Honorary Academic Titles

Honorary Academic Titles

SUMMARY

Honorary academic titles are academic titles awarded to individuals who are typically not current employees of Macquarie University, but who are collaborators for research and/or teaching and/or where a formal academic association is mutually beneficial.

The Honorary Academic Titles Policy, Procedure and Schedule specify the types of honorary titles available at Macquarie University (Honorary, Adjunct, Visiting, Clinical and Conjoint), conditions of titles, and the process of conferring an honorary academic title at Macquarie University.

POLICY

1     PURPOSE

To set out the conditions for conferral of honorary academic titles at Macquarie University, and the benefits afforded to and obligations of title holders.

2     BACKGROUND

Macquarie University recognises the importance of and promotes collaboration with individuals, other institutions and organisations in research, scholarship, and learning and teaching in Australia and internationally. The University provides for the award of honorary academic titles to:

  • promote collaboration in teaching and research, and facilitate the exchange and sharing of knowledge, experience and expertise in pursuing the University’s strategic goals;
  • recognise individuals for academic or professional/career achievements in industry or community that are of relevance to the work of Macquarie University; and
  • establish and/or recognise a formal academic association with the University, where it is considered advantageous to both the University and the title holder.

3     SCOPE

This policy applies to:

  • current or former Macquarie University staff,
  • staff of organisations affiliated with Macquarie University,
  • individuals from outside the University who are eligible for the award of honorary academic titles,
  • current Macquarie University honorary academic title holders.

This policy does not apply to:

4     DEFINITIONS

Commonly defined terms are located in the University Glossary. The following definition applies for the purpose of this Policy:

Honorary academic title: an academic title awarded to an individual who is typically not employed by Macquarie University, but who is a collaborator for research and/or teaching and/or where a formal academic association is mutually beneficial.

5     POLICY STATEMENT

5.1 TITLES

The University may award the following types of honorary academic titles:

  1. Emeritus
  2. Honorary
  3. Visiting
  4. Adjunct
  5. Conjoint
  6. Clinical

The appropriate title, its definition and purpose, levels, term and approval authority for the conferral of all honorary academic titles are set out in the Honorary Academic Titles Schedule.
The title and its level will reflect an individual’s academic or equivalent professional standing.
Nomination and conferral of the Emeritus Professor title will be in accordance with the Award of Emeritus Professor Policy and Procedure.
Nomination, conferral and renewal of the other titles will be in accordance with the Honorary Academic Titles Procedure.

5.2 GENERAL CONDITIONS

  1. The award of an honorary academic title does not:
    • establish an employment relationship between the University and the recipient,
    • alter any existing employment relationship (unless it is intended to supersede that relationship),
    • entitle the recipient to any salary payments or alter any existing salary payments.
  2. It is expected that any activities in research and/or teaching at Macquarie University are performed by the title holder in the course of employment / appointment with another university or organisation, or as a volunteer in retirement.
  3. Normally, current continuing or fixed-term employees of Macquarie University are not eligible for honorary academic titles at Macquarie University. In limited circumstances, professional staff of Macquarie University may be eligible for an Adjunct title as per the Honorary Academic Titles Schedule.
  4. Honorary academic title holders may be employed on a casual basis by Macquarie University, but their casual appointment will be entirely separate from their honorary status.
  5. Normally, honorary academic titles are restricted to one per person.    
  6. When using the conferred title, the full title must be used with the exception of Conjoint title holders, who have an option to leave the word ‘Conjoint’ from their honorary academic title. The appropriate format for the use of titles is set out in the Honorary Academic Titles Procedure.
  7. Title holders are accountable to the designated Head of Department, or where appropriate, Executive Dean or a Deputy Vice-Chancellor. 
  8. It is anticipated that Honorary, Visiting, Adjunct and Clinical title holders will contribute to the research and/or teaching activities of Macquarie University commensurate with their standing. Their contributions may include for example:
    • participation in independent and/or joint research programs including publishing and acting as grant Chief Investigator and partner, subject to grant conditions,
    • co-supervision of Higher Degree Research students,
    • guest presentations to undergraduate and/or postgraduate students,
    • consulting on research, teaching and curriculum development matters.
    Conjoint title holders are expected to make a similar contribution to that made by academic employees at Macquarie University.
  9. A title holder is required to comply with the Macquarie University Staff Code of Conduct, Code for the Responsible Conduct of Research, Intellectual Property Policy, and other relevant University policies.
  10. Conjoint and Clinical title holders in the Faculty of Medicine and Health Sciences are required to abide by relevant by-laws of the Macquarie University Hospital (if appropriate) and other relevant requirements. This would include: criminal record checks and working with children checks requirements, Australian Health Practitioner Regulation Agency registration and statutory requirements relating to health professional registration.
  11. Additional title-specific conditions are outlined in the Honorary Academic Titles Schedule.

