Adjunct and Visiting Scholar Policy
1. Purpose
a) The purpose of this Policy is to clarify the circumstances under which persons from outside
the Victoria University of Wellington (‘the University’) may be appointed to adjunct or visiting
positions, the required approval mechanisms, and how exceptions are to be managed.
2. Application of Policy
a) This Policy applies to Staff Members and Students.
Policy Content
3. Background
3.1 The appointment of Adjuncts and Visiting Scholars provides an opportunity for the University to
acquire access to additional specialised and often high-level expertise in teaching and research;
establish or build on strategically important relationships; and achieve reputational benefits by
association. In order to provide clarity for those who are engaged with the University in such
relationships, and to protect the University’s interests, such appointments and the terms which
apply to them must:
(a) Recognise and acknowledge persons who contribute to the academic activities of the
University via these appointments;
(b) Recognise and document the nature of the contributions;
(c) Document clearly the nature of the relationship involved in these appointments;
(d) Assign titles which are appropriate in terms of the seniority of the appointee relative to
titles commonly used for staff who are employed by the University;
(e) Be applied in a consistent manner across the University; and
(f) Comply with New Zealand immigration law (see Appendix D). Further information can
also be viewed o
n www.immigration.govt.nz.
3.2
It is important that:
(a) It is clear that these relationships are not employment relationships between the
University and the appointees;
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(b) Where one-off lectures or other one-off services are provided and payment is involved,
a separate engagement (e.g. as a casual lecturer) is completed;
(c) Where payment is involved for part or all of the appointment, a contract for services
which sets out the responsibilities of the parties is completed and signed by both the
University and the appointee;
(d) The title assigned to an appointee reflects the contribution that is being made (e.g. a
“Research” title implies that the contribution is research-related); and
(e) The appointment does not impact adversely on University funding (e.g. Performance
Based Research Fund).
4. Adjunct appointments
4.1 Adjunct appointments, which may be made on a renewable three-year basis, require the written
approval of the relevant Pro Vice-Chancellor (‘PVC’). This approval is to be copied to the Faculty
Human Resources Manager who will maintain a file of such appointments. Persons appointed as
adjuncts are required to sign an agreement, that is not an employment agreement, and that sets
out the terms of the relationship and ensures that the appointee abides by the policies and
procedures of the University.
4.2 Adjunct appointments may be made with the following titles, to be approved by the relevant PVC:
(a) Adjunct Professor – a person deemed to be the equivalent of Associate Professor or
Professor were they to be appointed to a position as a staff member within the
University. Note: this generally implies that they would have standing in both teaching
and research;
(b) Adjunct Teaching Fellow – a person deemed to be the equivalent of Senior Lecturer or
below, and whose contribution to the University will be mainly in teaching; and
(c) Adjunct Research Fellow – a person deemed to be the equivalent of Senior Lecturer or
below, and whose contribution to the University will be mainly in research.
4.3 Where payment is agreed for some services provided by a person who has an adjunct appointment,
they should be engaged separately on a casual or fixed term basis, or through a contract for services
(refer to the
Contract for Services Policy). Advice should be sought from Human Resources to
ensure the appropriate documentation is put in place.
5. Visiting Scholar Appointments
5.1 Visiting Scholar appointments are temporary relationships which must be approved by the Head of
School or Director of stand-alone institutes and centres, and then copied to the PVC and Faculty
Human Resources Manager. These appointments have no adjunct, employment or other formal
relationship with the University.
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5.2 Staff of other institutions visiting the University as Visiting Scholars may, with the appropriate
approval, use the term ‘Visiting’ followed by the title of the position they hold at their own institution
(e.g. Visiting Assistant Professor).
5.3 The University may charge Visiting Scholars a bench fee, dependent on Faculty/School policy in this
regard (Note: Bench fee policies are subject to approval by the PVC).
5.4 A fee may be offered in connection with the visiting appointment, particularly if the Visiting Scholar
is teaching. Advice should be sought from Human Resources to ensure the appropriate
documentation is put in place.
6. Approval of Exceptions
6.1 The use of any term other than those prescribed in this policy requires the approval of the
appropriate PVC.
7. Intellectual Property
7.1 The University is the owner and guardian of any intellectual property or data sets to which an
Adjunct or Visiting Scholar is given access rights.
7.2 Generally, an Adjunct or Visiting Scholar will own any intellectual property they produce during
their appointment. This is the case even if the Adjunct or Visiting Scholar is using University
resources and University staff and/or students are involved.
