Working Arrangements for Academic Staff P Croxon and A Enders (Human Resources) Lunch Box Session – Tuesday 20 August 2

1. Working Arrangements for Academic Staff P Croxon and A Enders (Human Resources) Lunch Box Session – Tuesday 20 August 2013

2. Objectives of this session • To provide an overview of working arrangements for Academic Staff, in particular the operation of the Academic Workload Framework and the Academic Workloads Planning System (AWPS) • To advise what resources are available including where staff and supervisors can get help with questions about Academic Career Pathways and workloads for Academic staff • This session does not cover individual workloads issues

3. Context Context you need to be aware of: • TEQSA Threshold Standards • The ACU Strategic Plan 2012-2014 • The Change Management Proposal re Academic Streaming which lead to the creation of the Academic Career Pathways

4. Context • The ACU Staff Enterprise Agreement, 2010–2013, in particular Section 5 “Working Arrangements” and Schedule 4, the Academic Workload Framework • VC’s Paper: A culture of performance in Academic Staff • The Academic Workload Model (updated for 2013) • The Academic Workloads Guidelines (updated for 2013), and • The Academic Workload Planning System

5. Academic Classifications • To establish an appropriate staffing profile, a Change Management Proposal about Academic Streaming/Classifications was developed in 2009 • The proposal reviewed the expansion of academic career pathways overseas, and recommended a revised classification structure or “continuum” as follows: • Teaching Intensive – Teaching and Related – Teaching and Research – Academic Leadership – Research Intensive – Research Only

6. The Academic Workload Framework Schedule 4 of the ACU Staff Enterprise Agreement 2010 – 2013 is the Academic Workload Framework which contains: • Intent – Objectives - Principles • Broad definitions of academic work which are consistent with the MSALs and updated Promotion Criteria • The Academic Career Pathways and associated ranges of workload allocations, and • Managing Workload Issues including the creation of the Workloads Advisory Committee, (the WAC)

7. Academic Career Pathways Consistent with the Change Management Proposal for Academic Streaming, the Enterprise Agreement created the following Academic Career Pathways: • Teaching-Focussed • Teaching and Research • Research-Focussed • Research Only • Academic Leadership/Service

8. Academic Career Pathways • The Agreement now enables a range of career pathways that may be undertaken across the lifecycle of an academic • This recognises what a lot of staff are already doing • Updated Promotions policy and guidelines have now been implemented which align with each career pathway • The University seeks to build an optimum workforce profile that can fulfil the strategic objectives of the University

9. Academic Career Pathways • The Agreement states that the default pathway is Teaching/Research • Teaching is important in all pathways (except a minority of Research Only) • All staff are expected to teach – plus there is the expectation of scholarship in learning/teaching/curriculum development • Scholarly activity (or Scholarship) includes activities which inform the teaching/research nexus

10. HR Processes updated for ACPs • Recruitment and Selection • Updated for ACP and recognises Teaching-focussed appointments • Probation • Criteria specific to ACP / process is now aligned to Academic Performance Review and Planning process • Academic Performance Review and Planning Process • Updated and incorporates ACP/MSALs/competencies/ workload including leave planning/career planning and development • Promotion • Relevant to ACP

11. Academic Career Pathways & Workload Allocation • Each Academic Career Pathway has its own ratio of academic work, and includes a cap on face to face teaching load • The ratios for Teaching-focussed and Teaching and Research academic roles are fixed with some tolerances, whereas the ratios for Research focussed/Research-only and Academic Leadership/Service are more fluid (the total range is 140%) • The overlapping ratios and the tolerances are designed to reflect the concept of the Continuum

12. Distribution of Workload

13. The Continuum with Tolerances

14. Overview of Current StateInstruments and Relevance • Workload Advisory Committee • Academic Workload Planning System and Reporting • AcademicWorkload Model / Guidelines • VC’s Paper: Culture of Performance • Including People Management Practice (Performance, Review & Planning) • Academic Career Pathways • Career & Performance Plan and Review • Academic Workload Framework • Schedule 4 - Academic Workload Framework / Clause 5

15. Academic Workloads: Allocation based on Academic Staff Availability • The workload provisions are based on academic staff being available to work 1595 hours per annum • This is calculated on a 35 hour week and assumes the staff member is taking 4 weeks’ of annual leave (and if leave is not taken a higher load can be allocated and vice versa) + 13 days of Public and ACU holidays • The Academic Availability provisions continue in effect and staff are required to advise their HoS if they are going to be working away from campus

16. Academic Career Pathwayand Workloads Table

17. Academic Career Pathways • A change in Career Pathway can only occur by agreement between the staff member and the University. This is important as the signed Agreement means that the staff member and the University have agreed to a variation to the contract of employment and this is also reflected on PayGlobal. • As Workloads are allocated according to the staff member’s Academic Career Pathway, the first step is for staff to reach agreement with their Head of School about their Career Pathway, then workload for the next 6 -12 months is allocated and leave arrangements finalised

18. Role of the Head of School • It is your role and responsibility to manage the performance of your staff and to allocate their workloads. To do this you need to have a good understanding of the interaction of the Academic Career Pathways, the Workloads Model and the Workload Planning System • The common law, the contract of employment, the Enterprise Agreement, and the University’s HR Policies and Procedures empower and require you to take appropriate action/s • The relevant HR policies and procedures that the HOS implements include the following:

