30 SUPERVISION AND PERFORMANCE AND DEVELOPMENT

Supervision

30.1 Each staff member will have a nominated academic “supervisor", and will be advised in writing of the name and/or position of the nominated supervisor.

Principles

30.2 Supervisors have a range of responsibilities, including those in relation to Performance and Development, Probation reviews, consulting with staff on their workload allocations, addressing performance issues and for the approval of leave in accordance with Part C.  Supervisors also have a role to play in the prevention of workplace bullying by taking action when instances of such behaviour come to their attention.  The University is opposed to workplace bullying.

30.3 The supervisor will be determined by the Dean and will normally be at Level C or above in designated academic leadership roles within the staff member’s academic unit.  Wherever possible, the supervisor will be competent in the area(s) of expertise of the staff member for whom they are responsible.  In exceptional circumstances, or where requested in writing by the staff member, the Deputy Vice-Chancellor may appoint an alternative supervisor.

Planning and Review for Performance and Development

Principles

30.4 Planning and review for performance and development is intended to be a positive process that balances the professional and career development needs of each academic and the operational needs and strategic directions of the University. 

30.5 The planning and review process is a process of collegial engagement and discussion that will result in an annual workload allocation that is consistent with the workload allocation policy of the academic unit.  It also provides a mechanism through which the staff member will receive constructive and regular feedback on their performance and development.

30.6 Supervisors and the staff they supervise will meet at least annually for the planning and review process.  The planning and review process will encompass all aspects of a staff member’s work, including their professional contribution to the community.  The process should identify any developmental needs and support that the staff member may require.

31 COMMITMENT TO STAFF DEVELOPMENT

31.1 The University is committed to the ongoing skills and career development of its staff.  It will provide resources for a diversity of learning and development opportunities designed to:

(a) assist new members of staff to orient themselves to the University environment, and develop the necessary skills for their role

(b) appropriately develop staff at all levels in relation to teaching and learning, research, contribution to the University and general skills development

(c) appropriately develop academic supervisors to facilitate the fulfilment of their responsibilities

(d) assist staff and supervisors to work collaboratively in a changing workplace environment and to deal effectively with employee relations issues and grievances as they emerge

(e) promote academic leadership and management skills, and

(f) support the University’s commitment to diversity and equal opportunity.

32 STAFF DEVELOPMENT FOR NEW STAFF

32.1 New staff appointed to continuing positions or to fixed-term contract positions of two years duration or greater at Level A or Level B will undertake a formalised staff development program tailored to the needs of the staff member.

32.2 Staff involved in the two-year program will receive a teaching load reduced to approximately 75% of the normal load for their Faculty.  Research only staff will receive an equivalent workload reduction based on the relevant Faculty workload policy. The program will not involve more time than the 25% reduction in load.

32.3 Staff undertaking a formalised staff development program are expected to complete all components of the program, both compulsory and elective, within the two-year period allocated. Teaching load will be restored to the normal load for the Faculty at the conclusion of this period.

33 PROBATION

33.1 The provisions of this Clause apply to continuing or fixed-term staff members.  Casual staff are excluded from the application of this Clause.

33.2 On commencement of employment, a staff member may be subject to a period of probation appropriate to the nature of the work being undertaken.  If an assessment of performance cannot be made due to the staff member’s extended absence on approved leave from the University (for example, leave without pay, sick leave, parental leave) then the end date for the probation period may be adjusted by the Director, Human Resources to provide the staff member with a total period of probation equivalent to that initially contemplated.

33.3 All probationary staff will participate with their supervisor in a process of planning, review and development to assist them to meet the requirements for continuing appointment.  To ensure that each staff member is able to contribute effectively to the University, staff must demonstrate that they meet the criteria for probation (consistent with the level and type of appointment) in order to satisfy probationary requirements.

33.4 Through the probationary period, the supervisor must inform the staff member in writing of any impediments to the continuation of the staff member’s employment when such impediments become apparent.

