• Section 1 - Purpose
• Section 2 - Application
• Section 3 - Roles and Responsibilities
• Section 4 - Principles
• Section 5 - Administration of the Professional Development Program (Professional Staff)
• Reporting
• Section 6 - Programs
• Duration
• Timing
• Location of Program
• Approval
• Professional Development Program for Professional Staff (PDP-PS) for Study Programs
• Section 7 - Eligibility
• Section 8 - Salary and Employment Conditions
• Leave Without Pay to undertake Professional Development Program for Professional Staff (PDP-PS)
• Conditions of Professional Development Program for Professional Staff (PDP-PS) Leave
• Section 9 - Financial Assistance
• External Income
• Section 10 - Application Procedure
• Section 11 - Conference Attendance
• Approval and funding
• Application process
• Section 12 - Exceptions to policy
• Section 13 - Delegations

Section 1 - Purpose

(1)  The purpose of this Policy is to outline the processes and procedures to support professional staff development.  

Section 2 - Application

(2) This Policy applies to all professional staff of the University (excluding casual professional staff unless otherwise stated).

Section 3 - Roles and Responsibilities

Section 4 - Principles

(3) The Professional Development Program for Professional Staff (PDP-PS) supports professional staff to undertake professional development programs. Such programs are expected to enhance the vocational knowledge and skills of the staff member on a personal level, with respect to current and future employment at QUT and to be aligned with the strategic priorities of QUT and the staff member's faculty/division.

(4) The broad objectives of professional development programs are to enable staff periodically to work outside the University in order to:

1. maintain and improve professional and vocational knowledge;
2. obtain practical experience in the workplace in activities not available in the University;
3. where appropriate, undertake specialised project work as approved by the University; and
4. attend conferences and make study visits.

(5) The Professional Development Program for Professional Staff (PDP-PS) is a benefit that may be offered to eligible staff when circumstances permit. As such it should not be regarded by staff as an entitlement. The staff member's organisational area will make the initial determination of the suitability of a program and make a recommendation for approval based on:

1. the nature of the project proposed;
2. available resources, including funding available to supplement central funding;
3. the staff member's capacity to benefit from the proposed project; and
4. the relative merit of the application with respect to QUT's strategic objectives.

Section 5 - Administration of the Professional Development Program (Professional Staff)

(6) The program is coordinated at the University level to ensure that professional staff at all levels and from all organisational areas have equitable access to appropriate development opportunities.

Reporting

(7) The Vice-President (Administration) and University Registrar reports to the Vice-Chancellor and President annually.

Section 6 - Programs

Duration

(8) A Professional Development Program for Professional Staff (PDP-PS) shall not normally exceed six months. In exceptional circumstances, up to 12 months leave may be granted at the discretion of the Vice-President (Administration) and University Registrar.

Timing

(9) Details relating to the timing of rounds for Professional Development Program for Professional Staff (PDP-PS) applications are available on the Professional Development Support (QUT staff access only), Human Resources website.

Location of Program

(10) A Professional Development Program for Professional Staff (PDP-PS) should normally be undertaken at a location other than QUT, or at a QUT location at the discretion of the supervisor. The appropriate location is one which will provide most benefit to both the staff member and the University.

Approval

(11) Applications are approved by the Vice-President (Administration) and University Registrar.

(12) Each application must be endorsed by the staff member's Executive Dean/Head of Division (or nominee) prior to submission to the Vice-President (Administration) and University Registrar for approval.

Professional Development Program for Professional Staff (PDP-PS) for Study Programs

(13) Approval for staff to take full-time or part-time leave to progress or complete an approved course of study will be determined at faculty or divisional level (Study Assistance Scheme for Professional and Academic Staff Policy).

(14) Staff may apply for Professional Development Program for Professional Staff (PDP-PS) assistance where a period of study leave forms part of the total program (for example, a program which combines a period of full-time study with visits/tours of, or research within, an external organisation) and the staff member is seeking financial support through the Professional Development Program for Professional Staff (PDP-PS) scheme.

(15) In these cases, staff must have completed at least half of their academic program at the time of application, and approval for Professional Development Program for Professional Staff (PDP-PS) assistance is granted on the understanding that study progress will be satisfactory prior to the commencement of leave.

Section 7 - Eligibility

(16) All professional staff employed on an ongoing or fixed-term basis under the Enterprise Agreement for Professional Staff, Enterprise Agreements and Employment Conditions (QUT staff access only) and who have completed 12 months continuous service, are eligible to apply for a Professional Development Program for Professional Staff (PDP-PS).

(17) A member of professional staff will not normally be granted Professional Development Program for Professional Staff (PDP-PS) leave more frequently than every two years.

(18) Professional staff members with an ongoing or fixed-term appointment are eligible to apply for conference attendance (see Section 11).

Section 8 - Salary and Employment Conditions

(19) A staff member's normal salary and conditions of employment accrue during any period of paid Professional Development Program for Professional Staff (PDP-PS). For absences of three months or more, normal recreation leave accruals should be taken during the PDP-PS. If accrued leave cannot be taken during the PDP-PS, staff members must seek approval from the Head of School/Head of Department/Section for the leave to be taken at a later date.

