Monash Universityadm.monash.edu/workplace-policy/assets/doc/monash-hr... · Web viewThis document confirms who has delegated authority to make key human resources (HR) decisions

Monash University

HR Authorities & Delegations

Register

Version Number: 2.0

Effective Date: 8 May 2013

11.Preliminary42.Scope43.Principles Governing the Exercise of Delegations54.Document Maintenance & Version Control65.Definitions and Acronyms66.Interpreting the Tables in Section 777.Authorities /Delegations77.1Establishment of Academic Staff Positions77.2Establishment and Classification/Reclassification of Professional Staff Positions87.3Establishment of Casual/ Sessional Positions87.4Recruitment Advertising97.5Selection97.6Direct appointments117.7Administration of Appointments117.8Identification of associated workforce positions137.9Management of appointment process for associated workforce positions147.10Terms / Variations to Terms of Appointment167.11Probation and Confirmation187.12Enhancements/ Changes to Conditions207.13Promotion of Academic Staff217.14Academic Promotion Rehearing Process227.15Performance Management – Academic Staff227.16Performance Management – Professional Staff237.17Issuing Performance Warnings247.18Disciplinary Action for Misconduct and Unsatisfactory Performance247.19Redundancy257.20Redeployment267.21Termination for ill-Health (instigated by Monash University the employer)267.22Termination (Other)267.23Leave277.24Voluntary Reduced Working Year297.25Outside Studies Program (OSP) (within the limits outlined in University policy)297.26Remuneration Claim Forms including Overtime and Additional Hours, Allowances & Timesheets307.27Exceptional Achievement/Performance Payments307.28Staff Wellbeing307.29Authority to Provide/Extend Computer Access to HR Systems31

Preliminary

This document confirms who has delegated authority to make key human resources (HR) decisions.

The original sources of authority for HR decisions are:

· Vice-Chancellor and President

· Monash University Enterprise Agreements (EAs)

· University statutes and/or regulations

The Vice-Chancellor is the chief executive officer of the University and is generally responsible for the conduct of the University’s affairs in all matters. The Vice-Chancellor also has the power to delegate any of his or her functions, powers and duties to any appropriately qualified member of the University’s staff or to any committee of appropriately qualified members of the University’s staff, in order to ensure the efficient and effective management of the University. (Refer section 26 of the Monash University Act 2009)

In addition, the Vice-Chancellor has certain specific functions and powers under the Monash University Enterprise Agreement (Academic and Professional Staff) 2009 (EA), with the power to nominate persons to act in his or her place in relation to specific provisions under that agreement.

The Monash University Act 2009, the University statutes and regulations, and the University’s EA stipulate who has the power to make certain decisions and whether this power can be delegated.

Only those committees or staff who have been delegated authority to make certain decisions by the Vice-Chancellor, EAs and University statutes or regulations, can legally make those decisions.

For the purposes of this document, a reference to ‘delegation’ includes power provided to a person regardless of the original source of authority.

Scope

This document clarifies the authority for a majority of key HR decisions. However, this document is not an exclusive statement of all HR authority. Some delegations of authority are, or will be, stated in other resolutions of the Council and in other policies and procedures.

This document contains only the relevant authority(ies) for various HR decisions. It does not articulate the procedural requirements that need to be addressed prior to the authority considering the decision. The procedural requirements are found in the relevant policies or procedures. For convenience, a reference to the relevant policy and/or procedure or source of authority is listed in the column entitled ‘source of authority/reference’ (refer table below).

This document covers all Monash Australian campuses.

Principles Governing the Exercise of Delegations

The following principles apply:

· Only the person or committee who has been delegated authority in relation to a particular HR function is able to make a decision about that HR function.

· The power of the person or committee to whom authority is delegated is limited by the scope of the relevant HR policy or procedure.

· The giving of authority ordinarily relates to the person’s office, or position, not to the individual in that position.

· Holders of authority must not exercise authority to confer benefits or exercise rights in respect of themselves or family members.

· Where authority is given to a committee, it relates to the committee acting as a committee, not to individual members of the committee.

· A reference to giving authority to a position or to a committee is to be taken to be a reference to the principal successor to the functions of that position or committee, if the original position or the committee is abolished, restructured or re-named.

· A person duly appointed as a temporary or acting occupant of a position has the authority given to the position in which he or she is acting, provided that the procedures that are required to be undertaken in the making of any decision have been observed.

· Unless expressly permitted to do so by the instrument or other formal means of creating the delegation, no holder of a delegation of power is authorised to nominate another staff member or committee to perform his or her authority or function. However delegations assigned through University policy and procedure may be performed by a nominee within the parameters outlined in the relevant policy or procedure.

· If an authority holder nominates another staff member to perform a function or appoints or instructs another staff member or committee to give advice or make recommendations about the exercise of authority, the authority holder nevertheless remains responsible and accountable for the decision or action made by the authority holder.

