• Section 1 - Purpose
• Section 2 - Application and Scope
• Section 3 - Study Time 
• Eligibility
• Application for Study Time
• Study Time Allocation
• Study Allowance
• Study Allowance Amount
• Study Allowance Application Process
• Receiving the Allowance
• Section 4 - Roles and Responsibilities
• Section 5 - Definitions

Section 1 - Purpose

(1) This Procedure outlines the study time and study allowance provisions available to assist eligible professional staff who are undertaking approved external or part-time study whilst employed at the University of Wollongong (the University).

Section 2 - Application and Scope

(2) This Procedure applies to:

1. fixed term and continuing professional staff of the University;        
2. processes in relation to the application for study time and allowances for staff completing formal study while undertaking work at the University.

(3) This Procedure does not apply to:

1. casual staff;
2. academic staff;
3. honorary and visiting academics;  

1. staff at campuses of the University outside Australia; and 

1. staff employed by other entities controlled by the University. 

(4) This Procedure supports and should be read in conjunction with the Organisational and Professional Development Procedure.

Section 3 - Study Time 

Eligibility

(5) Study time is available to professional staff who are:

1. employed by the University on a permanent basis; or
2. employed by the University on a fixed term contract and have completed at least 12 months service with a minimum of 12 months remaining; and
   1. are employed full time; or
   2. are employed part time and whose regular working hours are at least 50% of the full time equivalent are eligible to apply for study time.

(6) Study time may be granted for the following types of courses:

1. qualification at certificate level through to doctorate level undertaken through a registered education provider (e.g. University, TAFE, registered training organisation); and/or
2. qualifications resulting in attaining or maintaining professional recognition (e.g. through professional accounting bodies, law societies).

(7) Study time is not an entitlement and is granted subject to the operational needs of the division/unit at the discretion of the Head of Unit.

Application for Study Time

(8) Staff considering making a study time application should discuss their intentions with their Supervisor and document this through the performance planning process.

(9) To apply for study time, the staff member will submit to their Supervisor:

1. the study time application form; and
2. proof of enrolment in the subjects being studied in the relevant academic period.

(10) An application form will be submitted per academic period of study and can be submitted at any time during the year.

(11) Applications received four weeks or more after the start of the relevant academic period will not be granted.

(12) The Supervisor will assess the eligibility and relevance of the course using the criteria outlined below:

1. the number of other staff members applying for study time;
2. the impact that the study time may have on the operations of the unit;
3. the number of prior applications for study time allocated to the staff member;
4. whether the study time will better equip the staff member for their current role at the University;
5. whether the study is a requirement for the staff member to upgrade their existing work-related qualifications; and
6. whether the study will significantly contribute to the staff member’s career development at the University as identified in their performance planner or performance agreement.

(13) The Supervisor will determine whether to support the application.

(14) If supported the Supervisor will forward the application for approval in accordance with the Delegations of Authority Policy.

(15) If not supported, the Supervisor will discuss with the staff member and outline the reasons for not supporting the application.

(16) Once appropriate approvals are received, the Supervisor will submit the application form to the People and Culture Division via the Service Now.

(17) Where an application for study time is not supported, staff may appeal to the Chief People and Culture Officer through the Manager, UOW Academy.

(18) The Chief People and Culture Officer will review the application and/or appeal and determine the outcome. The outcome will be provided to the staff member in writing.

Study Time Allocation

(19) Study time is calculated according to the number of subjects studied in an academic period.

(20) The study time allocation is two hours of study time per subject per week (to a maximum of 2 subjects per academic period i.e. maximum of 4 hours per week) over a period of 13 weeks. This allocation incorporates exam leave.

(21) A 12-month academic period equates to two academic periods for the purposes of this Procedure.

(22) Examples of study time allocation below are based on a full-time position:

(23) For this Procedure, a Doctorate is equivalent to two subjects per semester for a maximum of six years (consistent progress against a doctorate must be shown).

(24) The allocation of study time for eligible part-time staff is reduced in proportion to their regular hours of work.

(25) The maximum study time allocation granted per academic period is 52 hours.

(26) Where the study time allocation is not sufficient to cover all class attendance during work hours, the staff member must make up the time from other sources of approved leave, such as flex leave or annual leave. Study time allocation cannot be taken after the last day of the staff member’s examination and/or final assignment for each subject within an academic period or if the employee withdraws from their studies.

(27) Study time will only be granted to undertake one course of study at a time.

(28) Study time will not be approved for repeated subjects for which study time has previously been allocated.

(29) Staff should arrange for attendance at classes to be outside working hours wherever possible.

(30) Study time is not accruable. Any allocated study time not used during an academic period must be forfeited and not carried over to future academic periods.

