Part D

D12. Appointment and Reappointment to Senior Positions

D12.1 Introduction
D12.2 Policy statement
D12.3 Procedures
   D12.3.1 Vice-Chancellor, Deputy Vice-Chancellor, Chief Operating Officer
   D12.3.2 Pro Vice-Chancellor, Dean and other members of the Vice-Chancellor's Committee
   D12.3.3 Head of School, Senior Contracted Executive
   D12.3.4 Associate Dean, Assistant Dean, Deputy Dean
   D12.3.5 Head of Department, Head of Discipline
   D12.3.6 Other nominated positions as designated by the Vice-Chancellor
   D12.3.7 General provisions
Appendix A - Standard Academic Leadership Roles and Allowances

D12.1 Introduction

Policy reference number	D12 Appointment and Reappointment to Senior Positions
Scope and application	Applicable to the following senior positions: Vice-Chancellor, Deputy Vice-Chancellor, Chief Operating Officer Pro Vice-Chancellors, Deans, other members of the Vice-Chancellor's Committee Heads of School, Senior Contracted Executives Associate Dean, Deputy Dean, Assistant Dean Head of Department, Head of Discipline Other nominated senior positions as designated by the Vice-Chancellor
HR contacts	HR Client Services Team
Policy type/category	Management
Related legislation/ regulations/guidelines	University of Southern Queensland Certified Agreement 2005 - 2008
Delegations authority	Delegate	Authority
	Council	Approve appointments to Vice-Chancellor, Deputy Vice-Chancellor, Chief Operating Officer
	Vice-Chancellor	Approve appointments to Pro Vice-Chancellor, Dean, Head of School, Senior Contracted Executive, Associate Dean, Assistant Dean, Deputy Dean, Head of Department/Discipline and other nominated senior positions
Approval authority	Council for policy statements Vice-Chancellor or Chief Operating Officer for procedures
Review date/s	Written June 1998 Revised by Council, June 1999 Amended Section D12.4.2(d) ‘Dean', June 1999 Amended Section D12.4 ‘Application', August 2001 Updated March 2005 Updated December 2006 Updated July 2009, Section D12.3.1, D12.3.2 and D12.3.3

D12.2 Policy statement

The University may appoint an employee to a senior management or other nominated senior position for a specified period.

(Approved by Council June 1998, Amended by Council October 1998)

D12.3 Procedures

D12.3.1 Vice-Chancellor, Deputy Vice-Chancellor, Chief Operating Officer

(a) Appointment to the positions of Vice-Chancellor, Deputy Vice-Chancellor, and Chief Operating Officer are for a specified period of up to five (5) years, as determined by Council. An ad hoc committee of Council will be established for this purpose which will include the Chancellor (or nominee).

(b) Conditions of employment for these positions will be incorporated into a comprehensive individual Employment Agreement.

(c) Reappointment to the positions of Vice-Chancellor, Deputy Vice-Chancellor, and Chief Operating Officer may be approved by Council, subject to the ongoing need for the position and the incumbent receiving a satisfactory performance management and development review. Reappointment to these positions will be for a specified period of up to five (5) years, as determined by Council.

D12.3.2 Pro Vice-Chancellor, Dean, Executive Director (Human Resources)¹ and Chief Financial Officer¹

(a) Appointment to these positions are for a specified period of up to five (5) years, as determined by the Vice-Chancellor. The recruitment and selection process will be in accordance with Human Resources Policy Section D3: Recruitment and Selection. The Selection Panel for these positions will normally be chaired by the Vice-Chancellor (or nominee) and will include the Chancellor (or nominee).

(b) Conditions of employment for these positions will be incorporated in a comprehensive individual Employment Agreement.

(c) Reappointment to these positions may be approved by the Vice-Chancellor, subject to the ongoing need for the position and the incumbent receiving a satisfactory performance management and development review. Reappointment to these positions will be for a specified period of up to five (5) years, as determined by the Vice-Chancellor.

(d) The Vice-Chancellor will report appointments and reappointments of these positions to Council for information.

¹ Whilst these positions continue as members of the University's Vice-Chancellor's Committee.

D12.3.3 Head of School², Senior Contracted Executive

(a) Appointment to positions at Head of School and Senior Contracted Executive are for a specified period of up to five (5) years, as determined by the Vice-Chancellor. The recruitment and selection process will be in accordance with Human Resources Policy Section D3: Recruitment and Selection. The Selection Panel for these positions will normally be chaired by the Vice-Chancellor (or nominee) and in instances where external representation is required on the Panel, Council members with appropriate expertise will be invited to participate as appropriate.

(b) Conditions of appointment for positions at Head of School and Senior Contracted Executive will be incorporated in a comprehensive individual Employment Agreement.

(c) Reappointment to positions at Head of School and Senior Contracted Executive may be approved by the Vice-Chancellor, subject to the ongoing need for the position and the incumbent receiving a satisfactory performance management and development review. Reappointment to these positions will be for a specified period of up to five (5) years, as determined by the Vice-Chancellor.

(d) The Vice-Chancellor will report appointments and reappointments at Head of School and Senior Contracted Executives to Council for information.

² A Head of School will normally be appointed in accordance with the procedures in D12.3.3, however in exceptional circumstances with the Vice-Chancellor's approval, an internal expression of interest may be called for interim appointments, in which case a non-superannuable allowance of between $8,000 and $15,000 per annum may be payable.

D12.3.4 Associate Dean, Deputy Dean and Assistant Dean

(a) Appointment to the positions of Associate Dean, Deputy Dean and Assistant Dean are for a specified period of up to three (3) years, as determined by the Vice-Chancellor.

(b) Academic employees at USQ Academic Level C or above will normally be eligible for Associate Dean, Deputy Dean and Assistant Dean positions.