· Unless otherwise specified, the giving of authority ordinarily relates only to HR authorities or functions within the authority holder’s area of accountability.

· Nothing in this document authorises an authority holder to do anything which is, or is likely to be, a breach of an approved policy, procedure or code of conduct of the University.

· In the event of any inconsistency between the authorities defined within this document and the EA, the provisions of the EA will prevail.

· In exercising an authority with respect to a financially related transaction, the authority holder must exercise his/her authority within the limits of the relevant approved source of funds or budget.

· In the case of all HR authorisations, the procedures that are required to be undertaken in the making of the relevant decision must be observed.

· All holders of authority must diligently and in good faith exercise the authority they have been granted.

· In the ordinary course of events decisions made should be documented.

· If the authority holder considers the decision to be particularly sensitive or complex, the authority holder is encouraged to refer the decision to the Executive Director (Monash HR).

· Where it is unclear as to who has the authority to make an HR decision, the authority will reside with the Executive Director, Monash HR, in the first instance.

· Nothing in this document prevents the Vice-Chancellor from taking a decision on any matter.

· There is no obligation for any matter to be referred to the delegate if the Vice-Chancellor wishes to take that decision.

· The delegations in this document may be varied or removed by the Vice-Chancellor in his or her sole discretion and at any time, acting on the advice of the Chief Operating Officer and Senior Vice-President.

Document Maintenance & Version Control

This document will be kept under review to ensure that it is maintained as a current and comprehensive guide to HR delegations of authority.

References to the relevant University policies and procedures to which the exercise of delegations is subject will also be updated as these policies and procedures are reviewed.

Definitions and Acronyms

For the purpose of this document only, the following expressions and terms have these meanings:

Academic staff

Staff employed in academic roles including levels A to E, research assistants and senior academic staff.

“the Agreement”

Monash University Enterprise Agreement (Academic and Professional Staff) 2009

Delegate

The substantive, acting or temporary occupant of a position, or a group of persons (eg a committee), with delegated authority under this document.

Enterprise Agreement

The Monash University Enterprise Agreement (Academic and Professional Staff) 2009

Head of Unit

The Head of Unit is head of either an academic or administrative unit and is primarily responsible for providing academic, strategic and/or administrative leadership to the unit.

Lead HR Business Partner

A member of the Monash HR management team who operates as a senior HR Business Partner responsible for the strategic and operational management of the human resources services and activities of a Faculty or Divisional Cluster.

Professional staff:

Staff employed in HEW level roles other than those covered by the relevant Trades and Services Agreements. Formerly known as general staff.

SMT

Senior Management Team

Supervisor

Position to which the employee reports as indicated in their position description

Trades and Services staff

Staff employed in trades and services roles under the Trades and Service Enterprise Agreements

Vice-Chancellor

The Vice-Chancellor and President of the University or, where applicable, a person acting as his/her nominee.

WPP

The Monash University Workplace Policies and Procedures (found at http://www.adm.monash.edu.au/workplace-policy/forms/)

Interpreting the Tables in Section 7

The tables in Section 7 can be interpreted as follows:

Authorities /Delegations Establishment of Academic Staff Positions

Authority to establish academic positions but not remuneration at the following levels (within approved budget) resides in, or is delegated to:

LEVEL

DELEGATION

SOURCE OF AUTHORITY/ REFERENCE

Chancellor, Vice-Chancellor, Deputy Chancellors

Council

Monash University Act 2009 – sections 24, 25 and 26, 27(2)

Pro Vice-Chancellors

Deans

Council

Statute 3.2.3

Statute 3.3

Deputy Dean

Vice Chancellor

Statute 3.3

Academic Level E (Professor)

Vice-Chancellor

Recruitment, Selection and Appointment Policy and Procedures

Academic Level A, B, C and D

Dean

Recommended by Academic Board Meeting 1/2002; Council Meeting 2/2002 received and noted report of meeting 1/2002 of Academic Board, & approved the recommendation.


Establishment and Classification/Reclassification of Professional Staff Positions

Authority to establish professional staff positions but not remuneration and to classify (or reclassify) professional staff positions in accordance with the classification process articulated in the Enterprise Agreement and University policy resides in, or is delegated to:

Classification /Reclassification

DELEGATION


Establishment of a professional staff position (above HEW10)

Vice-Chancellor

and

Chief Operating Officer and Senior Vice-President


Establishment of a professional staff position (HEW 1 to 10)

Dean

or

Divisional Director or equivalent

Statute 3.5

Terms of appointment


Classification of a HEW Level 10 (A to D) position

Manager, Remuneration & Senior Professional Appointments (as chair of the HEW10 Classification Committee)

Recruitment, Selection and Appointment Policy

Recruitment, Selection and Appointment Procedure –Classification of Professional Staff

Classification of a HEW Level 1 - 9 position

Lead HR Business Partner (as chair of the relevant Classification Committee)


Recruitment, Selection and Appointment Procedure –Classification of Professional Staff

