Policies and procedures

Policy No.
Human Resources
Authoring Organisational Unit
Workplace Relations - HR Central Unit
Date Approved
05/12/2011 Revised 04/04/2018
Next Review Date
Approving Body
Senior Deputy Vice-Chancellor And Registrar

The University of Western Australia

Save this template to the preferred folder on your network drive. 

Note: You must save the template each time you want to write a policy to ensure that you are using the most recent version of the template.

You can use the show/hide button on your toolbar (this looks like a paragraph mark) to hide or show instructions in the template.  If clicking on this button does not work, please go to Tools - Options - View - and un-tick “hidden text” before trying again.

Note: Please do not type or paste over instructions.

(A comprehensive set of instructions is also provided on the Template and Instructions page of the University Policies website.)

To include text in the template, except in the Definitions section, place your cursor at the end of the relevant section heading provided or at the end of the relevant instructions and press “Enter” before beginning to type or pasting in text.  To include text in the definitions section place your cursor immediately under the heading before beginning to type.

Note: If you are pasting in text you must save it as plain text first so that you do not import any additional styles into the policy document.

Formatting styles are embedded in this template and can be found in a drop-down menu on your toolbar.  Note: Please do not add to or alter the styles.  It is recommended that styles be applied once text is finalised.  Apply a style by highlighting the text and clicking on the appropriate style from the drop-down list.

If you require a numbered heading style within the policy text, please use Heading 4 from the drop-down styles list.  This will automatically apply a number to the heading and each time you use the Heading 4 style the next sequential number will be applied automatically. 

Styles 1.1 (Style 1), 1.1.1 (Style 2), and (Style 3) are available for the body of the text.  To reduce complexity, it is recommended that numbering below the level of be avoided.  Bullet points can be used for lists if required.  The list bullet style is available from the styles drop-down list.

Note: If you press “Enter” after a heading provided in the template or after a set of instructions the Normal, Policy style will automatically be applied.

Note: Please do not use tabs in your document. 

University Policy on: Appointment of Mid Career and Senior Fellows

Overtype “Policy Name” with the name of the policy.  This must convey specifically, accurately and succinctly what the policy addresses eg Award of Honours, Study Leave.

Purpose of the policy and summary of issues it addresses:

This policy defines the commitment of the University to provide ongoing teaching and research positions to academics of Level C and above who win various mid-career and senior fellowships.

This must be in Normal, Policy style.

Provide a brief summary of the reasons for the policy and issues it addresses.  This section is designed to stand alone.  The aim is to provide the reader with enough information to make a decision about whether or not this is the policy they are looking for.  It must not be longer than 200 words. 

Example 1

This policy defines the nature and purpose of study leave provisions for academic staff and sets out eligibility criteria and other conditions that apply.

Example 2

This policy seeks to rationalise the award of honours across the University by addressing such issues as: entry standards, course content and structure, supervision, assessment, examination, grades, classifications, benchmarking and the maintenance and provision of documentation relating to these matters.  It is based on resolutions of the Academic Board flowing from the 1999 report of the Honours Working Party.



“ARC Fellowships” The Australian Research Council (ARC) provides fellowships to outstanding Australian and international researchers to undertake research in areas of critical national importance.

“Employee” means a person employed by the University who has an ongoing or fixed term contract.

“NHMRC Fellowships” The National Health and Medical Research Council (NHMRC) provides fellowships for outstanding health and medical researchers to undertake

research that is of major importance in its field and of significant benefit to Australian health and medical research.

“University” means The University of Western Australia.

“Western Australian Fellowships” The WA State Government provides fellowships to attract excellent researchers to Western Australia (WA), from overseas or interstate, to conduct scientific research that is internationally competitive and of specific benefit to WA.

Place your cursor immediately under the definitions heading to get the definitions style.

Policy statement:


There is an expectation that all staff at UWA will contribute to both the teaching and research mission of the University. Research intensive  positions are commonly funded through sources external to the resource allocation model to the faculties and University and are therefore accommodated through fixed term contracts. 


There are various fellowships funded by the Australian Research Council (ARC), National Health and Medical Research Council (NHMRC), other Australian Competitive Grant schemes (as varied from time to time) and the WA State Government. The purpose of such fellowships is to provide support for outstanding researchers to undertake research that is of major importance in its field and of significant benefit to Australia.


Research Fellowships are prestigious and highly competitive sought-after awards for high-performing, mid and late career researchers.


The University seeks to retain such high performing researchers and enable them to transition to ongoing teaching and research positions after the term of their Fellowship. All appointments must align with and support the strategic direction of the University.


This policy defines the principles through which the employment arrangements and the relationship of mid career and senior fellows to University faculties, schools, centres or institutes shall be established, to best achieve this aim.


1 Scope


The policy covers all University employees who are recipients of fellowships noted in the definitions or subsequent forms of fellowships which provide funding for at least four years for academics of level C and above.


2 Recruitment of Fellows


Fellowships are often used as a means of attracting outstanding researchers to the University. As with the recruitment of any employee, the appointment must align with the strategic direction and workforce planning of the faculty and of the University.


The relevant Head of School and the Dean of the Faculty must be involved in the recruitment process.


The fellowship application must be accompanied by a business plan agreed by the school and faculty for the term of the fellowship and approved by the Dean. The plan should detail:


· the role of the Fellow in the school, centre or institute;

· a breakdown of the school and University’s financial contribution to the appointment, including infrastructure and support; and

· a strategy for sustaining the appointment on completion of the fellowship.  


3 Nature of Employment while Receiving a Fellowship


As leaders within the University community, Fellows are expected to participate fully in the life of the University and demonstrate their commitment to collegiality and service.


