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Personnel Policy and Procedures Manual 23. Miscellaneous |
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[? Search] [Top] [Contents]
[Prev: 22. Research and Research Funding]
[Next: Appendix A: APS Rates]
- 23.1. Compensation for Damage to Clothing or Personal Equipment
- 23.1.1. Overview
- 23.1.2. References
- 23.1.3. Policy
- 23.1.4. Procedures
- 23.2. Operation of Buildings
- 23.2.1. Overview
- 23.2.2. References
- 23.2.3. Policy/Procedures
- 23.3. Copyright Rules
- 23.3.1. Overview
- 23.3.2. References
- 23.4. Use of Computer and Networking Facilities
- 23.4.1. Overview
- 23.4.2. References
- 23.4.3. Summary of Rules
- 23.5. Awards for Exceptional Service
- 23.5.1. References
- 23.5.2. Policy
- 23.6. Awards for Outstanding Contribution (Professional Staff)
- 23.6.1. Policy
- 23.6.2. Process
- 23.7. Membership Subscriptions
- 23.7.1. Overview
- 23.7.2. References
- 23.7.3. Policy
- 23.7.4. Procedures
- 23.8. Guidelines for use of the University of Melbourne logo (and Titles) on personalised stationery items
- 23.8.1. The Logo
- 23.9. Accident Make-up pay
- 23.9.1. Eligibility
- 23.9.2. Definition
- 23.9.3. References
- 23.9.4. Entitlement
- 23.9.5. Policy
(Updated: July 2006)
Under certain conditions, a staff member whose clothing or personal equipment is damaged during the performance of normal duties may apply for reimbursement of costs involved in the repair or replacement of the damaged clothing.
The University of Melbourne Enterprise Agreement 2006
A staff member whose clothing or personal equipment is damaged during the performance of normal duties may apply for reimbursement of costs involved provided that:
where applicable, protective clothing or personal equipment was being used at the time the damage occurred;
the damage was not sustained because of negligence on the part of the staff member;
all prescribed safety measures were observed.
Reimbursement for costs of replacement of damaged clothing, to a maximum of $150 for any one claim, will be based on the depreciated value of the damaged clothing, as assessed by the Dean or Head of Department.
A reimbursement claim should be made on a memorandum addressed to the Head of Department. The memorandum should give full details of the circumstances in which the damage occurred, the price of the article/s at the time of purchase and the estimated value of the article/s at the time the damage occurred.
The damaged article/s should, where possible, be available for inspection by the Dean or Head of Department.
A request for payment for the agreed reimbursement amount amount should be submitted through the normal financial approvals process used in the Department or Faculty.
(Section 23.2 - Last amendment: June 2008)
Property and Campus Services is responsible for the control and operation of University buildings. Most buildings have a Building Supervisor who is responsible for minor maintenance tasks, liaison with mechanical services and maintenance sections, locking and unlocking of rooms, and other day-to-day operational matters.
Security of buildings, including the prevention of theft, is an important issue for the University. All University staff are issued with a staff card, and for security reasons are strongly encouraged to carry it with them at all times.
Procedures relating to keys and the use of buildings outside normal working hours are set out below.
University Internal Telephone Directory
Property and Campus Services website at http://www.pb.unimelb.edu.au.
An accurate Key Register shall be maintained by each Department Key Issuer recording issued, lost or broken keys. The Key Systems Office can assist with setting up access to the University Key Register. Further information is available at: http://www.pb.unimelb.edu.au/security/securityservices/locksmith.html.
Please note: University keys should never be labelled as such.
The issue of keys to University buildings is the responsibility of Heads of Departments, and delegated to the Department Key Issuer.
Keys can be requested from the Key Systems Office (Dept 077 Section 04), via a THEMIS internal order.
Lost keys should be reported as soon as possible to the Traffic and Security Control Room by email to securitymain-pb@unimelb.edu.au.
Internal service keys should be returned to the Department Key Issuer for reissue, or transferred to another staff member and the Department Key Issuer notified. Keys no longer required should be returned to the Key Systems Office.
