Leave Guidelines
Designated officer: Director, Human Resources
Date reviewed: 29 November 2005
Contents
1. Introduction
2. Leave types
2.1 Recreation leave
2.2 Sick leave
2.3 Carer's leave
2.4 Bereavement leave
2.5 Public Holidays
2.6 University closedown
2.7 Leave without pay
2.8 Long service leave
2.9 Special leave including cultural and religious leave
2.10 Defence force training
2.11 Jury service
2.12 Leave to contest elections and hold office
2.13 National sporting events leave
2.14 Natural disaster leave
2.15 State emergency call out leave
3. Applying for leave
3.1 How much leave do staff have available?
3.2 How to apply for leave
3.3 The role of the staff member
3.4 The role of supervisors and cost centre managers
3.5 The role of Human Resources
1. Introduction
The University of the Sunshine Coast provides the following types of leave to eligible staff:
- Recreation leave
- Sick leave
- Carer's leave
- Bereavement leave
- Compassionate leave
- Leave without pay
- Long service leave
- Parental leave and maternity leave (refer to separate policy and procedures)
- Special leave including cultural and religious leave
- Defence force training
- Jury service
- Leave to contest elections and hold office
- National sporting events leave
- Natural disaster leave
- State emergency call out leave
The following guidelines are based on a full time staff member working 36.25 hours per week. Fractional staff members' provisions are calculated on a proportionate basis.
With the exception of parental and long service leave, these leave provisions do not apply to casual staff.
Leave may be taken for periods of 15 minutes or greater, except in the case of long service leave, which is normally taken in blocks of no less than 4 weeks.
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2. Leave types
2.1 Recreation leave
Full-time staff are entitled to recreation leave on full pay, with an additional 17.5 percent loading, at the rate of 20 working days for each completed year of service from the date of appointment.
Leave may be accumulated to a total of no greater than 40 working days. The University will advise a staff member in writing, once the staff member's recreation leave balance exceeds 30 days. When a staff member's recreation leave balance reaches 40 days, the University will advise a staff member in writing that a minimum of 15 days recreation leave must be applied for and taken within the six month period from the date of the letter of notification or as otherwise agreed. The staff member will cease to accrue further recreation leave until the 15 day period of recreation leave is taken.
A staff member will apply for leave indicating when they wish the leave to commence, normally giving reasonable notice. Leave will be allowed or deferred at the discretion of the Cost Centre Manager. Taking of recreation leave will be such that the operational requirements of the organisation are met.
Supervisors are to ensure that staff have adequate opportunity to take recreation leave as a continuous period and staff are to inform the supervisor of intentions to take leave. Where a public holiday occurs during the period of recreation leave no deduction will be made from the recreation leave credits of the staff member.
When a staff member is ill for three or more consecutive working days whilst on recreation leave, on provision of a certificate from a registered medical practitioner or a statutory declaration by the staff member, no deduction of recreation leave credits will be made for the period in question.
The 17.5 percent loading component will be payable on the pay period immediately prior to Christmas. The leave loading is calculated on the ordinary salary/wage rate of payment (excluding weekends, public holidays, overtime and penalty rates). Staff will be paid recreation leave as part of their normal pay or they may request payment in advance (4 week's notice is required). On termination of employment, the staff member will be paid pro-rata all accrued recreation leave credits not taken, and receive the pro-rata 17.5 percent loading component.
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2.2 Sick leave
A staff member is entitled to paid sick leave for a period of up to 10 working days per year.
Sick leave is available 12 months in advance during the first year of service, or in advance for appointments of a duration shorter than 12 months. Sick leave then accrues on a pro-rata, cumulative basis after 12 months of service. Any period of sick leave which falls on a public holiday will not be deducted from the staff member's sick leave credits.
A staff member absent from work through illness must advise their supervisor as soon as practicable on the first day of absence.
