Visiting and Honorary Appointments (VaHAs)

The length it takes to complete a VaHA eForm depends greatly on:

• The appointment type
• Information required throughout the process
• Level of approval
• Location of the appointee.

There are predominantly 5 steps in the process (refer to question: "What is the form workflow") and ample time should be given for each stage, taking into account the variables above in order to ensure the form is completed in a timely manner.  This is particularly important if the onboarding documentation is required for Visa purposes, as well as for appointment extensions. 

You should commence a VaHA extension as soon as you become aware of its extension.  You will need to ensure that the form is completed, including the appointee's acceptance, prior to the end date of the current appointment. Failure to complete the process prior to the end date of the current appointment will cause the form to error and have the following effects:

• The new appointment details will not be updated in the HR Management System
• Insight reporting will not capture the new appointment details
• Onboarding letters will not be generated
• The appointee may lose IT access (email, systems) 21 days after their current appointment end date, and
• A new VaHA appointment eForm will need to be completed

Note:  If you foresee not being able to complete the eForm process prior to the current appointment end date, please commence a new VAHA appointment form, rather than an extension. 

If you foresee not being able to complete the eForm process prior to the current appointment end date,  you will need to commence a new VAHA appointment form, rather than an extension.  

Failure to complete the process prior to the end date of the current appointment will cause the form to error and have the following effects:

• The new appointment details will not be updated in the HR Management System
• Insight reporting will not capture the new appointment details
• Onboarding letters will not generate
• The appointee may lose IT access (email, systems) 21 days after their current appointment end date, and
• A new VaHA appointment eForm will need to be completed

VaHAs are sent an email to warn them of the expiry of their accounts 15 and 7 days before the expected end date of their relationship. This relates to both email and system access, and prompts users to apply for extensions should they be required.

Not all VaHA appointments gain access to IT systems. Please refer to the baseline privileges for the appointment type in the Academic titles conferral: Honorary (clinical)* appointee, visiting fellow, visitor and emeritus professor Policy to determine eligibility.

If the Appointee holds baseline privileges in the form of access to email, library borrowing privileges or to University enterprise software, advise them to call central IT support on extension 54321 (prompt 1, prompt 2)  to obtain a password reset. Ensure they have their University ID handy.

The nominator should at least hold full-time or part-time employment with the University. Casual employees or visitors cannot be selected as a nominator.

The Planning and Performance Measurement (PPM) Division has developed a suite of reports that are now available via the ANU Insight portal. Secure access to these reports has been automated based on roles, departmental security and delegations assigned to individuals within the HRMS. The following three reports based on VaHA eForm data will be made available:

• Visiting and Honorary Appointment e-form list: This report provides a list of all visiting academic /honorary appointment applications submitted using the VaHA e-form.
• Visiting and Honorary Appointment e-form list - upcoming end of appointment: This report provides a list of all visiting academic/honorary appointment applications submitted using the VaHA eForm whose appointment is approaching the proposed end date within a week, month or more of the report run date.
• Visiting and Honorary Appointment e-form detail: This report can be used to review all information provided at the time of submitting a visiting academic/honorary appointment application using the VaHA eForm.

Data within each of the above reports will be refreshed on a daily basis. 

Please note, if changes have been made to an appointment outside of the eForm system, these will not be reflected in Insight, ie, date changes.

No. if you have made an error and you are the nominator, you will be able to recall the form. If you are not the nominator, you will need to ask them to recall the form and make the necessary amendments. 

Restarting the VaHA process will create multiple username and account combinations for the VaHA (also referred to as POI) and they will not know which username and password combination relates to the correct VaHA process.

If in doubt, please contact the HR Systems at HRSystems@anu.edu.au

1. Determine whether you or the person initiating the form has commenced multiple VaHA applications for the individual, ie, started one process and then commenced another one due to an error with the first. If so, the system would have created multiple username and password combinations for the VaHA and they may be using an incorrect username and password combination to log in to eForm system.

2. If there are multiple processes, contact HR Systems at HRSystems@anu.edu.au and advise them of which process should be maintained, and which processes are redundant. HR Systems will be able to terminate the redundant processes and inform the VaHA appointee how to log in to eForm system.

3. If there is only one process pending and it has been over 10 days since the VaHA has received their notification, they will need to contact HR Systems on 6125 9622 and request a password reset in order to log into eForm system.

For security purposes, passwords expire after ten days. 

The POI/VaHA eForm can be completed by administrators in local areas - It does not have to be raised by the supervisor in the first instance.

Users are reminded that all staff are required to adhere to the University's Acceptable Use of Information Infrastructure policy, and Code of Conduct when accessing the Intelledox eForm software using their UID and password details.

After the delegate decision has been reached for each application, a copy of the finalised application will be automatically sent to the supervisor and staff member (if approved).

