• Section 1 - Purpose
• Section 2 - Application and Scope
• Section 3 - Principles
• Section 4 - Applications and Criteria
• Section 5 - Selection Process
• Section 6 - Funding and Reimbursement of Fees
• Section 7 - Leaving the Program or the University
• Section 8 - Conflict of Interest
• Section 9 - Roles and Responsibilities
• Section 10 - Definitions
• Section 11 - Appendix A
• Fringe Benefits Tax Information provided by the University of Wollongong’s Financial Services
• Substantiation Requirements
• Appendix B
• Sample Otherwise Deductible Declaration

Section 1 - Purpose

(1) This Procedure provides guidance for staff on the application process related to the Postgraduate Sponsorship Program at the University of the Wollongong (the University).

Section 2 - Application and Scope

(2) This Procedure applies to: 

1. permanent academic and professional staff; 
2. staff on a contract of five (5) years or more and in the early stages of this contract (one (1) to two (2) years since commencement); and 

(3) This Procedure does not apply to: 

1. temporary or casual staff;
2. honorary and visiting academics;
3. staff at campuses of the University outside Australia; and 
4. staff employed by other entities controlled by the University. 

(4) This Procedure supports and should be read in conjunction with the Employment Life Cycle Policy.

Section 3 - Principles

(5) The Postgraduate Sponsorship Program supports the University’s Strategic Plan 2020 - 2025 by fostering a culture that develops staff, supports career pathways and optimises staff professional aspirations to encourages the highest quality standards.

(6) The Postgraduate Sponsorship Program provides staff the opportunity to apply for sponsorship to undertake a graduate certificate, graduate diploma or master’s program at the University. 

Section 4 - Applications and Criteria

(7) Applicants must satisfy the criteria of this Procedure and must meet the entry requirements of the degree to be undertaken.

(8) Applications for the program will be called for towards the end of each year via Universe.

(9) The number of approved places available per year is 10, however this will be dependent on the number and quality of applicants each year.

(10) To apply, applicants must complete the Postgraduate Sponsorship Application Form, which includes:

1. a summary of work history over the past four (4) years, as well as educational qualifications;
2. addressing the following selection criteria:
   1. relevance of nominated qualifications to their current role;
   2. the benefits to them and the University of undertaking postgraduate study;
   3. how the qualification aligns with their career development priorities.
3. a statement of support and approval from the applicant's Supervisor and Executive Dean or Director/ the following supporting documentation:
   1. recent records relating to performance and career development; and
   2. academic transcript or enrolment record if the applicant has already commenced studying.

(11) To ensure no fringe benefits tax (FBT) liability for the University, applicants must be able to satisfy the “Otherwise Deductible Declaration” section of the application form stating that participating in this sponsorship program has immediate relevance to their current employment (see Appendix A).

(12) Applications will be considered by a selection committee comprising of the:

1. Chief People and Culture Officer;
2. Director, Culture, Capability and Belonging; and
3. Faculty Executive Manager or Director.

(13) If a successful applicant changes roles (e.g. promotion, secondment, or transfer), discussions between the applicant, current and future Supervisors should occur to address study arrangements. These discussions should take place before the role change to ensure a smooth transition and support success.

(14) Staff who are studying part time are expected to undertake a regular pattern of study and take no longer than four (4) years to complete their degree. If there is any difficulty in completing within the required time frame, the staff member must contact the Director, Culture, Capability and Belonging.

(15) Successful applicants are expected to begin their studies as soon as possible, typically within 12 months of approval. If exceptional circumstances prevent commencement within this period, further support and approval from the applicant’s Supervisor, Executive Dean, or Director must be obtained. Applications not commenced within 12 months will lapse, requiring reapplication in the next intake.

(16) Professional staff may be eligible to apply for study time through the Study Time and Allowance Procedure.

Section 5 - Selection Process

(17) The Selection Committee will be comprised of the Chief People and Culture Officer, Director, Culture, Capability and Belonging, and a Faculty Executive Manager representative (or nominated representatives). In selecting participants, a reasonable balance of gender will be sought, subject to the applications and their fit with the selection criteria.

(18) Exceptional circumstances cases (see clause 11) will be reviewed by the Chief People and Culture Officer before being considered by the Selection Committee.

Section 6 - Funding and Reimbursement of Fees

(19) The Postgraduate Sponsorship Program provides successful applicants with financial support covering 50% of the course fees for the qualification within two (2) months of receiving their results. This is paid through reimbursement and only for subjects receiving a passing grade or higher.