Establishment of Casual/ Sessional Positions

Authority to establish casual or sessional positions but not remuneration resides in, or is delegated to:

TYPE OF POSITION

DELEGATION


Casual or sessional positions

Head of Unit


Recruitment Advertising

Authority to approve requests to advertise or to waive advertising requirements at the following levels is delegated to / authorised by:

POSITION/DECISION

DELEGATION


Request to advertise – appointment of Professor (Level E)

Provost


Recruitment, Selection and Appointment Procedure – Recruitment to an advertised position of professor (Level E)

Request to advertise academic positions (Levels A to D)

Dean

or

PVC & President, Gippsland, in consultation with the relevant dean


Recruitment, Selection and Appointment Procedure – Recruitment of fixed-term and continuing staff

Request to advertise – professional staff above HEW10




Request to advertise - professional staff positions HEW10A to D

Executive Director (Monash HR)



Request to advertise - professional staff positions HEW1 to 9

Dean

or




Approval of any variations to the current recruitment advertising requirements




Approval of advertising costs in excess of centrally-funded costs

Dean

or




Selection

Authority to select (or approve the selection of) a successful candidate through an advertised recruitment process consistent with policy resides in, or is designated to:

LEVEL

DELEGATION


Vice-Chancellor

Council

Monash University Act 2009 – sections 26 and 27(2)

Deputy Vice- Chancellors, Vice-Presidents

Council

Monash University Act 2009 – sections 26 and 27(2)

Pro Vice-Chancellor

Council

Statute 3.2.3

Dean

Council

Statute 3.3


Recruitment, Selection and Appointment Procedure - Administrative Appointments

Deputy Dean

Vice-Chancellor

Associate Dean

Dean

Head of School /Department

Dean



Deputy Head of School/Department

Dean

Professor – Level E (including Conjoint Professor (advertised))

Dean

and

Vice-Chancellor, following endorsement of the Provost

Council Meeting 3/2009, Minute 2.3



Associate Professor and Associate Professor (Research) – Level D

Senior Lecturer and Senior Research Fellow – Level C

Lecturer and Research Fellow - Level B

Assistant Lecturer, Research Assistant and Research Fellow – Level A

Dean


Recruitment, Selection and Appointment Procedures – Recruitment of fixed-term and continuing staff

Above HEW Level 10

Vice-Chancellor

or




HEW Level 10A to D

Provost

or


HEW Level 1 - 9

Dean

or




Casual or Sessional Staff (Academic and Professional)

Head of Unit


Recruitment, Selection and Appointment Procedure – Recruitment of casual and sessional staff

Direct appointments

Authority to approve direct appointments resides in, or is delegated to:

LEVEL

DELEGATION


Professor (Level E) (including conjoint professorial appointments)

Vice-Chancellor

Council Meeting 2/2013, Item 6.5, Resolution CL3/2013/60


Recruitment, Selection and Appointment Procedure – Direct Appointments

Continuing direct appointments – Academic Levels B to D



Recruitment, Selection and Appointment Procedure – Direct appointments

Fixed-term direct appointments – Academic Level D




Fixed-term direct appointments – Academic Levels A to C

Dean



Continuing and fixed-term direct appointments - professional staff (HEW Level 1 – 9)




Continuing and fixed-term direct appointments - professional staff (HEW Level 10) and above




Administration of Appointments

Authority to administer the appointment of the successful candidate (on the advice of the authority holder for Selection in 7.5 or Direct Appointments in 7.6 above) at the following levels resides in, or is delegated to:

LEVEL

DELEGATION


Vice-Chancellor and

Deputy Vice- Chancellors


Pro Vice-Chancellor

Dean



Recruitment, Selection and

Deputy Dean

Associate Dean

Manager, Remuneration & Senior Professional Appointments

Head of School /Department




Deputy Head of School/Department




Recruitment, Selection and Appointment Procedures – Recruitment of fixed-term and continuing staff

Professor and Professor (Research) – Level E

Associate Professor and Associate Professor (Research) – Level D

Senior Lecturer – Level C

Senior Research Fellow -Level C

Lecturer - Level B

Research Fellow - Level B

Assistant Lecturer – Level A

Research Assistant

(Research Fellow Level A/Research Assistant Level A


Above HEW Level 10




HEW Level 10A to D

Lead HR Business Partner (for faculties only)

Manager, Remuneration & Senior Professional Appointments (for central administrative portfolios)



HEW Level 1 - 9




Casual or sessional Staff

HR Business Partner


Recruitment, Selection and Appointment Procedure – Recruitment of casual and sessional staff

Identification of associated workforce positions

Authority to request an appointment within the associated workforce resides in, or is delegated to:

LEVEL

DELEGATION


Adjunct Appointments

Adjunct Appointment as Professor or as Professor (Research) – Level E

Vice Chancellor




Recruitment, Selection and Appointment Procedure – Adjunct appointments

Adjunct Associate Professor – Level D

Adjunct Clinical Associate Professor (Faculty of Medicine, Nursing and Health Sciences) – Level D

