Flexible Leave and Working Arrangements
- Periods of Operation
- How to Apply
- Assessment and Notification Process
- Implementing the Arrangement
- Changes to Arrangements Once They are Approved
- What Happens When The Arrangement Ends?
- Tools
Staff may apply for the following Flexible Leave and Working Arrangements under the ERP:
- Additional leave purchase arrangements, which offer eligble and fixed term full and part time staff the capacity to apply to 2-6 weeks purchase additional leave, with the cost of the purchase spread over the year.
- A work-life balance initiative under which eligible staff may apply to reduce their time fraction.
- Career Break Initiative which allows eligible staff to apply for periods of leave without salary of between 6 and 12 months to pursue a variety of options, and which provides for the payment of an equivalent to four week’s base salary to those whose applications are approved. This combines the previous “Supporting the Communities We Serve” and “Well Being and Career Change Opportunity” initiatives.
There is also opportunity to express your interest in gaining more information regarding a formal job share program which is under research for launch later in 2010.
These initiatives are based on existing University policy, however under the ERP; there are a number of inclusions or broadened eligibility criteria which are summarised in the table below.
| Initiative |
Description Staff may apply: |
Applicable to | Relationship with existing policy |
|---|---|---|---|
Work Life Balance - 9 Day Fortnight and Other Reduced Hours Arrangements |
To reduce their time fraction by at least 10% for a year - two days leave are provided to the employee |
Continuing and fixed term staff (whose contract includes the 52 week period of operation) on time fractions 0.5 and above |
UOM 0107 Clause 2.3.1 (Change in Hours of Work) governs normal change in hours. The ERP changes are the granting of two extra days’ paid leave and the stipulation that time fraction is reduced by at least 10% |
Additional Leave Purchase Scheme |
To purchase 2-6 weeks additional leave. The cost of the additional leave is deducted from the employee’s salary equally over a 52 week period |
Continuing and fixed term staff (whose contract includes the 52 week period) on time fractions of 0.5 and above. (Not available to staff with excess leave balances) |
UOM0108 Clause 12 (48 Week Year) covers current 48/52 arrangements (which allow full time staff to purchase 4 weeks additional leave) Under the ERP, application is extended to eligible part-time staff and greater choice is provided in the amount of additional leave which can be purchased (between an additional 2 to 6 weeks, depending on current time fraction) |
Career Break Initiative |
For between 6 and 12 months leave without salary to use as required (eg. study, focus on parenting and/or carer responsibilities, explore work or volunteering in the not-for-profit sector) |
Continuing Staff |
UOM 0108 Clause 3 Leave Without Salary provides current policy and processes around leave without salary. Under the ERP, an amount equivalent to 4 weeks base salary is payable (in the pay period immediately before the commencement of leave) |
The ERP also contemplated the introduction of a parenting support initiative under which staff could apply to have their time fraction reduced on their return to work following parental leave and completion of any Return to Work component. This initiative is not being separately introduced under the ERP, as the implementation from 1 January 2010 of the National Employment Standards under the Fair Work Act 2009 provides eligible staff with the right to request a change to working arrangements to meet parental responsibilities.
Periods of Operation
Individual Flexible Leave and Working Arrangements introduced as part of the ERP run over a maximum 52 week period (details of specific periods of operation are shown in the table below). Commencement dates are variable, provided that arrangements are completed by 30 June 2011 and that sufficient lead time is allowed for Budget Division approval processes and to meet payroll deadlines. There is no guarantee that the enhancements to the standard policies will continue beyond this time. At the conclusion of any of these arrangements, staff will be expected to return to the position/ time fraction /leave arrangements that were in place immediately before commencing the arrangement.
