Content
Professional Development Program (PDP) Procedures
Parent policy: Professional Development Program (PDP)
Approval authority: Vice-Chancellor and President
Responsible officer: Vice-Chancellor and President
Designated officer: Director, Human Resources
Date of approval: 14 October 2008
Date last amended: 5 September 2006
Effective starting date: 15 October 2008
Any procedures replaced by these procedures: Professional Development Program Procedures
1. Planning and preparing to apply for PDP
1.1 Performance Planning and Review (PPR) plays a central and crucial role in planning and preparing to apply for PDP.
1.2 Prospective applicants are required to discuss the possibility of applying for PDP with their PPR Supervisor during the annual PPR discussion.
1.2.1 PDP is a means to provide a time to focus and realise significant professional achievements. The project to be undertaken and the expected outcomes need to be relevant to the individual staff member’s level of appointment and stage of career development.
1.2.2 If, in the view of the PPR Supervisor and/or Dean/Cost Centre Manager (CCM), the staff member’s performance does not warrant a significant investment in development at this time or undertaking PDP is not timely in relation to the staff member’s career development or the operations of the Faculty or Cost Centre cannot accommodate the absence of the staff member at the proposed time, the staff member is to be advised that an application will not be endorsed by the Faculty/Cost Centre before they begin to prepare an application.
1.2.3 It can take considerable time to plan for and prepare a cogent application.
1.3 To maintain the integrity and strength of teaching at both undergraduate and postgraduate levels and supervision of Honours and Higher Degrees by Research students, a Faculty and School has a responsibility to prepare and plan for staff participation in PDP in their annual work allocation and workforce planning processes.
Cost Centres need to prepare and plan for staff participation in PDP in order to ensure continuity of services.
2. The call for applications
2.1 The Director, Human Resources calls for applications, normally around the middle of the year.
2.1.1 In the call for applications, the Director Human Resources specifies the closing date by which applications are to be submitted to the Dean/CCM.
2.1.2 Late applications cannot be accepted.
2.2 Human Resources conducts information sessions for prospective applicants soon after the call for applications has been made and provides advice to Dean/CCMs, Associate Deans/Heads of Schools, as required.
3. Preparing an application
3.1 The onus is on the applicant to provide adequate information for the PDP Committees to be able to make a reasonable judgement whether or not the application meets the merit criteria for PDP.
3.2 To be considered, an application must propose a significant project that:
(a) broadens the staff member’s experience and exposes them to, and immerses them in, a different organisation – an/other university/universities or in industry or an/other relevant organisation/s;
(b) involves working collaboratively with scholars, teachers, researchers or professionals, preferably leaders in their discipline/field;
(c) further develops the applicant’s scholarship/teaching/research skills and/or professional knowledge and skills;
(d) is not normally available through other means within the University;
(e) has the potential to yield significant outputs during and beyond the PDP, including publications and grants, innovations in curriculum design and development, and the acquisition of cutting edge professional knowledge.
3.3 PDP is awarded on merit. Within the framework provided in (3.2) above, the criteria defining merit are:
(a) the applicant’s performance and achievements warrant a significant investment in their development. The factors that are taken into account include:
(i) the quantity and quality of academic/professional outputs in relation to the applicant’s level of appointment as demonstrated by a current curriculum vitae;
(ii) implementation and outcomes of previous PDPs as demonstrated by PDP reports.
(b) the quality and potential of the proposed Program. The factors that are taken into account include:
(i) the relevance of the project to the applicant’s current position, level and interests, including location, collaborations, expected outcomes and outputs;
(ii) the adequacy and feasibility of the project;
(iii) the project having specific, measurable and achievable goals;
(iv) the potential of the project to further the applicant’s career.
(c) the degree to which the proposed Program furthers the strategic goals of the University and the Faculty/Cost Centre.
3.4. Outside work, including consultancy, teaching and private practice, 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.
