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CONTENT
- General
- Exchange Agreements
- Conditions of the Exchange
- Procedures
- Staff Selection
- Overseas Institutions Approaching the University for Exchange
- University of Wollongong-Employee Entitlements
- Arrangements
- Training and Development
- Performance Problems
- Combining work and Study
APPENDIX A
1. General
1.1 This document outlines University policy
and guidelines on international staff exchange for General
Staff. The specific details of any staff exchange will
be dependent on individual cases but this document is
meant to provide details as to the general processes
and conditions of an exchange.
1.2 The University places an important emphasis
on internationalisation. Student and staff exchange
programs have been successfully operating for a number
of years. Exchanges provide an ideal developmental opportunity
for staff, as well as benefiting the University.
1.3 Exchanges strengthen ties between universities
and enable participants to gain an insight into different
cultures and societies, as well as an opportunity to
experience different attitudes and ideas. Employees
can develop a first hand knowledge of the methods and
structures of work in a tertiary institution in another
country. The knowledge gained may contribute to the
enhancement or improvement of the functions of the employee's
own section.
Index
2. Exchange Agreements
2.1 The University of Wollongong has exchange
agreements with universities in a number of countries.
Preferably, an employee would participate in an exchange
with a university which has an exchange agreement with
the University of Wollongong.
2.2 An exchange may be undertaken with a university
with which the University does not have an agreement.
In these circumstances, the International Office will
be involved in the negotiations and its agreement sought
before the exchange is finalised.
2.3 Employees considering an exchange in Asia
or Europe may be required to have a minimum period of
study in the appropriate language. Some intensive language
courses are available. The level required will also
be dependent on where the employee will be working;
if the position involves extensive contact with staff
or students it will require more advanced linguistic
skills.
2.4 The universities with which the University
has a formal agreement for reciprocal staff exchange
are listed in Appendix A.
2.5 There are a number of universities which
have a student exchange agreement with the University
of Wollongong, but do not have a formalised staff exchange
agreement. A staff exchange agreement may be arranged
as an extension of the student agreement. These universities
are also listed in Appendix A.
Index
3. Conditions of the Exchange
3.1 Exchanges would normally be between 3 and
6 months, but longer (or shorter) exchanges may be considered
under special circumstances.
3.2 The exchange agreement must be reciprocal.
This ensures that neither university is short-staffed
during an exchange.
3.3 Normally the participants exchange each
others duties.
3.4 Consideration may be given to a request
made by a Unit for a staff member to participate in
an exchange without a reciprocal party. This request
will take the form of a submission outlining the reasons
for the one-sided exchange. In this case, the Unit must
understand they will be required to cover the cost associated
with an absent staff member.
Index
4. Procedures
4.1 The University does not have a formal regular
program for staff exchange similar to the student exchange
program. There are no guarantees of exchange and no
pre-determined quotas for exchange each year. In all
cases, the international exchange shall be a one-off
arrangement. This is due to the complexity involved
in each case.
4.2 If an employee is interested in exchange,
he/she may obtain a list of the addresses of the institutions
with which the University has an agreement. Information
about each of the individual institutions is available
from the International Office's Study Abroad Office.
4.3 An exchange will not be considered unless
supported by both the Head of the Unit and the Dean
of the Faculty (or equivalent).
4.4 Once the employee has made a decision as
to the preferred university, or country for exchange,
he/she must write a letter to the institution/s expressing
an interest in exchange. The employee should develop
this in conjunction with the International Office, who
may write and attach a letter of introduction for the
employee. In all cases, the employee should include
information concerning his/her position at the University;
this will normally be a position description and information
on the Unit including an organisational chart of the
Unit, highlighting the employee's position within the
Unit.
4.5 If one of the institutions indicates an
interest in the exchange, Personnel Services will write
a formal request; this request will include information
on the University, the employee's resume and the position
description of the employee. This will allow the overseas
institution an opportunity to locate a possible reciprocal
participant.
4.6 If the institution responds to the University's
request with a possible exchange participant or if they
respond to the employee's original request with a possible
reciprocal participant, Personnel Services will request
details of this particular employee, his/her position
with the institution, and his/her position description
and resume.
4.7 If both universities then agree to proceed,
formal arrangements on the exchange can commence.
