Position title guidelines
Guideline
Intent
These guidelines aim to provide a clear framework for position titles within organisational unit/s.
Position titles at RMIT will:
- Identify the position in a way which is clear and recognisable
- Indicate the function and main purpose of the position
- Be simple and free of technical jargon
- Indicate the relative level of the position within the University’s organisation structure
- Be gender neutral
- Appear consistently on all documentation for the position
- Be approved with consideration given Staffing delegations schedule
Scope
Fixed term and continuing staff members
Exclusions
Casual staff and honorary and visiting academic appointments
Guideline
1. Standard position titles at RMIT
Standard titles are grouped as follows:
1.1 Senior executive positions
|
Level |
Title |
|---|---|
|
Exec |
Deputy Vice-Chancellor Academic and Vice-President Chief Operating Officer and Vice-President Resources Deputy Vice-Chancellor Research and Innovation and Vice-President Deputy Vice-Chancellor International and Development and Vice-President Pro Vice-Chancellor and Vice-President Design and Social Context Pro Vice-Chancellor and Vice-President Science, Health and Engineering Pro Vice-Chancellor and Vice-President Business Pro Vice-Chancellor and Vice-President Students Director TAFE and Vice-President University Secretary and Vice-President |
1.2 College senior strategic positions
|
Level |
Title |
Definition |
|---|---|---|
|
Exec 1/Exec 2 |
Deputy Pro Vice-Chancellor |
Position responsible for direction, management and leadership within a College reporting directly to PVC. |
|
Exec 1 |
Director, Planning and Resources Deputy Director TAFE |
Position must report to PVC of College with 'dotted' reporting line to Director TAFE. |
|
Director, Planning and |
- |
|
|
Deputy Director TAFE |
Position must report to PVC of College with 'dotted' reporting line to Director TAFE. |
1. 3 School / academic management positions
|
Level |
Title |
Definition |
|---|---|---|
|
Exec 2 |
Dean |
Restricted to leader of School at Executive 2 classification |
|
Exec 1 |
Head of School |
Head title restricted to leader of School at Executive 1 classification |
|
E |
Associate Dean |
Position reports to a Dean (Exec 2 position), and has responsibility for multiple disciplines and set the strategic directions for them; and holds a professorial position. Position sits above Discipline Head. |
|
E - A |
Director (Specialist / Research Centre) |
Refer to Position Descriptions and Remuneration team for more information on classification levels |
* The title of ‘Deputy’ applies to positions within an executive classification band, with the exception of academic positions ‘Deputy Head/Dean, Teaching and Learning’ ‘Deputy Head/Dean, Research and Innovation’ ‘Deputy Head/Dean International’ .and Deputy Head/Dean Industry Engagement
1.4 Academic positions
Academic titles will be linked to directly to the academic classification levels A to E, and be titled as follows and academic positions will be referred to by their title, not as Level A etc. Academic staff at RMIT are not appointed to a field. Staff should not be on academic classification whilst undertaking general staff duties (e.g.: Manager, Teaching and Learning).
|
Teaching and research positions |
Research only positions | ||
|---|---|---|---|
|
Level |
Title |
Level |
Title |
|
A |
Associate Lecturer |
A |
Research Officer |
|
B |
Lecturer |
B |
Research Fellow |
|
C |
Senior Lecturer |
C |
Senior Research Fellow |
|
D |
Associate Professor |
D |
Principal Research Fellow |
|
E |
Professor |
E |
Professor |
1.5 Professional staff positions, including approved specialist titles
|
Level |
Title |
Definition and approved use |
|---|---|---|
|
Exec 2 |
Executive Director |
The most senior position within a Service or Governance Unit reporting to a Senior Executive. |
|
Exec 1 |
Director |
The most senior position within a Portfolio or College or Unit reporting to a Senior Executive |
|
Deputy Director |
Position must reports directly to Executive Director or Director. |
|
|
HEW 10 |
Assistant Director |
Position must: a) manage a Sub-Group, and b) have responsibility for the outcome or implementation of an action / program that has strategic impact across the University (this is distinct from providing advice), and c) have resource management responsibility, and d) be three levels of reporting from the Vice-Chancellor. |
|
Senior Manager |
Position must: a) ensure delivery of service for a Group or Sub-Group, and b) have resource management responsibility (including staff and budget), and c) have impact and influence within their Group. |
|
|
Principal Advisor |
Position is a recognised senior reference point in relation to policy, precedent, best practice or standards. |
|
|
Principal Coordinator |
Position is a recognised senior reference point in relation to policy, precedent, best practice or standards. |
|
|
Senior Finance Manager |
Restricted to use within Financial Services |
|
|
HEW 9 and HEW 8 |
Manager |
Would normally have responsibility for resources and budget |
|
School Manager * where School Manager is classified at HEW10 the title is to be Senior School Manager |