3.5 The application form
3.5.1 An application form is available to assist applicants address the merit criteria and plan the PDP. Detailed information about the activities, itinerary and estimated costs is required.
3.5.2 The form also provides for comment by the applicant’s PPR Supervisor in relation to:
(a) the staff member’s performance and achievements;
(b) the relevance and appropriateness of the proposed Program to the staff member’s current position and development; and
(c) the management of workloads in order to accommodate the applicant’s absence and maintain the integrity of program delivery and continuity of service, including effective supervision of HDR students.
3.6 A formal written statement of support, which confirms the content and outcomes of the collaborative project to be undertaken, from an appropriate authority at the organisation/s at which the PDP is to be undertaken is to be submitted with the application.
3.7 Applicants are encouraged to seek financial and other support, eg. accommodation, stipend, grant or fellowship, from the host organisation/s at which they propose to undertake the PDP.
3.8 An applicant should ensure that all projected expenses and additional income, including grants or project allowances from sources within or outside of the University, are identified and declared. Personal earnings (e.g. rental of property or shares) unconnected with the staff member’s employment with the University do not require disclosure.
3.9 Complete applications are submitted to Human Resources by 5.00 pm on the closing date, which is specified in the call for applications.
4. PDP committees
4.1 Two types of Committees are constituted to consider applications from eligible staff.
4.2 Faculty/Cost Centre PDP committees
4.2.1 Each Faculty constitutes a PDP Committee that comprises:
- the Dean (as Chair)
- Associate Dean/Heads of Schools
- Faculty Learning and Teaching Coordinator
- Faculty Research Coordinator
- Faculty Regional Engagement Coordinator
4.2.2 An applicant cannot also be a member of the Faculty PDP Committee. The Dean can choose whether or not to nominate an alternative.
4.2.3 If an application is received from an APT staff member who works in a Faculty, the Dean can choose to add an APT manager/team leader to the Committee membership.
4.2.4 If an application is received from a staff member who works in an area other than a Faculty, the Cost Centre Manager, in consultation with Human Resources, constitutes a Committee that reflects the management structure of the Cost Centre. A Cost Centre PDP Committee normally comprises three relevant managers/team leaders.
4.2.5 To evaluate applications, the Faculty/Cost Centre PDP Committee applies the criteria defining merit and ensures the requirements in (3.2) above are met to determine whether or not an application is to be endorsed. The criteria defining merit are:
(a) the applicant’s performance and achievements warrant a significant investment in their development;
(b) the quality and potential of the proposed Program;
(c) the degree to which the proposed Program furthers the strategic goals of the University and the Faculty/Cost Centre.
4.2.6 Each Faculty/Cost Centre PDP Committee evaluates applications from eligible Faculty/Cost Centre staff to determine whether or not an application should be endorsed.
4.2.7 All applications are forwarded by the Dean/CCM with advice, including whether or not an application was endorsed, and comments to the Director, Human Resources by a date specified by the latter.
4.2.8 If an application is not endorsed by the Faculty/Cost Centre PDP Committee, the Dean/CCM meets with the unsuccessful applicant and their PPR Supervisor and gives feedback on the application and the reasons why the application was not endorsed.
4.3 University PDP committee
4.3.1 The University PDP Committee comprises:
- Deputy Vice-Chancellor (as Chair)
- Chair of the University’s Learning and Teaching Committee
- Chair of the University’s Research Management Committee
- A member of Academic Board nominated by the Chair of the University PDP Committee
- Director, Human Resources (or nominee)
4.3.2 If a member of the University PDP Committee is an applicant, the Deputy Vice-Chancellor nominates an alternative member of the relevant committee.
4.3.3 To evaluate applications, the University PDP Committee applies the criteria defining merit and ensures the requirements in (3.2) above are met.
- The Chair of the University PDP Committee can invite applicants to meet with the Committee to discuss their application.