There is no requirement to print these finalised documents for storage on personnel files.

The eForm portal is mobile friendly and can be accessed from most common web browsing platforms such as:

• Firefox
• Chrome
• Internet Explorer
• Safari

If you are the user that initiated the form, you will be able to view the form's current status within the eForm portal. Users are advised to:

• Login to e-forms
• Click on 'Form Activity' at the top of the screen
• Users will be able to see
  • The form state
  • Who it is assigned to
  • Who it was assigned by
  • When it was last updated

There are different methods for fixing the data- providing the form HAS NOT been approved by the Delegate.

• If the form has been submitted by the VaHA appointee

  Once the VaHA submits the form, the form will be sent to the nominator for their review. At this stage the form is editable and details can be changed.

• If the form has been submitted to the Delegate but has not been approved

  The Delegate can review and edit information prior to approval. They can also request further information.

In any other instance, the person raising the form wishes to recall the form to allow them to edit it, they can do so by using the 'Recall an active form' function within the eForm portal. This will re-route the form back to the creator at the initial stage.

Yes, the new HR eForms utilise the same web service integration to retrieve delegation data from the Human Resources Management System. The web service will be tailored to each business process to ensure that the correct delegation is searched and delegates returned.

The Delegation data shown in the form is pulled directly from the HR Management System. In the event that a delegate is away, they are advised to update their Delegations to re-assign delegations where needed.

Please note: assignment of Delegations is not undertaken using the 'assign a proxy' function in HORUS. Users must complete the assignment of delegations form and have it approved by a D3 Delegate or higher.

The delegations list contains all delegates within the department code of the supervisor. Users are advised to choose the most appropriate delegate in their area, and if they are uncertain who that is, should contact their local administration of HR area.

If an application is for a Level E or Emeritus title, the form request will be sent to the Director of Human Resources for discussion with the Vice Chancellor. Upon a decision being made, the Director of Human Resources will update the form with the outcome.

The following policies are applicable:

• ANUP_000417- Academic Titles Conferral Honorary (Clinical)* Staff member, Visiting Fellow, Visitor and Emeritus Professor

The new form asked if a UID is known, the use of the UID is mandatory for an extension to be processed. If the VaHA appointee does not know their UID, the Local HR area will be able to assist.

Alternatively, if you are requesting a new appointment (not extending an existing appointment), the nominator of the form will be able to check if the VaHA has a UID within the form.

Yes, the information entered into the form will be used to populate the sponsorship letter. The letter will be tailored to the application and contain relevant information in relation to visa requirements if applicable.

The letter will be generated after the Delegate approves the letter, and the nominator/supervisor and any administrative parties identified will receive a copy of the form, however will not receive a copy of the sponsorship letter.

The eForm will generate a temporary login and password for VaHAs to enable them to access the eForm portal. These details will be sent to the appointee using the email address nominated in the form. 

Please note: The password has a ten-day expiry limit.

Given the variance in IP arrangements across the University, specific IP details have not been included within this form. If your area requires specific IP clauses, users are encouraged to handle this arrangement outside of the form using existing procedures within their School/College.

Local HR Areas will be required to provide policy and process advice to the areas that they support. Local HR will no longer need to check applications, or complete the letter of invitation or sponsorship letter.

No, the form will not allow the selection of a student record when applying for a VaHA title.

No, currently students do not have access to the Intelledox e-forms software.

No. Casual, part time, full time and fixed term appointments should be recruited through ANU Recruit and entered into the HR Management System as employees.

If you have hired a contractor and they need access to ANU facilities and systems, the VaHA form should be used to establish them in the system.

Users are advised to contact their Local Finance area for instruction on arranging and authorising payments. The Finance and Business Services website provides additional information in relation to payments.

Access audits are performed by ITS every two years. At this point, as an administrator, you may asked to confirm that the appointee still requires access to ANU facilities and systems. This check is not related to VaHA appointment duration.

VaHAs will receive a notification 21 days prior to their appointment ending to advise them that their account will be disabled.

As an administrator commencing the form, you will be able to fill in some of the nominee's details. This includes:

• First name
• Last name
• Title
• Email address
• Phone number

The VaHA will be asked to provide the rest of their personal and educational details.

If an administration person is not included in the VaHA application, local areas will be able to check on applications that are underway using the VaHA reporting that will be made available shortly through ANU Insight.

The person who raises the form will be able to nominate a person from the Local Finance area, or even the local finance group inbox to notify them that an application is in progress. If expense payments are indicated on the form, the addition of a Finance administration email address for notification is mandatory.

Once the finance email details are included in the form, they will receive a copy of the output document (once approved) that will contain the relevant information pertaining to the nominee and their appointment.