33.5 Period of probation – continuing appointments

33.5.1 Staff commencing employment at UTS on continuing appointments will be appointed with a probationary period of up to three years.

33.5.2 The University may confirm a continuing appointment or terminate the employment of a staff member provided that at least half of the probation period has been served.

33.6 Period of probation – fixed-term appointments

33.6.1 A period of probation will apply to staff employed on their first fixed-term appointment.  Any second or subsequent fixed-term appointment to the same position or to an essentially similar position with UTS will not contain a probationary period.

33.6.2 A period of probation of a maximum of one-quarter of the period of appointment (or one year, whichever is the lesser) may apply to staff employed on their first fixed-term appointment.  The period of probation to apply to each appointment should be determined having regard to the period of fixed-term employment and the nature of the work.

33.6.3 The University may at any time during the probationary period and in accordance with the procedures set out in this Clause, offer to continue the fixed-term appointment without completing the probationary period or terminate the employment of a staff member.

Formal review and subsequent action – continuing and fixed-term appointments

33.6.4 At the time of the formal review, the staff member will be expected to submit to their supervisor copies of student evaluations of teaching undertaken since appointment.  The review will include discussion on progress against agreed expectations and development activities.  The supervisor will be required to indicate if there are problems, which may potentially affect the continuation of the staff member’s appointment.

Formal Review – continuing appointments

33.6.5 A formal review of performance will normally occur six months before the end of the probation period unless the review is brought forward because:

(a) the staff member is not meeting agreed expectations; or

(b) in exceptional circumstances and where performance warrants, so that a decision to continue the staff member’s appointment can be made before the completion of the full probationary period.

33.6.6 The supervisor will prepare a report on the formal review which will recommend either:

(a) the continuation of the staff member’s appointment; or

(b) termination of appointment.

33.6.7 Where the report recommends termination, the report must include any adverse material about the staff member which has been taken into account in making the recommendation for termination.  The staff member will be provided with a copy of the supervisor’s report and will be given reasonable opportunity to provide a response in writing.  The supervisor’s recommendation together with any response from the staff member will be forwarded to the Dean.

33.6.8 If the Dean’s decision is to endorse a recommendation that a continuing appointment be granted, the recommendation will be submitted to the Deputy Vice-Chancellor for final consideration and approval.

33.6.9 Should the Dean disagree with the supervisor's recommendation for continuing appointment, or should the Dean endorse a recommendation for termination, this recommendation will be submitted, through the Director, Human Resources to a Review Committee.  At this time the Dean will advise the staff member in writing of his/her decision and will provide a copy of any submission forwarded to the Review Committee.

Probation Review Committee

33.6.10 Membership will comprise:

(a) the Deputy Vice-Chancellor or nominee (Chair)

(b) the Director, Human Resources (or nominee)

(c) a continuing staff member in a cognate discipline (nominated by the Vice-Chancellor)

(d) a continuing staff member from another UTS Faculty who is of the same or higher classification as the person on probation (nominated by the Vice-Chancellor); and

(e) a person chosen by the staff member from the pool of elected staff representatives.

33.6.11 The staff member, supervisor and Dean may make submissions to the Committee and the staff member may choose to be represented by a representative.

33.6.12 The Committee will make a recommendation to the Vice-Chancellor regarding continuing appointment or termination of probation.

Formal review – fixed-term staff

33.6.13 A formal review of performance will normally occur at least four weeks before the end of the probation period unless the review is brought forward because:

(a) the staff member is not meeting agreed expectations; or

(b) in exceptional circumstances and where performance warrants, so that a decision to continue the staff member’s fixed-term appointment can be made before the completion of the full probationary period.

33.6.14 At the time of the formal review, the staff member will be expected to submit to their supervisor copies of student evaluations of teaching undertaken since appointment.  The review will include discussion on progress against agreed expectations and development activities.  The supervisor will be required to indicate if there are problems, which may potentially affect the granting of continuing appointment.

