Visiting Appointment Guidelines - Guideline 000378

Date of Commencement: Monday, 28th November 2005

Category: Human Resources

1.0 Overview

1.1 This guideline supports the process of appointment of Visiting Academics to the University of Newcastle. It should be read in conjunction with the Hononary Appointments Policy - 000408.

1.2 The titles to be employed are:

Visiting Fellow
Visiting Lecturer
Visiting Senior Lecturer
Visiting Associate Professor
Visiting Professor

2.0 Length of Appointment

2.1 Visiting appointments are for fixed terms to be agreed upon prior to appointment.

3.0 Honoraria

3.1 Visitors from another institution may be offered assistance with travel and some accommodation expenses. There is no entitlement to salary nor generally to the financial resources of the University.

However, under special circumstances, an honorarium may be offered to a Visitor. The honorarium should be specified in documentation nominating the person for a visiting appointment.

4.0 Access to University Privileges

4.1 The host organisational unit will normally decide on the specific allocation of its own resources.

As a guide, it is usual to offer visitors the use of the following University facilities:

access to the Library
access to computers
office/laboratory accommodation.

For purposes of courtesy and on ceremonial occasions, Visiting Professors are regarded as Professors of the University. They are not, by virtue of office, members of any Faculty or other organisational unit.

5.0 Recommendation

5.1 Visiting appointments are approved by the Pro Vice-Chancellor of the relevant Faculty. Wherever possible the appointment is to be at the same level as that held at the home institution. Recommendations to the Pro Vice-Chancellor of proposed visits should include the following:

Name, curriculum vitae, and present appointment;
Details of the academic activities to be carried out by the nominee;
Details of the University facilities to be made available to the nominee;
Length of the appointment.

5.2 Following the appropriate approval, the Faculty or School Office will advise the nominee of the appointment in writing. The letter will include details of any academic activities to be carried out, and the facilities to be made available to the nominee.

6.0 Immigration Procedures

6.1 Academic Visitors whose primary purpose of stay is to observe or participate (without remuneration other than for living expenses and travel costs) in research projects at the invitation of the University of Newcastle should apply for a Sub-Class 419 Visiting Academic Visa, or an Electronic Travel Authority / Business Visa (Sub-Class 956, 977 or 456).

The application forms are available frrom http://www.immi.gov.au/allforms/index.htm

6.2 The visitor's invitation must be in the form of a letter of invitation from the Head of School sent on behalf of the Director, Human Resource Services. The letter should provide the following details:

the period for which the invitation is extended;
the applicant’s proposed activities in Australia; and
proposed remuneration, if any.

6.3 The visa application fee is a charge against the host organisational unit.

6.4 Academic Visitors who will receive remuneration, eg a fellowship, salary, stipend, grant, scholarship, award or allowance, other than for living expenses/travel costs) from the University of Newcastle should apply for a Sub-Class 418 Educational Visa, or a Sub-Class 457 Temporary Business (Long Stay) Visa, depending on their individual circumstances.

7.0 Medical Insurance for Overseas Visitors

7.1 There is no entitlement to Medicare cover for academic, teaching and research staff from overseas who hold Temporary Entry Permit Sub-Class 457 Visas (and principal visa holder's eligible accompanying dependents).

7.2 Where the University sponsors visitors from overseas, depending on the individual case, either the appointee will be required to make arrangements to take out appropriate medical insurance, or in some cases, the University may arrange for appropriate insurance. There may be some limited medical cover for visitors from countries with whom Australia has reciprocal agreements. Further information is available from Human Resource Services.

8.0 Further Information

8.1 General enquiries regarding these guidelines and the Honorary Appointments Policy should be directed to your Human Resource Officer in Human Resource Services.

Approval Authority: Vice-Chancellor

Date Approved: Monday, 28th November 2005

Date For Review: Friday, 28th November 2008

Policy Contact Position: Director, Human Resource Services

Amendment History:

Amended 27 November 2007 to align with Council approved delegations.