Adjunct Associate Professor (Research) – Level D

Adjunct Senior Lecturer

Adjunct Lecturer

Adjunct Senior Research Fellow (equivalent to level C)

Adjunct Research Fellow

Adjunct Junior Research Associate

Adjunct Research Associate

Dean




Any other adjuncts

Provost




Senior Academic Appointments

Sir John Monash Distinguished Professor (new appointment)

Council



Recruitment, Selection and Appointment Procedure – Recruitment to an eminent professorial position

Sir John Monash Distinguished Professor (renewal of appointments)

Vice-Chancellor



Named Chair Professor

Professorial Fellow

Appointment to Sponsored Professor

Vice-Chancellor’s Professorial Fellow

Emeritus Professors

Sir Louis Matheson Distinguished Visiting Professor

Vice-Chancellor




Other categories

Honorary Appointments – Professional Staff

Dean (Faculties)

or

Executive Director (Monash HR) (Administrative Divisions)


Recruitment, Selection and Appointment Procedure – Honorary appointments (professional staff)

Temporary Staff

Dean

or



Recruitment, Selection and Appointment Procedure – Temporary Recruitment

University Visitors

Dean

or


Workforce Management Policy

Workforce Management Procedure – University Visitors (under development)

International assignments

Director, HR Operations

International Staffing and Mobility Policy

International Staffing and Mobility Procedure – Short and long term international assignment

Management of appointment process for associated workforce positions

Authority to manage the approved appointment process for members of the University’s associated workforce (on advice of the authority holder in 7.8 above) resides in, or is delegated to:

APPOINTMENT OF

DELEGATION


Adjunct Appointments

Adjunct Appointment as Professor or Professor (Research) – Level E

Manager, Senior Academic Appointments (for seeking approval)

Lead HR Business Partner (for administering the appointment)



Adjunct Associate Professor – Level D

Adjunct Clinical Associate Professor (Faculty of Medicine, Nursing and Health Sciences) – Level D

Adjunct Associate Professor (Research) – Level D

Adjunct Senior Lecturer

Adjunct Lecturer

Adjunct Senior Research Fellow (equivalent to level C)

Adjunct Research Fellow

Adjunct Junior Research Associate

Adjunct Research Associate




Senior Academic Appointments made by Delegation of Council

Sir John Monash Distinguished Professor

Manager, Senior Academic Appointments



Senior Academic Appointments made by Delegation of the Vice-Chancellor

Named Chair Professor

Sir Louis Matheson Distinguished Professor

Professorial Fellow

Appointment to Sponsored Professorship

Manager, Senior Academic Appointments



Other categories

Honorary Appointments – Professional Staff




Temporary Staff



Recruitment, Selection and Appointment Procedure – Temporary Recruitment

University Visitors



Workforce Management Procedure – University Visitors

Terms / Variations to Terms of Appointment

The authority to determine terms (and variations of terms) of appointment including remuneration package, overseas study, leave including sabbatical leave, sick leave and long service leave:

TERMS OF APPOINTMENT

LEVEL OF STAFF

DELEGATION


Remuneration package

Senior Academic and Professional Staff

Package above $300k

Selection & Remuneration Committee of Council

Terms of Reference (Selection & Remuneration Committee)


Senior Academic and Professional Staff

Package btw $250k and $300k


Contract & Remuneration Authorities document


Senior Academic and Senior Professional Staff

Package up to $250k


and

Director, Senior Executive Remuneration



Academic Staff Level E (not on PBCs)

Manager, Remuneration and Senior Professional Appointments


Performance-based contracts

HEW Level 10A to 10D Performance Based Contracts



Standard contracts of employment

Academic Staff Levels A to C

Professional Staff HEW 1 -9


Recruitment Selection and Appointment Policy and Procedures

Non-standard remuneration package

Academic staff Levels A – C

Professional Staff HEW 1 - 9



Approval of standard terms of appointment

Dean

Vice-Chancellor


Academic Staff

Professional Staff



Variation to standard terms of appointment

Academic staff

and

Professional staff

Director, Workplace Relations (for minor variations not related to remuneration or entitlements only)

or



‘Honorarium’ payment by exception

Emeritus and Distinguished Professors

Adjunct Appointee (payment > $20,000)


Recruitment. Selection and Appointment Policy


‘Honorarium’ payment by exception

Adjunct Appointee (payment < $20,000)

Director, Workplace Relations



Moving from unpaid to paid appointment of adjunct (less than 0.2 fraction)

Adjunct Appointee

Dean



Approval of “special and exceptional circumstances” for a paid adjunct appointment at > 0.2 fraction

Adjunct appointee




Contract renewals

Academic Staff

Professional Staff


Staff Form - Renewal of Fixed Term contract

Non-renewal of fixed-term contract

Academic Staff

Professional Staff


Staff Form – Non-renewal of fixed-term contract

Internal transfer

Professional Staff



Workforce Management Procedure – Secondments and Transfers (under development)

