Other Leave Types Schedule

Schedule overview

1 Purpose

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 except those on casual appointments.

Up to three days per occasion on full pay upon the death of a close relative or where an Employee's immediate family contracts or develops a personal illness that poses a serious threat to their life, or sustains a personal injury that poses a serious threat to their life.

Close relatives for this purpose are spouse/partner, parent, mother-in-law, father-in-law, sister, brother, sister-in-law, brother-in-law, daughter, son, stepdaughter, stepson, stepfather, stepmother, stepsister, stepbrother, half-sister, half-brother, grandparent, granddaughter, grandson, son-in-law, daughter-in-law, any other person approved by the Delegate. (This is inclusive of same-sex partners and families).

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 Human Resources 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 Human Resources 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 Human Resources 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 (non cumulative) 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 USQ 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 Human Resources 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 the USQ 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

Executive Director (Human Resources) 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:

  • for enhancing the Employee's academic or industrial experience which will provide real benefits to the University;
  • for personal development purposes;
  • on compassionate grounds (and compassionate or carer's leave is not available) and the Employee wishes to preserve available annual leave and long service credits;
  • an absence caused by ill-health, where personal leave entitlements have been exhausted and the Employee wishes to preserve annual leave and long service leave credits;
  • personal reasons, where good and sufficient reasons exist for the leave (this example could be inclusive of transgender reassignment surgery).

In all cases, approval is subject to the convenience of the University.

For periods of leave of more than six months, the following apply:

  • The Employee will be required to use available long service leave credits in excess of 18 weeks, where the leave is for personal reasons, unless otherwise approved.
  • An Employee will be paid or must exhaust all annual leave entitlements prior to commencing leave, unless due to exceptional circumstances this is waived by the Delegate.
  • Approval will be subject to the Supervisor confirming that satisfactory alternative arrangements can be made to meet the needs of the faculty or section during the absence.
  • There will be no expectation that the Employee will return to the position held prior to taking leave (with the exception of parental or carer's leave). The Employee is entitled to be placed in a position with no less salary classification.

Periods of leave without pay have the following effects on other entitlements:

  • Unpaid leave up to a period of one month will be recognised as service, for the purpose of calculating eligibility for long service leave, annual leave and personal leave. Periods in excess of one month will not be recognised as service for leave purposes.
  • The increment date will be deferred by a period equivalent to the whole period of leave without pay where the period of leave is in excess of one month (for a period of up to one month, the Employee's increment date will not be changed).
  • The period of absence without salary in excess of one month will not count as service for the accrual of annual leave in that calendar year. Annual leave loading will be adjusted in the same way.
  • Where leave has been granted due to incapacity, and WorkCover compensation is paid, annual leave accrual is not affected.
  • The anniversary date on which an Employee becomes eligible for a further grant of personal leave will be deferred by a period equivalent to the whole period of leave without pay.
  • Where unpaid leave has been granted due to ill-health or injury, for periods up to three months, this period will be recognised as service, for the purpose of calculating eligibility for long service leave, annual leave and personal leave. Periods in excess of three months will not be recognised as service for leave purposes.

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.

Paper-based utilising Absence Request Form.

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 Domestic and Family 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.

Paper-based utilising Absence Request Form.

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.

Paper-based utilising Absence Request Form.

3.13 Domestic and Family Violence leave

Category

Eligible Employees

Entitlement

Conditions

Authorising Officer

Minimum Notice

Application Process

Domestic and Family Violence Leave

All Employees

Paid leave up to a maximum of five working days.

Employees may also access this leave as paid and/or unpaid Special Leave, the amount of which is negotiable.

Employees may be required to provide supporting documentation or evidence when requesting access to leave or other flexible working arrangements.

Supervisor

As soon as practical.

Paper-based utilising Absence Request Form.

4 Delegated Responsibilities

Approver

Level of Delegation

Supervisor

Approval of annual leave.

5 References

Nil.

6 Schedule Information

Accountable Officer

Executive Director (Human Resources)

Responsible Officer

Executive Director (Human Resources)

Policy Type

University Procedure

Approved Date

12/12/2018

Effective Date

3/4/2019

Review Date

3/4/2022

Relevant Legislation

USQ Enterprise Agreement

Related Policies

Salaries, Classifications and Entitlements Policy

Related Procedures

Leave of Absence Procedure

Related forms, publications and websites

Leave of Absence Form

Definitions

Terms defined in the Definitions Dictionary

Delegate (noun)

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.

Domestic and Family Violence

Domestic and Family Violence behaviour includes, but is not limited to, physical or sexual violence, emotional or psychological abuse, financial abuse or any behaviour that is threatening or coercive or in any other way controls or dominates an individual which causes safety or well-being concerns for that individual....moreDomestic and Family Violence behaviour includes, but is not limited to, physical or sexual violence, emotional or psychological abuse, financial abuse or any behaviour that is threatening or coercive or in any other way controls or dominates an individual which causes safety or well-being concerns for that individual.

Employee

A person employed by the University and whose conditions of employment are covered by the USQ 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 USQ 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.

Procedure

An operational instruction that sets out the process to operationalise a Policy....moreAn operational instruction that sets out the process to operationalise a Policy.

University

The term 'University' or 'USQ' means the University of Southern Queensland....moreThe term 'University' or 'USQ' means the University of Southern Queensland.

USQ Enterprise Agreement

University of Southern Queensland Enterprise Agreement 2018-2021....moreUniversity of Southern Queensland Enterprise Agreement 2018-2021.

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.

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, Domestic and Family Violence

Record No

15/2938PL

Complying with the law and observing Policy and Procedure is a condition of working and/or studying at the University.

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