All Fellows should form a strong relationship with the academic school that represents their core discipline.


All Fellows seeking transition to ongoing teaching and research positions are encouraged to develop a teaching portfolio and are expected to contribute to teaching. If the fellowship does not cover the full employment costs of the Fellow, the Fellow will be required to undertake other roles within their school or centre as permitted under the funding rules of the funding agency, including but not limited to teaching, proportionate to the University 'funded' component.


4 Status on Completion of Fellowship


Applicants who win fellowships who are existing tenured or tenurable UWA employees, will have automatic reversionary rights to their substantive ongoing teaching and research appointment at the end of their fellowship.


Applicants who win fellowships at a higher level than their substantive position are eligible to retain the higher level ongoing position without a formal promotions application provided their performance meets the expectations of the University, as determined through the faculty’s performance standards and formalised through the Staff Appraisal. 


Existing fixed term employees or those who commence at the University as a consequence of a fellowship, may be offered an on-going teaching and research appointment at the end of their fellowship, subject to the following:


· The academic has shown a commitment to making a contribution to the broader goals of UWA and to further their career at the University,

· There is a plan in place between the academic, the relevant research institute or centre, school and faculty to develop the academic’s teaching expertise and to provide the opportunity for the transition to a teaching and research role;

· Adequate progress has been made in following that plan, documented through the Staff Appraisal process; and

· The academic’s performance meets the expectations of the University, as determined through the faculty’s performance standards and formalised through the Staff Appraisal process.


The nature of the teaching and research position will be negotiated with their affiliated school.


5 Termination Provisions


In the event that the academic has been unable to secure further research funding or to equip themselves to transition to a teaching and research role, the termination provisions of the University’s Academic Staff Agreement, as varied from time to time, will apply.

Policy or Procedure?

Policies are statements of the principles1 which govern decision-making.

Procedures are the functional steps used to implement policies.

1 Principles in this context are to be understood as being both broad and detailed.

The policy statement makes clear the intent of the policy.  It must be written in clear, precise and direct language.  Short sentences are preferable.  Any specialist words or acronyms must be defined at the beginning of the statement.  (A guide to writing styles will be available soon.)

If the policy includes procedural elements you will need to identify these as Procedures by including this word above the relevant text.  The procedures style from the styles drop-down list must be applied to the whole of the procedures text, including the word Procedures.  Note: Administrative procedures can be approved by the relevant Director.

Related forms:



Provide links to any forms associated with the policy (eg Approved Leave form) and/or to information on on-line submission.

Note: Forms are a means through which policy is processed, not made.  Forms must reflect policy and must not be used to create policy.

Policy No: 

UP 11/45

This is the TRIM record number.  Note: This is not the TRIM file number.  If this is a new policy, apply for the policy number (contact [email protected]) after the policy has been approved by the relevant position or body and before it is submitted for storing in TRIM.


Approving body or position:


Include the name of the body or position with responsibility for approving the policy.  This must be one of the following:


Academic Board/Council


Senior Deputy Vice-Chancellor

Deputy Vice-Chancellor (Education)

Deputy Vice-Chancellor (Research and Innovation)

Registrar and Executive Director (Academic Services) Executive Director (Finance and Resources)


Date original policy approved:

11 July 2014

Insert date of approval of original policy.  If this information cannot readily be ascertained insert “as per file”.


Date this version of policy approved:

4 April 2018

 16 February 2015When the policy document has been approved by the relevant body or position insert date of approval.


Date policy to be reviewed:

31 December 2019

If the proposing body has not determined a date for review of the policy, a default date of ten years from the date of the latest revision approval will apply.  Enter the appropriate date.

Date this version of procedures approved:

If the document contains procedures, include the date that these were last updated.  Procedures are approved by the relevant Director.


TRIM File No: 


Insert the appropriate TRIM file number.  All policies must have a TRIM file for storing information relating to policy development and other related information.  Note this is not the policy number.  Apply for a TRIM file number at http:/


Contact position:

Employee Relations Reward and Policy

State the name of the position that is to be contacted for any queries regarding the policy, eg University Secretary.  Note: As this will link through to the University’s Contact Directory, the position name must be given exactly as it appears in that directory.



Related Policies or legislation:

Ongoing Contingent Funded Research Contracts

Professional Development and Appraisal

Research Academics and Teaching Duties

Provide details of, and, if appropriate, web links to, other policies, legislation or committee resolutions that relate to the subject of the policy, if known, eg Statute(s), University General Rule(s).  If unsure what these might be, try one or more of the following:

Conduct a search on TRIM.

Make an enquiry to Archives and Records.

Seek help from staff in the relevant section. 

If related policies are stored in University Policy format on the University Policies site, please provide the relevant policy number(s). 



Switch off the instructions by clicking the hide/show button on your toolbar.

Check the content of the document for clarity and accuracy.

Submit the document to the relevant position or body for approval.

When the document is approved -

if the policy does not already have a University Policy number, apply for one by completing the form at (Control and click to follow the link.)

include the University Policy number in the relevant table box in the template; and

complete the relevant approval date and any other table boxes at the end of the template that have not yet been completed.

Save the document in Filtered HTML format to a convenient location on your network drive (Go to File – Save As and select Web Page, Filtered from the drop-down list under the filename box.)

Apply the style-checker as follows:

Go to the following URL (Control and click to follow the link.)

Browse to find the policy document you have saved in Filtered HTML.

Hit “Submit” to bring up the preview of the converted document.

Check for errata and mis-processed characters.

Once the document is correct, click on “Download Document” to download the document to the preferred folder on your network drive.

Appropriate Director emails ([email protected]) the policy to University Records for storing in TRIM and publishing on the University Policies website.