• Section 1 - Purpose of Policy
• Section 2 - Application and Scope
• Section 3 - Objectives
• Section 4 - Use of Special Studies Program Leave
• Section 5 - Eligibility
• Section 6 - Length of Special Studies Program Leave
• Section 7 - Financial support
• Section 8 - Recognition of Previous Service
• Section 9 - Applications for Special Studies Programs
• Section 10 - Approval of a Special Studies Program Leave Application
• Section 11 - Approval of Financial Assistance
• Section 12 - Appeals
• Section 13 - Taking Other Leave in Association with Special Studies Program Leave
• Section 14 - Special Studies Program Leave Payments
• Salary
• Financial Assistance
• Other
• Section 15 - Return from Special Studies Program Leave
• Section 16 - Roles and Responsibilities
• Section 17 - Definitions

Section 1 - Purpose of Policy

(1) The purpose of this Policy is to outline the principles and processes relating to applications for, and approval of, academic Special Studies Program leave at the University of Wollongong. The Special Studies Program is highly valued for the benefit it provides to the University and its academic staff.

(2) Academic staff members are eligible to apply for Special Studies Program leave in accordance with this Policy, to release them from regular duties to pursue key areas of academic activity and thereby enhance their contribution to their organisational unit and the University.

Section 2 - Application and Scope

(3) This Policy applies to academic staff at the University of Wollongong and governs Special Studies Program leave.

(4) This Policy does not apply to other forms of research or conference leave of less than four (4) weeks duration. The Academic Research and Development Leave Guideline covers other forms of short-term leave.

(5) Eligibility for Special Studies Program leave is outlined in section 5 of this Policy.

Section 3 - Objectives

(6) The University provides Special Studies Program leave to enhance a staff member's academic performance and standing, and thereby contribute to the standing of the University.

(7) Special Studies Program leave should further a program of research, research translation and/or knowledge exchange, teaching, professional or management development.

(8) Any period of Special Studies Program leave must be a part of the staff member's agreed career development record and address the medium to long-term agreed goals.

(9) Any application for Special Studies Program leave must align with organisational and faculty strategic objectives and must demonstrate potential for high quality outcomes.

Section 4 - Use of Special Studies Program Leave

(10) Special Studies Programs can be used only in a manner that is consistent with the objectives set out above.

(11) Without limiting the uses which may be made of a Special Studies Program, Special Studies Programs may be used to pursue one (1) or more of the following activities:

1. engaging in individual or collaborative research or scholarship that will lead to the enhancement of the individual and the University's research profile;
2. undertaking major scholarly work, e.g. writing for publication, preparation for an exhibition or performance;
3. investigating and developing innovative ways to enhance the quality of undergraduate and postgraduate teaching and student learning;
4. the collection of research materials, e.g. specimens for scientific research or items of information from archives and elsewhere for later evaluation;
5. special investigations undertaken at the request of the University;
6. professional development relevant to their discipline;
7. collaboration with industry and/or government bodies for the purpose of developing ongoing partnerships that will benefit all parties; or
8. engaging in other programs deemed relevant by the Vice-Chancellor and President or Deputy Vice-Chancellors.

(12) Special Studies Programs must be discussed, planned and formally recorded in the staff member’s career development plan in the year prior to an application being submitted.

(13) Appropriate activities that support Deputy Vice-Chancellor portfolios and wider University interests may be considered as complementary activities that can be included in the Special Studies Program proposal. Any activities, such as representation of UOW at international events, should be discussed, agreed in advance and specified in the Special Studies Program proposal.

(14) Special Studies Programs may be taken in overseas locations, within Australia or a combination of both. Applicants will need to show that the proposed locations/ environments for their programs are those best suited to the work to be carried out.

Section 5 - Eligibility

(15) Special Studies Program leave is not an automatic entitlement and the approval process is merit based. Applications will be considered on the merit of the project proposed, the capacity of the staff member to fulfil the aims of the project, outcomes from any previous Special Studies Program/Sabbatical and the relevance of the project to School/Institute/Faculty/University needs.

