nomination.

(34) Appointment of a Vice-Chancellor's Fellow may be extended beyond a three (3) year term, subject to in-principle agreement between the appointee and relevant Executive Dean or Research Institute Executive Director/Director.

(35) The process for extending the appointment of a Vice-Chancellor's Fellow for a further period will be the same as the process to appoint.

Letter of Conferral

(36) The Letter of Conferral must specify:

  1. the effective date of conferral (typically the date of retirement or resignation);
  2. that the conferral is ordinarily for life, subject to withdrawal provisions;
  3. the benefits and privileges associated with the title;
  4. the requirement to comply with University policies and codes of conduct;
  5. the conditions under which the title may be withdrawn;
  6. any special conditions applicable to the individual conferral.

(37) The Letter of Conferral must be accepted and signed by the title holder and returned to the People and Culture Division prior to the use of the title.

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Section 5 - Process to Appoint a Vice-Chancellor’s Fellow

(38) Nominations for up to five (5) eminent public figures will be sought by the Government and Community Relations Division.

(39) The following persons may initiate a nomination for a Vice-Chancellor’s Fellow:

  1. the Vice-Chancellor and President;
  2. a Deputy Vice-Chancellor of the University;
  3. the Executive Dean of a Faculty;
  4. a Head of School or Director of Research Institute, with endorsement from the Executive Dean.

(40) All nominations must be treated as strictly confidential. Nominators must not advise the nominee about their nomination.

(41) Each nomination must detail an individual’s actual or anticipated contribution to the University and alignment with the University's strategic objectives.

(42) The nomination for a Vice Chancellor’s Fellow must demonstrate that they are considered to be of national or international eminence and that it would be beneficial for the University to have an association with the nominee.

Approval Process

(43) The Government and Community Relations Division will coordinate all nominations for Vice-Chancellor’s Fellows, including liaising with nominators to obtain relevant information required for assessment and:

  1. review the nomination for completeness;
  2. work with the Brand, Marketing and Communication Division to conduct due diligence checks; and
  3. submit eligible nominations to the Academic Honorary Appointments Committee for consideration at the next suitable meeting.

(44) The Academic Honorary Appointments Committee will assess the nominations and determine which nominations are to be approved.

(45) Following approval, the Government and Community Relations Division will:

  1. notify the nominators, the Brand, Marketing and Communication Division and any relevant Senior Executive staff of the outcome;
  2. prepare and issue a Letter of Appointment to the successful nominees and liaise with relevant divisions to update University records and systems.

(46) If the nomination is unsuccessful, the Government and Community Relations Division will notify the nominator in writing. The nominee must not be informed of the unsuccessful nomination.

(47) Vice-Chancellor’s Fellows will be reported to the University Council.

Letter of Appointment

(48) A Vice-Chancellor’s Fellow will be engaged through a Letter of Appointment that sets out:

  1. details of the appointment;
  2. use of title;
  3. expected activities;
  4. adherence to University policies;
  5. support;
  6. intellectual property;
  7. termination; and
  8. means of acceptance.

(49) Vice-Chancellor’s Fellows will adhere to all relevant policies and procedures of the University, including the staff code of conduct, when engaged in Fellowship activities, including any requirements around workplace induction/training.

Extension of Appointment

(50) The appointment of a Vice-Chancellor's Fellow may be extended beyond a three (3) year term, subject to in-principle agreement between the appointee and the relevant Executive Dean or Research Institute Executive Director/Director.

(51) The process for extending the appointment of a Vice-Chancellor's Fellow for a further period will be the same as the process to appoint.

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Section 6 - Roles and Responsibilities

(52) The Government and Community Relations Division are responsible for maintaining this Procedure and administering the process of appointment for Honorary and Visiting Professors, Emeritus Professors and Vice-Chancellor’s Fellows at the University.

(53) The Academic Honorary Appointments Committee is responsible for appointing Honorary and Visiting Professors, Emeritus Professors, and Vice-Chancellor’s Fellows in accordance with the Academic Honorary Titles Policy and this Procedure.

(54) Executive Deans or Executive Directors/Directors are responsible for recommending the appointment of non-Professor Visiting and Honorary Academics and Visiting Research Associates to the Provost and Deputy Vice Chancellor (Research and Innovation) in accordance with the Delegations of Authority Policy.

(55) The People and Culture Division are responsible for:

  1. administering the process of appointment for non-Professor Honorary and Visiting Academics at the University; and
  2. formalising the appointment of all Honorary and Visiting Academics, Emeritus Professors and Vice-Chancellor’s Fellows at the University.