Applications for sick leave of 3 or more days must be supported by a certificate from a medical practitioner or a statutory declaration stating the nature of the illness and the period or approximate period for which sick leave is required.
A supervisor may request a staff member with a proven regular pattern of sick leave to provide a medical certificate for any sick leave taken in the 6 months following the supervisor's request.
Staff who have used their full entitlement of sick leave may be granted sick leave without pay, subject to the approval of the Cost Centre Manager and satisfactory medical certification. In addition, a staff member may be entitled to use their recreation leave entitlements.
Where a supervisor has concerns about a staff members ability to perform their normal duties on their return from a period of sick leave, they can request that the staff member provide a medical clearance certifying that the staff member is fit to resume normal duties.
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2.3 Carer's leave
Carer's leave is available for a staff member's absence to provide care and support for a member of their immediate family or household under their care when they are ill.
A family member/member of the household includes:
- a spouse (including a former spouse, a de facto spouse and a former de facto spouse) of the staff member. A de facto spouse, in relation to a person, means a person of the opposite or same sex to the staff member who lives with the staff member as the partner of that person on a bona fide domestic basis although not legally married to the staff member
- a child (including adopted child, step-child, ex-nuptial child or foster child), grandchild
- a parent, parent-in-law, grandparent, or sibling of the staff member, and
- a person approved by the Vice-Chancellor or authorising officer
A full-time staff member will be entitled to paid carer's leave at the rate of five days per year. Carer's leave is non-cumulative.
Proof of carer's leave in excess of three days must be furnished by way of a medical certificate from a medical practitioner or via a statutory declaration stating the illness of the person concerned. In addition, a staff member may be entitled to use any sick leave entitlements for the period of absence if carer's leave entitlements have been previously exhausted. A staff member may elect, with the approval of the Cost Centre Manager, to take leave without pay, recreation leave, time off in lieu of payment for overtime or hours accumulated under the flexible work arrangement for the purposes of providing care to a member of their immediate family or household who is ill.
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2.4 Bereavement leave
A staff member can be granted up to two days paid bereavement leave following the death of a close relative. For a death outside Australia, staff are entitled to an additional two days paid bereavement leave for travel purposes. A close relative includes:
- a spouse (including a former spouse, a de facto spouse and a former de facto spouse) of the staff member. A de facto spouse, in relation to a person, means a person of the opposite or same sex to the staff member who lives with the staff member as the partner of that person on a bona fide domestic basis although not legally married to the staff member
- a child (including adopted child, step-child, foster child or ex-nuptial child, grandchild)
- a parent, parent-in-law, grandparent, or sibling of the staff member, and
- a person approved by the authorising officer or Vice-Chancellor (or nominee)
A staff member may be required to show supporting evidence.
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2.5 Public holidays
Staff are entitled to the following holidays, without loss of pay:
- New Year's Day, Good Friday, Easter Saturday, Easter Monday, Christmas Day and Boxing Day, and
- The following days as prescribed in the relevant states, territories and localities: Australia Day, Anzac Day, Queen's Birthday and Labour Day, and
- An additional day as observed in the State of Queensland
Substitute days:
- When Christmas Day or Boxing Day is a Saturday or a Sunday, a holiday in lieu will be observed on 27 December and/or 28 December respectively
- When New Year's Day or Australia Day is a Saturday or a Sunday, a holiday in lieu will be observed on the next Monday
- Where in Queensland, public holidays are declared or prescribed on days other than those set out above, those days will constitute additional holidays for the purpose of this Agreement
Where a staff member is required to work on a public holiday, they will be paid at the ordinary rate of pay, plus 150 percent, with a minimum of four hours work. Fractional staff who usually work on a day of the week on which a public holidays falls and are not required to work on that day, will be paid for the hours which would normally have been worked on that day. Should a public holiday fall on a staff member's rostered day off, the staff member will receive another day off in lieu.