In an emergency relating to keys (e.g. being locked out of the office when the Building Supervisor is unavailable), contact the Security Control Room at securitymain-pb@unimelb.edu.au for assistance.
Staff wishing to work in University buildings and laboratories outside normal hours should discuss the possibility with their supervisor or Head of Department.
Staff who are working outside normal hours should always carry their university staff cards. Security staff on duty may ask to see identification at any time. Due to the risk associated with unauthorised entry, security staff will not provide access for those without University identification.
All building defects or maintenance items should be reported to the Maintenance Section. For details refer to http://www.pb.unimelb.edu.au/propertyandbuildings/howcanwehelp.php3?subcat=16.
Any problems with cleaning of buildings should be discussed with the Operations Manager Facility Services. For further information on cleaning matters refer to http://www.pb.unimelb.edu.au/propertyandbuildings/howcanwehelp.php3?subcat=19.
The University has an active energy conservation policy. Staff are requested to turn off lights and electrical appliances when not in use.
Enquiries about booking of teaching rooms and conference rooms should be directed in the first instance to room-bookings@unimelb.edu.au. Refer also to http://www.unimelb.edu.au/campuses/facilities.html.
Any enquiries concerning the control and operation of University buildings should be directed to the relevant Building Supervisor (for information regarding Building Supervisors see http://www.pb.unimelb.edu.au/propertyandbuildings/howcanwehelp.php3?subcat=14.
(Last amendment:April 2003)
All staff must adhere to the requirements of copyright law and must not use University equipment in any manner which constitutes an infringement of copyright. Please refer to the University's Guide to Copyright at http://www.infodiv.unimelb.edu.au/copyright/ for further guidelines on the use of copyright material.
Copyright Act 1968 (Commonwealth)
AVCC/ACDP Guide to Copyright
(Last amendment: January 1992)
The university has established rules governing the use of university computing and network facilities, which apply to all users (students, staff, and others), and to central and departmental computers, the university network and all other data communication facilities. These rules, which are Council policy, are set out in full in Standing Resolution 9.2. A summarised version is given in this section.
University computing equipment and its associated software, files, and data, is private property. Access to, and use of, the university's computing and network facilities is determined in every case by a person's relationship to the university. Each user is expected to be familiar with the conditions applying to access and use of the facilities.
Regulation 8.1.R8: Security of Local Area Networks http://www.unimelb.edu.au/Statutes/r81r8.pdf
Regulation 8.1.R7: University Computing and Network Facilities http://www.unimelb.edu.au/Statutes/r81r7.pdf
No person may use the computing or network facilities of the university for any purpose without first obtaining the approval of the Head of Department or authorised representative. The Head of Department must ensure that adequate records of approved users are maintained.
Students are permitted access to, and use of, university computing and network facilities solely for academic purposes directly related to their course of study. At no time are they authorised to use the facilities for any other purpose.
Each Head of Department in whose area computing facilities are housed is responsible for maintaining good order and discipline in those premises.
The Head of Department and the Director, ITS and officers authorised by the Head or by the Director, ITS may take action (for example, suspend any part of the computer or network operation; order any person to leave the premises; deny or restrict access to any person; require satisfactory evidence of identification before giving permission to enter or use facilities; recover from any person material or property belonging or entrusted to the department or the Department of Information Technology Services) as necessary. Full details of these powers are set out in Standing Resolution 9.2.
Other staff members, with the written authority of the Head of Department, may exercise the powers described in this paragraph for the purposes of keeping good order in the premises, maintaining confidentiality, protecting the property of third persons, and ensuring obedience to the rules. Written notification of any action taken must be given to the Head of Department or Director, ITS within 48 hours.
If an action taken under this paragraph prevents a student from carrying out or completing work which has been set in the student's course, the head of Department taking the action must ensure that a written report of it is lodged with the Head of the student's department within 48 hours.
Any person aggrieved by action taken under this paragraph should discuss the matter with his or her Head of Department, who may refer the matter to the appropriate Head of Department or Director, ITS, for possible change or variation of the decision.
Any user of the computing and network facilities who contravenes these rules, or wilfully misuses the facilities, or is negligent and thereby causes loss or damage, is liable for the loss or damage or charges payable for any unauthorised use of the facility or service.