7.3 Specific provision must be made in the written agreement with the Adjunct or Visiting Scholar if the
intellectual property produced by the Adjunct or Visiting Scholar is to be owned by the University or
there is to be some other ownership arrangement.
8. Compliance with Policy
8.1 All Adjuncts and Visiting Scholars are required to adhere to the University’s Health and Safety Policy
and other relevant policies including the Staff Conduct Policy and the Safe Campus Policy.
8.2 Once an Adjunct or Visiting Scholar has taken up their appointment, the School or Institute/Centre
is responsible for ensuring that the appointee receives a Health and Safety induction. Further
information can be obtained fro
m [email address]. a
9. Definitions
In this Statute/Policy/Procedure, unless the context otherwise requires:
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Adjunct:
A person who, not being a student or staff member or Emeritus
Professor of the University, has a formal relationship with the
University in which his/her time or expertise are:
given without payment;
given on the basis that any prior approved expenses are
reimbursed;
acquired via a contract for services; or
acquired by subcontract or similar arrangement with
his/her employer.
Visiting Scholar:
A person who is a staff member or a postgraduate student of another
organisation or, a former postgraduate student who has recently
completed the requirements for a postgraduate degree, and has a
temporary visiting relationship with the University.
Note: External supervisors of PhD and Masters by thesis students, appointed as Honorary
Research Associates (HRAs), are excluded from this policy. HRAs are appointed by the Dean
of the Faculty of Graduate Research (FGR) via the Associate Deans (for PhD) or the Head of
School (for Masters theses). Please refer to the FGR website
for the appointment process and
form. Refer also to the PhD Policy
and the Master's Thesis Policy.
Related Documents and Information
10. Related Documents
Education Act 1989
Immigration Act 2009
Health and Safety at Work Act 2015
As Adjuncts and Visiting Scholars are not employees, the Employment Relations Act 2000 and
other Acts governing employment within New Zealand do not apply.
Contract for Services Policy
Faculty of Graduate Research website
Guideline - Interns and Volunteers
Health and Safety Policy
Intellectual Property Policy
Master’s Thesis Policy
PhD Policy
Safe Campus Policy
Staff Conduct Policy
Note: Word versions of Appendices A to C are available at: Template Letters
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11. Document Management and Control
Approver
Vice-Chancellor
Approval Date
28 August 2018
Effective Date
28 August 2018
Last Modified
9 June 2015
Review Date
28 August 2021
Sponsor
Director, Human Resources
Contact Person
Relevant HR contact:
Ext. 5068: Faculty of Health
Ext. 5824: Faculties of Humanities and Social Sciences and Education
Ext. 5200: Faculties of Science, Engineering and Architecture & Design
Ext. 5754: Victoria Business School and the Faculty of Law
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Appendix 1: Template Letter for Adjunct Appointee where there is no payment for
the position.
May be amended with advice from your HR contact.
Word version available at: Template Letters
School/Faculty Letterhead
[insert date]
[insert name]
[insert address]
Dear [
insert name]
Offer of Adjunct Appointment
I am pleased to offer you an appointment as Adjunct [
insert title] in the [
insert School or
Institute/Centre], at Victoria University of Wellington (“the University”), from [
insert start date] to
[
insert end date].
Adjunct status provides the opportunity for persons from outside the University to participate in its
education, research, creative or other activities. The purpose of this appointment is for you to share
your expertise with the University’s staff and students and participate in the general academic life of
the [
insert School or Institute/Centre] as follows:
[
Enter the contribution(s) that the Adjunct appointee will be making to the School or
Institute/Centre. Include any agreed timeframes e.g. teaching times.]
Terms of the Appointment
1.
As the position is deemed to be of a voluntary nature, you are not classed as an
employee and nothing contained or implied in this arrangement will create the relationship of
employer and employee. You will not receive any remuneration or reward from the University
for the work you undertake. The Employment Relations Act 2000 and other Acts governing
employment within New Zealand will not apply to you.
2.
Access to an office (subject to availability), University systems and physical
collections of the University Library will be provided as required. The Library’s online
collections may be accessed using guest wi-fi from any campus location.
3.
If you require access to University systems such as intranet and email in this position,
on receipt of your acceptance of this offer, you will be sent an email link containing an
Interested Parties Registration Form to complete and submit by return.
[Next clause is optional – delete if not applicable]
4.