2.6 University closedown
Any day between a Christmas and the next New Year's day, which is not a public holiday, will be treated as a day off without loss of pay or recreation leave credits.
2.7 Leave without pay
Leave without pay may be granted at the discretion of a Cost Centre Manager and usually only after all recreation leave credits have been exhausted. If a continuous period of leave exceeds 10 working days, the period of leave is not recognised as service for the purpose of calculating leave entitlements including long service, recreation and sick leave. Superannuation payments are not made for periods of leave without pay. For leave in excess of four weeks, the staff member's increment date is changed by the total period of leave.
Public holidays which fall in the period of leave without pay form part of the leave. Leave may not be granted in broken periods separated by public holidays or by periods of long service or recreation leave.
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2.8 Long service leave
Staff who complete 10 years continuous service are entitled to long service leave at the rate of 1.3 weeks on full pay per year and proportionate amount for an incomplete year.
Staff must provide least six months written notice of their intention to take long service leave. If less than six months notice is given, it is at the Cost Centre Managers discretion to approve the leave. Leave is normally taken in blocks of not less than four weeks.
The University may direct a staff member with long service leave accruals exceeding 4½ months to proceed on long service leave of up to three months, at a time convenient to the needs of the University.
Upon termination of employment after the 10 year qualifying period, staff will be entitled to receive payment in lieu of accrued long service leave credits not taken.
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2.9 Special leave including cultural and religious leave
Full-time staff may be granted up to three days paid special leave in special circumstances. Fractional staff may be granted special paid leave on a proportionate basis. Special leave is non-cumulative, and accrues on the anniversary of commencement. Special leave may be used for cultural or religious days of observance, subject to the approval of the Cost Centre Manager.
2.10 Defence force training
Staff who are members of the Reserve Forces may be granted leave on full pay to attend naval, military or air force training including Saturdays and Sundays as follows:
|
Type of service |
Annual obligatory training |
One school, class or course per year |
|
Naval Reserve |
13 * per year |
13 per year |
|
Army Reserve |
14 * per year |
16 per year |
|
Air Force Reserve |
16 * per year |
16 per year |
|
49th Battalion/Royal Queensland Regiment/similar reserve of force |
14 ** per financial year |
16 ** per financial year |
* plus up to four days if certified by the Commanding Officer
** plus up to four days if certified by the Commanding Officer and in connection with the continuous 33 days training in May or November, or where travel is required with attendance at one period of continuous training
Evidence must be supplied with the leave application that attendance is necessary. A certificate of attendance from the Commanding Officer must be supplied to the Cost Centre Manager at the end of the leave. Staff should provide notice of such leave and relevant documentation to their supervisor at the earliest opportunity.
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2.11 Jury service
Staff will be granted paid leave to serve as jurors for a stipulated period of attendance required in a court of law. A staff member who attends for jury duty and is required for only part of a day should, if practicable, return to duty for the remainder of the working day.
Where a staff member is on recreation leave or long service leave and is required to serve as a juror, no deduction will be made from their recreation or long service leave entitlements. When this occurs, staff should immediately contact their supervisor to ensure that the appropriate leave is taken.
Staff must provide notice of jury service leave and relevant documentation to their supervisor at the earliest opportunity.
Staff on paid jury service leave must pay the jury service fee to the University. On completion of jury duty, a certificate should be requested from the Sheriff's Office stating the number of appearances and payment received. The staff member should present the certificate and the fee to Financial Services.
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2.12 Leave to contest elections and hold office
A staff member, who has been nominated for election to Parliament or a Local Authority, may continue to receive normal salary payments provided that evidence satisfactory to the Deputy Vice-Chancellor or authorising officer is supplied that duties can be performed in the normal way for the period between the day on which nominations close and the day of the polls.
Staff contesting elections who are unable to perform their normal duties for reasons connected with the conduct of the election campaign may use long service leave, recreation leave or leave without pay for the period between the close of nominations and the day of the poll.