(16) Approval of any period of Special Studies Program leave is discretionary and conditional on the quality of the proposal submitted (see clause 44). The provision of Special Studies Programs is a significant investment by the University in its staff and must therefore be used for purposes that are congruent with the University’s financial commitment. The number of applications approved each year may be impacted by staffing and budgetary constraints.

(17) Academics will be eligible to apply for up to six (6) months Special Studies Program leave after three (3) years’ service or three (3) years’ after the completion of a previous Special Studies Program (pro rata for part-time staff members).

(18) Members of the academic staff holding an appointment at Levels A-E with a full time equivalence of 50% or more and a single contract of three (3) years or longer, or successive contracts totalling three (3) years or longer, may be eligible to apply for Special Studies Program leave.

(19) Staff employed against external funds (e.g. a research grant) may be eligible, but only if the funding body and the University so determine and only under such conditions as may be deemed appropriate.

(20) Research focused academics at Level B or above where, the Chief Investigator (or the Executive Dean or Institute Director of the staff member concerned is the Chief Investigator) is of the view that such a period of Special Studies Program will benefit the research program and not prejudice its timely completion; and the necessary resources are available to support the program; and the rules of any relevant granting agency permit such leave to be taken during the duration of the grant will be eligible to apply for Special Studies Program leave.

(21) Academic staff appointed under a contract that provides for a program, in which case the relevant conditions of that contract apply, are eligible to apply for a Special Studies Program.

Section 6 - Length of Special Studies Program Leave

(22) Special Studies Program leave may be taken on a pro rata basis.

(23) Senior Deputy Vice-Chancellor (Innovation, Enterprise and External Relations) (SDVC) approval is required for Special Studies Programs that are intended to be longer than six (6) months.

(24) For the purpose of calculating Special Studies Program leave, eligible service does not include absences on leave without pay.

Section 7 - Financial support

(25) Financial support for Special Studies Programs is provided by faculty and is capped at an amount that will be reviewed and published annually. Financial support will only exceed the capped amount in exceptional circumstances and with approval from the SDVC.

(26) Staff members applying for Special Studies Program leave should quantify the financial assistance required to cover costs such as accommodation, travel and other expenses.

(27) Financial assistance may be provided for the staff member’s family member/s if the applicant has carer responsibilities and if the Special Studies Program proposal infers significant disruption and impact on the staff member’s family.

(28) Staff members are required to include a finance unit statement of consultancy or other funds available to the staff member that could reasonably be used to support the Special Studies Program.

(29) Staff members will be required to specify on the application form if they intend to undertake secondary employment or use alternative income sources. Staff members engaged in secondary employment must adhere to the Secondary Employment Policy and declare any conflict of interest.

Section 8 - Recognition of Previous Service

(30) Service in another university in Australia may count towards length of service for Special Studies Program eligibility at the University of Wollongong, provided:

1. the service immediately preceded appointment to the University of Wollongong;
2. the service in the other University carried eligibility for Special Studies Program leave at that University;
3. any credit so given does not exceed six (6) months’ Special Studies Program leave; and
4. Special Studies Program leave is not taken within 18 months of taking up appointment at the University of Wollongong.

(31) Service in an institution other than a University in Australia may count towards length of service for Special Studies Program eligibility at the University of Wollongong, subject to the provisions as in sub-clause 30(a) above.

(32) Where a previous appointment was held on a fractional basis, any eligibility that would attach to a full time appointment at that level will be calculated on a pro-rata basis.

Section 9 - Applications for Special Studies Programs

(33) The Head of Academic Unit will provide to Executive Deans and Deputy Deans a three (3) – five (5) year plan of possible future Special Studies Programs on an annual basis.

