• Section 1 - Purpose
• Section 2 - Application
• Section 3 - Roles and responsibilities
• Section 4 - Relationship to TEQSA Threshold Standards
• Section 5 - Remuneration
• Total remuneration
• Higher Duties
• Senior Staff Pay Committee
• Decisions
• Section 6 - Career Planning, Development and Performance Expectations
• Section 7 - Managing Unsatisfactory Performance
• Section 8 - Managing Allegations of Misconduct and Serious Misconduct
• Section 9 - Termination of Employment on Medical Grounds
• Section 10 - Exceptions to Policy
• Section 11 - Delegations
• Section 12 - Definitions

Section 1 - Purpose

(1) This Policy establishes a framework around human resources matters relating to senior staff, in particular remuneration; career planning, development and performance expectations; unsatisfactory performance; allegations of misconduct and serious misconduct and medical conditions affecting work.

Section 2 - Application

(2) This Policy applies to all positions at the University classified at levels Senior Staff Group A-E (SSGA-SSGE).

(3) This Policy does not apply to the position of Vice-Chancellor and President.

Section 3 - Roles and responsibilities

Section 4 - Relationship to TEQSA Threshold Standards

(4) This Policy assists the University to satisfy the provision of standards within 6.1 Corporate Governance, 6.2 Corporate Monitoring and Accountability and 6.3 Academic Governance of the Higher Education Standards Framework (Threshold Standards) 2021.

Section 5 - Remuneration

Total remuneration

Classification and Remuneration Structure

(5) The University’s senior staff classification structure for SSGA-SSGE is based on work point value, with a total remuneration range applied to each classification level (see Understanding pay levels (QUT staff access only) for further information). Total remuneration is inclusive of ‘total salary’ (salary and loading or salary in lieu of superannuation where applicable) and superannuation.

(6) The total remuneration ranges have been, and will continue to be informed by the general market. Total remuneration ranges will normally be reduced by 15% for staff who have an underlying ongoing appointment.

(7) The Vice-Chancellor and President is authorised to amend any or all of the total remuneration ranges as follows:

1. annually from the first full pay period in January;
2. to ensure the remuneration ranges of senior staff remains competitive;
3. to maintain a minimum gap of at least 10% between the highest level (and step) within the QUT Professional and Academic Enterprise Agreements (outlined on the Enterprise Agreements and Employment Conditions webpage) and the bottom of the SSGA and SSGC remuneration range respectively;
4. to address any variation in the percentage increase applicable in the annual general market review; and
5. to consider the interaction between the remuneration ranges.

(8) All senior staff will be paid at least the bottom of their remuneration range (noting remuneration range will be reduced by 15% for staff who have an underlying ongoing appointment).

(9) The Vice-Chancellor and President approves all senior staff remuneration above the relevant remuneration ranges.

Annual General Market Review

(10) An annual general market review will be undertaken and include advice or information from an external provider. The advice or information from the external provider will be considered by the Vice-Chancellor and President to make recommendations to the Governance, Nominations and Remuneration Committee, which could include different percentage increases for different classifications of senior staff.

(11) Increases to individual senior staff remuneration and the remuneration ranges will apply from the first full pay period in January of the applicable year.

Movement Within or Above a Remuneration Range

(12) Senior Staff (SSGA-SSGE) are eligible in exceptional circumstances for consideration of a movement within or above a remuneration range.

(13) The relevant Head of Division may recommend movement within or above the remuneration range in exceptional circumstances to the Senior Staff Pay Committee (SSPC). The Senior Staff Pay Committee (SSPC) will make a final recommendation to the Vice-Chancellor and President, who has authority to approve any movement within or above the remuneration range. Recommendations are to be made, with supporting information/evidence of the exceptional circumstances.

(14) Any adjustment to total remuneration will take effect from a nominated date as approved by the Vice-Chancellor and President.

Appointments above a Total Remuneration Range

(15) Where the Head of Division is recommending an appointment on remuneration above the Remuneration Range due to exceptional circumstances, they must make that recommendation to the Senior Staff Pay Committee (SSPC). The Senior Staff Pay Committee (SSPC) will make a final recommendation to the Vice-Chancellor and President, who has authority to approve appointment of remuneration above the remuneration range. Recommendations are to be made, with supporting information/evidence of the exceptional circumstances.

Remuneration Analysis

(16) A remuneration analysis is required to be conducted by the Human Resources Department for consideration of the authorising officer for any Senior Staff appointment or reappointment where remuneration is recommended above the minimum of the range.

Review of Movement Within or Above a Total Remuneration Range Decision

(17) Where a senior staff member has concerns regarding the decision on movement within or above a total remuneration range, the senior staff member will write to the Vice-Chancellor and President for a review of the matter. The Vice-Chancellor and President's decision will be final.

Flexible Remuneration Scheme

(18) The Flexible Remuneration Scheme is available to senior staff provided their appointment is for a minimum period of 12 months. Participation in the scheme is voluntary.

(19) The University’s intention is to provide a scheme which involves the staff member reducing their total remuneration in return for non-cash benefits offered by the University. The staff member is required to meet the full cost of the provision of such benefits and associated taxation and administration costs.

Higher Duties

(20) A senior staff member temporarily performing the duties of a designated higher duties classified position (e.g. acts in a vacant position or replaces a staff member on leave) will continue to be paid their substantive remuneration except for in exceptional circumstances in which complex additional responsibilities apply as approved by the Vice-Chancellor and President. For longer secondment periods a formal concurrent contract will be offered. This restriction will not apply for professional and academic staff acting in senior staff positions.