Secondment

Professional Staff



Workforce Management Procedure – Secondments and Transfers (under development)

Conversion casual to fixed-term

Professional Staff


Monash University Enterprise Agreement (Academic and Professional Staff) 2009 – clause 19

Staff Form -Application for conversion from Casual to Non-Casual employment (Professional staff)

Conversion from fixed-term to continuing appointment

Academic Staff

Professional Staff

Director Workplace Relations


Translation from teaching and research academic role to education-focused role

Academic Staff

Dean


Recruitment, Selection and Appointment Procedure – Same-level appointment of existing staff to an education-focused role

Relocation and removal costs (Inbound)

Academic Staff

Dean (within policy limits or “special circumstances” up to financial delegation)


Recruitment, Selection and Appointment Procedure - Travel & Removal Costs (under development)

Relocation and removal costs (Inbound)

Professional Staff

Dean

or


(within policy limits or “special circumstances” up to financial delegation)

Additional appointments – sessional (outside 4 hours)

Academic Staff



Recruitment, Selection and Appointment Procedure – Additional Appointments and duties

Additional appointments – non-sessional

Professional Staff


Approval of requests for early retirement for staff on pre-retirement contracts

Academic and Professional Staff



Nomination by the VC dated 23 March 2010, for the purposes of the Enterprise Agreement, Schedule A

Probation and Confirmation

Authority to determine the following aspects of probation and confirmation is delegated to:

FUNCTION

LEVEL OF STAFF

DELEGATION


Determining whether probationary period is required (for academic staff at Level E)

Academic staff (Level E) – under certain circumstances only

Provost

Monash University Enterprise Agreement (Academic and Professional Staff) 2009 – clause 58.3



Recruitment, Selection and Appointment Procedure – Probation and confirmation of academic appointment

Conducting mandatory mid-cycle performance review

Academic Staff Levels A –D

Performance supervisor




Confirmation of appointment at the end of probationary period

Academic Staff Level D

Level D Appointment Review Committee





Academic Staff Level A – C

Faculty Academic Appointment Review Committee





Professor

Vice-Chancellor




Professional Staff

Supervisor

Head of Unit

Recruitment Selection and Appointment Policy

Recruitment Selection and Appointment Procedure – Professional Staff Probation

Extension of probationary period

Professional Staff






By recommendation of Level D Appointment Review committee






By recommendation of Faculty Academic Appointment Review committee




Appointment on probationary period for more than 6 months

Professional Staff

Lead HR Business Partner, acting on advice of the Director, Workplace Relations



Terminate appointment during or at the conclusion of the probation period (excluding termination for serious misconduct)


By recommendation of Level D Appointment Review committee




Terminate appointment during or at the conclusion of the probation period (excluding termination for serious misconduct)


By recommendation of Faculty Academic Appointment Review committee




Terminate appointment during or at the conclusion of the probation period

Professional Staff




Waive requirement for an academic probation period

Academic Staff

Provost



Nomination of chair of the Appeals Committee

Academic Staff

Provost



Enhancements/ Changes to Conditions

ENHANCEMENT/CHANGE

POSITION/ HEW Level

DELEGATION


Above engagement profile payment up to $15,000 in a calendar year

Academic Staff at 100% fraction

Dean

Staff Forms - Personal Activity - above engagement profile payment request and Personal Activity - exceptional achievement request schedule

Above engagement profile payment between $15,000 and $30,000 in a calendar year

Academic Staff

Director, Workplace Relations.

Above engagement profile payment >$30,000 in a calendar year

Academic Staff


Accelerated increments – 1 Step

Academic and professional Staff

Dean

or


Monash University Enterprise Agreement (Academic and Professional Staff) 2009 – clauses 59.17 and 65.10

Accelerated increments –2 Step


Dean

or


Accelerated increments – 3 Step


Dean, on advice of Lead HR Business Partner

Allowances – Higher Duties /Special Duties

HEW Level 1 – 7

HEW Level 8 & 9

Dean

or


Monash University Enterprise Agreement (Academic & Professional Staff) 2009 – clause 79

Changes to fraction

Academic Staff

Professional Staff

Dean

or


Staff Forms – Work schedule and fraction changes

Paid outside work

Academic Staff

Dean

Conduct and Compliance Policy

Conduct and Compliance Procedure – Paid outside work

Promotion of Academic Staff

PROMOTION OF ACADEMIC STAFF

DELEGATION


Professor (Level E)

University Professorial Promotions Committee

Staff Development Policy

Staff development Procedure - Academic Promotion for Candidates Level C – E

Associate Professor (Level D) -faculty promotion

Faculty Associate Professor Promotions Committee


Staff development Procedure - Academic Promotion for Candidates Level C – E

Associate Professor (Level D) – non faculty application

Most relevant Faculty Associate Professor Promotions Committee

Senior Lecturer or Senior Research Fellow (Level C) - faculty promotion committee