(34) Prior to a Special Studies Program application being reviewed by the Approving Committee, staff members must seek Head of School or Head of Unit endorsement. The onus is upon the applicant to show that significant benefits will accrue to the University through the enhancement of the individual’s contributions to key areas of academic activity and to provide well supported arguments to substantiate their application. A committee comprising the Deputy Dean (Research), Deputy Deans (Growth and Global), Deputy Dean (Education) and Associate Dean Equity Diversity and Inclusion in the relevant faculty (Approving Committee) will be responsible for assessing applications for Special Studies Programs, including consideration of financial support, and making recommendations to the relevant Executive Dean for approval.

(35) Applications for Special Studies Programs shall be submitted on the approved application form through the committee for forwarding to the People and Culture Division for processing purposes once approved by the Executive Dean.

(36) The grant of Special Studies Program leave is at all times subject to the convenience of the staff member's academic unit. Before a period of leave is granted to a staff member, it is necessary that:

1. Special Studies Program leave is part of the staff member's career development plan and has been agreed in advance and formally recorded as part of the annual career development interview and report, and, in the schedule of planned Special Studies Programs referred to in clause 33;
2. Special Studies Program leave has been recommended by the staff member's Head of Academic Unit;
3. the staff member, in collaboration with the Head of Academic Unit, Discipline Leader and colleagues, has identified workload management solutions and satisfied the Head of Academic Unit and the Approving Committee that the teaching program of the unit, including service teaching to other academic units, can be adequately maintained with existing staffing resources during the absence of the staff member;
4. the staff member has satisfied the Head of Academic Unit that the staff member's responsibility for the conduct of examinations has been discharged;
5. the staff member has satisfied the Head of Academic Unit that supervision of any honours and/or postgraduate students under the supervision of the staff member will be maintained while the staff member is on leave, or, appropriate alternative arrangements have been discussed, planned and agreed, including consultation with affected students;
6. the staff member has satisfied the Head of Academic Unit and the Approving Committee that the proposal is aligned with Faculty strategy and has potential to achieve the planned outcomes; and
7. the proposed Special Studies Program has been approved by the Executive Dean following assessment by the Approving Committee.

(37) In relation to the dates of a proposed period of a Special Studies Program, applications must satisfy the following:

1. Special Studies Programs will not normally commence before the end of Spring or Autumn session or until examination committee meetings are concluded, unless specifically agreed by the Head of Unit;
2. Special Studies Programs will normally be timed to coincide with and be contained within whole teaching sessions. Absences that would involve an absence in both spring and autumn sessions or would partially impact on a session will not normally be approved unless the timing is well-justified, e.g. to align with scheduling at the host institution; and
3. return must occur at least two (2) weeks prior to the commencement of Spring or Autumn session unless otherwise specifically approved.

(38) The costs of the Special Studies Program must be set out in detail and show the amount of financial assistance sought and the purposes for which the funding will be used, including a quote setting out fares and related expenses. Applications that do not include a specific budget will not be accepted.

(39) The application must disclose all additional income or payments which may accrue to the staff member as a result of the Special Studies Program and include a declaration that such disclosures have accurately and truthfully been made. The University may grant Special Studies Program leave as Special Studies Program leave without pay and/or reduce the financial assistance provided where alternative income is accrued during the period of leave.

(40) During periods of Special Studies Program leave undertaken away from University of Wollongong, the staff member’s office or work station may be reallocated to another staff member for the period of the leave.

(41) Any significant variation in a proposed or approved Special Studies Program should be submitted through the supervisor/s to the Approving Committee for approval.

(42) The timetable for Special Studies Program leave applications is as follows:

1. for a major period of Special Studies Program leave to commence prior to or be taken during Autumn Session, approved applications should reach People and Culture Division between 1 and 31 August;
2. for a major period of Special Studies Program leave to commence prior to or be taken during Spring Session, approved applications should reach People and Culture Division between 1 and 28 February;
3. applications should be for a minimum period of four (4) weeks’ Special Programs leave but longer whole-semester periods of leave are encouraged to obtain the maximum potential from the proposal;
4. shorter periods of research, conference or development leave (less than four (4) weeks) should be addressed via other means as outlined in the Academic Research and Development Leave Guideline. Such applications may be submitted with as much notice as possible, but require a minimum of two (2) weeks’ notice to People and Culture Division; and
5. final confirmation of approval (or provisional approval) should be available within two (2) weeks of submission to People and Culture Division, provided that all documentation is in order.