5.3 PRIVILEGES

  1. The honorary academic title holder will enjoy the precedence and courtesy due to academic staff of the University.
  2. For the term of their title, the title holder will have:
    • use of the honorary academic title as specified in their Invitation Letter;
    • identification number (OneID), Macquarie University email account and access to the University’s WiFi, VPN and Wiki;
    • access to Macquarie University Library resources, including remote access to online collection;
    • access to on-campus parking on payment of prescribed fees;
    • staff rates for purchases at U@MQ.
  3. A number of additional privileges may be given to the title holder for the term of their title. These additional privileges are not an ordinary expectation of an honorary academic title, and will only be granted subject to agreement with the Executive Dean and commensurate with the requirements of the role. These additional privileges may include:
    • negotiated access to Macquarie University ICT resources, including computer and telephone,
    • negotiated use of space, including office space and access to laboratory and research facilities,
    • negotiated reimbursement of expenses on presentation of receipts,
    • negotiated airfares and living expenses for individuals visiting from overseas or interstate,
    • negotiated conference support including airfares,
    • ability to apply through the University to research funding bodies subject to grant conditions,
    • ability to apply for internal research grants subject to grant conditions,
    • approval to supervise research students,
    • ability to participate in department or faculty meetings and other activities.

These additional privileges will be specified in the Invitation Letter and may be varied from time to time.

5.4 EXCLUSIONS

Title holders are specifically excluded from the following:

  • access to corporate credit cards,
  • formal supervision of Macquarie University staff, with the exception of Conjoint title holders for whom this exclusion is waived,
  • primary supervision of Higher Degree Research students, with the exception of Conjoint title holders for whom this exclusion is waived,
  • authority to comment on behalf of the University, represent the University or bind the University,
  • recognition for the purpose of Academic Senate and Council elections.

5.5 WITHDRAWAL OF TITLE

Honorary academic titles are conferred at the discretion of Macquarie University. An honorary academic title, and any associated conditions and privileges, may be withdrawn at any time at the absolute discretion of the University.

5.6 MERIT AND EQUITY

Conferral of honorary academic titles will be based on merit and will recognise individual’s academic and professional achievements relevant to the type and level of the honorary academic title. The University will adhere to the principles of equity and non-discrimination.

6     KEY RELATED DOCUMENTS

Supporting Appointment documents on this page (see Tabs above):
Honorary Academic Titles Procedure / Schedule

Other related documents:
Award of Emeritus Professor Policy / Procedure
Insurable Risk Policy / Guideline
Immigration Information
Staff Code of Conduct
Code for the Responsible Conduct of Research
Intellectual Property Policy
Academic Honesty Policy

7     NOTES

7.1Contact OfficerBusiness Analyst (Policy and Compliance), Human Resources
7.2Implementation OfficerDirector, Human Resources
7.3Approval Authority / AuthoritiesDirector, Human Resources
7.4Date Approved17 October 2016
7.5Date of Commencement1 November 2016
7.6Date for ReviewNovember 2019
7.7Documents Superseded by this PolicyHonorary, Visiting and Clinical Academic Appointments Policy approved 10 March 2011
7.8Amendment HistoryJanuary 2017 – Minor amendment under Section 6; replacement of  ‘Visa Information Guideline’ with Immigration Information

PROCEDURE

1     PURPOSE

To document the process for conferral of honorary academic titles by Macquarie University in accordance with the Honorary Academic Titles Policy.

2     SCOPE

This procedure applies to:

  • current and former Macquarie University staff,
  • staff of organisations affiliated with Macquarie University,
  • individuals from outside Macquarie University who are eligible for the award of honorary academic titles,
  • current Macquarie University honorary academic title holders.

