Professional Development Program (PDP) Procedures
1. Planning and preparing to apply for PDP
i) Performance Planning and Review (PPR) plays a central and crucial role in planning and preparing to apply for the Professional Development Program (PDP).
ii) Prospective applicants are required to discuss their intention to apply for PDP with their PPR supervisor during PPR, and with their Cost Centre Manager, before preparing an application as PDP is both a significant investment in a staff member’s development and a way of rewarding performance.
2. The call for applications
i) The Director, Human Resources calls for applications, normally in the latter part of each year.
ii) Human Resources conducts information sessions for prospective applicants soon after the call for applications has been made.
3. Preparing an application
i) PDP is awarded on merit. Applicants are responsible for providing clear and detailed information about their proposed PDP in order for the PDP Committee to be able to make a reasonable judgement whether or not the application meets the merit criteria for PDP.
ii) The criteria defining merit are:
- the applicant’s performance warrants a significant investment in development
- the proposed program is relevant to the applicant’s current position and has specific and measurable goals which are adequate and achievable
- the proposed program will contribute significantly to the applicant’s professional and career development
- the proposed program will contribute to the achievement of the University’s and the Cost Centre’s goals and priorities
- the location of the proposed program is appropriate for, and relevant to, the proposed aims and activities and there is evidence of support from the relevant highest authority at that location/s (To further enhance linkages, taking PDP at partner universities is encouraged)
- the applicant’s workload can be managed effectively in their absence, including supervision of honours and higher degrees by research students
iii) The Application Form
- An application form is available to assist applicants to address the merit criteria.
- The form also requires the applicant to sign a statement of authenticity relating to the content of the application and an undertaking to resume full normal duties in the University on completion of the approved PDP and continue in those duties for a time not less than the period of absence.
iv) Support by the Cost Centre Manager
- Applications must be submitted to, and endorsed by, the Cost Centre Manager.
- As PDP is both a significant investment in the staff member’s development and a way of rewarding performance, the Cost Centre Manager needs to consider these factors when considering whether or not to endorse an application. If there are any concerns about performance, a staff member should be advised at the time they are identified, and an application for PDP should not be approved.
- Where a number of applications is received within a Cost Centre, the Cost Centre Manager is required to comment on the priority ranking of the applications and the capacity to cover concurrent absences of staff while they participate in PDP.
- Where the Cost Centre Manager does not rank an application highly or does not support an application, the applicant may provide a written response to the Cost Centre Manager’s statement and attach this and any subsequent correspondence to the application.
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4. PDP Committees
i) Two PDP Committees (T and R and APT) are appointed by the Vice-Chancellor for a term of two years and have the following membership:
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T and R Committee |
APT Committee |
- Deputy Vice-Chancellor or nominee, Chairperson
- Deans of Faculties or nominees
- One staff member of each Faculty elected by T and R staff of that Faculty
- Nominee of the NTEU who is a T and R staff member and
- Director, HR or nominee as secretary
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- Deputy Vice-Chancellor or nominee, Chairperson
- A senior staff member nominated by the Deputy Vice-Chancellor
- One APT staff member elected by APT staff members
- Nominee of the NTEU who is an APT staff member and
- Director, HR or nominee as secretary.
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ii) Human Resources coordinates the election of T and R and APT staff representatives.
iii) Deliberations of the Committees, including the content of applications, are confidential to those involved in the PDP process. This does not, however, preclude the Chairperson from giving feedback to an unsuccessful applicant at their request.
iv) On behalf of the Committee, the Chair of the PDP Committees makes recommendations to the Vice-Chancellor.
v) The Vice-Chancellor can approve or not approve any recommendation to approve a PDP.
5. Notification
i) The Chair of the Committee advises each applicant in writing whether or not their application has been successful. A copy of the advice is also sent to the relevant Cost Centre Manager.
ii) For successful applicants, a letter of offer which outlines the details, terms and conditions and financial assistance of the approved PDP is provided. A response to accept the terms and conditions is required.
iii) If a successful applicant is a member of a University Standing Committee, for example, University Council or Academic Board, they are required to apply for a leave of absence from the Committee for the duration of their PDP.
6. Funding
i) Successful applicants continue to be paid their current salary throughout the PDP, except where substantial outside remuneration is received. The salary costs are met by the Cost Centre.
ii) The relevant Cost Centre also meets the costs of replacement salaries and any other associated staff replacement costs that arise during the absence of the successful applicant. Other costs not associated with travel or living expenses, for example consumables required to undertake research activities as part of the approved PDP, are also met by the Cost Centre.
iii) Attendance at conferences during PDP is normally paid for by the Cost Centre. Where the applicant can demonstrate that such attendance is integral to achieving the outcomes of the PDP, the Committee can recommend conference costs be paid from the central PDP fund.
iv) In particular circumstances, financial assistance, which comprises two components – Cost of Living Supplement and Travel Expenses – can be recommended by the Committee to support the PDP.
v) Financial assistance is paid from a central PDP fund allocated each year in the budget process.
vi) Where the number of applications received exceeds the funds available, recommendations are ranked by the Committee based on the quality of the proposals and how well they meet the University’s strategic objectives and/or the capacity for the PDP to be deferred.