Would normally have responsibility for resources and budget within a School |
|
|
Project Manager |
Position is responsible for the budget, resources and outcomes of a project. |
|
|
Supervisor |
Has line management responsibility for staff and resources |
|
|
Senior Advisor Senior Coordinator Senior Officer |
At HEW 8 and above positions should maintain Senior + Generic title, followed by descriptor eg: Senior Advisor, Marketing, Senior Officer, Human Resources |
|
|
Senior Analyst - Senior Business Analyst |
Restricted to industry recognised analyst positions |
|
|
Educational Developer |
Restricted to use within Academic College Offices |
|
|
Team Leader |
Restricted to use at HEW 9 within Information Technology Services |
|
|
HEW 9 only |
Senior Accountant - Senior Financial Accountant |
Restricted to use within Financial Services |
|
Category Manager |
Restricted to use within Financial Services |
|
|
Technical Architect |
Restricted to use within Information Technological Services. |
|
|
HEW 8 only |
Senior Project Officer |
Position is responsible for the outcomes of a project. |
|
Librarian |
Restricted to use within Academic Services |
|
|
Senior Graphic Designer |
Restricted to use within Academic Services |
|
|
Senior Counsellor |
Restricted to use within Students |
|
|
Accountant - Financial Accountant |
Restricted to use within Financial Services |
|
|
Senior Developer |
Restricted to use within Information Technology Services |
|
|
Senior Systems Administrator |
Restricted to use within Information Technology Services |
|
|
SOE Architect |
Restricted to use within Information Technology Services |
|
|
Network Administrator |
Restricted to use within Information Technology Services |
|
|
Network Engineer |
Restricted to use within Information Technology Services |
Note: Titles at HEW 8 and above should maintain the format of Senior + Generic title. This title can be followed by a descriptor, eg: Senior Coordinator, Marketing.
|
HEW 8 and HEW 7 |
Finance Manager |
Restricted to use within Financial Services |
|
HEW 7 and HEW 6 |
Advisor Assistant Coordinator Officer |
Generic descriptions may be applied in front of ‘Advisor’, ‘Assistant’, ‘Officer’ and ‘Coordinator’ titles at HEW 7 and below. For example: Administrative Assistant, Technical Officer, Marketing Coordinator, Program Administrative Officer, Program Support Officer. Please seek further advice from Human Resources. Administrative Coordinator is not a permitted combination. |
|
Executive Officer |
Position reports directly to and supports a member of the Senior Executive |
|
|
Project Officer |
Position is responsible for the outcomes of a project. |
|
|
Graphic Designer |
Restricted to use within Academic Services and International and Development |
|
|
Librarian - reference librarian |
Restricted to use within Academic Services |
|
|
Senior Finance Officer |
Restricted to use within Financial Services |
|
|
Analyst - Business Analyst |
Restricted to use in Information Technology Services |
|
|
Systems Administrator |
Restricted to use within Information Technology Services |
|
|
HEW 7 only |
Team Leader |
Role has line responsibility for a team |
|
Counsellor |
Restricted to use within Students |
|
|
Educational Developer |
Restricted to use within Academic College Offices |
|
|
HEW 6 only |
Executive Assistant |
Restricted to use for positions that report directly to and assists a member of the Senior Executive. |
|
Program Administrator |
Restricted to use within Information Technology Services |
|
|
HEW 6 – HEW 5 |
Personal Assistant | |
|
HEW 6 – HEW 4 |
Research Assistant | |
|
HEW 5 only |
Librarian |
Restricted to use within Academic Services |
|
Graphic Designer |
Restricted to use within Academic Services |
|
|
Security Shift Supervisor |
Restricted to use within Resources |
|
|
HEW 5 and below |
Assistant |
Generic descriptions may be applied in front of ‘Assistant’ and ‘Officer’ titles at HEW 5 and below. For example: Administrative Assistant, Technical Officer, Program Administrative Officer, Program Support Officer. Please seek further advice from Human Resources. |
2. Organisational hierarchy
Organisational hierarchy has been defined as Portfolio/College, School / Group and Sub-Group. For example: Students Portfolio, Academic Registrar (Group), Student Administration (Sub-Group). Levels of reporting from the Vice-Chancellor can be seen by the following examples:
|
Level |
Example 1: |
Example 2: |
Example 3: |
Example 4: |
|---|---|---|---|---|
|
1. |
Pro Vice -Chancellor and Vice President |
Pro Vice-Chancellor and Vice-President |
Chief Operating Officer and Vice-President Resources |
Chief Operating Officer and Vice-President Resources |
|
2. |
Director |
Director |
Director |
Executive Director (Exec 2) |
|
3. |
Senior Manager (HEW 10) |
Assistant Director |
Senior Manager |
Deputy Director, (Exec 1) |
|
4. |
- |
Manager |
- |
Senior Manager |
3. Restricted titles and the process for applying for an exemption
Where titles are restricted to use in specific Colleges / Portfolios, permission to use these was obtained from the Vice-Chancellor in writing. Titles that relate only to one person are not included in the above list. Seek advice from Human Resources about recruiting specialist roles.
