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Personnel Policy and Procedures Manual 9. Leave |
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[? Search] [Top] [Contents]
[Prev: 8. Hours and Related Conditions]
[Next: 10. Employee Relations]
- 9.1. General Leave Policy for Staff
- 9.1.1. Overview
- 9.1.2. Policy
- 9.2. Parental Leave
- 9.2.1. Overview
- 9.2.2. References
- 9.2.3. Policy
- 9.2.4. Procedures
- 9.3. Leave Without Salary
- 9.3.1. Overview
- 9.3.2. References
- 9.3.3. Policy
- 9.3.4. Procedures
- 9.4. Special Leave
- 9.4.1. Overview
- 9.4.2. References
- 9.4.3. Policy
- 9.4.4. Procedures
- 9.5. Special Leave for Defence Training Purposes
- 9.5.1. References
- 9.5.2. Policy
- 9.5.3. Procedures
- 9.6. Infectious Disease Leave (only applies to Child Care Workers)
- 9.6.1. Overview
- 9.6.2. Policy
- 9.6.3. Procedures
- 9.7. Sick Leave
- 9.7.1. Overview
- 9.7.2. References
- 9.7.3. Policy
- 9.7.4. Procedures
- 9.8. Annual Leave
- 9.8.1. Overview
- 9.8.2. References
- 9.8.3. Policy
- 9.8.4. Procedures
- 9.9. Long Service Leave
- 9.9.1. Overview
- 9.9.2. References
- 9.9.3. Policy
- 9.9.4. Other General Rules
- 9.9.5. Procedures
- 9.10. Leave to Attend Health and Safety Courses
- 9.10.1. Overview
- 9.10.2. References
- 9.10.3. Policy/Procedures
- 9.11. Family Leave
- 9.11.1. Overview
- 9.11.2. References
- 9.11.3. Policy
- 9.11.4. Procedures
(Last amendment: July 2006)
Leave may be granted for various purposes, and it is recognised that a staff member on leave (including leave without salary) remains employed by the University. The staff member's continuity of service is thus safeguarded.
Granting of leave is usually subject to the condition that suitable arrangements can be made to carry on essential work within the department concerned.
No casual staff member has an entitlement to any paid leave.
Annual leave and long service leave accumulate at prescribed rates, and staff members are required to take appropriate leave to keep their leave balances to within maximum limits. Leave balances should be monitored by departments, and the University has developed processes to assist with reducing excessive leave balance (see Section 9.8.3.3 (for annual leave) and Section 9.9.3.6 for long service leave).
A fixed-term staff member may have breaks between fixed-term appointments up to two times per year and of up to six weeks in duration which shall not constitute any breaks in their continuous service. A break between fixed-term contracts, where the second or subsequent fixed-term contract is for the same position, will not constitute a break in service if that break covers the summer period between main semesters. The lengths of and breaks between fixed-term contracts must not be structured to avoid obligations with regard to severance payments.
Periods of approved unpaid leave shall not count for service, but shall not constitute a break in service for the purposes of this clause.
Human Resources records all annual leave, sick leave, long service leave, leave without salary, maternity leave or paternity leave, adoption leave, and defence training leave taken by each member of the Academic and Professional Staff, and maintains a record of entitlements. This information is available to Heads of Departments on request through Themis HR. Information on an individual staff member's leave entitlements and balances is available through Themis Self Service.
The University is legally responsible for ensuring that leave records are maintained. In addition, such records are necessary to generate reports on funding liabilities for accrued leave.
(Last amendment: July 2006)
The University is committed to creating and maintaining a workplace environment conducive to accommodating the needs of staff with family responsibilities.
The University recognises that parenting may be a shared responsibility. This Parental Leave policy specifies entitlements and flexible work options for staff in their capacity as either primary care givers or in supporting parental roles including circumstances, for example, where these roles are alternated during a working week.
Workplace Relations Act 1996
Equal Opportunity Act 1995 (Victoria)
University of Melbourne Enterprise Agreement 2006
Best HR Practice Guide : Work and Family - The Links and the Balance
Environment Health and Safety Manual : Occupational Health obligations and requirements for staff during pregnancy
Staff employed on continuing or fixed-term contracts, or on a full or part-time basis are eligible for parental leave. In the case of fixed-term staff, eligibility for parental leave ceases at the date of expiry of the contract. Casual staff will not be entitled to parental leave.
Eligibility for parental leave is determined on the staff member's length of service at the time the parental leave is to begin. (Refer to Table 23 Eligibility and Entitlement for Parental Leave).
For the purposes of this section:
'Continuous service' means, subject to Section 9.2.3.5 'Fixed term appointments and Continuous Service', service under an unbroken contract of employment and includes any period of leave taken in accordance with this clause, any period of leave or absence authorised by the University and any period of part-time work.
'Child' means:
a child (or children from a multiple birth) born to a staff member or a staff members's partner; or
a child who is placed with a staff member through an adoption process, who has not previously lived continuously with the staff member for a period of six (6) months or more, or is not a child or step-child of the staff member or the partner of the staff member and is under the age of five (5) years.
'Primary care giver' means a person who assumes the principal role of providing care and attention to a child.
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Where primary care of a new born or adopted child is to be shared by both parents and both are University staff members (for example one parent has primary care giver responsibility for part of the week and the other parent for the remainder of the week) paid parental leave may be taken in alternating periods by both parents, providing the entitlement of both parents combined does not exceed fourteen (14) weeks in total. In circumstances where both parents each have five (5) years or more service with the University, the shared leave entitlement to maternity/partner leave must not exceed twenty-four (24) weeks.
An example of such arrangements may be where one parent uses paid maternity leave for four (4) days per week and the other parent uses paid partner leave for one (1) day per week. Such an arrangement must be consistent with the policy outlined above, application must include a clear stipulation of the shared parenting arrangement, and is subject to approval by the Supervisor(s) and on advice from Human Resources.
All paid parental leave is paid at the staff member's time fraction prior to proceeding on leave, unless the staff member on maternity leave has been given approval to take the paid component of the maternity/adoption leave on half-pay.
Payments are made on normal University paydays.
Staff members who are sharing the primary care of the newborn or adopted child between them, may apply for a shared entitlement to maternity/adoption/partner leave, provided the paid portion does not exceed 14 calendar weeks in total combined. One staff member will apply for maternity/adoption leave on their required days, and the other staff member will apply for partner leave on their days.
An example of such arrangements may be where one parent uses paid maternity leave for four (4) days per week and the other parent uses paid partner leave for one (1) day per week. Such an arrangement must be consistent with the policy outlined above, application (refer to Section 9.2.4.1), must include a clear stipulation of the shared parenting arrangement, and is subject to approval by the Supervisor(s) and on advice from Human Resources.
All paid parental leave is paid at the staff member's time fraction prior to proceeding on leave, unless the staff member on maternity leave has been given approval to take the paid component of the maternity/adoption leave on half-pay.