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7. Outside employment
i) Outside employment, including consultancy, teaching, private practice and related outside work, may be undertaken whilst on PDP. In accordance with the University’s Consultancy and Outside Work Policy, prior written approval for outside employment must be received from the Deputy Vice-Chancellor and submitted with the application. Any modest external earnings made during approved unpaid leave will not impact upon payment of the USC salary.
ii) Where substantial outside remuneration is derived from paid outside employment during PDP, the University reserves the right to pay less than the full salary during the period of PDP or part thereof. This applies where such remuneration might be expected to exceed twenty-five percent of normal salary.
iii) When applying for PDP, a staff member should ensure that all projected expenses and outside earnings connected with the period of PDP have been disclosed. This should include additional income, including grants or project allowances from sources within or outside of the University. Personal earnings (eg rental of property or shares) unconnected with the staff member’s employment with the University do not require disclosure.
iv) If the projected income increases during PDP, the staff member must advise their Cost Centre Manager who will make a recommendation on appropriate action to the Deputy Vice-Chancellor.
8. Financial assistance
i) PDP undertaken on the Sunshine Coast or in the Brisbane metropolitan area does not receive either component of financial assistance.
ii) PDP undertaken in other locations may receive financial assistance comprising:
- travel expenses, and
- cost of living supplement of up to A$650 per month to cover significant differences between the staff member’s personal costs while on leave compared with those incurred when not on leave
iii) When the location of PDP is overseas, a participant can request that ten percent of their salary be paid in advance, with the remainder being paid as salary at ninety percent of the normal fortnightly rate during PDP. The ten percent advance on salary for overseas PDP is paid through payroll within the month prior to commencement of PDP and the balance is paid fortnightly throughout the period of PDP.
iv) Travel
- Economy class travel is provided to PDP participants.
- Travel arrangements must be made through the University’s corporate travel service provider via the usual channels within the Cost Centre. Where surface travel is used instead of air travel, the total cost should amount to no more than the least cost of an available economy class fare.
- Reasonable expenses for airport transfers, obligatory inoculations and costs associated with required visas may be reimbursed from the central PDP fund through the reporting and reconciliation process upon return from PDP.
- The University’s travel insurance covers USC staff for up to 9 months during all activities reasonably associated with the approved PDP application, while travelling within Australia (on PDP business more than 30 kilometres from the campus [but not to and from work]) and overseas.
- There are other specific limits that apply to this cover so Financial Services must be contacted to discuss these. Financial Services issue travel insurance documentation.
v) University staff are covered for Worker’s Compensation and compensation is payable as if the injury were sustained in Queensland, if:
- an injury is sustained by a worker in another state or country in circumstances that, had the injury been sustained in Queensland, compensation would have been payable, and
- at the time of the injury, the worker’s principal place of employment was in Queensland.
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9. Variations
i) A staff member must advise their Cost Centre Manager of any changes to an approved application. Approval of changes which affect the objectives, purpose, budget and/or outcomes must be sought, in writing, from the Deputy Vice-Chancellor, via the Cost Centre Manager. Failure to submit this advice can result in cancellation of approval.
ii) A staff member who becomes sick or injured during PDP must notify their Cost Centre Manager at the earliest possible time and provide a medical certificate for any periods of absence for three days or longer.
iii) In exceptional circumstances, the Deputy Vice-Chancellor has the right to require that a staff member on PDP return to their duties at the University.
iv) If a staff member fails to fulfil the approved PDP and does not advise their Cost Centre Manager and the Deputy Vice-Chancellor until after their return from PDP, disciplinary action can be taken.
10. Resignation
The University requires that a participating staff member returns from PDP and remains with the University for a period not less than the period of PDP. In the event of resignation during PDP, the University can request the staff member’s immediate return to duties for the full period of notice and the reimbursement of salary and financial assistance paid during PDP, in whole or in part. Termination notice periods apply.
11. Reporting
i) Receipts and a travel diary must be kept for the entire duration of the PDP.
ii) Within one month of return from PDP, the staff member is required to report in accordance with the requirements in the PDP Policy, ie:
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a statement of income and expenditure for the period of PDP (including the travel diary)
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a report on PDP outcomes
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a presentation or report to a relevant University community
iii) Statement of Income and Expenditure
Within one month of return from PDP, the staff member must complete and submit the prescribed Statement of Income and Expenditure to their Cost Centre Manager and copies to Financial Services and Human Resources and ensure that the following are addressed:
- The amount of total financial assistance provided by the University including any grants or funds, for conferences and/or other expenses; and
- An explanation for any other variations to the approved PDP.
The statement is then reconciled against approved projections of income and expenditure.
iv) Report on PDP outcomes
Within one month of return from PDP, the staff member must submit a report on PDP outcomes to their Cost Centre Manager and a copy to the Director, Human Resources. The purpose of this report is to ensure that the activities proposed during PDP have been undertaken and to demonstrate how the activities contributed to the actual and anticipated outcomes of PDP. The report should include:
- a brief abstract providing an overview of the program and its outcomes
- a statement of the major objectives as set out in the original application (or in any subsequently approved variations)
- a program description which evaluates the extent to which the objectives of the program were achieved
- a statement of actual or expected publications, collaborative projects and other professional outcomes
- an assessment of the benefits gained by the staff member and a statement of how the PDP contributed to the staff member’s professional and career development
- a statement of important contacts developed with other institutions and/or individuals and how these contacts assisted with the overall success of the program, and
- a statement of benefits to accrue to the University, the cost centre and the staff member
A report may be deemed to be unsatisfactory by the Cost Centre Manager if the report is of poor quality and/or lacks sufficient detail and/or the outcomes of the PDP were not achieved.
Where a report is of poor quality, the Cost Centre Manager advises the staff member that they are required to re-write the report within 10 working days.
An unsatisfactory report will result in the staff member being precluded from applying for PDP at USC in the future.
v) A presentation or report to a relevant University community
Also, to optimise and encourage the sharing of learning, PDP participants are also required to report back to the Cost Centre Manager and relevant University staff and/or committee members on their experience and learning, and how what they have learnt might be applied more broadly within the University.
A copy of the presentation or report should also be submitted to Human Resources.
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