4.8 If the exchange is initially approved and
a suitable reciprocal participant cannot be located,
the Head or Dean (or equivalent) has the right to refuse
the continuation of the exchange arrangements. An exchange
participant would therefore need to be found before
any formal arrangements and bookings have been made.
4.9 Once the exchange has been formally agreed
to by both universities, the Unit/Faculty is obliged
to support the exchange.
4.10 Once the details of the exchange have been
finalised, a formal agreement will be signed by representatives
of both institutions, the agreement will outline the
conditions and obligations of both parties. The employee
will also be required to sign an agreement to the conditions
of the exchange.
4.11 Upon return from exchange the participant
will be required to submit a detailed report on his/her
experiences while on exchange. This will include a report
on the methods and structure of the area/unit where
the participant worked, and if any procedures or methods
of his/her work may be improved by using or modifying
techniques used by the overseas institution. The report
will also include comments on training provided while
on exchange and any other issues which may be of interest.
4.11.1 Copies of the report will be submitted
to the Head of Unit, the Dean (or equivalent), the Manager,
Personnel Services and the Study Abroad Co-Ordinator.
4.11.2 Copies of this report will be filed on
the employee's personal file, and the General Staff
- Exchange file.
Index
5. Staff Selection
5.1 Care should be taken in staff selection.
Units are unable to make the same assessment as they
would if the person were in Australia. Units must be
aware that an exchange is part of a development program,
therefore, the level of scrutiny applied in obtaining
a permanent employee may not be appropriate in obtaining
an exchange participant.
5.2 When the position description, resume and
any other details of the proposed reciprocal participant
are forwarded to the university, they will be examined
by both Personnel Services and the relevant Unit, to
determine his/her suitability as a replacement for the
employee.
5.3 In some cases, it may be necessary to obtain
references from the proposed participant's supervisors
or to speak with the person on the phone.
Index
6. Overseas Institutions Approaching the University
for Exchange
6.1 If a university with which the University
has an agreement contacts the University of Wollongong
requesting an exchange, expressions of interest in such
an exchange will be invited by placing an advertisement
in both Campus News and the Internal Vacancies Circular.
Interested persons may submit their resumes and reason
for interest. All interested persons must attach a letter
of support from their Head and Dean (or equivalent).
6.2 Where more than one expression of interest
is received, the decision on who will be introduced
to the overseas institution will be based on merit and
be consistent with EEO principles. A committee consisting
of representatives from Personnel Services and the International
Office will consider each of the expressions and decide
on one.
6.3 If the institution accepts the University's
employee and can provide a suitable exchange participant,
the final procedures for exchange will be followed.
All other conditions of exchange apply.
Index
7. University of Wollongong - Employee Entitlements
7.1 The employee will remain on the original
payroll; participating in the exchange will not affect
any salary entitlements. University of Wollongong staff
will continue to accrue recreation leave and all service
will be counted towards long service leave and incremental
progression.
7.2 Staff will be entitled to sick leave. If
the staff member is sick while at work, he/she will
submit a sick leave form to the host institution. At
the cessation of the exchange, the institution will
forward the leave forms to the University of Wollongong
in order for the employee's leave records to be adjusted
accordingly
7.3 An employee may take recreation leave while
on exchange. This may be taken before or after the period
of the work exchange. It may be possible to take some
recreation leave during the period. Leave before or
after the exchange requires the approval of the Head
of the Unit of the releasing institution, leave during
the period requires the approval of the Head of the
Unit of the host institution. Leave forms must be submitted
and forwarded to the relevant institution.
7.4 All superannuation payments remain unchanged.
The employer and the employee both continue to contribute
to the superannuation scheme.
7.5 As the person remains an employee of the
University, he/she will retain full entitlements in
terms of workers compensation. If the employee is involved
in an accident while at work at the host institution,
this must be reported and forwarded directly to the
reciprocal university.
7.6 It may be possible for the employee to take
pay in advance before proceeding on an exchange program.
If this option is approved, then it is the employee's
responsibility to budget costs while on exchange.
7.7 In all other respects, an employee is bound
by the rules and conditions which apply to employees
at the host university.
7.8 Exchange participants from an overseas institution,
on exchange to the University of Wollongong are bound
by the rules and conditions which apply to General Staff.
