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Academic study leave

We are committed to providing academic staff with the opportunity to enhance their professional development and pursue research and/or scholarly work outside of the University.

As part of Deakin's research development program, opportunities may be provided to academic staff to engage in the Academic Study Leave (ASL) program (formerly known as the Outside Studies Program or OSP).

ASL is a form of paid professional development leave designed to support academic staff to work with local and internationally renowned academics, professionals and industry leaders, from other institutions. It also provides the opportunity for uninterrupted research activities.

For more information please refer to the ASL procedure.

Key dates

Key dates

Trimester 3, 2015

7 January 2015 Call for applications
6 February 2015 Applications due to Head of School (HoS) or equivalent
20 February 2015 Applications due to Faculty Committee with HoS or equivalent recommendation
6 March 2015 Faculty ASL Committee to forward recommendations to University ASL Committee
30 March 2015Applicant advised of outcome

Frequently Asked Question (FAQ's)

What do I need to include in my application?

Please refer to the checklist contained within the Application form (DOC, 70.0 KB) for full details.

How do I know if my proposed project is appropriate for Academic Study Leave?

Staff considering applying for ASL are encouraged to discuss their application with their Head of School or equivalent prior to submission. For examples of past ASL Projects please refer to "Examples of ASL projects (DOC, 17.6 KB) ".

How much funding will I be awarded?

This will vary subject to the application, duration and location- as a guide, please refer to Schedule A .

How long can I go on ASL for?

Normally, ASL leave will be for a period of no more than two trimesters and where augmented by other forms of paid or unpaid leave shall not exceed 12 months.

How do I access the ASL funding I have been awarded?

Approved ASL applicants will have the total awarded amount paid via payroll, on receipt of a completed Payment form (363 KB) and a signed acceptance letter. The Executive Officer will arrange for the payment to be made and will confirm payment details with the applicant.

Important Note: The ASL grant has not been taxed and will show on the staff member's payment summary in the financial year in which it is paid. It is the staff member's responsibility to seek tax advice as to how the ASL grant may impact their individual situation and to keep all invoices/receipts for tax purposes. This one off payment allows flexibility in making travel arrangements and allows the staff member to have the funds prior to departure.

It should be noted that use of the University's approved Travel Management Consultant (TMC) is mandatory for all airfare purchases associated with ASL and is preferred for accommodation and car hire purchases.

Please be advised that Deakin University is unable to provide tax advice regarding the ASL payment. It is recommended that you seek your own financial advice in this regard to the payment and tax implications. It is also the staff member's responsibility to investigate whether Fringe Benefits Tax (FBT) will have any effect on their ASL and associated activities.

In some cases, a staff member may request for their ASL funding to be transferred to a Deakin research account. It is the staff member's responsibility to provide the Executive Officer with the correct account details. The staff member will then access the funding in accordance with the University's and their areas financial processes.

What happens if I don't use the total amount of ASL funding I have been awarded?

Where any part of the ASL grant is unsubstantiated with receipts, the University may seek reimbursement from the area.

I haven't travelled on University business before, what do I need to do?

When travelling on University business, staff members must ensure they comply with the Travel Procedure particularly in relation to: travel bookings and travel insurance (including augmenting Recreation Leave for leisure travel whilst on ASL).

Important Note: Use of the University's approved Travel Management Consultant (TMC) is mandatory for all airfare purchases associated with ASL and is preferred for accommodation and car hire purchases.

For details on travel insurance please refer to the overseas travel insurance for staff intranet page.

What happens if I need to change or modify my approved ASL?

It is recognised that changes may be required after an ASL application has been approved. Should this occur, the changes must be approved by the appropriate Committee. Minor amendments such as a change of leave dates may be approved by the Faculty Committee. Substantial changes to the original ASL program or period of leave approved must be submitted to the University ASL Committee for approval.

Substantial changes can include, but are not limited to:

  • deferring of ASL leave to another year
  • changes to research and publications output
  • reduction of leave time which may affect the grant amount
  • changes of location or institution
  • receipt of additional income whilst on ASL
  • dependent family member no longer accompanying the staff member

For further advice or to discuss changes to your ASL, please contact the Executive Officer.

When do I have to complete the report?

Within three months of returning from ASL, applicants are required to prepare and submit a formal report to their Head of School. Each applicant is also required to present a summary of their report to the Faculty Board.

A summary report must also be forwarded to the Executive Officer of the University ASL Committee for reporting purposes. Future ASL leave requests may not be considered if reports are not submitted.

Related documents and forms

General queries

Please direct general queries to Sonia Wu, Executive Officer - Academic Study Leave.

Name Phone Email
Sonia Wu +61 3 522 78044
Page custodian: Human Resources Division
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