You will be given access rights to [
list intellectual property/data sets] during your
appointment. This [
intellectual property/data set] is owned by the University and ownership
will remain with the University.
[Next clause is optional – delete if not applicable]
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5.
All intellectual property created by you during the duration of the appointment will be
owned by the University.
6.
You will be reimbursed for any reasonable expenses that you may incur as a result of
your services to the [insert
School or Institute or Centre]. However, any intended expenditure
will require prior approval from the [
insert Head of School or Director].
7.
You or the University may terminate this arrangement without notice at any time and
for any reason.
8.
You will be required to comply with relevant University policies and statutes and New
Zealand legislation. This includes the Health and Safety at Work Act 2015 and the University’s
Health and Safety Policy, Staff Conduct Policy and
Safe Campus Policy.
9.
At the beginning of your appointment you will be required to undertake a Health and
Safety induction workshop. Further information can be obtained f
rom [email address].
10.
“Confidential information” means all information you become aware of in the course
of your appointment which is not in the public domain and which is reasonably regarded by
the University as confidential to it.
11.
Except in the proper performance of your responsibilities under this appointment,
you agree you will not use or disclose (directly or indirectly) any confidential information,
including confidential information regarding students or employees of the University, or the
finances or affairs of the University, its employees or its clients. This requirement continues
after you cease your appointment at the University.
Insurance [
For overseas appointees – delete if not applicable]
12.
You are responsible for ensuring that you have appropriate travel and health
insurance. You will not be covered by the Accident Compensation Insurance Scheme in New
Zealand.
Immigration [
For overseas appointees– delete if not applicable]
13.
Immigration into New Zealand and all visa requirements for the purpose of
undertaking this work as an Adjunct [
insert title] are your sole responsibility. [
Rest of clause is
optional– delete if not applicable] As your visit(s) to the School will be for a total duration of 3
months or less in a calendar year, you may be eligible to enter New Zealand and undertake
certain academic activities on a visitor visa. This is subject to you meeting certain criteria,
which includes being a national of a country where a visa waiver applies. Please refer to the
New Zealand Immigration websit
e at http://www.immigration.govt.nz/opsmanual and search
for V3.130 Visiting Academics.
14.
The contents of this letter of offer and any attachments constitute the entire
agreement (“the Agreement”) between yourself and the University, and supersede all previous
representations, negotiations, commitments and communications, either written or oral
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between the parties. Variations to the Agreement will only be binding on the University where
these have been formally offered by the University and signed by both parties.
It is with great pleasure that the University makes this offer and the School very much looks forward
to you sharing your expertise with its staff and students.
To indicate your acceptance of this offer of appointment as an Adjunct [
insert title], please sign and
return a copy of this letter to [
insert person to receive letter].
Yours sincerely
(
Signature block)
I acknowledge that my appointment as an Adjunct [
insert title] is of a voluntary nature. By accepting
this position, I agree to comply with the University’s policies and statutes and relevant legislation.
Name:
Signed:
Date:
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Appendix 2: Template Letter for Visiting Scholar with or without fees.
May be amended with advice from your HR contact.
Word version available at: Template Letters
School/Faculty Letterhead
[insert date]
[insert name]
[insert address]
Dear [
insert name]
Offer of Visiting Appointment
I am pleased to offer you an appointment as a Visiting Scholar in the [
insert School or
Institute/Centre] at Victoria University of Wellington (“the University”), from [
insert start date] to
[
insert end date].
The purpose of this appointment [e
nter the purpose of the visiting appointment. Include any agreed
timeframes e.g. teaching times.]
Terms of the Appointment
1. You will have access to the following resources: [
list resources such as office space, library
access, etc].
or
2. You will be charged a bench fee of NZ$ [
enter amount]. This fee will entitle you to the
following resources: [
list resources such as office space, library access, etc].
3. If you require access to University systems such as intranet and email, on receipt of your
acceptance of this offer, you will be sent an email link containing an Interested Parties
Registration Form to complete and submit by return.
[Next clause is optional – delete if not applicable]
4. You will be given access rights to
[list intellectual property/data sets] during your
appointment. This
[intellectual property/data set] is owned by the University and
ownership will remain with the University.
[Next clause is optional – delete if not applicable]
5. All intellectual property created by you during the duration of the appointment will be
owned by the University.
6. [
Optional – delete if not applicable] The fee offered in connection with this visiting
appointment will be NZ$ [
enter amount], to be paid in one lump sum at the end of the
appointment.