This procedure does not apply to the following:

Out-of-scope process Correct policy or process
appointment of Adjunct Supervisors for Higher Degree Research students Higher Degree Research Supervision Policy
appointment of Adjunct Supervisors (Placement) Practical Placements Procedure
appointment of visiting Higher Degree Research students (Visiting Scholars) For domestic and international students refer to: 6.16a Visiting Scholar – Request to Appoint Form
Visas for visitors information
award of honorary degrees Honorary Degree Policy
award of Distinguished Professor title Award of Distinguished Professor Policy
where the only purpose is to give an individual access to Macquarie University email and systems Please contact IT for a sponsored OneID for individuals who do not meet the honorary categories’ descriptions set out in the Honorary Titles Schedule.

3     DEFINITIONS

Commonly defined terms are located in the University Glossary. The following definition applies for the purpose of this Policy:

Honorary academic title: an academic title awarded to an individual who is typically not employed by Macquarie University, but who is a collaborator for research and/or teaching and/or where a formal academic association is mutually beneficial.

4     PROCEDURE

Print version of Honorary Academic Titles Procedure Flowchart (PDF)
Please click on each item of the flowchart to see more information.

If you have difficulty accessing this document please contact the Policy Unit policy@mq.edu.au or +61 2 9850 4791.

4.1 NOMINATION AND CONFERRAL

4.1.1 Emeritus Professor

The nomination for and conferral of the Emeritus Professor title will be in accordance with the Award of Emeritus Professor Policy and Procedure.

4.1.2 Honorary Category

  1. As per the Honorary Academic Titles Schedule, an Honorary title can be awarded to an academic with whom Macquarie University wishes to continue or to develop a significant long-term (i.e. 3 – 5 years) academic association.
    The academic can be:
    • a retired academic staff member (including retired research-only academic) of Macquarie University, or
    • a current or retired academic staff member (including research-only academic) of other universities.
  2. The title may be awarded at one of the following levels:
    • Honorary Professor
    • Honorary Associate Professor
    • Honorary Senior Lecturer or Honorary Senior Research Fellow
    • Honorary Lecturer or Honorary Research Fellow
    • Honorary Associate Lecturer or Honorary Postdoctoral Fellow
    The level of the Honorary title awarded to a current academic from another university should reflect their current academic level at that university and be commensurate with academic appointments at Macquarie University.
    If a nominee is a retired academic, the level of the Honorary title must be the same as the nominee’s academic level at the time of retirement.
  3. A request for the conferral of an Honorary title will normally be submitted to the Executive Dean by the relevant Head of Department or delegate via Request to Confer an Honorary Title Form.
  4. The Executive Dean will consider the nomination and will approve or decline the nomination with due regard to merit and to fit with faculty strategy.
  5. As soon as possible after approval, the nominator or delegate will:
    • issue an Invitation Letter to the nominee which includes the start and finish dates and all conditions of conferral;
    • record acceptance and notify relevant Head of Department or delegate;
    • send all documentation to HR.
  6. HR will process the documentation and create a record in the University’s Human Resources Information System.

4.1.3 Visiting Category

  1. As per the Honorary Academic Titles Schedule, a Visiting title can be conferred on an academic staff from another university, Australian or international, or other educational or research organisation, who is on a short-term visit (up to 12 months) to Macquarie University.
    Such an academic would usually be on leave from their employer (e.g. on Outside Studies Program) and is expected to collaborate and contribute to research and/or teaching at Macquarie University, arising from their paid employment with another university.
  2. The title may be awarded at one of the following levels:
    • Visiting Professor
    • Visiting Associate Professor
    • Visiting Fellow (comparable to academic Levels A – C)
    Recommendations for level of the Visiting title should be consistent with the levels expected for academic appointments at Macquarie University.
  3. A request for the conferral of a Visiting title will normally be submitted to the Executive Dean by the relevant Head of Department via Request to Confer an Honorary Title Form.
  4. The Executive Dean will consider the nomination and will approve or decline the nomination with due regard to merit and to fit with faculty strategy.
  5. As soon as possible after approval, the nominator or delegate will:
    • issue an Invitation Letter to the candidate which includes the start and finish dates and all conditions of conferral;
    • record acceptance and notify relevant Head of Department or delegate;
    • if a visa is required, liaise with the University’s in-house Immigration Consultant and follow the Immigration Information guide;
    • send all documentation to HR.
  6. HR will process the documentation and create a record in the University’s Human Resources Information System.