Payments are made on normal University paydays.
Maternity leave is only available to staff members who are pregnant. By agreement between staff member and the supervisor, the entitlement to:
Fourteen (14) weeks paid maternity leave may be taken at twenty-eight (28) weeks on half-pay; or
Twenty-four (24) weeks paid maternity leave may be taken at forty-eight (48) weeks on half-pay.
Approval to take leave on half-pay will be subject to operational requirements and financial considerations of the work area. All leave accruals and superannuation contributions during the period of maternity leave at half-pay will be on a pro-rata basis.
Where a staff member on maternity leave contracts an illness resulting from pregnancy or childbirth and such illness extends beyond the period of paid maternity leave, upon the submission of a medical certificate or statutory declaration, the staff member shall be entitled to be placed on sick leave for the period of illness subsequent to the date on which paid maternity leave expires.
A staff member who has a medically defined late pregnancy miscarriage or the birth of a stillborn child and who has commenced paid maternity leave, is entitled to complete the balance of their paid maternity leave.
A staff member may elect to take available sick leave following the birth of a stillborn child or the termination of a pregnancy.1
A staff member who has taken maternity or adoption leave shall not be eligible for partner leave for the same birth or adoption.
Entitlement to the primary care giver, by agreement between staff member and the supervisor, is:
Thirteen (13) weeks paid partner leave which may be taken at twenty-six (26) weeks on half-pay; or
Approval to take leave on half-pay will be subject to operational requirements and financial considerations of the work area. All leave accruals and superannuation contributions during the period of partner leave at half-pay will be on a pro-rata basis.
Adoption leave is available only in respect of a child under the age of five (5) years who is placed with the staff member for the purposes of adoption and who has not previously lived continuously with the staff member for a period of six (6) months or more, or is not a child or step-child of the staff member or the partner of the staff member.
Where both parents of the adopted child are staff members, only one staff member is entitled to the paid component of adoption leave. The other parent is entitled to partner leave.
By agreement between staff member and the supervisor, the entitlement to:
Fourteen (14) weeks paid adoption leave may be taken at twenty-eight (28) weeks on half pay; or
Twenty-four (24) weeks paid adoption leave may be taken at forty-eight (48) weeks on half-pay.
Approval to take leave on half-pay will be subject to operational requirements and financial considerations of the work area. All leave accruals and superannuation contributions during the period of adoption leave at half-pay will be on a pro-rata basis.
A staff member must produce appropriate certification relating to the birth or adoption of the child or, if requested by the University, the staff member's legal relationship to the child.
A staff member on the paid portion of parental leave shall not engage in outside employment or full-time study.
A staff member may take annual and long service leave during parental leave, provided the total period of parental leave, including unpaid leave, does not exceed 52 weeks.
Maternity leave is reduced by any period of unpaid partner leave taken by the staff member's partner, and may not be taken concurrently with unpaid partner leave taken by that person.
No entitlement to payment or leave remains for any period after which employment ceases.
Approved parental leave shall not break continuity of employment. The portion of parental leave taken as unpaid leave shall not count as service for the purposes of calculating any annual, or long service leave entitlements.
Where a fixed-term staff member employed on a second or subsequent fixed-term contract:
ceases employment because of the expiry of the contract; and
there is a break in service of six (6) weeks or less; and
the staff member is then re-employed by the University,
the break in service will not be deemed to interrupt their continuous service for the purpose of calculating eligibility for maternity leave.
Where the staff member receives a severance payment at the completion of their fixed-term contract, these provisions will not apply and the break in service will be deemed to interrupt the staff member's continuous service.
Maternity leave normally commences no later than six (6) weeks before the anticipated date of birth. Leave may commence earlier or later at the request of the staff member, provided that the University may request a medical certificate for an earlier or later commencement.
Paid partner leave of five (5) working days must be taken during the period from one (1) week before the anticipated date of birth until five (5) weeks after the birth. Entitlement to unpaid partner leave ceases on the child's first birthday. The additional paid or unpaid entitlement of partner or adoption leave must commence no later than three (3) months after birth/adoption of the child.
Adoption leave commences from the date on which the staff member takes custody of the child being adopted.
A staff member returning to duty from parental leave shall be entitled to return to the position held immediately before taking parental leave. If that position no longer exists the University shall employ him/her in a position commensurate with the classification and duties for which he/she is qualified.
A staff member returning to duty after working a reduced time fraction because of the pregnancy shall be entitled to return to the position and time fraction held immediately prior to taking parental leave.
A staff member returning to duty after working in a position that was varied for EH&S reasons shall be entitled to return to the position held immediately prior to working in the adjusted position. If that position no longer exists the University shall employ him/her in a position commensurate with the classification and duties for which he/she is qualified.
A staff member may, at any time whilst being absent from duty on parental leave, make application to extend or reduce the period referred to in the original application including returning to duty on a part-time basis, providing that the period of parental leave does not exceed fifty-two (52) weeks. Such a request would require the approval of the Head of Department
A staff member may, with the approval of the Supervisor, return to work on a part-time basis, or in a job share or working from home arrangement, at the conclusion of a period of parental leave. The duration of the alternative work arrangement may be varied after consultation and agreement by the Supervisor. At the conclusion of the alternative work arrangement the staff member shall return to the previous position and/or time fraction. If that position no longer exists the University shall employ him/her in a position commensurate with the classification and duties for which he/she is qualified.
A staff member entitled to parental leave pursuant to this clause may request the University assist her or him reconcile their work and parental responsibilities. That is:
to extend the period of simultaneous unpaid parental leave provided for in this clause up to a maximum of eight weeks;
to extend the period of unpaid parental leave provided for in this clause by a further continuous period of leave not exceeding 12 months; or
to return from a period of parental leave on a part-time basis until the child reaches school age.
The University shall consider the request having regard to the staff member's circumstances and, provided the request is genuinely based on the staff member's parental responsibilities. may only refuse the request on reasonable grounds related to the effect on the workplace or the University's operations. Such grounds might include cost, lack of adequate replacement staff, loss of efficiency and the impact on University services.
Where a staff member is on maternity/adoption leave and he/she has completed more than twelve (12) months service at the date the leave is to begin, a return to work bonus of up to the equivalent of an additional twelve (12) weeks salary2 will be paid upon the staff member's return to work at the University.
The return to work bonus is designed to facilitate re-entry into the workplace and may be used in any of the following ways:
an allowance to offset costs associated with parenting, such as childcare costs;
paid time release, to work reduced hours while maintaining full salary;
a grant to be used for re-establishing the staff member's career, such as for research, conference attendance or staff development opportunities.