(c) A non-superannuable allowance of between $8000 and $15000 per annum depending on financial and staffing delegations may apply. Refer to Appendix A for details of allowances. The allowance cannot be paid into a professional development fund. On request by the incumbent, the allowance may form part of a salary sacrifice arrangement.

(d) Procedures for appointment to the positions of Associate Dean, Deputy Dean and Assistant Dean are as follows:

(i) Expressions of interest will be called for from eligible employees within the Faculty;
(ii) A Selection Panel will normally be convened consisting of the Dean, a Faculty nominee and a representative from another faculty/section to consider the expressions of interest;
(iii) The Dean will then forward a recommendation for appointment to the Deputy Vice-Chancellor (Scholarship) for endorsement;
(iv) The Deputy Vice-Chancellor (Scholarship) forwards the documentation to the Executive Director, Human Resources to ensure that the recommendation is in accordance with policy; and
(v) The recommendation is then forwarded to the Vice-Chancellor for approval, and any approvals are reported to Council.

(e) Reappointment to the positions of Associate Dean, Deputy Dean and Assistant Dean will be conducted in accordance with the procedures outlined in D12.3.4(d), and may be approved for a specified period of up to three (3) years, subject to the ongoing need for the position.

(f) The Executive Director, Human Resources will inform the incumbent in writing of the conditions of the appointment including any allowance payable.

D12.3.5 Head of Department, Head of Discipline

(a) Appointment to the positions of Head of Department and Head of Discipline are for a specified period of up to three (3) years, as determined by the Vice-Chancellor.

(b) Academic employees at USQ Academic Level C or above will normally be eligible for Head of Department and Head of Discipline positions.

(c) A non-superannuable allowance of between $8000 and $15000 per annum depending on financial and staffing delegations may apply. Refer to Appendix A for details of allowances. The allowance cannot be paid into a professional development fund. The incumbent may request that the allowance form part of a salary sacrifice arrangement.

(d) Procedures for appointment to the positions of Head of Department and Head of Discipline are as follows:

(i) Expressions of interest will be called for from eligible employees within the relevant department/discipline within the Faculty;
(ii) A Selection Panel will normally be convened consisting of the Dean, a deparment/discipline nominee and a representative from another faculty/section to consider the expressions of interest;
(iii) The Dean will then forward a recommendation for appointment to the Deputy Vice-Chancellor (Scholarship) for endorsement;
(iv) The Deputy Vice-Chancellor (Scholarship) forwards the documentation to the Executive Director, Human Resources to ensure that the recommendation is in accordance with policy;
(v) The recommendation is then forwarded to the Vice-Chancellor for approval, and any approvals are reported to Council.

(e) Reappointment to the positions of Head of Department and Head of Discipline will be conducted in accordance with the procedures outlined in D12.3.5(d), and may be approved for a specified period of up to three (3) years, subject to the ongoing need for the position. Appointment to the positions of Head of Department and Head of Discipline will normally be offered for two consecutive terms only.

(f) The Executive Director, Human Resources will inform the incumbent in writing of the conditions including any allowance payable.

D12.3.6 Other nominated senior positions as designated by the Vice-Chancellor

(a) Appointment to other nominated senior positions (eg. Directors of Centres etc) will be for a specified period of up to three (3) years, as approved by the Vice-Chancellor.

(b) A non-superannuable allowance of between $8000 and $15000 per annum may apply. Refer to Appendix A for details of allowances. The allowance cannot be paid into a professional development fund. The incumbent may request that the allowance form part of a salary sacrifice arrangement.

(c) Reappointment to other nominated senior positions may be approved by the Vice-Chancellor for a specified period of up to three (3) years, subject to the ongoing need for the position and the incumbent receiving a satisfactory learning and development review.

(d) The Executive Director, Human Resources will inform the incumbent in writing of the conditions of the appointment including any allowance payable.

D12.3.7 General Provisions

(a) Initial appointment to all senior positions may include a substantive continuing appointment. Where reappointment to a senior position is not offered, the incumbent will revert to her/his substantive continuing position as at the end date of the appointment.

(b) Appointment and reappointment to senior positions is subject to the ongoing need for the position at USQ and the incumbent receiving a satisfactory learning and development review before reappointment is recommended, except in cases where reappointment is offered as a result of a competitive selection process.

Appendix A - Standard Academic Leadership Roles and Allowances

Faculty Senior Executive Structures

Associate Dean (Academic) – normally 50%^[1] fraction:
Associate Dean (Learning and Teaching) – normally 40% fraction
Associate Dean (Research) – normally 40% fraction
Associate Dean (International) - normally 20% fraction (initially titled International Coordinator)
Deputy Dean - normally assigned to one of the Associate Deans, unless the total allocation to that one person (in a large faculty) made it operationally difficult. Further, the normal expectation would be to appoint the Associate Dean (Academic) as Deputy Dean, with an additional 10% work allocation, bringing the total to 60%.
Associate Director (Faculty, Campus), eg Associate Director (Business, Springfield) – normally 30% fraction.
Program Coordinator – normally 10% fraction.

^[1] The percentage fractions represent the relativities between roles, and the norm for most faculties, but could be scaled according to size of faculty. It is feasible that a large faculty may have an Associate Dean (Academic) at 100%.

Allowances for Faculty Senior Executive Roles

A three-step ladder of allowances fixed by role fraction will be applied to the roles of Deputy Dean, Associate Dean, Associate Director (Faculty, Campus), Director and Heads of Department/Discipline or equivalent as indicated below. For Heads of School, the appointee's salary package encompasses the role and no additional allowance is offered.

For fractions between 25% - 40% - $8,000pa
For fractions between 45% - 65% - $10,000pa
For fractions between 70% - 80% - $12,000pa