Users of the computing and network facilities must refrain from conduct which interferes with equipment, software or its use, files or data (unless authorised), which may otherwise directly or indirectly affect their use by other users. Further details of prescribed conduct are given in Standing Resolution 8.1.R7.
No person may reserve or attempt to reserve any equipment or facility, including desk or bench space, nor exclude any other person from the use of such equipment or facility, except when expressly authorised to do so.
Unless authorised by the Head of Department in which the facilities are located, no organised assembly of persons is permitted within the premises or the area immediately surrounding them.
Loitering, obstruction of traffic in aisles and passages or on staircases, undue noise, or disturbance are not permitted on the premises.
The premises may not be used for any form of sale, advertisement or exhibition except with the express written approval of the Head of Department in which the facilities are housed.
The rules for the use of university computing and network facilities are set out in full in Standing Resolution 8.1.R7. Additional information or advice is available from the Department of Information Technology Services.
(Last amendment: November 2007)
Standing Resolution of Council; Chapter 4 - General Resolutions Including Protocols (7 July 2007)
When a Professional Staff member has served the university for 25 or more years, the Vice-Principal (Human Resources) (or nominee), will contact the Head of Department to initiate the award of a bronze medal. The medal may be presented at a ceremony to be conducted at the discretion of the relevant department, faculty, or division as appropriate.
A silver or gold medal may be awarded to honour a member of staff who has provided exceptional service to the university in the course of the member's paid employment, or by a member of staff acting in an honorary capacity. A silver medal recognises service of exceptional distinction to the University in a particular capacity or field of activity. A gold medal honours service of exceptional distinction to the University as a whole.
Gold and silver awards are normally made upon or after retirement. The person being nominated must not be informed of the submission being made.
The Head of Department wishing to nominate a person for the award should forward a proposal and a draft citation under confidential cover for consideration. Proposals for silver medals should be directed to the Vice-Chancellor and proposals for gold medals to the secretary of the Honors Committee. Recommendations for these medals are ultimately considered by Council. After Council approval of an award, the University Secretary will ask the awardee if he or she is prepared to accept the medal, and to identify the occasion most convenient for the presentation. The award will be presented on the nominated occasion with an appropriate citation.
For further information on the nomination process for these awards please refer to http://www.unimelb.edu.au/unisec/Srvol1/sr42.html#r48.
(New Section: November 2007)
The Outstanding Contribution Award (Professional Staff) is awarded annually by the Vice-Chancellor to recognise exceptional contributions made by professional staff members toward fulfilling the goals, values, and mission of the University. A maximum of 5 awards are offered each year.
The University's intention is that Faculties and Divisions will introduce a similar award scheme at the local level.
Nominations for an Outstanding Contribution Award (Professional Staff) can be made on the basis of one or more of the following categories (such contributions could be made while the staff member or team of staff are undertaking their standard duties or participating in a special project outside their usual role):
Outstanding Service and Client focus
Examples may include maintaining a consistently high quality of service to the University community including staff, students and alumni; effective stakeholder management; resolving a client issue of situation; inspiring others and serving as a role model with their actions, attitude and behaviour; and contributions and support to the Melbourne Experience.
Exceptional leadership and/or vision
Examples may include demonstrating exemplary leadership, providing a sense of purpose, vision and mission of their co-workers and/or staff; Managing and leading change initiatives smoothly and effectively; Investing time and effort in coaching and/or mentoring; and contribution to the University's strategic directions.
Excellence in Process Improvement and/or Innovation
Examples may include; taking a proactive and innovative approach toward finding solutions to business and workplace challenges; the development of new approaches, methods and systems to improve organisational effectiveness and efficiency; breaking down boundaries and/or creating new relationships to improve the way work gets done; and introducing creative and effective ways of achieving the University's strategic objectives.
Exceptional Team Work or Team Contribution
Examples include providing initiative and vision within a team; contributions to problem-solving in the team; contributing positively to team outcomes; contribution to the University's strategic direction.