Staff members must apply to receive the return to work bonus at least six (6) weeks prior to returning to work from maternity/adoption leave. Applications must state the manner in which the staff member wishes to receive the return to work bonus:
as an allowance, paid on a fortnightly basis over a 6 or 12 month period;
paid time release, paid as an allowance on a fortnightly basis such as:
(i) working 3 days a week with paid time release of 2 days a week for 30 weeks; or
(ii) working 2 days a week with paid time release of 3 days a week for 20 weeks; or
(iii) working 2.5 days a week with paid time release of 2.5 days a week for 24 weeks; and
these arrangements will be pro-rata for part-time/fractional staff members.
as a grant, paid as a lump sum into a University staff development account.
The return to work bonus is non-superannuable.
By agreement between the staff member and the Supervisor, paid time release will be subject to the operational requirements of the work area and will be approved by the Head of Department. Leave accruals will occur over the working period only.
A staff member who applies to access the return to work bonus is required to enter into a written agreement with the University requiring him/her to:
return to work for a period of at least twelve (12) months following his/her return to work; or
repay all monies received or paid as the return to work bonus.
Where a staff member does not return to work for at least twelve (12) months, the University will be entitled to deduct the monies to be repaid from any outstanding entitlements that would normally be paid on termination of employment. The recovery of the return to work bonus payments received by a staff member may be varied in compassionate circumstances, as determined by the Vice-Chancellor. Should a staff member resign prior to completion of 12 months service after returning to work, any outstanding return to work bonus payments will be forfeited.
In circumstances of special need, such as separation, death of a partner, serious illness or financial hardship, a staff member may apply to access the return to work bonus before returning to work. Such applications should be made to the Vice-Principal (Human Resources) and should state the circumstances upon which access to the return to work bonus is sought.
The return to work bonus is to be used within twelve (12) months of returning to work at the University.
As an alternative to unpaid leave, a staff member may, with the approval of the Supervisor, return to work on a part-time basis (including a job-share arrangement) or working from home arrangement for the remainder of the maximum period of unpaid leave. At the completion of the fifty-two (52) weeks parental leave period (including that portion worked on a part-time basis), the staff member will revert to the arrangement and time fraction worked prior to commencing parental leave, unless otherwise agreed by the Supervisor. Supervisors are advised to consult with Human Resources staff to ensure compliance with Equal Opportunity policy and legislation.
Taking parental leave shall not prejudice the employment or career progression of a staff member. A staff member absent on parental leave may apply for promotion or reclassification and such an application will be considered on its merits.
Where a staff member has been absent from duty for most or all of the twelve (12) month period immediately following their increment date, an assessment will be based on the work performed during their time at work. However, in respect to unpaid leave of greater than three (3) months, the increment date will normally be moved for the total period of unpaid leave.
Human Resources Consultants are available to advise on this matter.
A staff member may take annual and long service leave during parental leave, provided the total period of parental leave, including unpaid leave, does not exceed fifty-two (52) weeks.
Parental leave should include any outstanding annual leave such that, at the completion of the absence, the staff member's annual leave entitlement is not greater than 1 year's entitlement. Staff members are also encouraged to take all or part of long service leave entitlements, particularly any entitlement in excess of 19.5 weeks, within the maximum absence of fifty-two (52) weeks.
No additional leave is credited for University and public holidays which fall during a staff member's absence on parental leave.
During any period of parental leave without salary, a staff member may continue superannuation contributions based on their ordinary salary (excluding allowances and loadings). If the staff member chooses to continue employee contributions, the University will maintain the employer contribution.
It is normal University practice to arrange for additional contributions to be deducted from the staff member's salary from the date of advice of parental leave until the time of commencement of leave, to cover the amount of these contributions while the staff member is on leave.
Alternative arrangements may be negotiated with Human Resources.
A staff member who is pregnant is entitled to use available sick leave to attend regular or emergency pre-natal medical appointments prior to commencing Maternity Leave. Where no sick leave is available the staff member will be entitled to use other forms of leave such as annual leave, accrued flexi-time, and time in lieu.
A pregnant staff member who is concerned about a health and safety issue should consult the Director or an appropriate officer of the Environment Health and Safety Office. All consultations are treated in confidence.
The Environment Health and Safety Office has information about environment, health and safety risks for pregnant women. Information is included in the Environmental Health and Safety Manual, found at http://www.unimelb.edu.au/ehsm/8.html.
Also contact the Environment Health and Safety Office or the Occupational Health Nurse, Occupational Health Service, for more information.
Staff members are encouraged to contact the Human Resources Division as early as possible before taking parental leave, so that additional deductions to cover superannuation contributions during any periods of leave without salary may commence when appropriate and so that arrangements for other salary deductions can be made (see Section 9.2.3.15).
Please note the following procedures when applying for Parental leave (including Partner Leave):
At least three (3) months before the leave commences advise the Supervisor of the intention to take such leave.
At least four (4) weeks before the leave commences complete a HR50 Application for Parental Leave Form. Application forms must indicate:
the date of commencement of leave;
the various kinds of leave, paid or unpaid, for which the application is made;
the date of resumption of duty; and,
have as an attachment a medical certificate which certifies the expected date of birth, or, where appropriate, a certificate from the adoption agency.
where a request for partner leave is sought, a statutory declaration must be included that outlines the staff member's primary carer status and details of any paid leave taken by the staff member's partner.
Submit the completed form for approval by the staff member's supervisor;
Send the approved form to Human Resources for recording. The staff member will receive a photocopy of the approved form from Human Resources.
The following procedures are to be followed when applying for the return to work bonus (only eligible for approved maternity or adoption leave):
At least six (6) weeks prior to resuming duty at the University, complete a HR50B : 'Application for Return to Work Bonus form'. Applications must indicate:
the date of resumption of duty;
the type of return to work option for which the application is made:
an allowance to offset costs associated with parenting, such as childcare costs;
paid time release, to work reduced hours while maintaining full salary;
a grant to a University Staff Development Account.
Submit the completed form for approval to
the Supervisor; or
for Heads of Department - the Dean or Head of Budget Division; or
for Deans and Heads of Budget Division - the Provost or Head of University Services.
Send the approved form to Human Resources for recording. The staff member will receive a photocopy of the approved form from Human Resources.
Note : Forms available from http://www.hr.unimelb.edu.au/benefits/forms/.
Once an application has been approved, any proposed variation to the leave must be applied for in the same way.
(Last amendment: July 2006)
Leave without salary is granted at the discretion of the University. Leave without salary should be taken at times convenient to the University and in accordance with the guidelines set out in this section.
Council Minutes - September 2004
University of Melbourne Enterprise Agreement 2006
Leave without salary will not normally exceed 1 year, except where another tertiary institution, a government agency, or other relevant employment is involved, in which case up to 3 years may be approved.
With the introduction of the Performance Development Scheme, an assessment of a staff member's performance in relation to mutually established goals for a period is required before an increment may be approved (See Section 12.7 Performance Development Framework).
Where a staff member is absent on leave without salary for a period of longer than three (3) months, this will result in their increment date being moved for the total period of unpaid leave.
