1.1 Chapter IV of the Statutes, paragraph 5 stipulates that
a member of the academic staff is expected to maintain contact with the practice
of the member's discipline outside the University in accordance with the rules
approved by Council.
1.2 The ways in which members of the academic staff practise their discipline
outside the University vary considerably and it is not the purpose of these Rules
to define the manner in which disciplines might be practised. However, they must
be of such a nature as to involve the staff member's professional or academic
expertise. If such practice involves consultancies, research grants or contracts,
the rules relating to these activities will apply in
addition to those in this Policy.
1.3 The rules relating to the practice of a discipline outside the University
are restricted to those practices for which members of staff receive remuneration.
Service with an organisation outside the University, for which a member of staff
receives reward, will be regarded as practice of a discipline only if it is associated
with the member's discipline.
1. 4 A member of the academic staff seeking to apply to practise his
or her discipline outside the University should also refer to the following policies,
as applicable:
(i) Special Studies Program
(ii) Leave Without Pay (Including Secondment)
(iii) Policy on Outside Research Grants, Contracts and
Consultancies
(iv) Policy on Commercial Development of the University's Intellectual Property.
Throughout these Rules the use of the expression 'Head of Department' is intended
to also include the line manager of the non-Faculty area or section concerned.
2.1 Within the limitations of the Statutes, a staff member
may, with the permission of the Head of the Department concerned, practise his
or her discipline outside the University for up to 52 week days in any calendar
year, provided that practice does not interfere with the primary duties required
of the staff member. Practice of a discipline whilst on Special Studies shall
be subject to these rules in addition to those specified in the Policy
on the Special Studies Program.
2.2 A staff member seeking to practise his or her discipline outside
the University should submit an application on the approved form to the Head of
the member's Department. The form will request details of the practice to be undertaken,
the expected pattern and time limit and structure of the work, and an undertaking
that the member's primary duties will not be adversely affected. In trivial instances,
such as activities totalling a maximum of 5 days in any calendar year, permission
shall be deemed to have been given, but the member shall report such instances
to the Head of Department.
2.3 If the staff member seeks to practise his or her discipline outside
the University for a period exceeding 52 weekdays in any calendar year, such period
beyond the 52 days will be treated as leave without pay, and the rules pertaining
to such leave will apply (see Leave Without Pay
(Including Secondment)).
2.4 In exceptional circumstances the Vice-Chancellor may, after due
consultation with the Head of the member's Department, approve an extension of
the maximum number of days permitted to an individual under these rules. Such
approval shall be given in writing, accompanied by a copy of these rules, and
shall expressly state any conditions attached to that exception.
2.5 The Head of Department will satisfy him/her self that the application
conforms to the rules (including those relating to Special
Studies, leave without pay, outside research grants,
contracts and consultancies) and that the leave requested will not interfere
with the staff member's primary duties of teaching, research and scholarship or
the administrative duties required. The Head of Department may consult the Departmental
Committee as required.
2.6 If the Head of the Department approves the request, the form will
be endorsed accordingly and forwarded through the Dean to the Director, Personnel
Services Branch who will confirm that the request is within the appropriate rules
and advise the staff member that the request has been approved. Such permission
shall be given in writing, accompanied by a copy of these rules, and shall expressly
state any conditions attached to that permission.
2.7 If the Head of Department does not approve the request the application
form, clearly endorsed with the reasons for non-approval, will be passed to the
Dean for decision. The decision of the Dean will be forwarded to the Director,
Personnel Services Branch, who will advise the staff member of the outcome. If
the request is not granted, the grounds for that decision will be provided.
2.8 Compliance with these rules is the responsibility of both the staff
member and the Head of Department. While the basis of the activity and of its
undertaking will be one of trust, a staff member will be required to keep a diary
of time spent as the basis of a written report to the Head of Department each
year. It is expected that arrangements concerning the practice of a discipline
outside the University will be discussed with the Head of the Department during
the annual planning and development review.
2.9 Apart from trivial instances, University facilities and equipment
may be used in carrying on such practice only with the permission of the Head
of Department or other person responsible for such facilities or equipment.
2.10 No staff member may, without the permission of the Vice-Chancellor
(or nominee), receive a fee for teaching, acting in a consultative or advisory
or professional capacity towards another department of the University, nor may
a staff member accept fees for private coaching of students of the University,
otherwise than as a tutor in one of the affiliated Colleges of the University.
2.11 These Rules shall apply to academic staff holding full-time tenured,
tenurable and limited-term appointments and to part-time staff for the period
of their employment. Staff who work less than full-time shall be entitled to a
pro-rata time limit.
2.12 For those practices not classified as research contracts/grants
or consultancies (for which separate conditions apply), the Head of Department
is asked to ensure that any costs incurred by the Department, other than the salary
of the member involved, are recovered by the Department. The Director, Finance
and Infrastructure, can provide assistance in determining such costs if required.
2.13 A member of the academic staff seeking to practise his or her discipline
outside the University should refer to the Policy on Outside
Research Grants, Contracts and Consultancies for advice on the negotiation
and administration of contracts and consultancies where appropriate.