Section 10 - Approval of a Special Studies Program Leave Application

(43) Special Studies Program leave may be approved as a period of leave with or without pay or on a pro-rata basis. In making a determination on this issue, the Approving Committee will consider any alternative payments that will be made to the staff member and that are associated with the Special Studies Program leave.

(44) In making decisions on Special Studies Program applications, the Approving Committee shall take into account the following:

1. all conditions specified in this document;
2. the staff member's career plans, specifically as set out in the staff member's annual career development review;
3. the nature and quality of forecast outcomes and deliverables of the program proposed;
4. the staff member's record in teaching, research, publications and other scholarly activity;
5. the strength of the proposal in relation to Faculty and organisational strategic objectives, capacity to build research capability and deliver impactful outcomes;
6. where relevant, the demonstrated achievement of deliverables from previous periods of Special Studies Program leave;
7. the acceptability of the program and/or the staff member to other institutions with whom applications for visitation rights may need to be established and confirmed in writing;
8. the teaching workload of the staff member's academic unit and the need to maintain academic programs;
9. the adequacy of the arrangements made to ensure continued supervision of honours and/or postgraduate students under the supervision of the staff member;
10. how recently Special Studies Program leave was last taken by the staff member, and the duration of that leave;
11. where relevant, the staff member's record of activity related to the purpose of the last period of Special Studies Program leave taken;
12. submission and acceptance of the last Special Studies Program leave report and delivery of a verbal presentation of the Special Studies Program leave experience;
13. government guidelines as varied from time to time; and
14. the potential for the staff member undertaking Special Studies Programs to support complementary activities of other portfolios, e.g. meetings with international collaborators, attendance at international higher education sector events, recruitment and careers fairs, and similar activities.

(45) In making decisions on Special Studies Program applications, the Approving Committee shall not take into account any condition that is not directly relevant to the application and is outside the provisions of this Policy.

(46) The comments and recommendations of the Head of School or Head of Unit will be considered by the Approving Committee.

(47) As a general rule, an application for a Special Studies Program will not normally be approved within three (3) years of the return from a previous period of Special Studies Program leave.

Section 11 - Approval of Financial Assistance

(48) Financial assistance, as detailed and costed in the Special Studies Program application, will be assessed by the Approving Committee for approval by the Executive Dean.

(49) The Approving Committee may recommend that not all costs be borne by the University, in which case staff must bear the excess costs. If there are costs to be borne by a staff member’s personal finances, this should be a consultative process to allow modification of the proposed program of work if needed.

(50) The Approving Committee may recommend financial assistance less than the amount requested where the actual cost of the fares for the most direct journey to the host destination/s and other costs, such as accommodation, are less than the financial assistance for which the staff member has applied.

(51) Travel costs may include travel costs of the staff member, their partner and dependent children. It may also include the costs of travel of dependants other than their partner and dependent children, where the Approving Committee believes that these should be taken into account.

(52) The travel costs of any person who is eligible for Special Studies Program leave assistance from another University are not eligible for financial assistance under this Policy.

Section 12 - Appeals

(53) Where a staff member disagrees with the recommendation of the Approving Committee, they may ask the Executive Dean of the relevant faculty the staff member is employed in to review the matter. The decision of the Executive Dean taken after consultation with the staff member and the Head of School, will be final.

Section 13 - Taking Other Leave in Association with Special Studies Program Leave

(54) A staff member will normally take a proportionate amount of their annual leave and may also take long service leave or leave without pay in association with Special Studies Program leave in accordance with University policy on the taking of such leave. For example, during a period of six (6) months’ Special Studies Program the staff member would be required to take two (2) weeks’ annual leave.

(55) Where a staff member has excess annual leave, he or she may be required to address any excess prior to undertaking Special Studies Program leave.

