Schedule overview
- 1 Purpose
- 2 Scope
- 3 Schedule
- 3.1 Compassionate leave
- 3.2 Jury service/Court attendance
- 3.3 Major sporting competitions
- 3.4 Defence reserve forces
- 3.5 Trade union training leave
- 3.6 Emergency attendance
- 3.7 Election
- 3.8 Time off in lieu of overtime
- 3.9 Leave without pay
- 3.10 Worker's compensation
- 3.11 Special leave
- 3.12 Cultural and ceremonial leave
- 3.13 Family and Domestic Violence leave
- 4 Delegated Responsibilities
- 5 References
- 6 Schedule 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 other leave type entitlements available to Employees.
2 Scope
This schedule must be read in conjunction with the Leave of Absence Procedure and is subordinate to it.
This schedule applies to all eligible Employees.
3 Schedule
Eligible Employees will be provided with a clear understanding of other leave type entitlements.
3.1 Compassionate leave
Category | Eligible Employees | Entitlement | Conditions | Authorising Officer | Minimum Notice | Application Process |
Compassionate | All Employees. | Up to three days per occasion if:
Casual Employees are entitled to unpaid compassionate leave. All other Employees are entitled to compassionate leave on full pay. | An Employee's immediate family, for the purpose of compassionate leave, includes:
An Employee's household, for the purposes of compassionate leave, includes their other relatives (e.g., cousins, aunts, or uncles). Where an Employee requires additional compassionate leave to fulfil cultural requirements or to travel interstate or overseas, paid special leave may be granted upon application to the Delegate. | Supervisor | Not applicable. | Online utilising HR Self Service. |
3.2 Jury service/Court attendance
Category | Eligible Employees | Entitlement | Conditions | Authorising Officer | Minimum Notice | Application Process |
Jury Service/ Court Attendance | All Employees except those on casual appointments. | As necessary. | An Employee performing jury service or attending court as a witness will be granted leave upon production of a certificate from the Sheriff's Office or relevant court officer indicating attendance. Any payment received by the Employee for Jury Service and/or witness duty, should be paid to the University. | Supervisor | Verbal notice on the day absence commences. A leave application must be made immediately following return to work. | Online utilising HR Self Service. A hard copy certificate of attendance must be sighted by the Supervisor prior to approving the leave and forwarded to the People Portfolio for record keeping. |
3.3 Major sporting competitions
Category | Eligible Employees | Entitlement | Conditions | Authorising Officer | Minimum Notice | Application Process |
Major Sporting Competitions | All Employees except those on casual appointments. | Paid leave of up to five working days per annum. | For Australian representation at State or National level as player or coach. Documentary evidence of selection is required. | Supervisor | Two weeks. | Online utilising HR Self Service. A hard copy notice of selection must be sighted by the Supervisor prior to approving the leave and forwarded to the People Portfolio for record keeping. |
3.4 Defence reserve forces
Category | Eligible Employees | Entitlement | Conditions | Authorising Officer | Minimum Notice | Application Process |
Defence Reserve Forces | All Employees except those on casual appointments. | Attendance at annual training camps, classes or courses. Up to 16 calendar days or up to 18 days where certified by the commanding officer. | Authorised Training Notice to be supplied. | Supervisor | Two weeks. | Online utilising HR Self Service. A hard copy training notice must be sighted by the Supervisor prior to approving the leave and forwarded to the People Portfolio for record keeping. |
3.5 Trade union training leave
Category | Eligible Employees | Entitlement | Conditions | Authorising Officer | Minimum Notice | Application Process |
Trade Union Training Leave | All Employees except those on casual appointments. Office Bearers or Elected Representatives. | Five working days each year on normal salary. Additional five days each year. | An Employee may be granted up to five working days leave on ordinary rates each calendar year (noncumulative) to attend trade union training courses and seminars, provided that the University is not involved in any other costs except for the payment of extra remuneration where relieving arrangements are instituted to cover the absence of the Employee. The Employee is required to provide documentary evidence of the registration for the course/seminar. In addition to the leave entitlement provided, an Employee who is an office bearer or elected representative of a trade union covered by the Enterprise Agreement may be granted up to a further five days leave each calendar year (non-cumulative) to conduct official union business such as meetings of State or National union bodies which require the attendance of the Employee. | Supervisor | Two weeks. | Online utilising HR Self Service. A hard copy notice of registration must be sighted by the Supervisor prior to approving the leave and forwarded to the People Portfolio for record keeping. |
3.6 Emergency attendance
Category | Eligible Employees | Entitlement | Conditions | Authorising Officer | Minimum Notice | Application Process |
Emergency Attendance | All Employees except those on casual appointments. | As required, subject to approval. | Officers who are members of the State Emergency Service, voluntary members of local firefighting units, auxiliaries of fire brigades, Honorary Ambulance Officers and St John Ambulance volunteers. | Supervisor | As required. | Online utilising HR Self Service. |
3.7 Election
Category | Eligible Employees | Entitlement | Conditions | Authorising Officer | Minimum Notice | Application Process |
Election | All Employees except those on casual appointments. | Total period not exceeding two months. | When contesting a Federal, State or Local Government election, leave may be debited from accrued annual leave or long service leave, or taken without salary. | Supervisor | Four weeks. | Online utilising HR Self Service. |
3.8 Time off in lieu of overtime
