School Policies & Information

Please follow these steps when setting up an external research contract or undertaking consulting:

1. When negotiating the initial deal, ensure you add the correct % of infrastructure to the cost of your services. i.e.
   • 15% for all research grants and consultancies where the funding agency is not claiming any share of project IP or restricting publication of outcomes.
   • 35% for all research grants and consultancies where the funding agency is claiming a share of project IP and/or is restricting publication of outcomes.
   • 35% for State Government tenders and Requests for Quotation.
2. Send the contract to the School Manager who will arrange for it to be approved by Legal Services, the Head of School and be signed by the PVC (Research). 

Guidelines on the charging of infrastructure for all external research contracts and consultancies (except those which are exempt e.g. ARC, donations etc.) can be found at http://www.research.uwa.edu.au/page/77585.

Note that consultancies include a wide variety of activities, including teaching, research, provision of specialist services, etc.  (pretty much anything we then send out an invoice for).  Please see the policy guidelines for further details:

If you have any queries about anything to do with research contracts or consulting (e.g. how much to charge, what if the funding agency doesn't want to pay infrastructure, etc.) please contact the School Manager on x2740.

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Induction for New Staff, Students & Visitors

New staff, visitors and students to the School of Physics should be properly inducted by their supervisor so that all the necessary paperwork is completed.  A safety induction should be included as part of this process.  The UWA Staff Induction website is also a very good resource for new staff.

School Induction Guidelines
UWA Staff Induction Website

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All staff (including academic & research staff) should make a formal application for recreation, sick and short leave via ESS.  Long service leave and study leave can still be applied for using the standard leave forms (available from the forms page).  Forms should be submitted to the School Manager.

• Recreation, sick or short leave apply here.
• Long Service Leave apply here. 

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Professional Development Review

Each year, all staff will undertake the Professional Development Review (PDR) with their supervisor.  The PDR supports the career development of staff and aims to:

• Review the past year’s performance;
• Recognise the achievements of the reviewee;
• Clarify any changes to the reviewee’s role;
• Plan for the coming year and identify goals;
• Equip individuals to meet the immediate and future challenges of their position;
• Assist individuals to achieve their goals and those of the School/Unit and the University; and
• Provide guidance on career development

Further information and guidelines for staff and supervisors can be found here. It is highly recommended that you attend a PDR Workshop (run by OSDS) before conducting or participating in a PDR.

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Travel

Travel must be booked through one of the universities three travel service providers (TSP's):

STA Travel

Tertiary Travel

Campus Travel

When you book all your travel through the TSP's, the university captures the
traveller's profile and itinerary details, which will provide 'real time' information if
there should be an international incident. UWA would then be able to trace travellers and offer assistance to transfer them to a safer location or return home.

A Travel Approval form must be completed by staff and students for each trip, indicating if any equipment is being taken out of the country (e.g. laptop).  Please submit the form to the School Manager.

Travel Approval Form

Further information and guidelines about university travel can be found at the following URL's: 

UWA Travel Information Website
Corporate Travel Insurance

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Visiting Academics & Researchers

Visiting appointments must be set up for all visitors invited to the University if they will be conducting research in our laboratories. Please provide the following details to the School Manager well in advance of their arrival so a formal invitation can be issued by HR: 

• Name and contact details
• Research group they're visiting and what project they will be working on
• Nature of research/collaboration they'll be undertaking while at UWA
• Dates
• Copy of their CV 
• Letter from their home institution stating that they have been granted sabbatical and that they will return to their substantive position at the end of their visit to UWA.
• Amount of living allowance (if applicable).

If a living allowance is to be arranged for a visitor, contact the School Manager to make arrangements.  Payments can be one-off for short-term visitors, or be paid fortnightly for long-term visitors.  Payments can be made by cheque or deposited directly into the visitor's bank account.  Visitors should contact the School Manager as soon as they arrive to complete the necessary paperwork.

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