(56) A period of Special Studies Program leave is regarded as being ‘on duty’. A staff member who is not undertaking direct aspects of their Special Studies Program on any working day, or not undertaking travel immediately before or after Special Studies Program activity, is expected to account for those days by way of annual leave or long service leave. This means that those days that are not associated with the Special Studies Program must be accounted for by other forms of leave.

(57) Annual leave and long service leave that is taken in conjunction with Special Studies Program leave either prior to, during or following a period of Special Studies Program leave must be noted on the Special Studies Program application form and will be booked in the University’s leave management system by the Payroll Officer and will be visible via Web Kiosk.

Section 14 - Special Studies Program Leave Payments

Salary

(58) Salary will be paid fortnightly at the normal rate of pay during the entire period of Special Studies Program leave unless a strong case can be made for an alternative arrangement.

Financial Assistance

(59) Once the Special Studies Program proposal has been approved, travel and accommodation bookings should be made using the University’s travel management system and preferred supplier, Campus Travel.

(60) Refer to the Travel and Entertainment Policy.

(61) Reimbursement of eligible expenses incurred during the period of Special Studies Program leave, up to the capped amount, will be made in accordance with the Purchasing and Procurement Policy and the Corporate Credit Card Policy.

(62) Staff members are advised to apprise themselves of these policies prior to incurring any expenses as ineligible expenses will not be reimbursed.

(63) Payments may be made directly to a supplier for travel and accommodation, in line with the Travel and Entertainment Policy. Requests for payment must state that the purchase is part of an application for Special Studies Program leave and be forwarded to the relevant Payroll Officer.

(64) On return from Special Studies Program leave, documentary evidence to support expenses incurred must be provided to the full value of any advance amount. Where such evidence is not provided, repayment must be made, by salary deduction, within the ensuing six (6) month period. If there are any extenuating circumstances that prevent such repayment, a case must be made to the Executive Dean.

Other

(65) Allowances such as those paid to Head of Unit, Deputy Deans and Head of Students will be ceased during periods of Special Studies Program leave.

Section 15 - Return from Special Studies Program Leave

(66) A staff member shall, on making an application for a Special Studies Program, enter into a written undertaking to return to the University at the end of the leave to resume duty for a period of service equal to the duration of the Special Studies Program leave and, in the event of failure to return to the University at the end of the leave, to refund to the University any amounts paid as financial assistance to support the Special Studies Program. A staff member who returns to the University but remains for less than the required period of service will be required to make a pro rata refund of the financial assistance received.

(67) These conditions will also apply to any supplementary grants paid from Faculty funds.

(68) Within six (6) weeks of return from Special Studies Program leave, a staff member is required to submit a report through the Head of Academic Unit to the Approving Committee. The Committee will provide an evaluation of outcomes against stated goals, comment on the report and make a recommendation on whether it should be accepted or returned to the staff member for revision. The report should specify:

1. the date of departure and return;
2. a summary of the Special Studies Program experience;
3. the outcomes achieved against stated goals;
4. institutions visited; and
5. valuable contacts made, and any other appropriate information.

(69) The report must be written in a way that makes clear to the non-specialist (e.g. a lay member of Council) the nature and value of work done and, in particular, its value to the staff member and the University.

(70) Within three (3) months of return from Special Studies Program leave, a staff member is also required to deliver a 30-minute verbal presentation on the Special Studies Program experience and the outcomes achieved or forecast to be achieved. Relevant peers, students, colleagues and the Senior Executive will be invited to attend the presentation with at least four (4) weeks’ notice.

(71) An application for Special Studies Program leave will not be approved if a report on an earlier period of Special Studies Program leave has not been submitted and accepted.

(72) Annual career development interviews should include discussion of Special Studies Programs, including:

1. possible future Special Studies Programs; and
2. how to maximise the benefit of previous Special Studies Programs for the individual and the University. 

(73) Academic Senate will receive informational reporting on Special Studies Programs recently approved and completed.

Section 16 - Roles and Responsibilities

(74) Roles and responsibilities are as detailed in this Policy.

Section 17 - Definitions