In exceptional circumstances, recommendations for incremental advancement for academic staff during leave without salary, on the basis of a recommendation of the Head of Department, may be made to the Dean.
Other conditions of appointment on return from leave without salary should be determined at the time the leave is granted, and specified in the letter confirming that the leave has been granted.
Public holidays observed during leave without salary shall form part of the leave.
Periods of leave without salary will not count towards the accrual of long service leave, annual leave or sick leave entitlements.
A staff member may be granted sick leave without salary. See Section 9.7.3.5 - Extended Periods of Sick Leave.
For a few days leave without salary, it is usual university practice to deduct full superannuation contributions for a pay period, provided there is sufficient pay. Contributions are thus paid automatically for leave without salary of 1 or 2 days.
A member of staff on leave without salary for a period of less than three months must continue to pay superannuation contributions. The usual practice is for the staff member's department to cover the employer's contributions, though it is not obliged to do so.
For periods of leave without salary exceeding 3 months, if the staff member elects to continue contributions, the staff member's department must decide whether it will continue to cover the employer's contributions. If the department elects not to do so, the staff member's membership in the Defined Benefit Plan would normally be suspended for the period of leave without salary.
Additional contributions may be deducted from the staff member's salary, from the date of advice of leave without salary until the time of commencement of leave, to cover the amount of these contributions. Invoices, on a 30-day account, will be sent to the staff member's home address to cover any shortfall due to insufficient time to deduct adequate advance contributions, or to cover an increase in salary during the period of leave.
In cases of sick leave without salary, contributions to the staff member's superannuation scheme may be met as follows:
the university's contributions by the budget division;
the member's contributions by the Staff Welfare Fund, up to a maximum amount determined by the university, subject to approval by the Vice-Principal (Human Resources) (see Section 10.13).
Where a staff member is to take leave without salary while consulting for national or international bodies (see Section 13.4) or while on secondment (see Section 7.4), the question of whether superannuation contributions are to be met wholly or in part by the staff member should be decided before an agreement is concluded with the body for which the work is to be undertaken. In some cases this may involve a significant additional cost to the staff member which the outside organisation could be asked to meet.
The university will not contribute to the Award Plus Plan for staff members on leave without salary.
Applications for leave without salary must be made on an HR10 Application for Leave form which must be submitted to the Supervisor or authorised signatory. After approval, the application form should be forwarded to the Vice-Principal (Human Resources).
Applications for leave without salary should be received by Human Resources at least 3 weeks before the commencement of leave. Applications which involve superannuation contribution adjustments should reach Human Resources at least 6 weeks before the commencement of leave.
Departments may maintain their own leave records for departmental use, but leave is officially recorded by Human Resources.
Staff members should make their own arrangements in relation to other salary deductions, e.g. housing loan repayments, assurances, hospital benefits etc.
Approval of such leave will be conditional upon a staff member exhausting all recreation leave credits and on the timing of the leave being appropriate to the workload and priorities in the staff member's work area.
The staff member's supervisor has the authority to approve an application for leave without salary.
(Updated: July 2006)
The University provides special leave with or without pay to full-time and part-time staff and staff on fixed term contracts for a variety of reasons, usually associated with a staff member's responsibilities to the community or to cater for specific personal circumstances. Where a specific need exists in a Faculty (or equivalent), a Supervisor may determine that a further category of activity should be covered by special leave provisions and develop appropriate policy for the Faculty or Budget Division.
Council Minutes - July 2000
University of Melbourne Enterprise Agreement 2006
Council Minutes - November 2001
Council Minutes - September 2004
Generally, upon the death of a spouse (including a de facto spouse), same sex domestic partner, parent, grandparent, sibling, child, ex-nuptial or step-child, grandchild, parent-in-law or sibling-in-law, a staff member is entitled to two (2) days paid leave up to and including the day of the funeral.
The leave is not available if it coincides with another period of leave.
A staff member required to attend for jury service during normal working hours will be paid his or her normal salary.
A staff member must notify his or her supervisor as soon as possible when required to attend for jury service, and may be required to provide proof of attendance and advice on the duration of attendance.
The University shall grant a staff member special leave with pay:
for firefighting for the duration of emergency assistance to a recognised firefighting authority, or during immediate danger from fire to the staff member's own home or those of close relatives;
for rendering community assistance to recognised voluntary organisations in the event of a state disaster, e.g. Civil Defence, Country Fire Authority, Red Cross, St John Ambulance Brigade etc., subject to documentary evidence of necessary attendance.
A staff member who is absent for the purpose of donating blood during working hours, may take paid leave in a timeframe and frequency agreed with the supervisor.
Notice of intended absence must be given, and proof of attendance may be required.
The University grants general staff special leave with pay for examinations in subjects approved by the University (see Section 12.2 - Staff Education Scheme: General Staff).
Special leave with pay is granted for a period of compulsory isolation when a staff member comes into contact with a person suffering from an infectious disease. In such a case, the staff member will be required to provide satisfactory medical evidence to the University.
Staff who are members of the Defence Reserve will be granted leave of absence on full salary for the purpose of attending annual naval, military, or airforce training, as follows:
for the annual camp - up to fourteen (14) days (including Saturdays and Sundays) plus a further four (4) days on the certification of the Commanding Officer of the particular unit that the additional days are necessary, e.g. for advance and rear parties;
for attendance at one school, class, or course of instruction annually - up to sixteen (16) days (including Saturdays and Sundays).
Such leave will not be deducted from annual leave.
A Supervisor may approve special leave with or without salary for reasons other than those provided for by University policy.
A Supervisor may determine that a further category of activity will be treated as special leave and determine appropriate policy for the Faculty or Budget Division.
In most cases an application for special leave should first be discussed with the staff member's supervisor. A staff member applying for special leave must enter leave details via Themis (HR) Self Service, accessible at http://www.themis.unimelb.edu.au. Where there is no access to Themis (HR) Self Service, complete a HR10 Leave Form.
Satisfactory evidence may be required for cases of special leave, whether for the purposes of defence training, compulsory isolation because of contact with a person suffering from an infectious disease, jury service, or rendering community assistance to recognised voluntary organisations in the event of a state disaster.
In the case of defence training, the formal request from the Commanding Officer of the staff member's Unit must be attached to the leave application.
Proof may also be required in the case of special leave, following the death of a family member. This additional documentation is normally retained by the Department, though Human Resources may require a copy in some cases
Applications for special leave are approved by the Supervisor.
(Last amendment: January 2005)
Council Minutes - July 2000
Council Minutes - September 2004
Staff who are members of the Defence Reserve are entitled to special leave on full salary for the purposes of attending naval, military, or airforce training as follows:
For the annual camp - up to fourteen (14) days (including Saturdays and Sundays) in any one calender year. A further four (4) days may be granted in any one calender year, eg. for advance and rear parties;
For attendance at one school, class, or course of instruction up to 16 days (including Saturdays and Sundays) in any one calender year.