4.1.4 Adjunct Category

  1. As per the Honorary Academic Titles Schedule, an Adjunct title can be awarded to individuals who are expert in an appropriate field and are contributing significantly to teaching and/or research, or are fostering partnerships between the University and industry or the wider community. These individuals may or may not have an academic background.
    Such individuals may include:
    • professionals from industry; or
    • professional staff of Macquarie University who will have a significant academic role such as joint supervision of Higher Degree Research students in an area of their academic/professional expertise (such an academic role will be entirely separate from requirements of their substantive position at Macquarie University).  
    This category does not apply to medical and other accredited allied health professionals who undertake clinical work (see Clinical Titles).
  2. The title to be awarded will be:
    • Adjunct Fellow (equivalent to academic Levels A – E)
  3. A request for the conferral of an Adjunct title will normally be submitted to the Executive Dean by the relevant Head of Department via Request to Confer an Honorary Title Form.
  4. The Executive Dean will consider the nomination and will approve or decline the conferral of title with due regard to merit and to fit with faculty strategy.
  5. As soon as possible after approval, the nominator or delegate will:
    • issue an Invitation Letter to the candidate which includes the start and finish dates and all conditions of conferral;
    • record acceptance and notify relevant Head of Department or delegate;
    • send all documentation to HR.
  6. HR will process the documentation and create a new record in the University’s Human Resources Information System.

4.1.5 Conjoint Category

  1. Conjoint titles can be awarded to individuals who contribute significantly to teaching and/or research at Macquarie University as part of their employment / appointment with an organisation which has a formal affiliation with Macquarie University (see the Honorary Academic Titles Schedule).
  2. When a new affiliation agreement is signed and there is an intention to confer existing staff with Conjoint titles, a process will be developed on an appropriate basis, which may include a committee chaired by an Executive Dean.
  3. When a new position with the likelihood of a Conjoint status is available in the organisation formally affiliated with Macquarie University, the preferred mode of appointment will involve jointly advertising the position by the affiliated organisation and Macquarie University. The interview panel will be constituted to meet the criteria for an interview panel for the affiliated institution and for Macquarie University.

4.1.6 Clinical Category

  1. This category is limited to accredited medical and other allied health professionals who undertake clinical work as per the Honorary Academic Titles Schedule.
  2. The process for conferral of Clinical titles outside of the Faculty of Medicine and Health Sciences will be similar to the process for Adjunct titles (as per clause 4.1.4).

    Conferral of Clinical titles in the Faculty of Medicine and Health Sciences

  3. In the Faculty of Medicine and Health Sciences, candidates can apply for a Clinical title via an expression of interest process.
  4. Candidates must meet the criteria set out in the Guidelines for Honorary Clinical Academic Appointments.   
  5. The Clinical Appointments Advisory Committee will review and support or decline the applications and advise the Executive Dean.
  6. The Executive Dean will review the Committee’s recommendations and will approve or decline the conferral of title with due regard to merit and to fit with faculty strategy
  7. As soon as possible after approval by the Executive Dean, the Committee delegate will:
    • issue an Invitation Letter to the candidate which includes the start and finish dates and all conditions of conferral,
    • record acceptance and notify relevant delegate/s;
    • send all documentation to HR.
  8. HR will process the documentation and create a record in the University’s Human Resources Information System.

4.2 RENEWAL

  1. A title holder may be offered a renewal of their title at the end of their term at the absolute discretion of the University and subject to:
    • evidence of appropriate contributions during the previous term,
    • projected future contributions,
    • any resource implications on the department, faculty or University.
  2. Application for renewal must follow a similar process as nomination and conferral for the relevant title outlined in 4.1.
  3. Application for renewal should be initiated at least three months before the expiry of the term, or at the discretion of the Executive Dean.

4.3 CONFERRAL OF TITLE AT A HIGHER LEVEL

  1. Visiting and Clinical title holders may request a title at a higher level at the time of title renewal.
  2. Honorary title holders who are currently employed at another university may request a title at a higher level following a promotion at their home university or at the time of title renewal.
  3. Conjoint title holders are eligible to request a higher title only via the University’s academic promotion process. In this case, the timing of application for promotion will be determined by the University’s promotion rounds.

