(Updated: June 2010)

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 relevant level 2 delegate.

A reimbursement claim should be made on a memorandum addressed to the relevant Level 2 delegate. 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 Level 2 delegate.

A request for payment for the agreed reimbursement amount should be submitted to the appropriate Level 2 Delegate through the normal financial approvals process used in the Department or Faculty.

•  University Internal Telephone Directory

• Property and Campus Services website at www.pcs.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.pcs.unimelb.edu.au/.

Please note: University keys should never be labelled as such.

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.

All building defects or maintenance items should be reported to the Maintenance Section. For details refer to http://www.pcs.unimelb.edu.au/.

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.pcs.unimelb.edu.au/services/cleaning

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.pcs.unimelb.edu.au/.

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.unimelb.edu.au/copyright/ for further guidelines on the use of copyright material.

• Copyright Act 1968 (Commonwealth)

• AVCC/ACDP Guide to Copyright

•  Regulation 8.3.R2 - University Computing and Network Facilities Rules http://www.unimelb.edu.au/ExecServ/Statutes/pdf/r83r2.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 Regulation 8.3.R2.

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 Regulation 8.3.R2. Additional information or advice is available in the Guidelines for Regulation 8.3.R2 (http://www.unimelb.edu.au/infostrategy/policies/guidelines.html) or from the Department of Information Technology Services.

(Last amendment: August 2011)

When a Professional Staff member has served the University for 25 or more years, the Executive Director, 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.

(Updated: September 2011)

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 six 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 or 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 to 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; and contribution to the University's strategic direction.

• Creating Connections; Contribution to Engagement: Examples include engagement in knowledge partnership 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.

• Demonstration of Staff Values: Examples include staff who; exemplify the University's staff values 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.

•  Teams and individuals are eligible to be nominated for the award.
• Full-time or part-time professional staff employed on continuing or fixed-term contracts are eligible for nomination.
• Nominees must not have been previous recipients of this award within the past two years.
• 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 the Vice Chancellor and the selection committee; 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 an approved 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 any University staff member or student, for example:

• a supervisor or manager of area,

• co-workers, or

• 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.

Applications for Individual awards will be assessed separately for HEW 6 and below and HEW 7 and above, to provide more staff opportunities for recognition and reward and to reflect the difference in focus of these groups as follows:

HEW 6 and below:

• Outstanding service and client focus
• Excellence in process improvement and/or innovation
• Exceptional team work or team contribution
• Demonstration of staff values

HEW 7 and above:

• Exceptional leadership and/or vision
• Creating connections: contribution to engagement
• Demonstration of staff values

Team awards to be assessed against one or more of the following categories:

a.  Outstanding service and client focus

b.  Exceptional leadership and/ or vision

c.  Excellence in process improvement and/ or innovation

d.  Exceptional team work or team contribution

e.  Creating connections: Contribution to engagement

f.   Demonstration of staff values

Documentation making a case for the individual or team should include:

• Completed nomination form;

• A citation of no more than two 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 three pages. This may include testimonials from clients, evidence of work achievements etc.

• Signed by the nominator(s) and endorsed by the Head of Budget Division or equivalent.

The Vice-Chancellor will convene an 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 event where they will be presented with their awards and recognised for their achievements.

•  Committee of Deans Meeting No. 9/1992 (15/10/92) - Policy approved.

• Human Resources Advisory Committee : April 2008

Level 2 delegates have the authority 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.

Level 2 delegates 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 delegate's discretion.

Where a Level 2 delegate is in any doubt about the University policy in this matter, the case should be referred to the local Human Resources representative.

A staff member wishing to be reimbursed for a personal membership subscription should forward a written request for payment to the relevant Level 2 delegate. 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 Level 2 delegate may approve.

•  Administrative Committee July 2004

• Administrative Policies & Practices Group, September 2008

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 Head of Budget Division to require the materials for the effective performance of their duties;

• Persons who hold honorary appointments (as defined in Policy 103 Section 15 Honorary Appointments and University Visitors) 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 printed with a date of issue and a date of expiry that aligns with the research student's candidature end date.