[Next sentence NZ residents only - delete if not applicable] Please provide
your bank account details and IRD number.
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7. [
For overseas appointees where a fee is offered – delete if not applicable] In accordance
with New Zealand tax requirements, the University will deduct 20 percent of the fee on a
schedular payment (a form of withholding tax) in NZ dollars. There is no requirement to
obtain a New Zealand taxation IRD (Inland Revenue Department) number. Non-residents
may apply for a tax exemption certificate. Application should be made directly to the IRD.
There are some excluded countries so please check the IRD website at
www.ird.govt.nz/international/ (Non-resident contractors and entertainers). Please
provide your bank account details to enable the fee payment to be deposited.
8. You will be responsible to [
enter person] during your appointment as a Visiting Scholar.
9. You or the University may terminate this arrangement without notice at any time and for
any reason.
10. You will be required to comply with relevant University policies and statutes and New
Zealand legislation. This includes the Health and Safety at Work Act 2015 and the
University’
s Health and Safety Policy, Staff Conduct Policy and
Safe Campus Policy.
11. At the beginning of your appointment you will be required to undertake a Health and Safety
induction workshop. Further information can be obtained fro
m [email address].
12. “Confidential information” means all information you become aware of in the course of
your appointment which is not in the public domain and which is reasonably regarded by
the University as confidential to it.
13. You agree you will not use or disclose (directly or indirectly) any confidential information,
including confidential information regarding students or employees of the University, or
the finances or affairs of the University, its employees or its clients. This requirement
continues after you cease your visiting appointment at the University.
Insurance [
For overseas appointees– delete if not applicable]
14. You are responsible for ensuring that you have appropriate travel and health insurance.
You will not be covered by the Accident Compensation Insurance Scheme in New Zealand.
Immigration [
For overseas appointees– delete if not applicable]
15. Immigration into New Zealand and all visa requirements for the purpose of undertaking
this work as a Visiting Scholar are your sole responsibility. [
Rest of clause is optional–
delete if not applicable] As your visit(s) to the School will be for a total duration of 3
months or less in a calendar year, you may be eligible to enter New Zealand and undertake
certain academic activities on a visitor visa. This is subject to you meeting certain criteria,
which includes being a national of one of a list of countries where a visa waiver applies.
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Please refer to the New Zealand Immigration website at
http://www.immigration.govt.nz/opsmanual and search for V3.130 Visiting Academics.
16. The contents of this letter of offer and any attachments constitute the entire agreement
(“the Agreement”) between yourself and the University, and supersede all previous
representations, negotiations, commitments and communications, either written or oral
between the parties. Variations to the Agreement will only be binding on the University
where these have been formally offered by the University and signed by both parties.
To indicate your acceptance of this offer of appointment as a Visiting Scholar, please sign and return a
copy of this letter to [
insert person to receive letter].
Yours sincerely
(
Signature block)
I acknowledge that my appointment as a Visiting Scholar is of temporary visiting status. By accepting
this appointment, I agree to comply with the University’s policies and statutes and relevant legislation.
Name:
Signed:
Date:
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Appendix 3: Authority to Appoint Adjuncts and Visiting Scholars
Word version available at:
Template Letters
Victoria University of Wellington
Authority to Appoint: Adjunct or Visiting Scholar
Before seeking approval from your PVC, please read the Adjunct and Visiting Scholar
Policy; and discuss
with your HR Manager.
1. Name of Proposed Appointee
2.
School/Institute/Centre in which
appointee will be located
3.
Category of Appointment
a. Adjunct Professor
(Tick one)
b. Adjunct Teaching Fellow
c. Adjunct Research Fellow
d. Visiting Scholar
4.
If a visiting appointment, is the appointee
(Circle one)
Yes/No
employed at another Institution?
If yes, state name of institution and
Institution Name:
appointee’s position.
Appointee Position:
5.
If a visiting appointment, is the appointee
(Circle one)
Yes/No
a postgraduate student at another Institution?
If yes, state name of institution and degree
Institution Name:
being undertaken.
Degree:
6.
If a visiting appointment, is the appointee
(Circle one)
Yes/No
being charged a bench fee?
If Yes:
Amount: NZ$
7.
If a visiting appointment, is the appointee
(Circle one)
Yes/No
being paid a fee?
If Yes:
Amount: NZ$
8.