Titles not covered in the guidelines require approval from the Vice-Chancellor. Use of position titles outside the specified classification bands is restricted and must also have approval from the Vice-Chancellor, as delegated authority.
Applications for new titles, or use of an approved title outside of the guidelines, should go to the Vice-Chancellor, via Executive Director Human Resources, in the form of a memo explaining the rationale for an exemption or new title. The case should be supported with a current position description, organisational structure showing where position sits in Group, and reporting lines. Where approval is given these titles will form part of the guidelines and published at the next review.
4. Change of current position title
When a position title needs to be updated or changed outside of a recruitment, reclassification or restructure process, an authorisation form needs to be completed the delegated authority. The form is an attachment to these guidelines.
5. Business card formats
5.1 Format for college / portfolio and school academic management positions
Where an academic staff member carries a management responsibility within a School the management title will be used for the period of the appointment to that management responsibility.
|
Business card format |
Example |
|---|---|
|
<Dr / Associate Professor / Professor title > |
<Name>Associate Professor Alison Jones |
|
<Qualification>, <University/ies>, <Fellowships if applicable> |
BSc PhD (Name of University) |
|
<Academic management title>, <Discipline> |
Program Director, Biotechnology |
|
School of |
< School >School of Applied Science |
Academic staff seconded to non-academic positions will carry the secondment position title for the period of appointment. Professors and Associate Professors seconded to non-academic positions may continue to use this designated title on business cards. The position classification, and related contract, should be a non-academic classification.
|
Business card format |
Example |
|---|---|
|
<Dr / Associate Professor / Professor title <Name>> |
Associate Professor Alison Jones |
|
<generic title>, <Descriptor> |
Project Manager |
|
<Group> |
Academic Services |
|
<Dr / Associate Professor / Professor title ><Name> |
Dr Jane Smith |
|
<generic title>, <Descriptor> |
Project Officer |
|
School of <School> |
School of Applied Science |
5.2 Format for academic staff positions
Specific field descriptors (e.g.: polymer science) are not applied to Associate Lecturer, Lecturer, and Senior Lecturer positions.
Professors and Associate Professors who currently have specific field descriptors will retain the descriptor; however the use of the descriptors will be phased out through the appointment and promotion process.
All academic staff will have reference on business cards to the discipline within the School in which they are employed. Each School will have a list of the relevant discipline units within their Schools. This list will be published on the RMIT website.
Where an academic holds an externally awarded fellowship or named chair, this should be identified on their curriculum vitae and business card but this does not comprise part of their formal position title.
5.2.1 Associate Lecturer, Lecturer, Senior Lecturer positions
|
Business card format |
Example |
|---|---|
|
<Dr title if applicable > <Name> |
Dr Sally Adam |
|
<Qualification>, <University/ies> < Fellowships if applicable> |
BSc PhD (RMIT) |
|
<Position Title>, <Discipline> |
Lecturer, Biotechnology |
|
School of < School > |
School of Applied Science |
5.2.2 Associate Professor and Professor positions
|
Business card format |
Example |
|---|---|
|
<Associate Professor / Professor title> <Name> |
Associate Professor Jenny James |
|
<Qualification>, <University/ies>, <Fellowships if applicable> |
BSc PhD (RMIT) |
|
<Discipline> |
Biotechnology |
|
School of < School > |
School of Applied Science |
5.3 Format for professional staff position business cards
Normally, titles will appear as ‘generic’ title followed by the description. Where a staff member has a PhD then Dr is an appropriate title.
|
Business card format |
Example |
|---|---|
|
<Name> |
Dr Joe Smith |
|
<Generic Title>, <Descriptor> |
Manager, Resources |
|
<Group> or <Sub-Group> as relevant |
Financial Services |