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Faculty guidelines on leave for conferences or research/professional work

Academic staff in the Faculty of Education may apply to attend academic conferences and undertake research/ professional work within Australia and overseas provided such pursuits are in the interests of the Faculty and identifiable academic development needs.

The following Faculty of Education guidelines are consistent with University policy which can be found in the Staff Handbook, Chapter 3.

Timing and duration of absences

Where possible absences should be in non teaching and assessment periods. A special case may be made for leave to attend a conference or undertake research that overlaps your teaching and assessment related responsibilities. In such cases, approval should be obtained prior to making arrangements to travel and at least a week before leaving.

Absences to attend conferences will not normally exceed two weeks for any one conference. Periods of time in addition to the actual conference dates should be justified/explained unless they are taken as recreation leave.

Absences on research/professional work will not normally exceed two weeks at a time. The University policy enables the Faculty to approve up to a total of 10 weeks in any one calendar year (inclusive of all short periods of a day or so) but the Faculty would need a very good case to be made for that amount of leave to be given.

The approval of leave to attend conferences or undertake research/professional work does not reduce your expected annual teaching load or other responsibilities, and it must be clear that the performance of these is not inhibited by the leave period.

Eligibility

Conference attendance should be relevant to the interests of the Faculty of Education and your academic development. In particular, note that:

  • the level of academic significance and relevance of the conference should be commensurate with the length of leave and funding sought,
  • a higher level of academic merit and outcome for the activity will be expected for international travel given the normally greater costs involved in staff time and/or travel funds,
  • funding for conference travel has as its prime purpose to enhance the research expertise and profile of the Faculty and individual staff member
  • exceptional cases may be presented to the Conference Travel Committee.

Research may be fieldwork for data collection or research in libraries with special resources, laboratories with specialised equipment, expertise not available locally or research collaboration with colleagues not readily accommodated by other means.

Professional work includes activities such as participation in a national committee meeting for a professional organization, undertaking a review for another University, travel related to editorial work for a journal. It may also involve professional development activities such as involvement in a workshop to develop research, teaching or administrative skills relevant to your academic work.

For scheduled teaching or marketing duties or other activities directed by the Faculty such as a school review, an application for leave is not required. However, where this involves international travel, permission to travel must still be sought in advance using the Faculty of Education Leave Form Part D: International travel approval. This approval is necessary for insurance purposes.

Making arrangements to cover your responsibilities

For any period of leave (except long service leave), satisfactory arrangements must be made to cover the following:

  • Teaching and related commitments (including timely return of assignments and results and Board of Examiners)

    Satisfactory arrangements for each unit should be discussed in advance with the relevant Program Leader or Associate Dean Teaching. It is not normally acceptable to cancel classes, reduce contact time, replace classes with independent study, or return assessments late.
    Satisfactory arrangements could include:
    • classes taken by colleague as a swap arrangement
    • combining classes (with permission of lecturer-in-charge)
    • negotiating a different time with students
    • guest lecturer paid from own funds (some limited assistance with this may be available from the Campus Coordinator)

      That assessment responsibilities will be completed in a timely manner should also be made clear.

  • Administrative responsibilities, eg course coordination, committees, working parties
    Satisfactory arrangements for these should be discussed in advance with the relevant Associate Dean/Dean and apologies forwarded for committees.

  • Research and project supervision
    Satisfactory arrangements could include an associate supervisor being available, regular and frequent availability by email, a colleague who has indicated their willingness to provide assistance as required. Students and the Research Office must know who to contact during your absence and how to contact them.

Applying for leave (Professors should see Note below)

Staff should apply for leave in sufficient time for approval to be gained two weeks prior to the anticipated period of leave (and preferably before committing finances to the travel).

It is the staff member’s responsibility to ensure that approval has been given before proceeding on leave. Staff proceeding on conference or research activities without gaining prior approval will normally be expected to take the period of absence as recreation leave.

Approval of funding by the Faculty Conference Travel Committee does not imply approval of leave to be absent from campus although approval will normally be given in that case.

In order for the absence from campus to be approved staff will need to complete the Faculty's Leave and Financial Support form (doc 273KB) and also the University Application for Leave form (pdf 61kb) .

The Faculty's Leave and financial support form is made up of the following parts:

  • Part A: Leave for conferences and research/professional work
  • Part C: Arrangements to cover responsibilities
  • Part D: International travel approval

In completing these forms, you will need to indicate:

  • The nature, relevance and academic quality of the conference and the nature of the staff member’s participation in the conference,
    Note: where a conference is well known for its academic merit, a conference brochure accompanied by notification of the acceptance of a paper will suffice. If its academic merit is less clear more detail will be needed.
  • The dates of the conference and a justification of any additional leave in association with it including confirmation of any arrangements made to work at another location.
    Note: the latter might be email confirmation of an invitation and arrangements.
  • The purpose of the research/professional work, its location and, where relevant, confirmation of arrangements made to work with others.
    Note: the latter might be email confirmation of an invitation and arrangements.
  • How teaching, research supervision and administrative duties will be covered during the period of absence from campus.

You will then need to ask your Supervisor to complete the form, confirming the relevance and quality of the conference and/or research and/or professional activity in relation to your academic development and the faculty's needs.

Approvals

Within Australia: The Associate Dean Staff /Associate Dean Gippsland may grant approval for leave. (This does not imply access to travel funds for which additional criteria may apply.)

Overseas: The Associate Dean Staff/Associate Dean Gippsland will consult with the Dean before granting approval.

Note for professors

Professors do not require permission to travel for conferences and research/professional work within Australia but are expected to complete the same documentation prior to travel and to inform the Dean both of the travel and of arrangements to cover teaching, supervision and administrative responsibilities. For international travel, permission is required. Staff Handbook, Chapter 3.

Professors do need to apply for other forms of leave (such as recreational) in the normal way, completing the University leave form for forwarding to HR via the Dean.