If an adjunct appointment, please specify
your reasons for recommending the appointment
at the level you are proposing (i.e. Adjunct
Professor, Adjunct Teaching Fellow, etc).
9.
If an adjunct
appointment, is this
a. Without payment
appointee giving his/her time or expertise:
b. On the basis that any prior approved
(Please tick)
expenses are reimbursed
c. Via a contract for services
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d. By subcontract or similar arrangement
with his/her employer.
10.
Will the appointee be provided with any of
a. Office Space
the following
b. Email
(Please tick)
c. Internet
d. Library access
e. Other (
please specify)
17. Term of appointment
From: ____/____/____
To:
____/____/____
18. Please confirm the full adjunct or
visiting title to be used
19. This request is made by
Name:
School/ Institute/ Centre:
20. Human Resources confirm position falls
HR Signed:
within the Adjunct and Visiting Scholar
Date: ____/____/____
Policy.
Approval to Appoint
Name: __________________________________
Signature: ______________________
Position: ________________________________
Date: ____/____/____
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Appendix 4: Immigration Requirements for Visiting International Academics
Refer to V3.130 - Visiting academics at
http://www.immigration.govt.nz/opsmanual
Academic Visitors from Overseas
a. Visiting academics from countries whose nationals are people to whom a visa waiver applies
(see f. below), may be granted a three-month visitor visa and entry permission on arrival in
New Zealand on production of a letter of invitation from Victoria University of Wellington.
b. Visiting academics from countries whose nationals are required to hold a visitor visa to travel
to New Zealand must apply for a visitor visa through the nearest New Zealand Embassy before
travelling to New Zealand.
Requirements for the Letter of Invitation
c. To be granted a visitor visa, the visiting academic must provide a letter of invitation
containing the following information:
Confirmation that they are well-qualified in their field; and they are either employed
by an overseas academic or research institution, or have wide experience in such
employment; and
Confirmation that the activities they will undertake while in New Zealand will be of a
pedagogical, educational, professional management or research nature; and
The dates that the activities will be undertaken.
Pedagogical, Educational, Professional Management and Research Activities
d. Pedagogical, educational, professional management and research activities are excluded from
the definition of work. These include:
Collaborating on research projects with academics working at New Zealand tertiary
education institutes, including publishing work with New Zealand academics; and
Presenting at one-off seminars or conferences organised by the institution; and
Providing teaching or tutoring for short courses in specialised areas that New Zealand
academics do not have the subject knowledge in; and
Sourcing research material only available in New Zealand (including literature) or
conducting research only able to be undertaken in New Zealand; and
Planning and management (including designing, developing, implementing and
reviewing/auditing academic and research courses, programmes and resources;
professional development, including teaching methods and curriculum development;
and sourcing resource materials for academic and research programmes); and
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Meeting with a post-graduate student who they co-supervise if the student is enrolled
at a New Zealand institution from which they will be receiving their qualification, if
successful; and
Undertaking performance classes (e.g. in theatre, dance or music) or studio master
classes (i.e. recording and mastering music); and
Participating on assessment panels for oral or practical examinations, including for
theses; and
Study tours.
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Meaning of Visa Waiver and Countries to which a Visa Waiver Applies
e. A visa waiver means a waiver of the requirement to hold a visa permitting travel to New
Zealand.
f. A visa waiver applies to a number of persons including:
Australian citizens;
Australian permanent residents;
British citizens and passport holders where the person is seeking a visitor visa current
for not more than 6 months; and
Citizens of the following countries where the person is seeking a visitor visa current
for not more than 3 months:
Andorra
Iceland
Portugal1
Argentina
Ireland
Qatar
Austria
Israel
Romania
Bahrain
Italy
San Marino
Belgium
Japan
Saudi Arabia
Brazil
Korea (South)
Seychelles
Brunei
Kuwait
Singapore
Bulgaria
Latvia
Slovak Republic
Canada
Liechtenstein
Slovenia
Chile
Lithuania
Spain
Croatia
Luxembourg
Sweden
Cyprus
Malaysia
Switzerland
Czech Republic
Malta
United Arab Emirates
Denmark
Mauritius
United States of America2
Estonia
Mexico
Uruguay
Finland
Monaco
Vatican City
France
Netherlands
Germany
Norway
Greece
Oman
Hungary
Poland
1 Portuguese passport holders must also have the right to live permanently in Portugal.
2 Including Nationals of the USA.
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