Appointment of Conjoints Guideline

These Conjoint Appointment Guidelines should be used in conjunction with the Honorary Appointments Policy: http://www.newcastle.edu.au/policylibrary/000408.html

1.0.     Steps, Procedures and Actions

1.1.     Intakes of conjoint appointees generally will occur twice a year in January and June.

1.2.     Conjoint roles are not advertised, however, there are a number of ways in which suitable applicants can be identified:

i)   Expressions of interest may be called from time to time because a Faculty has identified a need and/or opportunity for expertise or experience that enhances or supports its goals and activities.

ii)   A Pro Vice–Chancellor or Head of School may bring the opportunities associated with conjoint appointment in their Faculty/School to a suitable person’s attention and explore their interest in making application.

iii)   A Head of School is approached by a person who wishes to apply for a Conjoint appointment.

1.3.     The Head of School and potential applicant hold a discussion that would normally include but is not limited to the following issues:

i)   Faculty/School needs;

ii)   the potential applicant’s qualifications, expertise and skills;

iii)   the potential applicant’s availability;

iv)   specific roles and responsibilities to be undertaken;

v)   identification of potential need for academic leader/mentor;

vi)   discussion about level of appointment based on the assessment criteria (Appendix 2); and

vii)   identification of the Indicative Support available for a Conjoint appointee in the School.

1.4.     Based on the outcomes of the discussion with the Head of School, the potential applicant completes the appropriate application form and forwards it to the relevant Head of School.

1.5.     Appointment Recommendations and Approval – New Appointments

1.5.1.       Conjoint Fellow to Conjoint Senior Lecturer

A Faculty Conjoint Appointment Committee comprising:

• the Faculty Executive; and
• a member of another Faculty Executive at Professorial level; meet to:

  i)   identify the specific roles to be undertaken by the applicant;

  ii)   to asssess the applicant against the criteria listed is set out in  Appendix 4 - Contributions of Conjoint Appointees; and

  iii)   to assess the level of appointment against the criteria set out in Appendix 2 - Criteria for Assessing the Level of Conjoint Appointment.

The Pro Vice-Chancellor approves/declines the recommendation on the basis of advice received from the Conjoint Appointment Committee and makes an offer of appointment to the successful applicant. The relevant School Office sends the letter of offer to the successful applicant.

1.5.2.       Conjoint Associate Professor and Conjoint Professor

                      The Faculty Conjoint Appointment Committee as defined in 1.5.1 meets to:

• identify the specific roles to be undertaken by the applicant;
• assess the applicant against the criteria listed in Appendix 2 - Criteria for Assessing the Level of Conjoint Appointment and referring to Appendix 4 - Contributions of Conjoint Appointees;
• recommend the level of appointment.

Applications for appointment to these levels should include three referees. It is desirable that applicants nominate senior referees (eg at or above the level aspired to by the applicant) recognised at national and international level. At least two should be external referees who are recognised as international authorities in the applicant's field.

The Pro-Vice Chancellor makes a detailed recommendation to the Deputy Vice Chancellor (Academic) who convenes the University Professorial Conjoint Advisory Committee, as defined in 4.7 of the Honorary Appointments Policy. The committee meets to consider the application and provide a recommendation to the Vice Chancellor.

          The Vice-Chancellor approves or declines the recommendation.

          The relevant School Office sends the letter of appointment to the successful applicant.

1.6.     The Head of School forwards details of the appointment to the relevant Pro Vice-Chancellor; Director, Human Resource Services; Auchmuty Library Officer and the Records Management Office for action in relation to the appointment, according to the terms and conditions outlined in the letter of offer.

1.7.     The School Office maintains a record of all offers and responses from all the applicants.

1.8.     If the successful applicant indicates it is appropriate to their appointment, a letter is sent to the appointee’s primary employer (when such exists) by the School Office advising of the applicant’s successful appointment, and outlining the terms, conditions and benefits being provided to that person.

1.9.     Appointment of Former Academic Staff Members of the University of Newcastle

Former academic staff of the University of Newcastle may be appointed by the Vice-Chancellor (for Professor or Associate Professor) or a Pro Vice-Chancellor (for Senior Lecturer, Lecturer or Fellow) to the same academic level as they held when they left the University. Such appointments may be made without the need for assessment.

2.      Length of Appointment

2.1.     The length of appointment will normally be up to three (3) years.  All term ends will coincide with the Triennial Review commencing in December 2011.

3.      Reporting Arrangements of Conjoint Appointees

3.1.     Conjoint appointees are appointed within a School of a Faculty, and are accountable, in the first instance, to the Head of the School in which they are appointed.

