Job Exchanges

What is a job exchange?

An external job exchange involves a member of academic staff from QUT swapping jobs with a member of academic staff from another university/organisation.

Both staff members continue to be nominally employed by their home institution, and the QUT staff member's salary and conditions of employment accrue during any period of paid job exchange.

Exchanges, as with secondments, are usually only considered for PDL-Long, not PDL-Short.

For both exchanges and secondments, you, as the staff member being seconded / exchanged, are responsible for initiating and maintaining links with the host organisation.

• Selecting an exchange partner
• Exchange members' requirements
• Application process
• Assessment of external exchangee
• Exchange agreement
• Termination of agreement
• Domestic arrangements

Selecting an exchange partner

As with any professional development proposal, you should initially discuss your interest in an exchange with your Head of School or equivalent.

It is then your responsibility to find a suitable exchange partner from an external organisation, which may take many months.

You should contact the Human Resources Departmentbefore beginning discussions with an exchange partner on the details of the exchange.

In selecting a partner for exchange, you should ensure that they have the support of their institution to proceed with the exchange.

Formal letters of support from the institution will be required.

Exchange members' requirements

In addition, you should ensure that both exchangees:

• have the knowledge and skills, including language skills, to complete the partner's teaching and other duties
• have the personal qualities that will allow them to perform effectively in the other institution, eg they can adapt to a new environment, make friends easily, cope with separation from friends, family, etc.
• meet the host country's immigration and visa requirements
• have enough money to cover the costs of the exchange. Although some financial support may be available from the host institution, exchanges usually involve costs over and above these

Application process

You should initially discuss your interest in undertaking an exchange with your Head of School or equivalent during the planning cycle of PPR-AS.

Once an exchange partner/organisation has been identified you should proceed with your application for PDL-Long, as described in the PDL policy:

• Submit your application to the PDL committee for assessment against the criteria.
• Include any letters of support received with your application and detail the current state of negotiations with your exchange partner and the external organisation.
• The PDL Committee will recommend either rejection or in principle support for the program, pending finalisation of negotiations between QUT and the external organisation.

Assessment of external exchangee

At this stage the external exchangee should be assessed against the selection criteria for the position.

It is also anticipated that the staff member from QUT will be subjected to a similar selection process.

From QUT's point of view, it is expected that a selection process, involving

• a written application
• an interview (in person or electronic)

will be conducted with the staff member coming from the external organisation.

The external staff member's skills and experience should be evaluated against specific selection criteria: if they do not meet the criteria, another exchange partner must be sought.

An exchange process may be terminated by the Head of School or equivalent or Executive Dean / Head of Division if they are not satisfied that the incoming exchangee can complete the teaching and other duties of the outgoing staff member.

Finally, it is important that both exchangees have knowledge of the work area they will be exchanged to, the local area, transport and residential issues, etc.

Once the selection process has been completed, an agreement between the two organisations can be drawn up specifying the details of the exchange.

Exchange agreement

External secondments and attachments involve additional procedural details over and above those contained in the PDL policy.

Prior to final approval for the secondment being granted, an agreement between QUT and the host organisation needs to be drawn up and signed by both organisations and the secondee.

The Human Resources Director or nominee will sign for QUT.

This agreement should cover the following:

• Job description during the secondment,
• Time period for the secondment,
• Remuneration to be paid to the secondee,
• The organisation responsible for salary and on-costs,
• Details of removal and travel expenses and who is to pay for these costs,
• Indemnities and liabilities,
• Provisions for the agreement to be terminated,
• Ownership of Intellectual Property,
• Responsibility of the host organisation to notify the parent organisation of any leave taken during the secondment,
• Any confidentiality provisions,
• An undertaking by the host organisation not to approach the seconded employee with an employment offer within six months of the conclusion of the secondment.

Negotiations on such an agreement may need to be initiated prior to final approval being granted by QUT or the host institution.

Any further enquires regarding these procedures should be directed to the Faculty Human Resources Adviser.

Termination of exchange

QUT will make every effort to meet all commitments made in the exchange program for both outgoing and incoming exchangees, but reserves the right to withdraw from those commitments with a minimum of thirty days notice should extenuating circumstances arise.

Domestic arrangements

In addition to the above agreement, you should also agree with your exchange partner on domestic arrangements during the period of the exchange.

You may exchange homes as well as jobs.

In the case of a residence exchange you should consider the following:

• What level of care should be taken of personal belongings and the residence?
• Should lawns and gardens be cared for?
• Will any pets require feeding?
• Who will pay for repairs and upkeep?
• Is the exchangee's place of residence acceptable? You should exchange photographs so that you and your exchange partner know what the residences are like.
• Does your insurance policy cover another person occupying your home?
• How will bills be paid?
• Can you arrange for someone to keep an eye on your residence during the exchange?
• Do you have a back-up plan?

You should record in writing any agreements regarding residence exchange.