4.3.4 On behalf of the Committee, the Chair of the University PDP Committee makes recommendations to the Vice-Chancellor.
4.4 The Vice-Chancellor can approve or not approve any recommendation.
5. Notification
5.1 Each applicant whose application is considered by the University PDP Committee is advised in writing by the Chair whether or not their application has been successful. A copy of the advice is also sent to the applicant’s Dean/CCM, Head of School/Manager and PPR Supervisor.
5.2 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.
5.3 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 leave of absence from the Committee for the duration of their PDP.
6. Funding
6.1 PDP participants continue to be paid their current salary throughout the PDP, except where substantial outside remuneration is received.
6.2 The salary costs are met by the Faculty/Cost Centre. The Faculty/Cost Centre also meets the costs of replacement staff and any other associated staff replacement costs that arise during the absence of the participant. 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 Faculty/Cost Centre or the host organisation.
6.3 Attendance at conferences during PDP is paid for by the Faculty/Cost Centre. Faculty/Cost Centre processes for financial support and leave for conference attendance continue to apply.
7. Financial assistance
7.1 Financial Assistance is paid from a central PDP fund, which is allocated as part of the University’s annual budget process.
7.2 Financial Assistance comprises two components – Cost of Living Supplement and Travel Expenses.
7.3 Cost of living supplement
7.3.1 A Cost of Living supplement of up to $1200 per month can be paid to cover significant differences between the participant’s personal costs while on PDP compared with those incurred when not on PDP.
7.3.2 If PDP is to be undertaken in a location where the cost of living is particularly high, a case can be made for a higher level of supplement to be awarded.
7.3.3 Participants are encouraged to seek financial and other support, eg. accommodation, travel, stipend, grant or fellowship, from the organisation/s at which the PDP is to be undertaken, when they are preparing to apply for PDP.
7.3.4 Participants can use funds from their restricted accounts, with the approval of the Dean/Cost Centre Manager, to augment the Cost of Living Supplement.
7.4 Travel expenses
7.4.1 Economy class air travel is provided to PDP participants, as required.
7.4.2 Travel expenses, or part thereof, may also be paid by the University for a participant’s dependent spouse and dependent children, when they reside with the participant for the duration of the PDP.
7.4.3 Travel arrangements must be made through the University’s corporate travel service provider in accordance with University’s Financial Management Practice Manual, and arranged via the usual channels within the Faculty/Cost Centre.
7.4.4 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.
7.4.5 Where surface travel is used instead of air travel to reach a destination, eg. an interstate university, a travel supplement equivalent to the lowest cost of an available economy class fare, may be paid.
7.4.6 If the participant is undertaking PDP at an organisation that is located within 125 kilometres of USC and chooses to commute rather than relocate, mileage claims up to 5000 km may be claimed (pro rata for PDP of less than six months duration).
7.5 Travel insurance
7.5.1 The University provides travel insurance that covers staff undertaking PDP. As the University Insurance is renewed on an annual basis the detail of travel insurance may change from year to year. Details of coverage are available on the University Portal.
7.5.2 A travel assistance card, which is provided by Human Resources, details contact numbers in the event of an incident whilst overseas.
7.5.3 Extra cover may be required where a participant takes annual leave in between/combined with PDP. If a period of recreation leave exceeds 60% of the total travel, the University travel insurance does not cover the participant for the annual leave component.
7.5.4 Personal property which is stolen/lost but which was being used for business purposes (eg personal laptop, camera) may be covered by University insurance, but prior approval to take the laptop on PDP must be obtained from the Dean/CCM. Laptops and other valuable portable items should be carried onboard aircraft to ensure insurance cover is provided in the event of theft or loss. An excess, which applies in such circumstances, is paid for by relevant Faculty/Cost Centre.
7.6 University staff are covered for Worker’s Compensation and compensation is payable as if the injury were sustained in Queensland, if:
(a) an injury is sustained by a staff member in another State or country in circumstances that, had the injury been sustained in Queensland, compensation would have been payable; and
(b) at the time of the injury, the staff member’s principal place of employment was in Queensland.