Such leave will not be deducted from annual leave.
The University shall not hinder or prevent a staff member from rendering Defence service. However, it is at discretion of the Supervisor as to whether the staff member receives paid or unpaid special leave for any leave request in addition to that outlined in clause 9.5.2.1 for the purposes of Defence training.
Application should be made on the HR10 Application for Leave Form.
A formal request from the Commanding Officer of the staff member's unit must be attached to the leave application.
Departments may maintain their own leave records for departmental use, but leave is officially recorded by Human Resources.
Defence Training leave is approved by the Supervisor.
(New Section: July 2006)
The University is concerned about the health and well-being of it's Child Care staff and the children they are responsible for on a daily basis. When a Child Care Worker contracts an infectious disease which is highly contagious, she or he will be required to be absent from the workplace to ensure that others are not exposed. The University will provide Child Care staff with access to additional leave for the infectious diseases as outlined in Section 9.6.2.2.
A staff member who contracts, or believes they have contracted, an infectious disease (see Section 9.6.2.2), must notify his or her supervisor of the contracting disease as soon as possible.
A staff member who contracts an Infectious Disease through contact in the are of employment will be entitled to the following leave provisions:
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Approval of Infectious Diseases Leave is subject to a signed medical certificate by a qualified medical practitioner.
The following procedures should be followed when applying for Infectious Diseases Leave:
complete a HR10 Leave Form. If the absence is for a short period, the Leave Form must be completed immediately following the return to duty. If the absence is for an extended period, the Head of Department must forward a form to the staff member at home for immediate completion and return to the University;
attach the medical certificate;
submit the completed form to the following for approval:
for staff in Academic Departments - Head of Department or authorised signatory.
for staff in Administrative Departments - Head of Department or authorised signatory.
send approved form to Human Resources for recording and/or filing.
(Updated: April 2007)
The University is concerned about the health and well-being of its staff. When a member of staff becomes ill and is consequently unable to attend work, that person may, within certain constraints, expect to receive paid sick leave for the duration of his/her sick leave entitlements.
The University has also taken steps to reduce the incidence of the use of sick leave for other purposes by the introduction of Special Family Leave (see Section 9.11) and by producing management reports for supervisors which show sick days taken by members of staff. Supervisors are required to manage the taking of sick leave by their staff according to the procedures set out in this policy.
Accident Compensation Act 1985 (Vic.)
University Of Melbourne Enterprise Agreement 2006
Council Minutes - September 2004
Human Resources Advisory Committee minutes - 2 April 2007
Full time professional and academic staff members shall be entitled to fifteen (15) days sick leave each year which shall accumulate if not taken. Sick leave credits shall not accrue in respect of periods of leave without salary. Part-time professional and academic staff members accrue sick leave on a pro-rata basis. A staff member's anniversary of appointment shall be the basis point for accrual of sick leave.
Through the implementation of the University's 2006 Enterprise Agreement, academic staff will have an entitlement to sick leave as outlined in Section 9.7.3.1. A sick leave balance of 15 days will be established. In addition, a further entitlement will be credited for sick leave entitlements that will have accrued between the implementation date and the staff member's next anniversary of appointment. Subsequent accruals of 15 days will be credited annually on the employee's anniversary of appointment. Balances and accruals will be calculated on a pro-rata basis for part time academic staff.
In exceptional circumstances where an academic staff member of staff exhausts their entitlement for paid sick leave and requires further period/s of absence from duty on the grounds of sickness, the staff member with the support of their Head of Department can apply to the Vice-Principal, Human Resources for extended sick leave with pay, as per Section 9.7.3.6.
The Vice-Principal, Human Resources will take into account the staff member's length of service when determining an application for a period of extended sick leave with pay.
Approval of sick leave is subject to the provision of satisfactory supporting evidence. A staff member wishing to utilise sick leave shall normally inform their supervisor of their intention to do so by 10.00am on the day of utilisation. Supporting evidence may be required for absences greater than one (1) day; and/or where the staff member has exceeded three (3) single days sick leave in any one (1) year. A staff member's anniversary of appointment determines one (1) year.
A staff member may be required to provide certification to the University if he or she takes a single day of sick leave:
on a Monday or Friday;
immediately before or after a public holiday, rostered day off or a flex day;
or if the University considers he or she is doing so to a pattern and on a regular or frequent basis.
If the staff member has used all of his/her sick leave entitlements the staff member will be placed onto sick leave without salary unless other arrangements are made (refer to Section 9.7.3.6).
Where a staff member has been absent for an extended period, and sick leave credits have expired, the Head of Department may seek to determine when or whether the staff member is able to resume work.
If the Head of Department seeks to determine when or whether the staff member is able to resume work, the staff member is required to provide the University with a report from his/her treating medical practitioner, containing advice as to:
the general nature (but not the details, subject to the provisions of relevant legislation) of the staff member's illness; and
the seriousness of the staff member's illness; and
the likely duration of the illness and the expected length of time for which the staff member will be unfit for work; and
whether the staff member is unfit for all work, or whether he or she can perform some duties, and if so, what those duties might be.
The Head of Department may consult with the University's Occupational Health Service if further advice is required about the medical report or about the prospects for return to work. Where the staff member is a member of a superannuation scheme and is unlikely to resume work in the foreseeable future, the Head of Department, through Human Resources will advise the staff member to seek other sick leave cover, such as temporary or permanent invalidity pension.
The provisions for termination on the grounds of ill health (see Section 20.5) may become relevant in these instances.
The Head of Department, in consultation with the Head of the Division may elect to support a staff member who has used all sick leave entitlements, to access extended sick leave with pay. Approval must be sought from the Vice-Principal (Human Resources), through the Department of Human Resources.
Applications for extended sick leave with pay must be made in writing and accompanied by medical certification outlining the period of absence required, and an argued case for the request for additional sick leave with pay. Extended sick leave with pay will be funded by the department or unit in which the staff member works.
Sick leave credits shall not accrue in respect to periods of leave without salary. Contributions to superannuation will also cease unless alternative arrangements are made. Refer to Section 9.3.3.6 and Chapter 19.
The University recognises the staff member's right to privacy and will not provide any material or information obtained when investigating extended sick leave to any person who does not have a lawful purpose for requiring the material or information.
The following procedures should be followed when applying for sick leave:
enter leave details via Themis (HR) Self Service, accessible at http://www.themis.unimelb.edu.au. Where there is no access to Themis (HR) Self Service, complete a HR10 Leave Form. If the absence is for a short period, the leave must be recorded immediately following the return to duty. If the absence is for an extended period, the Head of Department must forward a form to the staff member at home for immediate completion and return to the University.
attach the medical certificate or statutory declaration (where necessary). If applying via Themis (HR), the medical certificate or statutory declaration should be provided directly to the supervisor;
submit the completed form to the relevant Level 2 delegated authority for approval:
send approved form to Human Resources for recording and/or filing.