Faculty Senior Lecturer Promotions Committee


Staff development Procedure -Academic Promotion for Candidates Level C – E

Senior Lecturer or Senior Research Fellow (Level C) - non faculty application

Most relevant Faculty Senior Lecturer Promotions Committee

Lecturer or Research Fellow (Level B) - faculty promotion application

Dean


Staff development Procedure -Academic Promotion for Candidates – Level B

Lecturer or Research Fellow (Level B) - non faculty application

Dean of the most relevant faculty

Academic Promotion Rehearing Process

FUNCTION / DECISION

DELEGATION


Stage 1: Review Panel

Professor

Associate Professor (Level D)

Senior Lecturer (Level C)

Lecturer (Level B)

Provost


Staff Development Procedure – Academic Promotion Rehearing Process Levels B – E

Stage 2: Rehearing Committee

Professor (Level E)

University Promotion Rehearing Committee



Associate Professor (Level D)

Senior Lecturer or Senior Research Fellow (Level C)

Faculty Promotion Rehearing Committee



Lecturer or Research Fellow (Level B)

Sub-committee of faculty senior lecturer promotions committee



Non-faculty Applications (Levels B - D)

Most relevant Faculty Promotion Rehearing Committee (or sub-committee)



Performance Management – Academic Staff

FUNCTION /PROCESS

DELEGATION


Staff Annual Performance Plan

Staff Mid-cycle Review

Staff Annual End-of-cycle Performance Review

Staff Annual Incremental Increase

Academic Performance Supervisor

Monash University Enterprise Agreement (Academic and Professional Staff) 2009 – clauses 53 and 59


Staff Development Procedure: - Performance Development Process: Academic Staff

Staff Development Procedure: - Managing Unsatisfactory Performance: Academic Staff

Counselling for unsatisfactory performance

Academic Performance Supervisor, acting on the advice of the HR Business Partner




Formal Unsatisfactory Performance Report

Provost




Nomination of an academic supervisor other than the staff member’s immediate line manager

Provost



Performance Management – Professional Staff

The Professional Staff Performance Management Scheme is applicable to all Professional staff (full-time or part-time, but excluding casual staff) inclusive of those at the top of the incremental scale.

FUNCTION / PROCESS

DELEGATION


Establishment of performance plan, changes to performance plan, updated goals and progress reports.

Formal Performance Review


Monash University Enterprise Agreement (Academic and Professional Staff) - clause 65


Staff Development Procedure: - Managing Unsatisfactory Performance: Professional Staff

Incremental progression approved


Monash University Enterprise Agreement (Academic and Professional Staff) - clause 65.9 & 65.12



Withholding of increment


and

Head of Unit

Monash University Enterprise Agreement (Academic and Professional Staff) - clause 65.12-65.13 & 65.16



Review of decision to withhold an increment

Nominee of Divisional Director (or equivalent) or Dean

and

President of Monash University NTEU Branch

Monash University Enterprise Agreement (Academic and Professional Staff) - clause 65.15

Issuing Performance Warnings

Authority to issue a performance warning (as defined within the University’s Enterprise Agreement) is delegated to:

ISSUE PERFORMANCE

WARNING TO

DELEGATION


Academic Staff

Provost

Monash University Enterprise Agreement (Academic and Professional Staff) - PART H

Professional Staff


Disciplinary Action for Misconduct and Unsatisfactory Performance

Monash University Enterprise Agreement (Academic and Professional Staff) 2009 – Clauses 52 to 55.

Authority to implement the following forms of disciplinary action including demotion and termination is delegated to:

DISCIPLINARY ACTION

LEVEL

DELEGATION


Termination

Senior levels – including Deputy Vice-Chancellor, Pro Vice-Chancellors and Dean

Provost


Termination for serious misconduct and all disciplinary action for staff on performance-based contracts (PBC)

Academic staff on PBCs

Provost


Termination

Academic Staff

Provost

Monash University Enterprise Agreement (Academic and Professional Staff) 2009 – clause 53 (except PBC staff)



Termination

Professional Staff


Formal disciplinary action other than termination (refer Clause 53.2) related to alleged misconduct or serious misconduct

Academic Staff

Provost



Disciplinary action – suspension with or without pay

Academic Staff

Provost



Formal disciplinary action other than termination related to alleged misconduct or serious misconduct:

· All other except counseling and warnings

Professional Staff


and/or


Disciplinary action for unsatisfactory performance

Academic Staff

Provost



Disciplinary action for unsatisfactory performance – including counseling and warnings

Professional Staff

Supervisor acting on the advice of Lead HR Business Partner

Disciplinary action for unsatisfactory performance – all other

Academic Staff

Provost



Staff Development Procedure – Managing Unsatisfactory Performance: Academic staff

Terminate appointment by summary dismissal during or at the conclusion of the probation period or thereafter

All Professional Staff





Staff Development Procedure – Managing Unsatisfactory Performance: Professional staff