(21) The University will provide relevant employer superannuation contributions on any higher duties salary subject to the staff member’s ordinary superannuation arrangements, the terms of the staff member’s superannuation fund and any associated trust deed.

Senior Staff Pay Committee

Responsibilities

(22) The Senior Staff Pay Committee (SSPC) reviews recommendations from Heads of Division and makes final recommendations to the Vice-Chancellor and President on:

1. appointment of senior staff remuneration above the relevant total remuneration ranges (SSGA-SSGE); and
2. movement within or above a total remuneration range for all senior staff (SSGA-SSGE).

Membership

(23) The following positions will form the Senior Staff Pay Committee (SSPC):

1. Vice-Chancellor and President's nominee;
2. Provost/Senior Deputy Vice-Chancellor;
3. Head of Academic Division; and
4. Vice-President (Administration) and University Registrar.

(24) Any conflicts with Committee business will be disclosed by members and managed in accordance with the Conflict of Interest Policy and Council Procedure 1 - Committee Operations. Any member who has declared an interest in agenda items will not be present for the associated item at PC.

Meeting Frequency

(25) The Senior Staff Pay Committee (SSPC) typically meets at least three times a year.

Secretariat

(26) The Secretary of the Senior Staff Pay Committee (SSPC) is the Vice-President (People) and Chief People Officer. Where the Committee is unable to reach consensus in any of its responsibilities, the Vice-President (People) and Chief People Officer will take the matter to the Vice-Chancellor and President for determination.

Decisions

(27) All decisions made by the Vice-Chancellor and President in relation to Section 5 of this policy are final and not subject to review.

Section 6 - Career Planning, Development and Performance Expectations

(28) Senior staff are expected to participate in regular communication with their Supervisor to discuss, where relevant:

1. Career planning;
2. Training and development requirements and opportunities;
3. Performance expectations;
4. Leave;
5. Workload;
6. Annual workplace; and 
7. Renewal of fixed-term appointment.

(29) A request for feedback or performance planning can be initiated by either the senior staff member or their Supervisor.

(30) Feedback should be focused both on opportunities for future capability and development and reflection of past successes and learnings.

(31) A template Career planning, development and performance expectations form has been developed for use by staff members and Supervisors. This form or part thereof, is only mandatory to the extent that it is required by either the staff member or their Supervisor.

(32) The University will normally seek feedback on the performance of a senior staff member(e.g. through a formal or informal 360º process) and for the purposes of determining renewal of contract.

Section 7 - Managing Unsatisfactory Performance

(33)  Supervisors should endeavour to address performance concerns with senior staff members as soon as possible.

(34) Reasonable support and assistance should be provided by the Supervisor to assist the senior staff member to resolve the unsatisfactory performance.

(35) In dealing with unsatisfactory performance the processes should be fair and observe principles of natural justice.

(36) Should the unsatisfactory performance not resolve in a reasonable timeframe, it is reasonable for the University to take disciplinary action. The disciplinary action taken will depend on the circumstances and may include, but is not limited to, demotion, transfer, reduction in total remuneration or termination of employment (with or without notice).

Section 8 - Managing Allegations of Misconduct and Serious Misconduct

(37) In situations where allegation(s) of misconduct/serious misconduct are made against a staff member, the University may investigate the allegation(s).

(38) During any investigation and pending the resolution of the matter the staff member may be suspended on full pay.

(39) Processes for dealing with allegations of misconduct/serious misconduct should be fair, observe principles of natural justice and should be conducted expeditiously allowing sufficient time for the staff member to understand, consider and respond to the allegation(s).

(40) If disciplinary action is proposed, the senior staff member will be given a reasonable opportunity to respond to the allegations prior to any decision being made. The disciplinary action taken will depend on the circumstances and may include, but is not limited to, demotion, transfer, reduction in total remuneration or termination of employment (with or without notice).

Section 9 - Termination of Employment on Medical Grounds

(41) QUT may terminate the employment of senior staff of the University on medical grounds.

(42) QUT may require, in writing, any staff member whose capacity to perform their duties is in doubt to undergo a medical examination by a medical practitioner chosen by the University, at the expense of the University.

(43) QUT will provide a staff member with written notice of not less than one month that a medical examination is required. A shorter notice period will apply:

1. If agreed by the staff member and the University; or
2. If the University determined there is an immediate work health and safety concern for the staff member and/or others.

(44) A copy of the medical report made by the medical practitioner under Clause 43 above will be made available to the authorising officer and to the senior staff member (usually through their doctor).

(45) Pending the attendance at the medical examination and the consideration by the University of the medical report, the staff member may be suspended on full pay.

(46) If the medical examination reveals that the staff member is unable to perform their duties and is unlikely to be able to resume them within a reasonable period, or if the staff member does not attend the medical examination, QUT may terminate the employment in accordance with the terms of the staff member’s contract of employment.

Section 10 - Exceptions to Policy

(47) The Vice-President (People) and Chief People Officer is authorised to approve variations to this policy, in consultation with the Vice-Chancellor and President, in exceptional circumstances. Any such variation will be recorded by Human Resources.

Section 11 - Delegations

(48) Refer to the Register of Authorities and Delegations [VC081, VC097, VC104, VC117, VC131, VC133, VC134, VC175, VC215, VC232] (QUT staff access only).

Section 12 - Definitions