(20) The staff member will be responsible for making all enrolment arrangements for their chosen course.

(21) Funding does not extend to ancillary course costs such as Student Services and Administration Fees (SSAF), textbooks, stationery, travel costs or the costs of graduation.

(22) Consideration will be given to staff with exceptional circumstances who feel they are financially disadvantaged to apply for all or part of their fees to be waived. Approval of these cases must be granted by the Chief People and Culture Officer, Chief Financial Officer and Vice-President Operations.

(23) Staff must provide the following documentation to the Talent and Organisational Development Officer to apply for reimbursement:

1. a copy of their results;
2. a copy of their fee statement;
3. a copy of the Postgraduate Sponsorship Program approval letter.

(24) For applicants who have received a successful fee waiver, fee payments will be made to the individual before census date for each semester.

Section 7 - Leaving the Program or the University

(25) Staff who withdraw from the Postgraduate Sponsorship Program whilst employed at the University, who are partway to completion of their qualifications, will be permitted to complete the subject/s they are undertaking at the time. They may be eligible to downgrade and apply for completion for the Graduate Certificate or Graduate Diploma qualifications, where applicable and subject to meeting the course requirements.

(26) Staff who leave the University whilst studying or within 12 months of completing their degree, will be required to pay back any fees covered by the University. The end of limited term contracts is exempt from this requirement.

(27) Hardship considerations can be submitted via email to the Chief People and Culture Officer, for consideration in consultation with the Chief Financial Officer and Vice-President Operations. 

(28) The Chief People and Culture Officer will consider and reply to any hardship considerations within 14 days of the application being made or before the staff member's termination date, whichever occurs first.

Section 8 - Conflict of Interest

(29) Should the holder of the sponsorship be involved in the preparation of school examinations or assessment for a subject they are undertaking, the staff member must advise their Supervisor in writing of the conflict of interest and have no part in processing the preparation for assessment or examinations for that subject. Failure to advise the relevant staff member of the conflict of interest may result in the Sponsorship being cancelled.

Section 9 - Roles and Responsibilities

(30) Supervisors are to:

1. provide a statement of support and approval to applicants;
2. ensure that the applicant has the appropriate study time.

(31) Staff are to:

1. provide the Talent and Organisational Development Team with a copy of their result, a copy of their fee statement, and a copy of the Postgraduate Sponsorship Program approval letter.
2. maintain a satisfactory level of academic performance.

Section 10 - Definitions

Section 11 - Appendix A

Fringe Benefits Tax Information provided by the University of Wollongong’s Financial Services

(32) This program offers several professional and academic staff the opportunity to undertake some study in a postgraduate course with reduced fees; each year has potential Fringe Benefits Tax (FBT) implications. Under current legislation and in the circumstances set out in the selection criteria, however, it will be possible for the taxable value of the fringe benefit to be reduced to nil. This assessment is based on the “Otherwise Deductible” rule. In these cases, no liability for FBT will be incurred by the University.

Substantiation Requirements

(33) The use of the 'Otherwise Deductible' rule to reduce the taxable value of fringe benefits must be supported by certain documentation. This documentation is required to substantiate the extent to which the purchase price of the residual benefit would have been 'otherwise deductible' to the staff member. The documentation must be obtained from the staff member prior to lodging the relevant FBT return.

(34) A sample declaration is shown in Appendix B. As part of the 'Otherwise Deductible Declaration', staff are required to provide sufficient information to demonstrate the extent to which the benefit was used for the purposes of earning their assessable income. To allow staff to make this declaration and thus reduce the taxable value of the benefit, the postgraduate course must be relevant to the staff member's current employment or future workforce needs. Additionally, staff will be required to declare, had they paid for the services, the percentage entitlement they would have been entitled to claim as an income tax deduction. For any staff not eligible to claim a 100% deduction, the University will be liable for FBT, hence these staff will not be considered for admission into the Sponsorship Program at that time.

(35) If the University is to minimise liability for FBT, it is essential that one of the criteria for selection of staff be that they are at, or nearing, managerial levels of responsibility. Through targeting staff at the managerial level, it is expected that the studies would be seen as 100% relevant to their employment, and they would ordinarily be entitled to an income tax deduction for the full expense. This 100% deduction in turn reduces the University's FBT liability to nil.

Appendix B

Sample Otherwise Deductible Declaration