33.6.15 The supervisor will prepare a report on the formal review which will recommend either

(a) the continuation of the staff member’s fixed-term appointment; or

(b) termination of appointment.

Where the report recommends termination, the report must include any adverse material about the staff member which has been taken into account in making the recommendation for termination.  The staff member will be provided with a copy of the supervisor’s report and will be given reasonable opportunity to provide a response in writing.  The supervisor’s recommendation together with any response from the staff member will be forwarded to the Dean who will review the recommendation.  The Dean will forward the recommendation for final decision by the Deputy Vice-Chancellor.

Notice

33.6.16 If termination of a probationary staff member is approved, the staff member will receive, in the case of fixed-term appointments four weeks notice and in the case of continuing appointments six months notice of termination.  At the University’s discretion payment may be made in lieu of notice, effective from the date of the written advice of the decision.

34 ACADEMIC WORKLOAD ALLOCATION

Principles of assigning academic workloads

34.1 Academic staff shall be consulted on workload which will be allocated fairly and equitably.  To achieve this end, and to monitor workloads of academic staff generally within the academic unit in which they work, the Head of the Unit will assign workloads in accordance with the principles for allocating workloads set out in sub-clause 34.3.

34.2 The Dean (or equivalent) is responsible for the development and review of Faculty/area workload allocation policies.  The Faculty/area workload allocation policy will be developed and/or reviewed through an open, transparent and consultative process in which all full-time, part-time and sessional academic staff of the Faculty/area will be invited to participate.  The workload policy should include any weighting formulae relevant to workload allocation within the Faculty/area.

34.3 Workload will be allocated in accordance with the following principles:

(a) total workload allocated to each staff member will be broadly equivalent

(b) academic workload will embrace the full range of academic responsibilities which may include, but is not limited to, teaching, educational development, research, scholarship, research degree supervision, UTS consulting, CPE, entrepreneurial activities, University service to the community, leadership and administration (except those employed on a casual, sessional or research only basis)

(c) the maximum teaching requirement for each staff member must be agreed for and by each Faculty/area and will be stated within the workload policy.  This should reflect different modes of teaching and differences in the demands in preparation, delivery, assessment and number of students.  Staff involved in flexible learning and delivery will be provided with appropriate notice of such activities

(d) the appropriate mix of activities will be determined through consultation between the supervisor and the staff member and will recognise opportunities for staff to participate in, develop and balance their expertise in all areas of academic activity

(e) individual workloads and the mix of activities and responsibilities may vary from semester to semester, but will balance out over time

(f) staff who teach on weekends or public holidays may take the equivalent period of time off at a time agreed between the staff member and their supervisor

(g) a staff member will not experience an increase in annual workload in relation to teaching by reason of teaching in summer session.  The teaching load undertaken in summer session will be balanced by an equivalent continuous teaching-free period the duration of which will be determined on the basis of the method of delivery of the same or similar subject in an orthodox semester.  This teaching free period is provided to permit the staff member to take annual leave and pursue research, scholarship, and the advancement of knowledge and to make contributions to the University and the community.  A staff member will not be scheduled to teach in summer session for more than two consecutive years without the agreement of the staff member

(h) the personal and family and carer’s responsibilities of staff where these have been disclosed to the supervisor will, where possible, be taken into consideration in determining workload schedules

(i) the annual and other leave plans of staff as set out in the planning and review report will be taken into consideration in allocating workload

(j) a staff member required to travel for eight hours or more to work offshore will be entitled to 24 hours free of allocated duties prior to travel and 24 hours free of allocated duties upon his/her return.  These arrangements do not apply when a staff member elects to attend conferences or undertake other activities of their own volition, that is not at the direction of the University

(k) a staff member will not be required to:

• teach after 9.30pm on week days without agreement with the staff member
• teach on more than two evenings on a weekly basis during any semester
• teach for longer than four hours without a break of at least 30 minutes, and for no longer than seven hours in one day
• commence teaching within ten hours of the conclusion of a teaching session conducted on the previous day.

