Policy Leave Procedure

Leave Procedure


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Intent

To outline the processes for applying for the various leave types available to staff under the James Cook University Enterprise Agreement.

Scope

This Procedure applies to all staff who are employed under the James Cook University Enterprise Agreement.

Exclusions

Casual staff are excluded from some leave types.

Definitions

Family – includes: a partner (including a former partner, a de facto spouse of same or opposite sex) of the staff member; and a child (including an adult child, an adopted child, a foster child and a step child), a parent, grandparent, grandchild or sibling of the staff member or spouse of the staff member, and any other person or relationship agreed by the University as being a family member.

Procedure

1. Annual Leave

1.1  Full-Time staff accrue 25 days of annual leave for each completed year of service.

1.2  Full time shift workers (staff on three continuous shifts per day over a period of seven days per week) will accrue 30 days of annual leave for each completed year of service.

1.3  Part time staff will accrue a pro-rata amount of annual leave

1.4  Supervisors will as far as it is reasonable and practicable:

a)  Plan the workload allocation so that each Staff Member has a 5 week period available, including in unbroken periods if Staff so request, in which to take their annual leave and approve any leave requests in a timely manner;

b)  Agree to alternate periods of leave where operational requirements prevent the leave requested being granted and approve requests to change leave plans and confirm leave not taken to be carried forward to a subsequent year;

c)  Approve annual leave for Academic Staff with teaching responsibilities during teaching periods only where satisfactory arrangements have been made to meet the responsibilities of the Staff Member.

1.5  Staff will wherever it is reasonable and practicable:

a)  Take their annual leave entitlement in the year in which it accrues unless otherwise agreed in their leave plan.

b)  Apply for leave that is outside of teaching and peak workload periods, taking account of the genuine operational requirement of their Work Unit

c)  Apply for leave or changes to leave using the established leave booking system and receive approval prior to taking the leave

Step

Action

1.

Discuss the intended leave with your current Supervisor, this would normally be part of the Performance and Development Plan process, and obtain ‘in-principle’ agreement for the leave prior to formal application.

2.

Apply for the leave in My HR Online.

2. Taking Annual Leave at Half Pay

2.1  Staff may elect to take annual leave at half pay subject to agreement of their current Supervisor.

2.2  Annual leave taken at half pay will only be available for a minimum of 1 week’s duration (2.5 days leave credits) per request.

2.3  Annual leave at half pay is only available to staff who at the time of applying have an annual leave balance of less than 45 days.

Step

Action

1.

Discuss taking leave at half pay with your current supervisor and Head of Work Unit and obtain ‘in-principle’ agreement.

2.

Complete the request to take annual leave at half pay form.

3.

Once the application form is completed, forward to Remuneration Services via Service Now.

3. Cashing Out Annual Leave

3.1. Staff may apply to cash out leave, equivalent to the period of leave they have taken in the previous 12 months provided they:

  • Have taken at least 15 days annual leave in the previous 12 month period (pro-rata for part-time staff); and
  • Retain a balance of no less than 20 days (pro-rata for part-time staff); and
  • Apply in writing and there is written agreement between the staff member and their Dean/Director for each occasion leave is cashed out.

Step

Action

1.

Discuss the intended cash out application with your Head of Work Unit and obtain ‘in-principle’ support.

2.

Apply to cash out annual leave on the request to cash out annual leave form .

3.

Forward the completed form to the HR Remuneration Services via Service Now.

Please also note that the cashing out of leave payment occurs within the normal pay cycle.

4. Long Service Leave

4.1  Full-time staff are entitled to Long Service Leave once they have completed 7 years continuous service. Long Service Leave accrues at 1.3 weeks per year of Service for full-time staff.

4.2  Part-Time staff are entitled to a pro-rata amount of LSL once they have completed 7 years of continuous service.

4.3  Casual staff are entitled to a pro-rata amount based on the calculation of the number of hours worked over the entitlement period, and paid after 7 years of continuous service.

