D6. Fixed-Term Appointments (more than six months)

D6.1 Introduction
D6.2 Policy statement
D6.3 Procedures
   D6.3.1 Fixed term employment
   D6.3.2 Recruitment and selection
   D6.3.3 Appointment process
   D6.3.4 Secondments
   D6.3.5 Senior management appointments and reappointments
   D6.3.6 Non-renewal of contracts
   D6.3.7 Leave arrangements
   D6.3.8 Employment of immediate family
   D6.3.9 Concurrent appointments
   D6.3.10 Induction

D6.1 Introduction

D6.2 Policy statement

The University may engage fixed term employees for periods of more than six months, by utilising full-time or fractional fixed term employment. 

(Approved by Council June 2000)

D6.3 Procedures

D6.3.1 Fixed term employment

D6.3.1(a) Fixed term appointments will be made for a specified term or ascertainable period subject to the termination, change and redundancy provisions of the Certified Agreement.  Appointment may be made for a term not normally longer than three years, except in the case of senior management appointments. 

D6.3.1(b) Where open advertisement has resulted in an appointment to a fixed term appointment and the position is to be continued beyond the first term, the incumbent may be offered reappointment for one further term without proceeding through normal competitive selection processes, subject to the employee having provided satisfactory service in the position.

D6.3.1(c) An employee may be engaged on a fractional basis. The employee will receive the entitlements of a full-time employee on a proportional basis determined by the employment period, except where stated otherwise in the Certified Agreement or by the superannuation trust deeds.

D6.3.2 Recruitment and selection

D6.3.2(a) Appointments of more than six months must be preceded by advertising the vacancy and formal selection procedures.  An appointment for a period of six months or less may be made without advertising the vacancy or applying the University's selection procedures.  Refer to HR Policy D5: Appointments without Advertising - Fixed Term Appointments (six months or less)  for more detail.

D6.3.2(b) The employing cost centre must first seek approval to advertise the position by completing the Request to Advertise form which must be forwarded with the specified attachments to Human Resources.

D6.3.2(c) The period of employment should reflect the project term in preference to multiple one year contracts. 

D6.3.2(d) In the case of research only appointments where a research project nominates specific persons, the Vice-Chancellor may approve, without prior advertisement, appointments up to five years. Appropriate documentation (including the research proposal), approval and details of the nomination must accompany the appointment recommendation.

D6.3.2(e) Following approval the recruitment and selection process commences.  Refer to Section D3: Recruitment and Selection for more information.

D6.3.3 Appointment process

D6.3.3(a) Appointments to fixed term positions will be made by means of a written letter of engagement from the Executive Director, Human Resources detailing the terms of the appointment.  The appointment will be subject to a written acceptance from the appointee.

D6.3.3(b) The successful applicant will be required to advise their acceptance in writing within the period specified in the letter of offer.  Applicants will normally be required to respond within the following periods otherwise the offer lapses:

• applicants employed by USQ - five working days
• applicants residing in Australia - ten working days
• applicants residing outside Australia - 10 to 15 working days (dependent upon location and communication option)

D6.3.3(c) Where the preferred applicant declines the offer or, within a three month period, the preferred applicant ceases employment and an identical position becomes vacant in the faculty or section, an offer can be made to an applicant who met the essential criteria as shown in the selection documentation, without readvertisement.

D6.3.3(d) The appropriate documentation including all required signatures must be completed prior to the employee commencing duty. An employee engaged on a fixed term appointment will be provided with documentation specifying the starting and finishing dates of that employment; the classification level and salary; the hours of work; the probationary period and terms (where applicable); and other main conditions of employment.

D6.3.3(e) Irrespective of the source of funding (eg. research grants) all appointments will be made at step one of the classification level unless authorised by the Category 3 Delegate or above.

D6.3.4 Secondments

D6.3.4(a) A continuing employee may be appointed to a fixed term position by secondment where there is agreement between the employee, the Executive Director, Human Resources and the approving delegate.  A secondment will be on the understanding that the employee may return to the position held prior to the secondment.

D6.3.4(b) For more information, refer to Section D9: Appointments by Internal Transfer or Invitation.

D6.3.5 Senior management appointments and reappointments

Appointment to senior positions may be for a period exceeding three years.  The procedures covering these appointments are outlined in Section D12: Appointment and Reappointment to Senior Positions.

D6.3.6 Non-renewal of contracts

D6.3.6(a) Fixed term contracts of employment are not renewable and there is no expectation of continuity of employment.  Following consultation with the Executive Director, Human Resources, the Category 3 Delegate or above may approve a further appointment subject to the requirements of the University, successful performance by the employee and where the employee was initially appointed through competitive selection.

D6.3.6(b) For employees engaged on a 'specific task/project' or 'research' contract with more than 12 months service and who have had more than one fixed term contract, the University will provide severance payment where eligible.  HR Policy I1: Termination of Employment contains more details on eligibility and payment of severance.

D6.3.7 Leave arrangements

Fixed term employees must ensure that their recreation leave is taken within the period of the contract. Category 3 Delegates or above must ensure that employees on fixed term contracts are given an opportunity to take all accrued recreation leave prior to the expiry of the appointment.  If this leave is not taken the faculty or section must pay the cash equivalent of the pro-rata recreation leave due.

D6.3.8 Employment of immediate family

If the proposed employee is an immediate family member (as defined in Clause 4.2.20, USQ Certified Agreement 2005-2008) of the Delegate recommending the appointment, the approval of the Delegate’s supervisor is required.

D6.3.9 Concurrent appointments

D6.3.9(a) Where an employee is required to do additional work (irrespective of whether the work is for another faculty or section) a variation to their terms of engagement will be made. 

D6.3.9(b) The Executive Director, Human Resources will advise the employee, in writing, of the variation to their conditions prior to the additional work being carried out.  Faculties or sections will be required to organise the payment of salaries where applicable. 

D6.3.10  Induction

The employing faculty or section must provide a new employee with an appropriate workplace induction which includes a workplace health and safety component.  This induction programme will cover the necessary components as outlined by Human Resources.