Creating Connections; Contribution to Knowledge Transfer
Examples include engagement in knowledge transfer activities in line with the University's strategic directions; initiating and maintaining sustainable, collaborative partnerships with local, national and international communities and business; serving as mentors and/or model citizens to University students, staff or community members; and utilising external knowledge to inform and build University capabilities.
Staff Values: Making Melbourne a Great Place to Work
Examples include staff who; exemplify the University's staff values1 in day to day interactions; promote a work environment that is collegial, supportive, and characterised by positive morale; demonstrate dedication to enhancing one or more aspects of work/life (e.g. diversity, opportunities for professional development, work/life balance); support and/or initiate activities that encourage community-building and foster a sense of joy in the workplace.
Full-time or part-time professional staff employed on continuing or fixed-term contracts are eligible for nomination.
Both teams and individuals are eligible to be nominated for the award.
Staff members who serve on the awards selection committee are not eligible for a team or individual award during the year they serve.
The award is in the form of:
A Certificate of Recognition, to be presented at a recognition forum with representatives of the Senior Executive; and
A grant to be spent at the discretion of the individual or team for professional development purposes (e.g. seminars and training courses, team retreat, journal subscriptions, offset costs of participation at conferences) and/or a work related gift.
The amount of the grant is up to $2000 for individual staff members and up to $4000 for teams.
If the recipient leaves the University before the grant is fully expended, the unexpended portion will be forfeited. If the grant is not expended or committed within one year of receipt, the unexpended portion will be forfeited.
The University encourages all staff to recognise outstanding contributions by a professional staff member or team by nominating them for this award.
The Vice-Chancellor will advertise annually for nominations. Nominations should be made by at least three people and may include;
A supervisor or manager of area;
Co-workers;
Recipients/Customers of service or outcome.
Individuals cannot nominate themselves.
Nominations should be endorsed by the Head of Budget Division or equivalent.
The Vice-Chancellor will advertise annually for nominations.
Documentation making a case for the individual or team should include:
Completed nomination form;
A citation of no more than 2 pages long outlining the achievements of the individual or team in relation to one or more of the award categories;
Supporting documentation of no more than 3 pages. This may include testimonials from clients, evidence of work achievements etc.
Signed by at least 3 nominees and endorsed by the Head of Budget Division or equivalent.
The Vice-Chancellor will convene and awards committee comprising of a minimum of four staff.
The Selection Committee will consider nominations against the award criteria, and provide a recommendation to the Vice-Chancellor. Short listed nominees may be asked to make a brief presentation about their work and achievements to the committee. The Vice-Chancellor's decision is final.
Recipients of the awards will be advised and invited to a celebration where they will be presented with their awards and recognised for their achievements.
(Last amendment: May 2008)
Where appropriate, the University may pay (part or full) membership subscriptions for staff; where that subscription is determined to be beneficial to the staff member and the University, and is related to the staff member's position.
Committee of Deans Meeting No. 9/1992 (15/10/92) - Policy approved.
Human Resources Advisory Committee : April 2008
Academic and professional staff employed on continuing or fixed-term contracts, on a full or part-time basis are eligible to apply for payment of work related personal membership subscriptions. In the case of fixed-term staff, eligibility for payment of membership subscriptions ceases at the date of expiry of the contract. Casual staff are not covered by this policy.
Note: As an alternative to this policy, staff may independently claim such work related payments as tax deductions on their individual tax returns.
Heads of Department (or equivalent) have the delegation to approve the payment of a personal membership subscription where funding is available to cover the cost of the subscription, and:
such a payment was agreed as a Condition of Appointment for the staff member concerned; or
such memberships are required by the University; or
local arrangements exist in a department for payments of professional and/or personal memberships as a reward and recognition strategy, and a Head of Department has initiated such a reward to the staff member concerned (note this would normally be for one subscription period and subject to annual review as part of the PDF process); or
a corporate membership is not available and a single personal membership is substituted on behalf of the Department or Faculty/Division enabling a significant and demonstrable advantage other than simply a single individual benefit to accrue to the Department or Faculty/Division. e.g. for receipt of a journal that is placed in a Departmental collection; or
a corporate membership is available however a single personal membership is substituted on behalf of the Department or Faculty/Division enabling a significant and demonstrable advantage other than simply a single individual benefit to accrue to the Department or Faculty/Division. eg. for receipt of a journal that is placed in a Departmental collection.