If a staff member is elected to the Parliament of Australia, any State or Territory or as a full-time member of a Local Authority, their appointment with the University may terminate as from the day prior to the first day upon which the staff member is entitled to receive the salary of the office to which elected, unless the University Council determines that the staff member is granted leave without pay for the period of office.
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2.13 National sporting events leave
Full-time staff selected as competitors, officials or umpires/referees to participate in major sporting competitions may be granted five days leave on full pay each year. Fractional staff are entitled to leave on a proportionate basis.
2.14 Natural disaster leave
Where a staff member is prevented from travelling from their usual place of residence to attend duty as a result of floods, cyclonic disturbances, bushfires or earthquakes, three days leave per year may be granted on full pay.
Where a staff member is required to return home before the usual ceasing time to ensure their own safety, protection of their family or property, or availability of transport facilities which may later be disrupted or discontinued because of weather conditions, leave of absence for the remainder of the day may be granted on full pay.
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2.15 State emergency call out leave
Any staff member who is a member of the State Emergency Service, Voluntary Fire Brigade, or similar organisation can take leave during an emergency declared by a recognised authority. Evidence of membership must be provided to the Authorising Officer annually. Prior application and approval for leave are not required, however the staff member's supervisor should be advised as soon as possible.
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3. Applying for leave
3.1 How much leave do staff have available?
Entitlements for recreation, sick and long service leave (when entitled) are printed on staff pay slips. If staff have concerns regarding the accrual of leave entitlements, they should contact Human Resources (Payroll).
3.2 How to apply for leave
To apply to take any type of leave from normal work duties, a staff member must complete a Leave Form.
Leave Forms are available electronically on the staff intranet or can be obtained directly from the Human Resources office.
To complete the Leave Form, staff must complete the following sections:
- Staff ID number
- Type of leave (eg Recreation, Sick, Carer's or Long Service Leave)
- Dates of absence (including first and last day). In the case of fractional staff members or for absences of unusual duration, staff should specify number of hours absent
- For sick leave and carer's leave, staff may be asked to provide appropriate evidence of the absence for three or more days
- Staff member signature
The Leave Form must then be signed by the staff member's supervisor and Cost Centre Manager.
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3.3 The role of the staff member
It is the responsibility of the staff member to lodge a leave application for the period of their absences as soon as possible. In the cases of recreation leave and long service leave, staff may become aware of absences well in advance of the period of leave. In these situations, it is the staff member's responsibility to advise their supervisor of their intended absence so other work arrangements can be made.
The staff member will, wherever practicable, give notice prior to an absence of the:
- intention to take leave
- reasons for taking leave (including the relationship involved when accessing carer's and bereavement leave)
- estimated length of absence
In the cases where it is not possible for a staff member to give prior notice of the absence, the staff member will notify the supervisor of the absence as soon as practicable, stating the details outlined above. Excluding sick leave, where a staff member and supervisor anticipate the absences due to personal reasons may be regular or for extended periods, the staff member and supervisor should explore alternative means of balancing University needs and family and personal responsibilities, including fractional work and job sharing arrangements.
It is the staff member's responsibility to ensure that approval has been given before proceeding on leave.
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3.4 The role of supervisors and cost centre managers
Wherever possible, leave forms will be completed, authorised and processed prior to the commencement of the leave period. Where this is not possible (eg sick leave) the supervisor can complete a leave form on behalf of the staff member or the staff member can complete a leave form on their return to work.
Once the leave form has been received and signed by the supervisor, it is the supervisor's responsibility to forward the leave form to the staff member's Cost Centre Manager for signature and approval. Cost Centre Managers will then provide this documentation directly to Human Resources.
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3.5 The role of Human Resources
Human Resources maintain and process staff records, including leave forms. Human Resources can provide advice on:
- different types of leave available to staff
- leave entitlements
- current leave applications
- previous leave applications
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