Nomination of members for any committees convened in accordance with clause 11 of the Enterprise Agreement

Academic Staff

Professional Staff

Provost


Research Misconduct

Academic Staff

Pro Vice-Chancellor (Research)

Monash University Enterprise Agreement (Academic and Professional Staff) 2009 – Clause 11


Redundancy

Authority to carry out all functions relating to redundancy, including authority to declare positions redundant and terminate the employment of staff at the following levels, on the grounds of redundancy is delegated to:

LEVEL

DELEGATION


Academic Staff

Provost




Leaving Monash Policy

Leaving Monash Procedure – Redundancy and Redeployment

Professional Staff


Redeployment

LEVEL

DELEGATION



Director, Workplace Relations (as nominee of Executive Director, Monash HR)


Leaving Monash Policy

Leaving Monash Procedure – Redundancy and Redeployment

Termination for ill-Health (instigated by Monash University the employer)

Authority to terminate the employment of the Vice-Chancellor on the grounds of ill-health is retained by Council (in accordance with the Appointment Agreement with the VC).

Authority to terminate employment of the grounds of ill health at the following levels is delegated to:

LEVEL

DELEGATION


All Academic Staff

Provost



Termination (Other)

Function/ Authority

DELEGATION


Termination of honorary appointment - professionals




Termination of unpaid adjunct appointments (levels A – C)


Termination of unpaid adjunct appointment (level D – E)

Dean

Leave

These positions have the authority to approve the following leave within Enterprise Agreement and/or University policy limits for eligible staff within their relevant accountability areas and below but not equal to their own levels of designation:

LEAVE TYPE /PURPOSE

LEAVE FOR STAFF

DELEGATION


All Leave Types

Vice-Chancellor

Chancellor

DVCs

Vice-Chancellor

Vice-Presidents

Vice-Chancellor

Dean

Vice-Chancellor

Divisional Directors (or equivalent)

VPs

Head of Unit

Dean or Divisional Director or equivalent

LEAVE TYPE /PURPOSE

LEAVE FOR STAFF

DELEGATION


Annual Leave

Academic Staff

Professional Staff

Supervisor

Monash University Enterprise Agreement (Academic and Professional Staff) 2009 – Clause 36 and Schedule E (Leave Entitlements)

Remuneration and Benefits Policy

Remuneration and Benefits Procedure – Types of Leave (Annual Leave)

Special Leave (paid special leave up to 2 weeks or unpaid leave up to 6 months)

Academic Staff

Professional Staff



Remuneration and Benefits Procedure – Types of Leave (Special Leave)

Special Leave (paid special leave > 2 weeks or unpaid leave > 6 months)

Academic Staff

Provost



Special Leave (paid special leave > 2 weeks or unpaid leave > 6 months)

Professional Staff




Personal Leave

Academic Staff

Professional Staff

Supervisor

Monash University Enterprise Agreement (Academic and Professional Staff) 2009 – clause 37 and Schedule 5 (Leave Entitlements)


Remuneration and Benefits Procedure – Types of Leave (Personal Leave)

Personal Leave In Advance (paid leave more than 15 days in advance of credit)

Academic Staff

Professional Staff


Monash University Enterprise Agreement (Academic and Professional Staff) 2009 – clause 37 and Schedule 5 (Leave Entitlements)


Remuneration and Benefits Procedure – Types of Leave (Personal Leave)

Compassionate Leave (including extended compassionate leave up to a total period of 5 days per occasion)

Academic Staff

Professional Staff

Supervisor

Monash University Enterprise Agreement (Academic and Professional Staff) 2009 - Schedule 5 – Leave Entitlements


Remuneration and Benefits Procedure – Types of Leave (All)

Extended Compassionate Leave (greater than 5 days)

Academic Staff

Professional Staff

Dean

or


Monash University Enterprise Agreement (Academic and Professional Staff) 2009 - Schedule 5 – Leave Entitlements



Maternity Leave – Paid

Academic Staff

Professional Staff

Dean

or




Remuneration and Benefits Procedure – Types of Leave (Parental leave)

Spouse/ Partner birth Leave

Adoption Leave

Pre Natal Leave

Extended period of unpaid parental leave (up to six months)

Academic staff

Professional staff

Executive Director, Monash HR


Workforce Management Procedure – Flexible working arrangements for parents or carers

Extended period of unpaid parental leave (greater than six months)

Academic staff

Provost



Extended period of unpaid parental leave (greater than six months)

Professional staff




Long Service Leave – full pay

Academic Staff

Professional Staff

Dean

or

Divisional Director (or equivalent)



Remuneration and Benefits Procedure – Types of Leave (Long service leave)

Long Service Leave – half pay

Long Service leave – double pay

Leave Loading for Extra Holidays

Academic Staff

Professional Staff

Supervisor



Remuneration and Benefits Procedure – Types of Leave (Annual leave)

Study Leave (as defined in the Enterprise Agreement and not exceeding one month in a calendar year)