Where a staff member has been absent for an extended period, to ensure that appropriate arrangements are in place to cover for the absence and, if necessary, to cease payment of salary, the Head of Department or authorised signatory should take action, in conjunction with Human Resources, to seek to determine the period of absence as outlined in Section 9.7.3.5 .
Various management reports showing sick leave taken are available through Themis (HR) and can be accessed by Department via the Supervisor Self-Service responsibility, or by staff within departments who have Administrator Access responsibilities.
(Updated: July 2006)
Annual leave is for recreational purposes and should normally be taken in the year after it accrues. Staff members and supervisors should work cooperatively to ensure that leave balances are within maximum limits. Staff with excessive leave balances will be required to reduce leave balances to the appropriate level by 31 January of each year.
The following policy provides details of the conditions under which staff may take annual leave and the processes to reduce or eliminate excessive leave balances.
The University of Melbourne Enterprise Agreement 2006
A staff member (other than a casual staff member) shall be entitled to twenty (20) days of annual leave for each twelve (12) months of continuous paid service.
Annual leave accrues at the rate of 1 2/3 working days for each month of continuous paid service.
Part-time staff members are entitled to 20 days of annual leave at the appropriate time fraction.
Annual leave shall be calculated on a pro-rata basis for any period of service which is less than twelve (12) months.
Annual leave does not accrue:
during any period of leave without salary;
during any period of parental leave without salary; or
during any period of sick leave without salary.
A staff member may access his/her current annual leave entitlement by logging into their personal Themis (HR) Self Service account. See http://www.themis.unimelb.edu.au for information on accessing Themis (HR) Self Service.
Annual leave entitlements should be taken each year at times mutually agreed by a staff member and his or her supervisor.
Staff members who are employed on fixed term contracts must take their full annual leave entitlement during the term of the contract, unless otherwise agreed by their supervisor.
Unused annual leave must be no greater than a maximum of forty (40) days (or the equivalent accrual for fractional/part-time staff).
A staff member who, at 31 October of each year, has accrued in excess of thirty-six (36) days annual leave, will receive notification that his or her balance will exceed forty (40) days on 1 February the following year, unless leave is taken. This notification process will occur annually.
A staff member whose leave balance on 1 February is greater than forty (40) days, will be considered to be on leave for the period of leave in excess of forty (40) days, unless, over the preceding year, reasonable requests for leave have been denied.
It is not sufficient to have applied for annual leave by 1 February. A staff member must have taken the annual leave by 1 February each year (future dated annual leave applications are not considered as a reduction of leave balances for that period).
A full-time staff member who has accrued annual leave entitlements in excess of 40 days may apply to the Head of Budget Division to cash out all or part of the excess entitlement providing they take an amount of annual leave equal to or greater than that cashed out.
Cash payments will be paid at the rate of the staff member's substantive salary at the date of payment. However, where a staff member has been receiving salary allowances (excluding overtime and shift penalties) for 12 months or more immediately prior to payment, the salary allowance will be included to calculate the rate of payment.
Staff members considering cashing out part of their annual leave entitlement are strongly encouraged to seek independent professional financial advice.
Taxation considerations
The amount paid out will be considered as additional earnings and is assessable to the employee in the tax year of receipt. The Australian Taxation Office (ATO) classifies lump sum payments for annual leave cash outs as a 'one-off' payment similar in nature to a yearly bonus. In calculating the PAYG tax withholding amount of a lump sum payment for annual leave cash outs, the University will spread the whole lump sum payment over the number of pay periods in the income year.
Procedures
Step (a) Applying for the non cash-out component
As a first step, a staff member must apply to take an amount of annual leave equal to or greater than the amount of annual leave he/she intends to cash out, as required under Policy of this clause. Such an application should be made by using the normal application procedures for annual leave, as set out at Section 9.8.4.1.
Step (b) Applying for the cash-out component
To facilitate payment of the cash-out component, the staff member should forward a request in writing clearly setting out the number of days of annual leave to be cashed out and the number of annual leave days applied for by the staff member to the Head of Budget Division for approval. If approved, the Head of Budget Division will forward the request to Human Resources for processing.
The request to cash out annual leave must be received by Human Resources at least 4 weeks prior to taking the non cash-out component.
Inquiries relating to the annual leave cash out process may be directed to your relevant Human Resources Consultant.
Full-time staff (other than a casual staff member) shall be paid an annual leave loading in respect of four (4) weeks leave entitlement equal to 17.5 per cent of the ordinary pay of the staff member with a maximum payment equal to the Australian Statistician's figure for Average Weekly Total Earnings of all Males (Australia) for the September quarter of the year in which the entitlement to the leave is accumulating.
Part-time staff members or staff members who have not worked for a full year shall receive pro-rata payments.
Should a staff member cease employment before the annual leave loading calculation for the year is known, payment of the loading on termination will be based on the previous year's figure.
Annual leave loading will normally be paid to all eligible staff in the first full pay period in December.
A staff member who becomes sick during annual leave will be recredited annual leave for the period of illness, subject to adequate supporting evidence being provided on request to allow the period of illness to be debited against the staff member's leave balance.
If a University holiday falls within a professional staff member's period of annual leave, that day will not be deducted from his/her annual leave entitlement.
Payment in lieu of annual leave will be made for any entitlement to annual leave not taken on ceasing employment, subject to the following:
the value of any leave taken in excess of entitlement shall be deducted from the final payment;
staff employed for less than 1 year shall be entitled to pro-rata payment in lieu, less the value of leave already taken;
on death, payment in lieu of accrued annual leave will be paid to the estate of the deceased staff member.
The staff member is also entitled to payment of the annual leave loading, calculated pro rata from the beginning of the year in which the appointment terminates or, if the appointment commenced and terminated in the same calendar year, from the date of the commencement of appointment.
Further information for staff who packaged their salary can be found at Section 16.4 and Section 16.5.
If a staff member is on annual leave to reduce an excess leave balance, and with the written approval of the supervisor, is carrying out their normal duties, the staff member will be covered under the Workcover processes if they receive a work related injury.
Applications for annual leave may be made by accessing Themis (HR) Self Service and submitting an application electronically. See http://www.themis.unimelb.edu.au for information on accessing Themis (HR) Self Service.
(Updated: July 2006)
Long service leave is additional leave with pay granted to staff members after a long period of continuous service with the one employer. Its purpose is to recognise the staff member's service and to enable the staff member to have a lengthy period of relaxation during his/her working life. The following policy sets out the conditions under which staff at the University become eligible and entitled to take long service leave.
Victorian Long Service Leave Act 1992
Victorian Long Service Leave (Amendment) Act 2005
The University of Melbourne Enterprise Agreement 2006
Administration Committee Minutes - November 2005
In determining eligibility for taking long service leave a staff member must have 10 years of continuous service (see Section 9.9.3.8)with the University, or another organisation which is recognised by the University for this purpose. Casual service with the University is not recognised for the purpose of determining long service leave entitlements.