19. Role of the Head of School • Academic Career Pathways – Head of School (HR to support through application of the Framework) • Workload allocation – Head of School (HR to support through understanding the Model, the Guidelines and the AWPS) • Managing Academic Performance (individual Staff Issues) – Head of School (HR to support in accordance with the Framework for Managing Academic Performance) • Workload dispute/escalation – Head of School, Executive Dean and Provost (HR to support through advice on application of escalation model)

20. Changing/Confirming Academic Career Pathways • A change in Career Pathway can only occur by agreement between the staff member and the University. This is important as the signed Agreement means that the staff member and the University have agreed to a variation to the contract of employment and this is also reflected on PayGlobal. • As Workloads are allocated according to the staff member’s Academic Career Pathway, the first step is for staff to reach agreement with their Head of School about their Career Pathway, then workload for the next 6 -12 months is allocated and leave arrangements finalised

21. Performance Review & Plan and the Career Conversation Objectives of the conversation: • Retrospective focus - current Academic Career Pathway and performance • Prospective focus - future Academic Career Pathway and performance plan • Current workload allocation and 2014 workload focus (context of past Academic Career Pathway and performance) • Review and update Career Plan for 2014-2015 • Academic Career Pathway confirmation 2014

22. Allocating Full Workloads • Once a staff member’s Academic Career Pathway is confirmed, it is the responsibility of the HoS to allocate workload to staff in accordance with the ratios and the Academic Workload Model. • All academic staff should have a full workload which is defined as being within an overall tolerance of +/-5%. Therefore, a staff member’s workload should be between 1515 hours and 1675 hours which is considered to be a full-time workload.

23. Allocating a Full Workload HOS who are unable to allocate a full workload to a staff member should consult with HR and review the “Framework for Managing Academic Performance: Individual Academic Staff Issues” document which advises of relevant processes to deal with under load and/or underperformance.

24. Academic Workload Model • One of the key provisions of the Agreement is the creation of the Workloads Advisory Committee (the WAC). • Clause 5.2.3 (iv) states that “an academic workload model will be agreed at the Workloads Advisory Committee for consideration of the ACU Staff Consultative Committee (ACUSCC). Once consulted upon, the model will be in effect for the life of this Agreement (unless enhanced following a recommendation from the WAC).”

25. Academic Workload Model • The Model is not in the Enterprise Agreement, it has the status of a Policy approved by the Vice-Chancellor • In 2010 the University established the Interim Workloads Advisory Committee (the IWAC), which undertook the work to develop the Academic Workload Model • Following consultation through the ACUSCC, the Academic Workload Model was approved by the Vice-Chancellor for implementation in Semester 1, 2012 • The Model was reviewed by the WAC in 2012 and following consultation at ACUSCC, the Model was updated for 2013

26. Academic Workload Model • Because workload allocation occurs through and is subject to “Consultation” between the Head of School and staff member, the Agreement does not provide a separate mechanism to deal with issues that may arise from the implementation of the Workloads Model • Consultation means that the decision making is informed, but it does not mean agreement must be reached • Staff are encouraged to discuss issues arising from the Model with their Head of School and staff may refer any unresolved matter to their Executive Dean

27. Academic Workload Guidelines • The Academic Workload Guidelines have been developed to assist Heads of Schools and staff members to understand the interaction of: • the Academic Career Pathways • the Academic Workload Framework • the Academic Workload Model and • the operation of the Academic Workloads Planning System (AWPS) • Guidelines were released in late 2011 and have been updated for 2013

28. Things to Remember • Model sits outside of the Agreement; • Discretions exist under the Model; • ‘Ranges’, ‘Caps’, ‘Splits’, ‘Normally’ and ‘Pro rata’ • Head of School is responsible for workload allocation; • ‘Consultation’ does not mean ‘agreement’.

29. Managing Workload Issues • The Agreement provides a mechanism for dealing with disputes that may arise from the implementation of the Academic Workload Framework. • These include: • Issues arising from the implementation of the Academic Career Pathways, and • Issues related to Possible Unreasonable Hours of Work

30. Managing Workloads Issues • If a staff member raises an issue about the implementation of the Academic Workload Framework and the matter is not resolved by the Head of School, the staff member may write to the Executive Dean and request a peer review • The panel of 3 academic peers will be familiar with the discipline and may include a union nominee • The peer review panel provides a recommendation to the Executive Dean who may take action as considered appropriate

31. Managing Workload Issues • If the staff member is dissatisfied with the resolution by the Executive Dean, the staff member may submit a written application to the WAC for review and consideration • The consideration of the WAC is forwarded to the Deputy Vice-Chancellor (Provost) for decision and the staff member will be advised of the decision and reasons for the decision • The decision of the Provost is final

32. Academic Workload Planning System • The WAC has also been involved in the development and testing of the updated Academic Workloads Planning System • This system is a planning tool, and we will now be exploring some of its features

33. Academic Workload – The Workload System

34. Academic Workload – The Workload System

35. Academic Workload – The Workload System

36. Academic Workload – The Workload System

37. Academic Workload – The Workload System

38. Academic Workload – The Workload System

39. Academic Workload – The Workload System

40. Academic Workload – The Workload System

41. Academic Workload – Averaging

42. Academic Workload – Examples of Reporting

43. Academic Workload – Looking at the Data

44. Academic Workload – Looking at the Data

45. Academic Workload – Looking at the Data

46. Academic Workload – Looking at the Data

47. Academic Workload – Looking at the Data

48. AWPS – Upcoming • Readiness by 1 Sept for commencement of 2014 planning • Research Averaging for 2014 (using 2011 and 2012) • Platform upgrades 2013/2014

49. Academic Workload Thank you for your attendance Any questions?