Professional Staff

Dean

or


Monash University Enterprise Agreement (Academic and Professional Staff) 2009 - Schedule 5 (Leave Entitlements)

Study Leave (greater than one month in a calendar year)

Professional Staff

As for Special Leave (see above)



Voluntary Reduced Working Year

LEAVE TYPE /PURPOSE

LEAVE FOR STAFF

DELEGATION


Voluntary Reduced Working Year

All continuing and fixed-term Staff

Dean

or



Outside Studies Program (OSP) (within the limits outlined in University policy)

Outside Studies Program for

DELEGATION

SOURCE

Academic Staff

Relevant Faculty or Non Faculty OSP Committee (as appropriate)



Staff Development Procedure – Outside Studies Program

Deans

Associate Dean

Head of Unit

Vice-Chancellor

and

OSP Committee


Staff Development Procedure – Outside Studies Program

Deferral of OSP

Dean, Director or equivalent in consultation with Head of Unit (where applicable)


Staff Development Procedure - Outside Studies Program

Remuneration Claim Forms including Overtime and Additional Hours, Allowances & Timesheets

CLAIM

LEVEL

DELEGATION


Private Vehicle Use


Head of Unit


Higher Duties Allowance

Professional Staff

Dean or Divisional Director or equivalent

Monash University Enterprise Agreement (Academic & Professional Staff) 2009 – clause 79

Overtime/ Additional Hours

Professional Staff

Supervisor

Casual Timesheets

Casual Staff

Supervisor

Exceptional Achievement/Performance Payments

LEVEL

DELEGATION


Academic Staff



Recruitment, Appointment and Selection Procedure – Additional Appointments and Duties

Staff Form - Personal activity - exceptional achievement request schedule

Professional Staff (HEW Levels 5 to 9)

Dean/Divisional Director

(no > than $5,000)

Remuneration and Benefits Procedure – Allowances and Incentives

Staff Form – Payment for exceptional Peformance Form

Staff Wellbeing

The authority to approve and implement the following Staff Wellbeing-related actions is delegated to:

ACTION

LEVEL OF STAFF

DELEGATION


Flexible Working Hours

Professional Staff

Supervisor


Home-Based Work

Professional Staff



Workforce Management Procedure – Work Life (Home-based Work)

Job Share Arrangement

Professional Staff

Head of Unit, acting on the advice of the HR Business Partner


Workforce Management Procedure – Work Life (Job share)

Staff Study Support

Ongoing And Fixed Term Staff

Dean

or



Staff Development Policy – Staff Study Support procedure

Authority to Provide/Extend Computer Access to HR Systems

ACCESS/ RESPONSIBILITY

DELEGATION


SAP HR user access

Lead HR Business Partner (Display access – HR Hub staff only)

Director, HR Operations (Display/Maintain access – HR Operations staff only)

Manager, Payroll Control and Compliance (all other requests)

Request for SAP user access (department) [Word] [PDF]

Renewal of SAP HR user access

Lead HR Business Partner (Display access – HR Hub staff only)

Director, HR Operations (Maintain access – HR Operations staff only)


Request to renew SAP user access [Word] [PDF]

Temporary SAP HR user access

Manager, Payroll Control and Compliance

Request for SAP temporary access / delegation [Word] [PDF]

SAP timesheet administration access


SAP Safety Suite access


SAP Training and Events access

Director, Leadership & Organisational Development (LOD HR staff only)


SAP production and super-user access

Portfolio Manager, Workforce Portfolio (eSolutions)

in consultation with Director, HR Operations or Director, Workplace Relations (as appropriate)

Access to the SAP confidential payroll


Recruitment express (Rex) standard user access

Standard user access automatically assigned to all staff

Rex HR user access

Director, Recruitment Design & Delivery

Recruitment express (REX) HR user access request [PDF]

Rex super-user/ administration access


and

Director, Recruitment, Design & Delivery

Performance Development Online (PDO) access

Automatic access to performance plans for self, direct reports and others in the reporting hierarchy

PDO reports administration access


PDO workplace relations level access


PDO global administration access


and


Access to HR systems not outlined above


Responsibility for auditing and monitoring compliance with HR system use requirements


- 2 -

APPOINTMENT

OF

DELEGATED TO

(Authority Holder)

SOURCE OF AUTHORITY /REFERENCE

1. Select the area of

authority

2. Select the position

level/group of staff

4. Review the governing policy/

procedure or documents

3. Check who is ultimately responsible to

approve/authorise the transaction

APPOINTMENT

OF

DELEGATED TO (Authority Holder)

SOURCE OF AUTHORITY /REFERENCE

1. Select the area of authority

2. Select the position level/group of staff

4. Review the governing policy/procedure or documents

3. Check who is ultimately responsible to approve/authorise the transaction

Documents

Monash Universityadm.monash.edu/workplace-policy/assets/doc/monash-hr... · Web viewThis document confirms who has delegated authority to make key human resources (HR) decisions