| Initiative | Applications Open | Applications Close | Lead Time to Implement | Period of Operation |
|---|---|---|---|---|
Work Life Balance – 9 Day Fortnight and Other Reduced Hours Arrangements |
12 March 2010 |
19 April 2010 |
Variable up to 1 July 2010 |
Individual arrangements in force for a 52 week period which must be completed at latest by 30 June 2011 |
Additional Leave Purchase Scheme |
12 March 2010 |
19 April 2010 |
Variable up to 1 July 2010 |
Individual arrangements in force for a 52 week period which must be completed at latest by 30 June 2011 |
Career Break |
12 March 2010 |
19 April 2010 |
Variable up to 1 July 2010 for 12 month arrangements (later for shorter periods of leave) |
Individual arrangements in force for between 6 and 12 months which must be completed at latest by 30 June 2011 |
How to Apply
While the University supports increased flexibility in employment for its staff, it needs to be remembered that the driver for the Flexible Leave and Work Arrangements under the ERP is cost containment. Equally, the University must be appropriately staffed in order to provide high quality teaching and learning outcomes for its students and to maintain its level of customer service to its stakeholders. As a result, it is unlikely that all applications under these arrangements will be approved. You are encouraged to discuss your application with your manager or supervisor before submitting your application.
Step 1: Learn more about your options and check your eligibility by reading the fact sheets and FAQs for the options that interest you and the general information on this web site.
- Work Life Balance Initiative - 9 Day Fortnight and Other Reduced Hours (.pdf)
- Additional Leave Purchase (.pdf)
- Career Break (.pdf)
Step 2: Consider the effect of your proposed change in leave or working arrangements on your salary and superannuation. (Note: It is recommended that you seek individual financial advice to fully understand the impact of any change in leave or working arrangements on your salary and or superannuation. For Uni Super members, advice in relation to the impact on your superannuation can be obtained from the University’s superannuation officers)
Step 3: Discuss your options with your supervisor or manager.
Step 4: Complete the FLWA Expression of Interest Form by close of business 19 April 2010 and submit this to your supervisor/manager. Should you wish to apply for more than one option, you will need to prioritise these. You will also need to provide information regarding your preferred leave times or preferred start date of arrangements. There is some flexibility in start dates, but the arrangements must be completed by 30 June 2011. You should also remember that once approved, these arrangements will stay in place for the specified period (see Changes to Arrangements Once Approved below)
In selecting your commencement date, remember to allow sufficient time for the approval and administrative processes necessary to establish the arrangements.
Assessment and Notifcation Process
Your budget division will assess your application and notify you of the outcome. Assessment of your application will take into consideration:
- the effect on the workplace and the University of approving the request, including the financial impact of doing so and the impact on efficiency, productivity, customer service and teaching and learning;
- the capacity to organise work among existing staff; and
- the capacity to recruit a replacement employee or the practicality or otherwise of the arrangements that may need to be put in place to accommodate the employee‘s request.
There may need to be some further discussion with you regarding the date of commencement, the time fraction change or the leave periods that you have selected.
Implementing the Arrangement
Should your application be approved, the necessary HR forms will need to be completed to allow Payroll to action the required variation to salary and superannuation for the commencement of the arrangement.
The table below shows the form that you will need to complete once dates/length of leave/change to working hours have been agreed.
| FLWA to be Approved | HR Form to accompany the FLWA EOI |
|---|---|
Additional Leave Purchase |
HR10A |
Career Break |
HR10A |
Work-Life Balance Initiative |
HR 6 |
Forms can be dowloaded from the HR website
http://www.hr.unimelb.edu.au/aboutus/forms
Changes to Arrangments Once They are Approved
Given the requirement to plan to cover absences or restructure the work of a department, once any arrangement has been approved by completion and sign off of the appropriate HR form, it is generally not possible to withdraw from or vary the arrangement.
There may also be restrictions on other changes to your employment arrangements once an arrangement has been entered into.
What Happens When the Arrangement Ends?
The individual flexible leave and working arrangements under the ERP extend for a maximum of 52 weeks (which must be completed at latest by 30 June 2011). When the arrangement ends, you will revert to the position and time fraction/leave arrangement that were in place immediately prior to you taking up the ERP flexible leave and working arrangement. It may be possible for you to negotiate a subsequent arrangement under the University’s standard policies, however there is no guarantee of this and you should plan to resume your prior arrangements at the cessation of the period.
Tools
Fact Sheets & Frequently Asked Questions
- Work Life Balance Initiative (.pdf)
- Additional Leave Purchase (.pdf)
- Career Break (.pdf)