Manual of Policies and Procedures

B/12.9 Job exchange program for professional staff

Contact Officer

Associate Director, Human Resources (Workplace Relations)

Approval Date

Approval Authority

Vice-Chancellor and President

Date of Next Review

01/07/2005

12.9.1 Eligibility
12.9.2 Location
12.9.3 Duration and timing
12.9.4 Exchange process
12.9.5 Salary and conditions
12.9.6 Financial arrangements
12.9.7 Accommodation arrangements
12.9.8 Exchange commitments

THIS POLICY IS CURRENTLY UNDER REVIEW - CONTACT ASSOCIATE DIRECTOR, HUMAN RESOURCES (WORKPLACE RELATIONS) FOR FURTHER DETAILS.

The University supports and encourages schemes which provide for exchange between its staff members and staff members at other institutions and organisations.

While it is recognised that job exchange is rewarding for both individuals and organisations, the aims of a job exchange program are to enhance the staff member's personal development while providing opportunities for staff to broaden their experience in their particular discipline or area of expertise. These aims are achieved by enabling individuals to exchange with staff in relevant Australian or overseas institutions or appropriate commercial or government positions.

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12.9.1 Eligibility

All full-time professional staff are eligible to participate in a job exchange program. However, before a staff member can undertake a job exchange, they must have completed a minimum of 12 months aggregate service.

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12.9.2 Location

The best location for an exchange is that which:

  • provides the staff member with the best opportunity for personal development

  • enables a suitably qualified and skilled exchange to replace the staff member concerned.

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12.9.3 Duration and timing

The period of absence from the University will be subject to negotiation between exchangees and their institutions. Usually, a maximum job exchange is 12 months.

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12.9.4 Exchange process

A significant part of initial exchange arrangements is carried out between exchangees. It is important that the head of department/school or independent section manager is aware of and supports the negotiations.


With respect to the exchangee from the other organisation, it is essential to ensure that:

  • the employing organisation supports the exchange

  • the incoming individual possesses qualifications, experience and skills for the particular position and level of responsibility

  • the incoming person is fully aware of and prepared to accept the conditions of employment relevant to the exchange position.

In the case of an overseas exchange, the staff member should ensure that the exchange arrangements are consistent with immigration guidelines.

The exchangee, the respective head of department/school or independent section manager and the Executive Director, Human Resources from each institution signs a memorandum of agreement. The memorandum of agreement outlines the exchangee's assignments, obligations and other understandings for the period of the exchange. For an example of a memorandum of agreement, contact the Human Resources Department (Client Services).

The Human Resources Department is notified of exchange arrangements so that personnel records are kept up to date. The Human Resources Department (Client Services) is available to assist in exchange arrangements.

In the case of an overseas exchange, QUT must send a letter outlining exchange details, together with a copy of the finalised Memorandum of Agreement to the Department of Immigration, Local Government and Ethnic Affairs.

It is the exchangee's responsibility to arrange and pay for appropriate passports and visas required for overseas job exchanges.

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12.9.5 Salary and conditions

Outgoing staff are paid their normal salary by QUT. It is the staff member's responsibility to make salary payment arrangements with the pay office for the period of the exchange.

Incoming participants are paid by their home institution.

A staff member's normal salary and conditions of employment entitlement accrue during any period of paid job exchange. Any leave applications submitted during the exchange will be sent to the exchangee's employer (Human Resources Department) via the host supervisor.

While on exchange, a staff member remains on the University payroll, and will be covered by the University's insurance policy which provides compensation for staff members injured in the course of their employment. For staff members on job exchange overseas, this policy is limited to periods of exchange of up to two years.

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12.9.6 Financial arrangements

Under normal circumstances, all costs (including airfares, insurance and relocation) are the responsibility of the staff member.

In special cases where it can be demonstrated that the exchange will be of significant benefit to the University, requests for funding (as prescribed for professional development program for professional staff, see section B/12.8 ) may be considered. In such cases, a special application must be made to the Professional Development Program Committee.

A staff member in receipt of financial assistance other than normal salary, is required to conform to the conditions applicable under the professional development program guidelines.

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12.9.7 Accommodation arrangements

All accommodation and relocation arrangements are the responsibility of the exchangee.

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12.9.8 Exchange commitments

QUT will make every effort to meet all commitments made in the exchange program for both outgoing and incoming exchanges, but reserves the right to withdraw from those commitments with a minimum of 30 days notice should extenuating circumstances arise.

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