After 10 years of service, provided that the years of service are of the type where long service leave entitlements accumulate (as set out at Section 9.9.3.9 of this policy), a staff member is entitled to take 13 weeks paid leave (pro-rata), and another 6.5 days (pro-rata) upon completion of each additional year of service.
In the circumstances where after 10 years of service part of this service if not of the type where long service leave entitlements accrue (as set out at Section 9.9.3.10 of this policy), a staff member is entitled to take paid long service leave within the limitation of his/her long service leave accruals.
With the approval of the Supervisor, a staff member within three years of retirement may take their full-time entitlement on half pay for twice the period, i.e. 26 weeks on half pay, provided he or she has advised the University of this date in writing.
(1) Termination due to death of staff member
Where a staff member terminates employment with the University due to death, the staff member's estate has a pro-rata entitlement to the long service leave accrued by the deceased staff member.
(2) Resignation after bearing a child
Where a staff member has completed more than 5 but less than 10 years' continuous service and:
resigns within 6 months of bearing a child; or
bears a child within 3 months after resignation.
the staff member has an entitlement to long service leave.
(3) Termination due to redundancy
Where an academic staff member terminates employment as a result of redundancy, he/she will receive payment on a pro-rata basis for long service leave accrued.
Where a professional staff member terminates employment as a result of redundancy, he/she will receive payment on a pro-rata basis for long service leave accrued provided that continuous service is one (1) year or more.
(4) Discontinued fixed-term contract which is not predominately research, specific task, project or externally funded
Where at the expiry of a fixed-term contract (see Section 20.4.3), the University does not offer a new fixed-term contract and the staff member has 5 or more years continuous service the staff member has a pro-rata entitlement to long service leave, provided that he/she
seeks to continue employment and has already completed employment in a second or subsequent fixed-term contract;
was not employed on a fixed-term contract to undertake predominately research, a specific task or project or project work that is externally funded; and
entered into the second and/or subsequent fixed-term contract of employment after 1 May 2006.
A staff member's long service leave entitlement is capped at 19.5 weeks, unless, over the preceding year, reasonable requests for long service leave have been denied.
The University may direct a staff member with a long service leave entitlement in excess of 19.5 weeks to take up to 13 weeks long service leave to reduce the balance, with such period of leave commencing and finishing on dates to be determined by the University.
Long service leave balances must be reduced to maximum of 19.5 weeks by no later than 30 June, each year.
Due to the number of current staff with substantial excess long service leave balances, extended deadlines to reduce balances to 19.5 weeks have been established and are illustrated in Table 26 below. These deadlines only apply to staff who have long service leave balances in excess of 19.5 weeks at 30 June, 2007.
Written advice will be issued by HR to staff scheduled to fall into this category, and a copy of this advice will be sent to their supervisors.
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It is not sufficient to have applied for long service leave by the relevant deadline. A staff member must have taken the long service leave by the deadline as indicated in Table 26 above (future dated long service leave applications are not considered as a reduction of leave balances for that period).
Policy
A staff member may apply to the Head of Budget Division to cash out part of his/her long service leave entitlement in excess of 19.5 weeks, providing that the take an amount of long service leave equal to or greater than that cashed out.
Normally the minimum LSL entitlement that can be cashed out will be 10 days.
Cash payments will be paid at the rate of the staff member's substantive salary at the date of payment. However, where a staff member has been receiving salary allowances (excluding overtime and shift penalties) for 12 months or more immediately prior to payment, the salary allowance will be included to calculate the rate of payment.
Staff members considering cashing out part of their long service leave entitlement are strongly encouraged to seek independent professional financial advice.
Taxation considerations
The amount paid out will be considered as additional earnings and is assessable to the employee in the tax year of receipt. The Australian Taxation Office (ATO) classifies lump sum payments for long service leave cash outs as a 'one-off' payment similar in nature to a yearly bonus. In calculating the PAYG tax withholding amount of a lump sum payment for long service leave cash outs, the University will spread the whole lump sum payment over the number of pay periods in the income year.
Procedures
Step (a) Applying for the non cash-out component
As a first step, a staff member must apply to take an amount of long service leave equal to or greater than the amount of long service leave he/she intends to cash out, as required under Policy of this clause. Such an application should be made by using the normal application procedures for long service leave, as set out at Section 9.9.5.1.
Step (b) Applying for the cash-out component
To facilitate payment of the cash-out component, the staff member should forward a request in writing clearly setting out the number of days of long service leave to be cashed out by the staff member (normally the minimum LSL entitlement that can be cashed out will be 10 days) and the number of days of long service leave applied for to the Head of Budget Division for approval. If approved, the Head of Budget Division will forward the request to Human Resources for processing.
The request to cash out long service leave must be received by Human Resources at least 4 weeks prior to taking the non cash-out component.
Inquiries relating to the long service leave cash out process may be directed to your relevant Human Resources Consultant.
Long service leave is paid at the normal salary rate of the staff member on the normal pay days during the period of leave being taken.
In determining eligibility for taking long service leave, the staff member must have 10 years of continuous service or unbroken employment with the University. Continuous service must be with the University, or with other institutions with which the University has reciprocal recognition agreements (see Section 9.9.3.11). Casual service with the University will not be recognised for the purpose of determining long service leave entitlements.
For the purposes of determining continuous service, the following are not considered to break continuity of employment:
any period of leave without pay (although the long service leave entitlement does not accumulate during leave without pay);
any period of leave with pay;
any period of service in the defence forces of the Commonwealth of Australia;
any period of stand-down due to curtailment of services, provided that the University has offered re-employment after the stand-down period, and the staff member has accepted and has reported for duty when required;
any period off duty, arising either directly or indirectly from an industrial dispute;
termination of employment by the University if the staff member is re-employed within a period not exceeding 2 months from the date of the termination;
any absence from work of a woman because of pregnancy, for a period not exceeding 12 months;
any absence on account of work-related illness or injury;
any absence of not more than 48 weeks in any year on account of non-work-related illness or injury;
any interruption or ending of the employment by the University made with the intention of avoiding long service leave or annual leave obligations.
Not all the periods of service counted as continuous service described in Section 9.9.3.8 are the type of service which allows long service leave entitlements to accrue. The following absences from the University are periods of continuous service in which long service leave entitlements accrue.
any period of leave with pay;
service in the defence forces of the Commonwealth of Australia;
absence of up to 48 weeks in any year on account of non-work-related illness or injury;
interruption or ending of employment by the University, if such interruption or ending is made with the intention of avoiding long service leave or annual leave obligations.