4.4 WITHDRAWAL OF TITLE

  1. Honorary academic titles are at the discretion of the University. An honorary academic title, and any associated conditions and privileges, may be withdrawn at any time at the absolute discretion of the University.
  2. A decision to withdraw an honorary academic title will be made by the Executive Dean, following consultation with the Director, Human Resources.

4.5 USE OF TITLE

  1. When using the conferred title, the full title must be used in one of the following formats:
    • [First name] [Surname], [Conferred title] Macquarie University
    • [Conferred title] [First name] [Surname], Macquarie University
    For example:
    • Dr Jane Smith, Honorary Associate Professor Macquarie University
    • Honorary Associate Professor Jane Smith, Macquarie University
  2. Conjoint title holders have an option of leaving the word ‘Conjoint’ from their title, for example:
    • Dr Jane Smith, Conjoint Associate Professor Macquarie University
    • Dr Jane Smith, Associate Professor Macquarie University
    • Conjoint Associate Professor Jane Smith, Macquarie University
    • Associate Professor Jane Smith, Macquarie University

4.6 VISA REQUIREMENTS FOR INTERNATIONAL VISITORS

  1. All visiting academics who are not Australian citizens or permanent residents are required to obtain or hold a valid visa. A Visiting appointment cannot commence until an appropriate visa is obtained.
  2. Information on suitable visa types, visa process, and the University and visa holder obligations is outlined in Immigration Information. The following are suggested visa types for international visitors:
Period of time in Australia (continuous) Visa Further information
Less than 6 weeks Visitor Visa Short Stay (Subclass 600, Business Visitor Stream) ETA (subclass 601) e-Visitor (subclass 651) See Macquarie University non-sponsored visa guide
International visitors must make their own visa arrangements and contact their nearest Australian Embassy/Consulate for visa options
Up to 3 months Temporary Work (short stay activity) visa (subclass 400) Guidance provided by Macquarie University’s Immigration Consultant
3 – 12 months Subclass 408 Temporary Activity visa (former subclass 402 Research Stream) Review the University’s Immigration Information guide and contact Macquarie University’s Immigration Consultant.
  1. All visa costs are met by the visiting academic.
  2. For holders of the Temporary Activity visa the University’s Immigration Consultant will notify the Department of Immigration and Border Protection of the date of cessation of the Visiting appointment. 

4.7 INSURANCE

  1. Title holders may be covered by the relevant University insurance for the activities conducted for the University under this title.
  2. Healthcare professionals holding an honorary academic title are responsible for maintaining their own relevant professional indemnity insurance. It is the responsibility of the title holder to maintain their professional indemnity insurance.
  3. Visiting individuals holding a visa must maintain suitable health insurance for the duration of their stay in Australia.

5     KEY RELATED DOCUMENTS

Related Policies and Procedures

Supporting Appointment documents on this page (see Tabs above):
Honorary Academic Titles Policy / Schedule

Other related documents:
Award of Emeritus Professor Policy / Procedure
Insurable Risk Policy / Guideline
Immigration Information
Staff Code of Conduct
Code for the Responsible Conduct of Research
Intellectual Property Policy
Academic Honesty Policy

Forms and Resources

Request to Confer an Honorary Title Form
Guidelines for Honorary Clinical Academic Appointments (Faculty of Medicine and Health Sciences ONLY)
Invitation Letter Template (contact HR to obtain a copy)
Visas for visitors information

6        NOTES

6.1 Contact Officer Business Analyst (Policy and Compliance), Human Resources
6.2 Implementation Officer Director, Human Resources
6.3 Approval Authority / Authorities Director, Human Resources
6.4 Date Approved 17 October 2016
6.5 Date of Commencement 1 November 2016
6.6 Date for Review November 2019
6.7 Documents Superseded by this Policy Honorary, Visiting and Clinical Academic Appointments Procedure approved 10 March 2011
6.8 Amendment History June 2017 - Minor amendment, updated Flowchart version 8 June 2017 inserted.
January 2017 – Minor amendment, Table 1 insertion of term ‘Visiting Scholars’ replacing term ‘Occupational Trainee’ and under Section 5 Forms and Resources inclusion of ‘Visas for visitors information’ superseding ‘Immigration Information’

SCHEDULE

Honorary Academic Titles Schedule - PDF

The Honorary Academic Titles Schedule specifies the titles, definitions, conditions, terms and approval authority for the various honorary titles that may be awarded.

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