Procedure overview
- 1 Purpose
- 2 Scope
- 3 Procedure Overview
- 4 Procedures
- 5 Delegated Responsibilities
- 6 References
- 7 Schedules
- 8 Procedure Information
1 Purpose
PLEASE NOTE: All human resource management policy instruments are currently under review to ensure alignment with the new Enterprise Agreement. Contact the People Portfolio for more information.
To outline the categories of leave and the associated entitlements and absence provisions available to Employees.
2 Scope
This Procedure applies to eligible Employees in accordance with the conditions and entitlements outlined in the relevant schedule.
3 Procedure Overview
This Procedure details the conditions and entitlements relating to leave of absence.
4 Procedures
4.1 Categories of leave
The following categories of leave are available at the University and are outlined in the relevant Schedule:
Category of Leave | Schedule |
Annual | Annual Leave Schedule |
Personal Carer's | Personal and Carer's Leave Schedule |
Parental | Parental Leave Schedule |
Long Service Leave | Long Service Leave Schedule |
Compassionate Jury Service and Court Attendance Major Sporting Competitions Defence Reserve Forces Trade Union Training Leave Emergency Attendance Election Time Off In Lieu of Overtime Leave without Pay Worker's Compensation Special Cultural and Ceremonial Leave Family and Domestic Violence Leave | Other Leave Schedule |
4.2 End of year arrangements
During closure of the University between 25 December and 1 January in the following year inclusive, the University will not require an Employee to utilise annual leave entitlements during this closure period.
4.3 Gazetted show holidays
An Employee will not normally be scheduled to attend work on another campus on the gazetted show holiday for their base campus and suitable arrangements should be made as early as possible to permit this to occur.
However, in instances where this is unavoidably required due to the operational and service provision requirements of the particular work area, the following arrangements will apply:
- For professional Employees, the Employee will be paid at 250% of the ordinary rate in accordance with Clause 42.1.2(e) of the Enterprise Agreement.
- For academic Employees, the Supervisor and Employee must identify an alternative leave day at a mutually agreed time, normally within the following three month period. For example, if a University Springfield Employee is scheduled to work at the Toowoomba Campus on the Ipswich gazetted show holiday, the Employee and their Supervisor must mutually agree on a suitable substitute day of leave. Employees are not required to utilise annual leave entitlements for this substitute day.
4.4 How to apply for leave
An Employee request for a leave of absence must be approved by the Delegate to achieve minimum disruption to the operations of the University. Employees must apply for leave using HR Self Service for categories available online and the Absence Request Form for categories not available online.
All applications for leave require the approval of the Supervisor or other Delegate as outlined in the relevant schedule.
All completed paper-based Absence Request forms must be forwarded to the People Portfolio for processing.
4.5 Absence from duty
Where an Employee is absent without prior notice and approval from the University, the Employee must notify their Supervisor as soon as is practicable. The Employee will be required to advise the Supervisor of the nature and estimated length of the absence.
Where an Employee's absence extends past the length of absence advised to the University, the Employee will notify the Supervisor of any changes.
Failure by an Employee to advise the University of the reason for any absence of more than 10 sequential working days will be considered to be abandonment of employment, and the Employee will thereby be deemed to have terminated the Employee's employment. Refer to the Enterprise Agreement.
4.6 Leave records
Leave records will be maintained on the Human Resources Management System by the People Portfolio. Employee leave records will be retained in accordance with the General Retention and Disposal Schedule (GRDS) issued by Queensland State Archives.
5 Delegated Responsibilities
Approver | Level of Delegation |
Supervisor | Approval of annual, personal, carer's, compassionate (including extended close relative definition), long service, jury service, major sporting competitions, defence, workplace relations, emergencies, election, TOIL, leave without pay less than four weeks. |
Category 4 Delegate or above | Approval of parental (including special conditions relating to parental (Maternity) leave), leave without pay more than four weeks and up to six months, workers compensation. |
Category 3 Delegate or above | Approval or otherwise of special leave. |
Category 2 Delegate or above | Approval of leave without pay more than six months and up to two years. |
6 References
Nil.
7 Schedules
This procedure must be read in conjunction with its subordinate schedules as provided in the table below.
8 Procedure Information
Accountable Officer | Chief People Officer |
Responsible Officer | Chief People Officer |
Policy Type | University Procedure |
Policy Suite | |
Subordinate Schedules | |
Approved Date | 17/4/2019 |
Effective Date | 17/4/2019 |
Review Date | 3/4/2024 |
Relevant Legislation | |
Policy Exceptions | |
Related Policies | |
Related Procedures | |
Related forms, publications and websites | |
Definitions | Terms defined in the Definitions Dictionary |
Delegate (noun) means the officer, Employee or committee of the University to whom, or to which, a delegation of authority has been made under this Policy....moreDelegate (noun) means the officer, Employee or committee of the University to whom, or to which, a delegation of authority has been made under this Policy. A person employed by the University and whose conditions of employment are covered by the Enterprise Agreement and includes persons employed on a continuing, fixed term or casual basis. Employees also include senior Employees whose conditions of employment are covered by a written agreement or contract with the University....moreA person employed by the University and whose conditions of employment are covered by the Enterprise Agreement and includes persons employed on a continuing, fixed term or casual basis. Employees also include senior Employees whose conditions of employment are covered by a written agreement or contract with the University. Family and Domestic Violence means violent, threatening or other abusive behaviour by certain individuals known to an Employee that both seeks to coerce or control the Employee, and causes them harm or fear....moreFamily and Domestic Violence means violent, threatening or other abusive behaviour by certain individuals known to an Employee that both seeks to coerce or control the Employee, and causes them harm or fear. An operational instruction that sets out the process to operationalise a Policy....moreAn operational instruction that sets out the process to operationalise a Policy. The term 'University' or 'UniSQ' means the University of Southern Queensland....moreThe term 'University' or 'UniSQ' means the University of Southern Queensland. University of Southern Queensland Enterprise Agreement 2023-2026....moreUniversity of Southern Queensland Enterprise Agreement 2023-2026. | |
Definitions that relate to this procedure only | |
Supervisor Any person responsible for leading the activities of others. In the context of this Procedure, a Supervisor includes Employees at any classification level or title who have responsibilities for leading, managing or supervising work teams and/or individual Employees. | |
Keywords | Annual, personal, sick, parental, carer's, compassionate, long service, leave, professional development, Employee exchange, jury service, major sporting competitions, defence forces, workplace relations, emergencies, election, leave without pay, worker's compensation, special, cultural and ceremonial, Family and Domestic Violence |
Record No | 13/356PL |