Normally, long service leave entitlements do not accrue for any extended period where the staff member has not received a salary, either from the University or from an organisation recognised for long service leave purposes. Long service leave entitlements do not accrue during the absences listed below, even though the staff member is still formally a member of the University staff. Normally, the staff member is not in receipt of a salary during these absences from the University:
any periods of stand-down due to curtailment of services;
periods off duty, arising either directly or indirectly from an industrial dispute;
termination of employment by the university if the staff member is re-employed within a period within 2 months from the date of such termination;
maternity leave without salary;
absence without leave of the university of more than 48 weeks in any year on account of illness or injury, however arising;
absence on leave without salary.
A new staff member must make an application for recognition of prior service undertaken at other organisation(s) within 12 months of commencement of employment with the University.
The University has agreements with certain other organisations for reciprocal recognition of service for the purpose of determining long service leave entitlements. These organisations are:
The Australian Public Service and those Commonwealth institutions recognised by the Australian Public Service;
The Victorian Public Service and those Victorian institutions recognised by the Victorian Public Service except hospitals and local government departments;
all Australian institutions of higher education;
Howard Florey Institute of Experimental Physiology and Medical Research;
Staff members whose service with other organisations is recognised by the University will have their long service leave entitlements determined solely by University rules, even if these differ from those of the other organisations.
The University recognises service with the organisations listed in this section as service with the University, subject to the following provisions:
1. Service between that organisation and the University is unbroken. Service is considered unbroken where there is a break in employment between organisations of no more than:
4 weeks for professional staff;
2 months for continuing academic staff;
6 months for fixed-term academic staff.
2. Service which has been paid out by the other organisation will be recognised but accrued entitlements from this service will not be credited towards the staff member's leave balance.
3. Full particulars of all service and any long service leave or pay in lieu taken or received shall be disclosed before appointment to the University, and particulars will be subject to verification by the other organsiation.
4. Staff members with recognised service for long service leave purposes from other organisations cannot take their accrued long service leave until they have completed 3 years of service with the University and a total of 10 years of continuous service. This does not affect the staff member's right to payment in lieu of long service leave on termination.
Further information for staff who packaged their salary can be found atSection 16.4.4.
A staff member shall not undertake other employment during a period of long service leave.
Annual leave accrues during long service leave.
Any University holiday(s) that fall(s) within a period of long service leave shall not be deducted from a staff member's long service leave entitlement.
Staff who become sick during long service leave will be credited for periods of 3 days or more on production of a medical certificate.
Applications for long service leave may be made by accessing Themis (HR) Self Service and submitting an application electronically. See http://www.themis.unimelb.edu.au for information on accessing Themis (HR) Self Service.
(Updated: July 2006)
The university is obliged to permit environment, health and safety representatives to take paid leave for the purpose of participating in an approved training course. Such courses must be approved by the Occupational Health and Safety Commission or conducted by the relevant government department/s.
Victorian Occupational Health and Safety Act 2004
Where leave to attend health and safety courses is sought, staff should discuss the situation with their supervisors and reach a mutual agreement.
The approved courses are normally 5 days long. The staff member's supervisor should advise the staff member of the required amount of notice of absence on a course.
If the timing of the particular course is inconvenient, it may be possible for the staff member to attend another course later in the year.
In addition, the university has agreed to provide paid training leave for health and safety representatives to attend courses to improve understanding of the rehabilitation process. The university's Rehabilitation Consultative Committee will determine the details of appropriate training programs, which are conducted by the Safety, Health, and Risk Management Unit.
There may also be non-approved courses offered to occupational health and safety representatives. Supervisors should use their discretion about these.
Deputies to occupational health and safety representatives are not recognised under the Act. Supervisors should use their discretion in granting leave to deputies to attend courses.
(Updated: July 2006)
From time to time a staff member may need to support members of his or her immediate family or household during an illness or family emergency. The University's Family Leave policy is designed to create a work place where the family responsibilities of staff are recognised.
Equal Opportunity Act 1995 (Victoria)
Equal Opportunity Policy
Best HR Practice Guide : Work and Family - The Links and the Balance
The University of Melbourne Enterprise Agreement 2006
Council Executive Minutes, December 1997
Council Minutes - May 2000
Council Minutes - July 2000
Council Minutes - September 2004
A full-time staff member who:
is employed in a continuing position; or
has been employed by the University for one (1) or more years,
is entitled to take up to five (5) days of non-cumulative Family Leave per calendar year, to care for members of the staff member's immediate family or household who are dependent upon the staff member, when:
that person is ill; or
an emergency renders it essential that the staff member attend to that person.
The entitlement of part-time staff members will be calculated on a pro rata basis.
Staff members who are not covered by this Section may be granted leave at the discretion of the University.
A staff member, with the approval of the Head of Department, may apply for conversion of full-time employment to part-time employment for the care of an immediate family or household members for up to 12 months where they can demonstrate that they are the primary care giver and the family member temporarily requires extensive personal care. This period may be extended by agreement between the staff member and the Head of Department. At the end of this period the staff member is entitled to return to the full-time position.
As a guide 'immediate family' means:
a spouse (including a former spouse, a de facto spouse and a former de facto spouse, a same sex domestic partner) of the staff member; and
a dependent child or an adult child (including an adopted child or a foster child, a stepchild or an ex-nuptial child) parent, grandparent, grandchild or sibling of the staff member or of the spouse of the staff member.
Notice of intention to take a day or days of Family Leave must be provided to the Supervisor as soon as reasonably practicable. Should it be impossible to provide notice before taking the leave, the staff member should ring the Supervisor as soon as possible on the first day of absence.
When Family Leave is taken, the Supervisor must be notified of:
the name of the person requiring care and that person's relationship to the staff member; and
the reason(s) for requiring the leave; and
the anticipated length of absence.
When a staff member takes a day or days of Family Leave to care for a family member who is ill, the application for leave should be supported by a medical certificate from a registered medical practitioner, confirming the nature of that person's illness (in general terms).
If a medical certificate is not appropriate or available to cover the leave sought or taken, the staff member must provide a statutory declaration covering the reason(s) for the leave.
Please comply with the following procedures when applying for Family Leave:
center leave details via Themis (HR) Self Service, accessible at http://www.themis.unimelb.edu.au. Where there is no access to Themis (HR) Self Service, complete a HR10 Application for Leave Form, attaching a medical certificate or a statutory declaration and submit it for approval to the staff member's supervisor;
forward the approved form to Human Resources.
Note: Forms available from http://www.hr.unimelb.edu.au/benefits/forms/.
| 1. |
A miscarriage is any pregnancy loss up to 20 weeks after conception. A late pregnancy miscarriage is that which occurs after 13 weeks. After 20 weeks a pregnancy loss is condsidered a stillbirth. |
| 2. |
The total amount of the return to work bonus, equivalent to twelve (12) weeks salary, will be calculated on the staff member's salary at the date of commencing maternity/adoption leave. |
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Created: September 1995
Last Modified: 5 September 2008
Authorised by: Web & Administrative Officer, Human Resources.
Maintained by: Jo Barnes jo.barnes@unimelb.edu.au
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