4.4  Leave must be taken in a minimum of 2 weeks per instance. Dates for long service leave must be agreed with their Supervisor, and Supervisors must act reasonably in agreeing dates for long service leave.

4.5  Staff must apply in writing at least 6 months prior to taking the leave. The notice period may be reduced by agreement between the staff member and the Dean or Director of the Work Unit.

4.6  Applications from Academic Staff with teaching responsibilities may not extend over more than 1 semester unless more than 6 months long service leave is taken.

Step

Action

1.

Discuss the intended leave with your current supervisor, this would normally be part of the Performance and Development Plan process, and obtain ‘in-principle’ agreement for the leave.

2.

Apply for the leave in My HR Online.

3.

Where applications for long service leave are declined due to operational reasons, the Head of Work Unit will advise the staff member of the reasons for their decision, and will agree an alternative period for the leave to be taken.

5. Procedure for Cashing out Long Service Leave

5.1. Staff may request in writing to cash out any long service leave in excess of 15 weeks at their ordinary rate of pay.

Step

Action

1.

Discuss the intended cash out application with your Head of Work Unit and obtain ‘in-principle’ support.

2.

Apply to cash out long service leave on the request to cash out long service leave form.

3.

Forward the completed form to the HR Remuneration Services team via Service Now. Please note that the cashing out of leave occurs within the normal pay cycles.

6. Leave without Pay

6.1. Leave without pay is not an entitlement. The University recognises there are occasions where leave without pay can bring benefit to the University.

Step

Action

1.

Discuss the intended leave with your Head of Work Unitand obtain ‘in-principle’ support.

2.

Apply for the leave in My HR Online.

3.

The relevant DVC will consider applications for leave without pay greater than 12 months (excluding parental leave) taking into account the advice from both the Head of Work Unit and Director HR.

7. Trade Union Training Leave

7.1  A staff member (other than a casual staff member) may apply for up to 5 days paid leave per calendar year to attend Trade Union Training courses, conferences or seminars. Part-time staff will be entitled to a pro-rata amount of leave.

7.2  A maximum of two staff members per year who are elected to both the National Tertiary Education Union Division and National Council may apply for 2 additional days leave per calendar year to attend Division Council meetings, National Council meetings or Division and National conferences

Step

Action

1.

Discuss the intended leave with your current supervisor, this would normally be part of the Performance and Development Plan process, and obtain ‘in-principle’ agreement.

2.

Apply for the leave in My HR Online.

8. Special Sporting Leave

8.1  A staff member (other than a casual staff member) may apply for up to 5 days paid leave per calendar year (pro rata for part time staff) when they are selected as a  competitor, coach, official or umpire/referee to participate in state, national or international sporting events or competitions in  sports of national significance. These will normally be recognised by the International Olympic or Commonwealth Games Committee.

8.2  Where a Staff Member receives payment: paid leave will be granted on the basis that the Staff Member provides any payments for being a competitor, coach, official or umpire/referee to the University.

Step

Action

1.

Discuss the intended leave with your current supervisor and obtain ‘in-principle’ agreement.

2.

Apply for the leave in My HR Online.

9. Volunteering Leave

9.1. Staff members may apply for up to 2 days per calendar year to be deducted from their Personal/Carers Leave balance to undertake voluntary work for a non-for-profit community organisation

Step

Action

1.

Discuss the intended leave with your current supervisor and obtain ‘in-principle’ support.

2.

Apply for the leave in My HR Online.

10. Cultural Leave

10.1. A Staff member (other than a casual staff member) is entitled to maximum of 5 days paid leave per calendar year to participate in Cultural Leave for the sole purpose of observing holy days or to attend essential religious or cultural duties associated with their particular religious faith, culture or tradition. Part-Time staff will be entitled to a pro-rata amount of Cultural Leave.