Index
8. Arrangements
8.1 Costs involved may include airfares, accommodation,
travel and medical insurance, visas, passport, and work
permits (if necessary). The cost of the exchange will
be met by the employee. The employee may be able to
obtain supplementary funding for the exchange; however,
the onus is on the employee to obtain this. Options
may include development leave*, securing a scholarship
or training grant, or gaining financial support from
their own Unit.
8.2 Employees are responsible for their own
travel arrangements.
8.3 Employees are strongly advised to take out
travel insurance.
8.4 Employees will be required to complete a
University travel authority before departure, and will
also be required to take out appropriate medical insurance.
This insurance covers an employee for any accident or
illness which may occur outside work.
8.5 It is the responsibility of the employee
participating in the exchange to make accommodation
arrangements. In some cases, a direct swap between participants
may be arranged. University campus accommodation may
also be available in certain circumstances.
8.6 Depending on the country to which the employee
is travelling, the requirement for visas and work permits
will vary. This can be resolved at the time of the formal
exchange. The University will only support a visa or
work permit for the employee for the work undertaken
at the host institution.
Index
9. Training and Development
9.1 The host Unit must provide the participant
with suitable training and opportunities for development.
This may include on-the-job training, exposure to other
areas of the University and participation in internal
or external training courses. The exchange must be viewed
as a developmental opportunity, not simply as a means
of filling the vacant position.
9.2 Employees participating in an exchange must
agree to and support training provided for them while
on exchange.
Index
10. Performance Problems
10.1 If the exchange participant experiences
performance problems, the normal performance management
procedures will apply, that is, they will be advised
of the problems and given time to rectify them. In this
case, the overseas institution will be notified of the
problems and given copies of all correspondence to the
person.
10.2 If a Unit is dissatisfied with an employee's
performance and all preliminary performance management
procedures have been followed, they may end the exchange,
with the agreement of the reciprocal institution and
Personnel Services. In such a case, the employee is
no longer the responsibility of the University of Wollongong
and must follow the instructions/directives of his/her
own Institution.
10.3 The exchange of the other participant shall
not be jeopardised. The Unit will continue to pay the
salary of their employee, until his/her scheduled return.
10.4 In some cases, the Unit may re-locate the
employee, either within the Faculty/Division or to another
Unit/Section. Personnel Services must be advised and
involved in this decision. The University will not accept
the exchange participant as a supernumerary.
10.5 An employee may have his/her exchange summarily
terminated where the participant commits an act of serious
or wilful misconduct. In this case, the overseas institution
will be notified immediately.
Index
11. Combining work and study
11.1 Employees may be able to study at the host
institution at the same time. # However, this is not
guaranteed and is at the discretion of the Study Abroad
Office. As each university has a quota of exchange students,
it may not be possible to include an employee who is
undertaking only one subject, compared to a normal full-time
load undertaken by student exchange participants.
11.2 It may be possible for the employee to
pay full fees and undertake study at the same time.
In this case, the International Office should be contacted
and arrangements made for appropriate paperwork to be
undertaken and visas obtained.
11.3 If subjects are undertaken, employees should
clarify with Academic & Student Services that the
subjects studied can, and will, be counted towards their
degree.
Index
APPENDIX A
Universities with exchange agreements
The universities with which the University has a formal
agreement for reciprocal staff exchange, include the
following:
Assumption University, Thailand
California State University, Long Beach, USA
Centre of Advanced Study, Banaras Hindu University,
India
Chulalongkorn University, Thailand
Politechnico di Milano, Italy
Shenyang University, China
Spanish Research Council, Madrid, Spain
University d'Orleans, France
University of Florence, Italy
The following universities have a student exchange
agreement with the University of Wollongong, but do
not have formalised staff exchange agreements:
Indiana University, Bloomington, USA
Chiang Mai, University, Thailand
Hiroshima Shudo University, Japan
Humboldt State University, Arcata, USA
Montana State University, USA
New Jersey State College system, USA
Otaru University, Japan
University of California, USA ( 8 campuses)
University of Colorado, USA
University of Illinios, Urbana-Campaign, USA
University of Kansas, Lawrence, USA
University of Massachusetts, USA
University of Miami, USA
University of Nebraska, Lincoln, USA
University of Nevada, Las Vegas, USA
University of Exeter, UK
University of North Carolina, Chapel Hill, USA
University of Warwick, UK
Uppsala University, Sweden
Please note this list was current as at 24th March,
1994. Universities may be added or removed from this
list, from time to time.
Index
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