Heads of Departments (or equivalent) may not approve payment of a personal subscription on any other basis. However, corporate membership, (that is of the Department or Faculty/Division), may be subscribed to at the Head's discretion.
Where a Head of Department (or equivalent) is in any doubt about the University policy in this matter, the case should be referred to the Vice-Principal (Human Resources).
A staff member wishing to be reimbursed for a personal membership subscription should forward a written request for payment to their Head of Department. The request should indicate under which of the above approval categories the request has been made. If the request satisfies one or more of the approval criteria, and funding is available, the Head of Department may approve.
(Last Updated : August 2004)
The term logo is used to describe the unique combination of the University of Melbourne crest, motto, and the words 'The University of Melbourne'.
The University seeks to ensure that its logo is used only by individuals or organisations who:
have a bona fide relationship with the University and for purposes associated only with that relationship;
are accountable to the University for the proper use of the logo and the safeguarding of the University's reputation and interests in its use;
are required to represent the University externally.
The University of Melbourne logo can only be used on materials such as personalised office stationery and business cards by:
Staff employed by the University, who are deemed by the Department Head, Dean or Budget Division Head to require the materials for the effective performance of their duties;
Persons who hold honorary appointments (as defined in PPP section 4.2) who may be issued with business cards, where there is an ongoing relationship with the Department and the Head of Department determines that the relationship is one in which the honorary appointee has a need to represent the Department.
Currently enrolled PhD or Masters by Research students who, for the purposes of their research project which may include fieldwork or face to face interviews/surveys/consultation are required to identify themselves, their project and their affiliation with the University of Melbourne. These cards will be valid for the calendar year of issue only.
1. The Department Head, Dean or Budget Division Head will provide authorisation by:
completing the details in the relevant section of the Design and Print Standard Requisition for Stationery order form; or
completing the relevant application form: http://www.marcom.unimelb.edu.au/uni_access/brand_guide_sys/tempform.html for external print orders, and retaining the original of the approval on Departmental records. [Such orders must have regard for the proper use of the logo as set out in the University Style specifications at http://www.unimelb.edu.au/StyleGuide/
2. In the case of cards for currently enrolled Research Higher Degree students, an additional form 'Approval for issuing of business cards to RHD students' must be authorised by the Head of Department and submitted to Design and Print with the standard stationery requisition form.
The information which appears on University stationery and business cards should be limited to:
Details of the appointment type held at the University‐see (para 23-8.1.4) below;
The location and contact details within the University or the affiliated organisation.
Personal address and contact details should only appear on University stationery items/business cards where the staff member has a formal agreement with the University to work from home;
If a person is located within a Centre, the name of the Centre may be included when that Centre/Unit has official University status;
Senior staff holding Directorships of formally affiliated institutions may apply to the Dean or Budget Head for this information to be included.
RHD student cards will include the words PhD (or Masters by Research) Candidate and the year of issue.
The University logo can be used on any other promotional materials only under licence from the University. In deciding whether to grant a licence, the University will consider the purpose of the use of the logo and it will also consider whether the individual or organisation is sufficiently accountable to the University. If the University grants a licence, it will be in writing and signed by the individual or organisation and the University. Legal action may be taken for any unauthorised use of the University logo.
In order to ensure that third parties are not misled as to the standing of individuals when transacting business with them or the University's liability for such business [PPP 13.1.3.3 requires that 'no responsibility' for 'paid outside work' shall attach to the University]:
The person's title must be the title assigned by the University to the appointment ie Professor must not be used on University materials if the person holds an appointment as Associate Professor;
Persons appointed by the University Council or the Vice-Chancellor on behalf of Council as 'Acting Dean' may, for the purposes and periods specified in the appointment, use that title on University materials;
Where staff or honorary appointees are also engaged in work, directorships, private consultancies, voluntary activities, or any other activities which are not associated with the University, the University logo must not be used in any way in relation to these non-University activities;
Private practice details will not be allowed to appear on University materials;
Council members and, with the approval of the Vice Chancellor, other individuals, may use the University logo on University business.