10.2. Australian Aboriginal and/or Torres Strait Islander staff members (other than casual) are entitled to a maximum of 5 days paid leave per calendar year to participate in or fulfil cultural obligations related to the culture and/or community group with which they identify. Part-Time staff will be entitled to a pro-rata amount of Cultural Leave.

10.3. Casual Aboriginal and/or Torres Strait Islander staff members are entitled to a maximum of 5 days unpaid leave.

Step

Action

1.

Discuss the intended leave with your current supervisor, this would normally be part of the Performance and Development Plan process, and obtain ‘in-principle’ agreement.

2.

Apply for the leave in My HR Online.

11. Personal and Carer’s Leave

11.1.     Full-time staff members are entitled to 15 days Personal/ Carer’s leave each year.  This leave accrues from year to year.

11.2.     Personal/carer’s leave covers both sick leave and carer's leave and may be granted, subject to available leave accrual, in the following circumstances:

  • If a Staff Member is unfit for work because of personal illness or injury;
  • To provide care or support to a member of their immediate family or household because of a personal illness, injury or unexpected emergency; or
  • Due to instances of domestic violence (leave taken in accordance with Clause 36, Domestic and Family Violence Leave at first instance has been exhausted).

11.3.     Part-time staff are entitled to a pro rata amount of paid Personal/Carer’s leave, according to the number of ordinary hours worked

11.4.     Paid Personal/Carer’s leave will accrue on a pro-rata basis and be credited to staff at the end of each pay fortnight

11.5.     Personal/Carer’s leave continues to accrue when staff take periods of paid leave but does not accrue on any form of unpaid leave

11.6.     Where a staff member has exhausted their paid Personal/Carer’s leave, the Staff Member is eligible for unpaid personal/carers leave.

11.7.     All staff including casual staff are entitled to take 2 days unpaid Personal/Carer’s leave for each occasion a staff member’s immediate family or household requires care or support because of a personal illness, injury or an unexpected emergency to which the staff member and the supervisor agree.

Step

Action

1.

As soon as is possible notify your current supervisor of the circumstances of your absence.  Wherever possible notification should occur prior to your normal starting time.

2.

Apply for the leave in My HR Online by:

  • choosing the Personal and Carer’s leave   dropdown box for the type of leave you are selecting

A step by step guide as to how to apply for leave is available by clicking the ‘need help’ section at the bottom of the page.

3.

Leave in excess of 4 days requires a medical certificate from a Doctor.  If applicable, please provide this to your current supervisor upon your return.

12. Domestic and Family Violence Leave

12.1.     Staff members (other than casual staff) are entitled to take up to 10 days’ paid leave in total per calendar year for absences arising from instances of Domestic and Family Violence.

Step

Action

1.

As soon as is possible advise your current supervisor of the circumstances.  If you do not feel comfortable approaching your current supervisor in the first instance please contact your HR Business Partner.

2.

Apply for the leave in My HR Online.

13. Compassionate Leave

13.1.     Staff members (other than casual staff) are entitled to 3 days paid Compassionate leave on each permissible occasion when a member of the staff member’s immediate family or member of the staff member’s household:

a)  contracts or develops a personal illness that poses a serious threat to their life; or

b)  sustains a personal injury that poses a serious threat to their life; or

c)  dies

13.2.     Part-Time staff will be entitled to a pro-rata amount of Compassionate leave.

13.3.     Casual staff are entitled to 2 days unpaid Compassionate Leave per occasion to not be available to attend work, or to leave work, subject to the provision of appropriate evidence to support their application

Step

Action

1.

As soon as is possible advise your current supervisor of the circumstances.

2.

Apply for the leave in My HR Online.

3.

You may be asked to provide appropriate evidence to support your leave application.

14. State Emergency Services Leave

14.1.     A Staff member (other than casual staff) who is a member of a State Emergency Service, firefighting service, search and rescue unit or other recognised volunteer service organization where required to assist in an emergency situation, will be granted up to 5 days per calendar year with pay. Part-Time staff will be entitled to a pro-rata amount of State Emergency Services Leave.