Category | Eligible Employees | Entitlement | Conditions | Authorising Officer | Minimum Notice | Application Process |
Time Off In Lieu of Overtime | Professional Employees up to and including Salary Level 10, except those on casual appointments. | Up to 72 hours of time in lieu of overtime may be accrued within a six month period. Where a professional Employee is unable to take the leave within the 12 month period, the balance is able to be paid out on application at the rate that applied at the time the overtime was worked. | Time off in lieu is calculated on an hour for hour basis. Overtime must be approved prior to time worked. Leave must be taken within 12 months of the day on which the overtime was worked, unless the balance is paid out on application. Applications for leave in lieu of overtime must state the date(s) and time(s) overtime was worked. | Supervisor Chief People Officer for the payment of the time off in lieu. | Two weeks. | Online utilising HR Self Service. |
3.9 Leave without pay
Category | Eligible Employees | Entitlement | Conditions | Authorising Officer | Minimum Notice | Application Process |
Leave without pay | All Employees except those on casual appointments. | As approved up to a maximum of two years. | Leave without pay is a special provision which may be granted on infrequent occasions to an Employee's particular need. Leave without pay may be approved for any of the following reasons:
In all cases, approval is subject to the convenience of the University. For periods of leave of more than six months, the following apply:
Periods of leave without pay have the following effects on other entitlements:
Employees contemplating leave without pay should discuss their superannuation options with the Superannuation Officer. | Supervisor for periods of less than 4 weeks. Category 4 Delegate or above for periods up to and including six months. Category 2 Delegate or above for periods of more than six months and up to two years (note that leave of this duration is regarded as exceptional). | Two weeks notice for leave less than 10 days. Six weeks notice for leave 10 days or longer. | |
3.10 Worker's compensation
Category | Eligible Employees | Entitlement | Conditions | Authorising Officer | Minimum Notice | Application Process |
Worker's Compensation | All PAYG Employees | Unlimited - dependent upon Work Cover granting the claim | First 26 weeks granted. For more information refer to Workers Compensation and Rehabilitation Act 2003. All leave accruals such as personal leave, annual leave, long service leave and incremental progression are not affected. | Category 4 Delegate or above. | Not applicable. | Submission of worker's compensation medical certificate. |
3.11 Special leave
Category | Eligible Employees | Entitlement | Conditions | Authorising Officer | Minimum Notice | Application Process |
Special Leave | All Employees except casuals | Negotiable | Where an Employee has exhausted their entitlements to paid leave, a further period of paid or unpaid special leave, for reasons including but not limited to matters relating to cultural and ceremonial purposes, or transgender reassignment surgery, may be granted upon application to the Delegate. In exceptional circumstances, which may include Family and Domestic Violence, the Delegate may approve special paid or unpaid leave where entitlements to paid leave have not been exhausted. | Category 2 Delegate or above. | As soon as practical. | In consultation with People Portfolio (People Partnerships Team). |
3.12 Cultural and ceremonial leave
Category | Eligible Employees | Entitlement | Conditions | Authorising Officer | Minimum Notice | Application Process |
Cultural and Ceremonial Leave | All Aboriginal or Torres Strait Islander Employees (excluding casuals) for the purposes of fulfilling ceremonial obligations. | Paid leave up to a maximum five working days and Unpaid leave up to ten working days, per calendar year. | Aboriginal and Torres Strait Islander Ceremonial Obligation means an obligation that may be 'traditional' or 'urban' in nature and may include initiation, birthing and naming, funerals, smoking or cleansing and sacred site or land, sea or sky ceremonies. Fractional Employees are entitled to leave on a pro-rata basis. An Employee may elect to use annual leave in lieu of any unpaid leave granted for this purpose. Employees may be required to provide supporting documentation or evidence when requesting access to leave. | Paid and unpaid leave - Supervisor. | As soon as practical. | Online utilising HR Self Service. |
3.13 Family and Domestic Violence leave
Category | Eligible Employees | Entitlement | Conditions | Authorising Officer | Minimum Notice | Application Process |
Family and Domestic Violence Leave | All Employees including casuals | Paid leave up to a maximum of 10 working days within a 12-month period. Special Leave can be negotiated as required. | Chief People Officer | As soon as practical. | In consultation with People Portfolio (People Partnerships Team). | |
4 Delegated Responsibilities
Approver | Level of Delegation |
Supervisor | Approval of annual leave. |
5 References
Nil.
6 Schedule Information
Accountable Officer | Chief People Officer |
Responsible Officer | Chief People Officer |
Policy Type | University Procedure |
Policy Suite | |
Approved Date | 12/5/2023 |
Effective Date | 12/5/2023 |
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. University of Southern Queensland Enterprise Agreement 2023-2026....moreUniversity of Southern Queensland Enterprise Agreement 2023-2026. 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. | |
Definitions that relate to this schedule 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. Short Term Unpaid Leave Unpaid leave taken in the pay period immediately before or after the Christmas closedown period. | |
Keywords | Leave, compassionate leave, special leave, cultural and ceremonial leave, worker's compensation, leave without pay, time off in lieu, TOIL, election leave, emergency attendance, trade union, defence leave, reserve forces leave, major sporting leave, jury service, court attendance, jury duty, Family and Domestic Violence |
Record No | 15/2938PL |