4.      Roles and Responsibilities

4.1.     Conjoint Appointee Responsibilities

The roles and responsibilities of a Conjoint appointee will be detailed in their letter of offer, based on the activities described in ‘Contributions of Conjoint Appointees’ (Appendix 4). Subsequent alterations to the roles and responsibilities may be altered as follows:

• Up to and including Conjoint Senior Lecturer - The roles may be altered by the mutual agreement of the Head of School and Conjoint Appointee.
• For Conjoint Associate Professors and Conjoint Professors – The roles may be altered by the Vice-Chancellor on advice from the Pro Vice-Chancellor with the mutual agreement of the Conjoint Appointee.

         The Conjoint Appointee will:

i)   undertake activities as outlined in their letter of offer, liaising with the Head of School where appropriate;

ii)   advise the Head of School in which they are appointed if there are any changes in their circumstances or professional status that may impact on their ability to undertake the activities outlined in the letter of offer;

iii)   identify their affiliation with the University and/or Faculty by indicating their academic status appropriate to their appointment (Fellow, Lecturer, Senior Lecturer, Associate Professor, or Professor). However, in all written correspondence or documentation this must be preceded by the term "Conjoint" ie Conjoint Senior Lecturer; and

iv)   abide by University statutes, regulations and policies whilst undertaking activities relating to their honorary appointment. Any breach or suspected breach of policy or any conduct which, in the opinion of the University, is likely to bring the University or any of its related entities into disrepute may result in withdrawal of the honorary title and/or relationship.

Failure by a Conjoint appointee to comply with any one or more of the responsibilities may, in and of themselves, be grounds for termination of one or more privileges and/or termination of the Conjoint appointment.

4.2.     Head of School Responsibilities

         The Head of School in which the applicant is appointed will:

i)   liaise with the Pro Vice-Chancellor concerning identification of the need and/or availability of suitable persons to support the Teaching, Research and/or Community activities of the School, and/or Faculty;

ii)   consult with the applicant to identify an appropriate description of the role(s) for the term of the appointment in regard to enhancing the School and/or Faculty’s teaching, research and or community activities;

iii)   identify and confirm availability of the resources to be made available to the applicant if the application is successful;

iv)   make recommendations to the Pro Vice-Chancellor, of any benefits or privileges that are to be extended to the applicant or the applicant’s primary employer; and

v)   make recommendations and provide evidence to the Pro Vice-Chancellor concerning the need and purpose of any review of the status of any Conjoint appointee appointed within the School.

5.      Review and Reappointment

5.1.     Review

Conjoint appointments are approved for a period of three (3) years. A Pro Vice-Chancellor may initiate a review of a Conjoint appointment at any time should an appropriate need arise.

5.2.     Reappointment

Reappointment, including consideration of appointment to a higher level, will be undertaken when the current conjoint appointment expires or in the Triennial Review (commencing December 2011), whichever is the sooner.

5.2.1.       Reappointment to a Higher Academic Level

         i)   Conjoint Fellow to Conjoint Senior Lecturer

The review and reappointment of Conjoint appointments to a higher level within the range Conjoint Fellow to Conjoint Senior Lecturer level will follow the process describe at 1.5.1.

ii)   Conjoint Associate Professor and Conjoint Professor

The review and reappointment of Conjoint appointments to a higher level at Associate Professor and Professor level will follow the process describe at 1.5.2.

5.2.2.       Reappointment to the Same Academic Level

Reappointment of conjoint staff to the same level can  be made by the Pro Vice-Chancellor if review of the contribution made by the conjoint appointee merits such reappointment.

6.      Termination of Appointment

6.1.     The University or a Conjoint appointee has the option to terminate the   Conjoint appointment prior to the expiration of the appointment.

6.2.     Termination of appointment usually occurs at the conclusion of the period of appointment, and will be confirmed in writing by the School.

6.3.     Additionally, termination of the Conjoint appointment would normally and automatically occur if the Conjoint appointee:

i)   did not meet Statutory or University requirements regarding the performance of the roles and responsibilities of their Conjoint appointment within a Faculty; or

ii)   did not maintain Faculty and University’s academic standards.

6.4.     The Faculty or the Conjoint appointee may terminate the Conjoint appointment prior to the normal term of the appointment by notice given in writing to the Head of School in which the appointment is held.

7.0.     Supporting Guidelines, Related Documents and Attachments:

Appendix 1 Conjoint Appointment Application Form
Appendix 2 Criteria for Assessing the Level of Conjoint Appointment 
Appendix 3 Indicative Support for Conjoint Appointees
Appendix 4 Contributions of Conjoint Appointees

8.      Further Information

General enquiries regarding this policy and its guidelines should be directed to the Human Resource Service Team  in Human Resource Services.

   Related Documents:

• Honorary Appointments Policy
• Conjoint Appointment Application Form
• Criteria for Assessing the Academic Level of Conjoint Appointment
• Indicative Support for Conjoint Appointees
• Contributions of Conjoint Appointees
• Letter of Appointment Template – Professor and Associate Professor
• Letter of Appointment Template – Senior Lecturer, Lecturer and Fellow
• Visiting Appointment Guidelines