Step

Action

1.

As soon as is possible advise your current supervisor of the circumstances.

2.

Apply for the leave in My HR Online.

15. Natural Disaster Leave

15.1.     Paid leave will be granted to staff unable to attend their rostered or normal work as a result of floods, cyclonic disturbances, bushfires or earthquakes.

15.2.     Paid leave will be granted to Staff that are required to leave work in order to ensure their own safety, protection of their family and/or property, or to access transport facilities which may later be disrupted or discontinued because of weather conditions for the remainder of the day.

Step

Action

1.

As soon as is possible advise your current supervisor of the circumstances.

2.

Apply for the leave in My HR Online.

3

You may be asked to provide appropriate evidence to support your leave application.

16. Jury Service

16.1.     An employee (other than a casual) who is summoned to perform jury service or to attend any court of law as a witness during their ordinary working hours, shall be granted paid leave for their ordinary hours of work. Paid leave is conditional upon production of a certificate from the court indicating attendance is required and forwarding of the payment received to the University.

16.2.     Approval of this leave is conditional upon:

a)  Production of a letter from the Sheriff's office indicating that attendance is required; and

b)  Forwarding the payment received for jury service to Remuneration Services. Note, any additional paid jury service expenses, such as travel and lunch allowances, do not need to be forwarded to the University.

Step

Action

1.

Discuss the jury service dates with your current supervisor and discuss whether or not an exemption should be applied for.  If the decision is to apply an exemption, your current supervisor can arrange an exemption letter to assist.

·

2.

If the decision is to undertake the jury service, provide evidence to:

  • your   current supervisor, and,
  • HR   Remuneration Services through Service Now, please attach scanned copies of   original documents.

3.

Apply for the leave in My HR Online.

4.

Provide the payment for jury service, normally a signed over cheque to HR Remuneration Services.

17. Australian Defence Reserves Leave

17.1.     A staff member (other than a casual staff member) who is a member of the Australian Defence Reserves will be granted:

  • Up to 4 weeks per year paid leave to undertake service; and
  • Up to 2 weeks paid leave to attend compulsory training.

17.2.     Part-time staff will be entitled to a pro-rata amount of leave.

Step

Action

1.

Discuss the leave with your current supervisor, this would normally be part of the Performance and Development Plan process.

2.

Provide evidence that you are required to attend Australian Defence Reserves service or training to:

  • your   current supervisor, and,

HR Remuneration Services through Service Now, please attach scanned copies of original documents .

3.

Apply for the leave in My HR Online.

*Please note it is necessary to complete steps 2 and 3, as the Service Now system does not manage leave.

4.

At the conclusion of the leave period provide your current supervisor and HR Remuneration Services with a certificate from the Commanding Officer of attendance at the Australian Defence Force training.

Related documents and legislation

James Cook University Enterprise Agreement

Parental Leave Procedure

Annual Leave Guideline for Staff

Administration

NOTE: Printed copies of this procedure are uncontrolled, and currency can only be assured at the time of printing.

Approval Details

Policy Sponsor

Deputy Vice Chancellor, Services and Resources

Version no.

18-1

Date for next Major Review

21/12/2021

Revision History

NOTE: A minor amendment will not result in a change of the next major review date.

Approval date - the date the approval authority approved the establishment, minor or major amendment or disestablishment

Implementation Date - the date the procedure was published in the Policy Library and is the date the procedure takes effect

Version

Approval date

Implementation date

Details

Author

18-1

21/12/2018

21/12/2018

Amendments in line with JCU EA 2016

Manager, Industrial Relations and Policy

17-1

23/06/2017

17/07/2017

Date for next major review date amended to align with Enterprise Agreement negotiations.

Deputy Director, Human Resources

1.0

28/02/2014

 

Procedure established

Workplace Relations

Keywords

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