Leave Without Pay to undertake Professional Development Program for Professional Staff (PDP-PS)

(20) A professional staff member, who applies for, and is granted leave without pay to participate in a Professional Development Program for Professional Staff (PDP-PS), will continue to accrue normal leave credits and service credits for salary progression purposes during the period of leave. The University does not continue to pay superannuation payments during periods of absence on leave without pay (Superannuation Policy).

Conditions of Professional Development Program for Professional Staff (PDP-PS) Leave

(21) Participation in a Professional Development Program for Professional Staff (PDP-PS) is based upon the following terms and conditions:

1. During the period of PDP-PS leave, the staff member pursues the approved program. All substantial program changes must have prior approval of the Executive Dean/Head of Division (or nominee).
2. Within one month of return from a PDP-PS the staff member shall provide a documented statement of all external income (if any) received during the program.
3. Within one month of return from a PDP-PS, the staff member will make every effort to share outcomes and information from the program with colleagues.

Section 9 - Financial Assistance

(22) Financial assistance is available from central funds to contribute towards the cost of Professional Development Program for Professional Staff (PDP-PS). The extent of this financial assistance will be determined annually by the Vice-President (Administration) and University Registrar. Within this maximum amount, funds will be allocated taking into account the merit of the program, the total anticipated or actual costs to be incurred, and the extent of the financial contribution from the staff members' organisational area. Information on the level of assistance normally available can be found on the Professional Development Support (QUT staff access only), Human Resources website.

(23) If air travel is necessary, staff are expected to use the most economical airfare which meets their needs, to use QUT's approved travel service providers, and to comply with QUT’s Travel Policy.

(24) A staff member undertaking a Professional Development Program for Professional Staff (PDP-PS) shall be paid full salary, less any normal deductions, for the duration of the program. In exceptional circumstances, a lump sum of net salary for half of the period of the PDP-PS may be granted at the discretion of the Vice-President (Administration) and University Registrar.

External Income

(25) Staff members are encouraged to seek allowances, scholarships, grants, salaries or other income from external sources to offset costs associated with an approved Professional Development Program for Professional Staff (PDP-PS).

(26) A staff member who receives an entitlement from an external source while on Professional Development Program for Professional Staff (PDP-PS) leave is normally expected to use this entitlement towards travel, accommodation and incidental expenses incurred, and/or to assist their organisational area to back-fill their position if necessary. External income in excess of the full cost of the program may be retained by the staff member.

(27) If leave without pay is approved, the staff member will be permitted to retain all remuneration received from external sources. Depending on the circumstances, a return airfare and a contribution towards other expenses may be provided by the University.

Section 10 - Application Procedure

(28) Professional Development Program for Professional Staff (PDP-PS) should be planned through normal discussions with the staff member's head of section/Head of Department/Head of School. The head of section/Head of Department/Head of School should at that time determine the relevance of the program, arrangements that might be made to cover the applicant's commitments during the period of professional development leave and the availability of funding from the organisational area in support of the program. Applicants are required to submit their application for Professional Development Program for Professional Staff (PDP-PS) to their Executive Dean/Head of Division (or nominee) for endorsement prior to lodging an application.

(29) All applications are to be submitted on the Professional Development Program for Professional Staff (PDP-PS) application form and in accordance with the Professional Development Support guidelines and process.

Section 11 - Conference Attendance

(30) The University recognises the need to provide opportunities for professional staff members to attend conferences (including seminars or meetings) of direct relevance to their work as part of, or in addition to, Professional Development Program for Professional Staff (PDP-PS).

(31) Attendance and participation can assist staff members to keep abreast of developments in their fields and establish valuable professional contacts, with resultant benefit to the university. Staff members are encouraged where possible to make substantial contributions to conferences through the presentation of papers or by participating in official roles.

Approval and funding

(32) Registration, travel and associated costs for conference attendance are approved by the relevant authorising officer as prescribed in the Register of Authorities and Delegations (QUT staff access only) are normally paid from school/departmental budgets (or as per PDP-PS guidelines above, where attendance is part of a PDP-PS).

(33) The Professional Development Program (PDP) also provides an opportunity for all professional staff to obtain financial support (in the form of contribution to travel, meal and accomodation expenses) to attend a conference. 

(34) Leave for conference attendance will not normally exceed one week.

Application process

(35) All applicants must discuss the proposed conference attendance with their supervisor prior to lodging an application. The supervisor should at that time determine the relevance of the conference and whether the application should be considered as a Professional Development Program (as outlined above).

(36) Applications for conference attendance (other than as part of a PDP-PS) will outline:

1. conference details and fees;
2. the actual or anticipated cost of all travel associated with the conference attendance (if applicable);
3. the actual or anticipated cost of accommodation, meals and incidentals (if applicable); and
4. details of any other significant costs associated with the conference attendance.

(37) A staff member in receipt of financial assistance other than normal salary is required to conform to the conditions applicable to expenditure of university funds.

Section 12 - Exceptions to policy

(38) The Vice-President (People) and Chief People Officer is authorised to approve variations to this Policy in exceptional circumstances. Any such variation will be recorded by Human Resources.

Section 13 - Delegations

(39) Refer to  Register of Authorities and Delegations (VC121) (QUT staff access only).