The University Secretary's Office can advise on those organizations that have formal affiliation with the University;
The Communications and Marketing Office can provide guidance on the style specifications for the use of the logo in stationery and other promotional materials;
Departmental Managers can advise on the status and nomenclature for eligible appointments;
Human Resource Consultants can advise on the appointment details of staff/honorary appointments;
The Language Reference Group, School of Languages, Faculty of Arts should be consulted to undertake and/or to verify translations of information, particularly appointment titles used on business cards and stationery, into languages other than English.
Consistent with the Accident Compensation Act 1985 (the Act), the University shall pay accident make-up pay to a continuing or fixed-term staff member in circumstances where a staff member is entitled to weekly payments of compensation under the Act, who has suffered an injury/illness at work which causes partial or total incapacity for which:
the University is liable; and
weekly payments of Workers' Compensation are payable by or on behalf of the University.
Casual staff members are not eligible for accident make-up pay.
Accident make-up will cease where a staff member's employment with the University terminates due to any circumstances as set out at Section 23.9.5.
'Accident make-up pay' means a payment of an amount being the difference between the weekly amount of compensation paid to the staff member pursuant to the Act and the staff member's ordinary rate of pay (excluding additional remuneration by way of shift loadings, overtime payments, special rates and other similar payment). Where the incapacity is for a lesser period than one week then the accident make-up payment will be the difference between the amount of such compensation and the rate of pay for that period.
The University of Melbourne Enterprise Agreement 2006
The Accident Compensation Act 1985 (the Act)
A continuing or fixed-term staff member (excluding casual staff members) is entitled to a maximum period or aggregate of periods of 52 weeks in total of accident make-up pay to be made by the University for any one injury/illness period.
(a) The University shall pay accident make-up pay during the incapacity of the staff member within the meaning of the Act. Such accident make-up payments shall not be paid:
in excess of a continuous period of 52 weeks (pro-rated for part-time staff members) for any one injury/illness period resulting in a total or partial incapacity; or
in excess of an aggregate period of 52 weeks (pro-rated for part-time staff members) for any one injury/illness period resulting in a total or partial incapacity.
(b) The liability of the University to pay accident make-up pay will be in accordance with the Victorian Accident Compensation Act 1985 and shall commence from the day on which the incapacity arising from the injury/illness commenced.
(c) In the event that a staff member receives a settlement payment which ensures their entitlement to weekly payments of compensation under the Act ceases, the liability of the University to pay accident make-up pay also ceases with effect from the date of such settlement.
(d) A staff member who is partially incapacitated and who is unable to obtain suitable employment with the University but who has obtained suitable employment with another employer shall continue to be paid accident make-up pay by the University on the basis prescribed in sub clause (a) at their actual earnings, provided that the staff member provides evidence to the satisfaction of the University of the rate of actual earnings the staff member is receiving from the other employer. These payment shall cease upon the expiry of the staff member's fixed-term contract with the University (if applicable).
(e) If a staff member is granted a form paid leave and subsequently has a workers' compensation claim accepted for the same period or part thereof pursuant to sub clause (a) on account of the same injury/illness, the University shall re-credit the form of paid leave taken by the staff member.
(f) Termination of Employment
Accident make-up will cease where a staff member's employment with the University terminates due to any of the following circumstances:
serious misconduct;
redundancy;
voluntary separation;
cessation of entitlement to weekly compensation under the Act, as determined by Workcover Conciliation services;
resignation; or
expiry of a fixed-term staff member's contract of employment.
(g) Death of a staff member
All rights to accident make-up pay shall cease upon the death of a staff member.
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As detailed in Making Melbourne a Great Place to Work Strategy Framework. |
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[Next: Appendix A: APS Rates]
Created: September 1995
Last Modified: 23 July 2008
Authorised by: Web & Administrative Officer, Human Resources.
Maintained by: Jo Barnes jo.barnes@unimelb.edu.au
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