For details regarding the information which may appear on University stationery and business cards refer to http://www.marcom.unimelb.edu.au/publishing/stationery.

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 (refer to Policy 112 Outside Work, Company Directorships, Board Members for details regarding paid outside work):

• 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;

• Senior staff holding Directorships of formally affiliated institutions may apply to the Dean or Head of Budget Division for this information to be included;

• 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 Department Head, Dean or Head of Budget Division will provide authorisation.

For further details regarding ordering of stationery please refer to http://www.marcom.unimelb.edu.au/publishing/stationery/order_stationery. 

Such orders must have regard for the proper use of the logo as set out in the University Style specifications at http://www.marcom.unimelb.edu.au/brand_guidelines_system.

In the case of cards for currently enrolled Research Higher Degree students, an additional form 'Application for issue of Personal Business Card to Research Higher Degree Student' must be authorised by the Head of Department and submitted to Marketing and Communications with the standard stationery requisition form.

• The University Secretary's Office can advise on those organisations that have formal affiliation with the University;

• The Marketing and Communications Division 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;

• Local Human Resource Consultants can advise on the appointment details of staff/honorary appointments;

• The Language Reference Group, School of Languages and Linguistics, 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.

(Last ammendment: June 2010)

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 the 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 9.5. Policy.

•  Accident Compensation Act 1985 (Vic) (the Act)
• The University of Melbourne Collective Agreement 2010

• Administrative Policies and Practices Group, March 2009

(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 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 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;

• 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.

(h) Superannuation

Refer to Policy 118 Section 1.3.9 Superannuation Contributions while on Leave for superannuation entitlements relating to Workers' Compensation and Accident make-up pay.

The University of Melbourne will not normally provide staff with home based or mobile internet access.

This level of access will only be compensated for on an occasional basis, for specifc cases, which must be agreed on by the Head of Department (or equivalent Level 2 delegate) and the staff member.

Note: As an alternative to this policy, staff may be eligible to independently claim such work related expenses as tax deductions on their individual tax returns. Staff members should seek independent financial advice in this regard.

• Administrative Policies and Practices Group, February 2009

• Information Services, Mobility Service (http://www.infodiv.unimelb.edu.au/knowledgebase/telephone/)

• Policy 103 Section 12 Home Based Work for Professional Staff

A staff member, who for the purpose of meeting the requirements of their position requires home based or mobile internet access may apply for the University to reimburse the expense of that access.

In considering this request, the Head of Department must determine:

• The rationale for work being completed using the requested access;

• The period of time for which the access will be required;

• The useage requirements, to ensure the plan selected does not unnecessarily exceed the business requirements, and, where required, any reimbursements made are on a pro-rata basis; and,

• The suitability of home based internet access, or the suitability of a mobile internet solution.

The internet access can only be approved to cover the period of time for which the work requirements necessitate such access.

The internet access can only be approved by a Head of Department of equivalent Level 2 delegate.

For home based internet access, the staff member will be required to establish an account with the Internet Service Provider of their choice and seek reimbursement of the costs from the University (for further details regarding reimbursement procedures please refer to Finance Policy & Procedures Manual Policy 141 Section 1.1 Reimbursements). The service provider selected needs to be shown to offer value when compared with alternative suppliers.

If the plan allows for useage that significantly exceeds the agreed business requirements, then the reimbursement sought must be pro rated, to allow for the work-related portion of the useage only.

University supported mobile internet access devices and associated costs and data plans can be viewed on the Mobility webpage http://www.infodiv.unimelb.edu.au/knowledgebase/telephone/mobility/. Follow the procedures detailed to purchase a device and select a data plan.

Where access to these arrangements forms part of a home based working arrangement, please refer to Policy 103 Section 12 Home Based Work for Professional Staff.