Study Allowance

Eligibility

(31) Study allowances are available to full time or part time professional staff:

1. employed by the University on a permanent basis; or
2. employed by the University on a fixed term contract of 5 years or more with at least 3 years of their contract remaining.

(32) Staff who do not satisfy the eligibility criteria may make a special application to the Manager, UOW Academy to be considered for a study allowance.

(33) Study allowances are not available to:

1. staff employed under a cadetship, traineeship or apprenticeship scheme, under which their course of study is already fully or partially funded by the University; or
2. staff who already have a degree level qualification.

(34) Applicants must ensure they satisfy the entry requirements of the nominated course of study before applying for the allowance. It is the staff member’s responsibility to make all enrolment arrangements.

(35) Preference will be given to applicants applying to study at the University of Wollongong rather than at other institutions.

(36) Where a staff member has already commenced a course of study, they may still apply for study allowance.

(37) Successful applicants will need to have demonstrated strong commitment and excellent performance in their position.

Study Allowance Amount

(38) The study allowance available will be:

1. $1,000 (net) per year up to a maximum of 5 years for undergraduate degrees; or
2. 75% of course costs up to a maximum of $1000 (net) per course for certificate 1 to advanced diploma courses.

(39) Proof of course costs and proof of enrolment must be provided before funds will be allocated.

(40) The allowance will be paid through the payroll system in a lump sum at the start of each year of study and will be grossed up to cover the staff member’s tax liability in the pay period the allowance is received. 

(41) Staff can use the allowance for education expenses such as HECS, course fees, textbooks and other resource requirements.

(42) Staff awarded an allowance will need to apply separately for leave to attend lectures and exams via their Supervisor and the study time process.

(43) The study allowance must be reimbursed if the staff member withdraws from their course.

Study Allowance Application Process

(44) Applications will be called for in September each year. The selection committee will meet to finalise decisions by the end of November-mid December.

(45) Staff are required to complete the study allowance professional services staff application form and include:

1. a summary of their work history at the University;
2. relevance of nominated course to applicant’s current role;
3. benefits to the applicant and the University of undertaking this course of study;
4. how the course of study aligns with applicant’s career development priorities (evidenced by a copy of current Performance Planner or Performance Agreement); and
5. a statement of support and approval from the applicant's Supervisor, commenting specifically on all the above criteria, and approval from the relevant Dean/Director.

(46) Late applications will not be considered.

(47) Once an applicant has been awarded study allowance for a particular course of study, there is no need to reapply at the start of each session or year, provided that the candidate continues to submit progress of study and proof of enrolment records to the Talent and Organisational Development (TOD)Team.

Receiving the Allowance

(48) Staff awarded an allowance are expected to undertake a regular pattern of study.

(49) Staff awarded an allowance must provide documentary evidence of successful completion of subjects to TOD at the end of each session of study (within one week of the awarding of results). The Talent and Organisational Development (TOD) Team will monitor candidates under this Procedure.

(50) Staff awarded an allowance must achieve a satisfactory level of academic performance. Failure to make satisfactory progress may result in the study allowance being withdrawn.

(51) Staff awarded an allowance who withdraw from a subject after it has been paid must repay the applicable portion of the allowance.

(52) Staff awarded an allowance who discontinue their course of study or leave their employment at the University will not be required to repay the allowance received for subjects already completed.

(53) If a staff member leaves their employment with the University part way through the year for which they are receiving a study allowance, they will be permitted to retain the allowance paid for the session they are undertaking at the time of leaving the University.

Section 4 - Roles and Responsibilities

(54) Supervisors are responsible for:

1. assessing their staff members eligibility for study time and allowance application against the specified criteria; and
2. providing relevance of study time and allowance application to the Head of Unit and Executive Dean/Director with the first application for a qualification.

(55) Supervisors and staff are responsible for:

1. discussing and documenting the study as part of the staff member’s performance planner/agreement;
2. calculating the study time allocation (as outlined above and on the application form); and
3. negotiating when the study time allocation will be used e.g. weekly or in blocks of full or half days or a combination of these (keeping in mind the choice of study time usage pattern must be in keeping with the operational requirements of the staff member’s workplace and must be supported by the employee’s Head of Unit).

(56) Staff are responsible for:

1. informing their Supervisor and the People and Culture Division if they withdraw from any subject; and
2. using their study time allocation to cover any absences for class attendance occurring within core or standard / rostered working hours.
3. keeping Talent and Organisational Development (TOD) informed of their academic progress.

(57) The People and Culture Division is responsible for:

1. notifying the staff member and Supervisor that the study time allocation has been processed;
2. identifying any errors in the study time allocation shown on the application form;
3. adding the allocation to the employee’s timekeeping record (where applicable); and
4. removing unused study time allocation from the employee’s time keeping record once the academic period is complete;
5. coordinating the nomination process and administration of the allowance.

Section 5 - Definitions