8. Outside employment
8.1 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.
8.2 Full disclosure of any income or financial support from sources other than the University must be provided, except for personal earnings (eg. rental income) unconnected with the staff member’s employment with the University.
9. Variations
9.1 A participant must advise their Dean/CCM 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 Dean/CCM. Failure to submit this advice can result in cancellation of approval.
9.2 A participant who becomes sick or injured during PDP must notify their Dean/CCM as soon as possible and provide a medical certificate for any periods of absence for three days or longer.
9.3 In exceptional circumstances, the Deputy Vice-Chancellor can cancel or withdraw approval for PDP and require that a participant return to their duties at the University.
9.4 If a participant fails to fulfil the approved PDP and does not advise their Dean/CCM and the Deputy Vice-Chancellor until after their return from PDP, disciplinary action can be taken.
10. Resignation
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
11.1 Receipts and a travel diary must be kept diligently for the entire duration of the PDP.
11.2 Within one month of return from PDP, the participant is required to report in accordance with the requirements in the PDP Policy, ie.:-
(a) A statement of income and expenditure for the period of PDP (including the travel diary);
(b) A report on PDP implementation and outcomes;
(c) A presentation to a relevant University community.
11.3 Statement of income and expenditure
11.3.1 Within one month of return from PDP, the staff member submits a Statement of Income and Expenditure to their Dean/CCM, and a copy to Financial Services, and ensures that the following are addressed:
(a) The amount of total financial assistance provided by the University and other external support including any grants or funds for conferences and/or other expenses; and
(b) An explanation for any financial variations to the approved PDP.
11.3.2 The statement is then reconciled against approved projections of income and expenditure.
11.4 Report on PDP implementation and outcomes
11.4.1 Within one month of return from PDP, the staff member submits a written report on the implementation and outcomes of their PDP to their Dean/CCM. The purposes of this report are to ensure that the approved project/activities have been undertaken and to evaluate the outcomes of the PDP. The report includes:
(a) A brief abstract providing an overview of the program and its outcomes;
(b) A statement of the major objectives as set out in the original application (or in any subsequently approved variations);
(c) A program description which evaluates the extent to which the objectives of the program were achieved;
(d) A statement of actual or expected publications, collaborative projects, grant applications and other professional outcomes;
(e) 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;
(f) 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 will be maintained beyond PDP; and
(g) A statement of benefits to accrue to the University, the Faculty/Cost Centre and the staff member.
11.4.2 The Dean/CCM comments on the report and forwards a copy of the report and their comments to the Director, Human Resources.
11.5 A presentation or report to a relevant university community
To optimise and encourage the sharing of learning, PDP participants are required to make a presentation about the implementation and outcomes of their PDP to a relevant University community, eg, a Faculty meeting.
11.6 Human Resources reconciles the written report with the approved program, then summarises the report and forwards the summary to the Deputy Vice-Chancellor.
11.7 A report may be deemed to be unsatisfactory by the Deputy Vice-Chancellor or the Dean/CCM if the report is of poor quality and/or lacks sufficient detail and/or the approved Program was not implemented and/or outcomes of the PDP were not achieved.
11.7.1 Where a report is of poor quality, the Dean/CCM can require the staff member to re-write the report within 10 working days.
11.8 An unsatisfactory report can result in the staff member being precluded from applying for PDP at USC in the future.
11.9 After the last PDP for the year has been completed, Human Resources prepares a summary report of the year’s PDP Programs for the Deputy Vice-Chancellor. The summary report is also presented to University PDP Committee, Deans and relevant CCMs for information and comment.
12. Further development through PPR
In order to optimise the benefits of the PDP, within one month of submission of the PDP report, the staff member and their PPR Supervisor meet for their annual PPR discussion and plan for future performance and development.