Nothing in this sub-clause prevents a staff member from teaching outside the parameters specified if agreed between the staff member and supervisor.

34.4 Staff will be consulted on their workload allocation by their supervisor as part of the planning and review process [refer Clause 30, Supervision and Performance Development] in accordance with the principles expressed in this Clause and their Faculty/area Workload Allocation Policy.

34.5 Staff with concerns about their workload allocation should first approach their supervisor.  Staff with unresolved workload allocation issues should be referred to the appropriate grievance procedures for resolution.

35 PROFESSIONAL EXPERIENCE PROGRAM (PEP)

Principles

35.1 PEP is a period of paid release from normal duties granted to provide staff with the means of undertaking a structured program in order to benefit their work and thus the University in meeting its objectives.  Work towards completion of a relevant doctoral qualification is an appropriate purpose for PEP. 

Eligibility

35.2 All full-time, part-time and sessional staff and fixed-term staff appointed in excess of three years are eligible to apply for PEP.  Eligibility becomes effective when the staff member will have completed three years service on 1 January or 1 July prior to the semester when the PEP is to be taken.  Part-time and sessional staff will accrue eligibility for PEP on a pro-rata basis.

35.3 Full-time and part-time continuous service (at Level A and above) at another Australian university will be counted towards initial eligibility to apply for PEP. Continuous service is deemed to be where the period between ceasing with one employer and commencing with the next is not greater than two months. This intervening period is not counted as service.

35.4 The length of the minimum period of qualification for eligibility for a second and subsequent PEP will be proportionate to the length of PEP applied for:

For PEP in excess of 26 weeks the minimum qualifying period will be calculated on the basis of 3.6 weeks for each semester.

Part-time staff will accrue eligibility for PEP on a pro-rata basis.

35.5 Duration of PEP

A normal PEP period consists of 26 consecutive weeks.

Travel allowance

35.6 At any time, a staff member may make application for payment of a travel allowance, as prescribed by the University. Payment of a travel allowance is not automatic but is dependent upon the applicant demonstrating that they will incur travel and associated expenses amounting to at least the amount of the allowance.

Obligations

35.7 It is a condition of acceptance of the grant of PEP that the staff member is able to serve at the University for at least one semester after the completion of PEP.

35.8 Upon return from a period of PEP the staff member will submit a PEP report.

36 EVALUATION OF TEACHING

Principles

36.1 Effective teaching plays a critical role in the quality of the learning outcome of students.  Teaching effectiveness is context dependent and multidimensional and must be considered in that light.

36.2 Teaching evaluations provide feedback which can be used for developmental purposes and for the improvement of the quality of teaching and learning.  Teaching evaluations are also a source of evidence of teaching performance that inform decisions on probation and promotion.

36.3 The information that teaching evaluations provide about the individual performance of staff is, therefore, sensitive and access to it must be restricted to those concerned with the processes identified in sub-clause 36.2.  Access will be determined in accordance with each academic unit’s policy on the use of teaching evaluations.  Such policies will be developed in an open and collegial manner.

36.4 All fixed-term and continuing staff will be required to undertake regular evaluation of their teaching, including research supervision as appropriate.  The University may require casual staff to undertake evaluation of their teaching and, if so, the casual staff member’s supervisor will discuss the teaching evaluation outcomes with the casual staff member.

36.5 As part of the probation process, staff will be required to undertake student evaluations of their teaching for all of their major teaching duties in each teaching session, and to provide copies of such teaching evaluations as required in Clause 33 [Probation].  All other staff are required to undertake at least one student evaluation of their major teaching duties and research supervision activity, for each teaching session. 

36.6 Nothing in this Clause prevents the staff member from disclosing their own teaching evaluation results to other parties.