Manual of Policies and Procedures

B/6.8 Other types of leave

Contact Officer

Associate Director, Human Resources (Workplace Relations)

Approval Date

28/04/2020

Approval Authority

Vice-Chancellor and President

Date of Next Review

01/05/2023

6.8.1 Purpose
6.8.2 Application
6.8.3 Roles and responsibilities
6.8.4 Leave application and approval
6.8.5 Defence Reserve Forces
6.8.6 Jury service
6.8.7 State Emergency Services
6.8.8 Trade union
6.8.9 Definitions
6.8.10 Delegations
Related Documents
Modification History

6.8.1 Purpose

This policy outlines other types of leave provided for staff through the Enterprise Agreements such as for specific categories of community service leave.

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6.8.2 Application

This policy applies to all staff, unless otherwise specified.

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6.8.3 Roles and responsibilities

Position Responsibility

Staff member

  • provides as much notice as possible of the proposed leave
  • informs their supervisor/manager of the proposed leave
  • submits an application for leave

Supervisor/manager

  • considers a staff member’s application for leave
  • provides recommendation to the authorising officer
Authorising officer
  • determines the final outcome of an application for leave
Human Resources Department
  • provides support to staff/supervisors/managers/authorising officers applying this policy

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6.8.4 Leave application and approval

A staff member should endeavour to provide as much notice as possible. If it is not possible for the staff member to give prior notice, the staff member will notify the supervisor of such absence at the earliest opportunity on the first day of absence.

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6.8.5 Defence Reserve Forces

Staff who formally advise the University of their enlistment in the Defence Reserve Forces may be granted leave to attend Navy, Army or Air Force peacetime training or deployment (Defence Service) in accordance with the Defence Reserve Service (Protection) Act 2001.

Staff (excluding casual professional and sessional academic staff) have the following entitlements, in accordance with the Australian Federal Government’s recommendations as follows:

Defence service duty Entitlement

Reserve member undertaking defence service

4 weeks (20 working or 28 calendar days) paid leave per annum. This entitlement accumulates and can be taken over a two-year period

Reserve member required to attend defence service recruitment/initial employment training

Additional 2 weeks (10 working or 14 calendar days) paid leave during first year of defence service

After the above paid leave entitlements are exhausted in accordance with this provision, a reserve member may take unpaid Defence Reserve Forces leave in accordance with the Defence Reserve Service (Protection) Act 2001. Any continuous period of leave without pay exceeding 10 working days:

  • is not recognised as service for the purpose of calculating long service leave, recreation leave and sick/carer’s leave
  • will affect the staff member’s average service fraction for the purpose of calculating paid parental leave entitlements.

For academic and professional staff, leave without pay in excess of one month will result in the staff member’s increment date being changed by the total period of leave. If leave without pay is taken during a period of probation, the probation will be suspended for the period of the leave without pay.

Defence Reserve Forces leave granted (paid or without pay) for any period will not break continuity of service in accordance with the Defence Reserve Service (Protection) Act 2001.

The University will not require a reserve member to pay their reserve salary to the University while rendering Defence Service.

A reserve member’s entitlement to access approved remuneration package benefits (other than the payment of their salary by the University) will be unaffected by their absence on Defence Reserve Forces leave.

The University will make reasonable attempts to keep reserve members undertaking Defence Service abreast of relative developments and workplace changes in their absence.

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6.8.6 Jury service

Staff (excluding casual professional and sessional academic staff) have the option for jury service to be taken as either full pay or without pay.

Casual professional and sessional academic staff may only access jury service leave without pay.

A staff member may elect to:

  • take leave without pay and retain all jury fees; or
  • apply for jury service leave on full pay, and refund all jury fees to the University.

A staff member is required to produce reasonable evidence in support of an application for leave for the purposes of jury service such as a certificate or other suitable evidence issued by the court indicating the number of appearances, cases involved and payments received. Further information on jury service leave is available on the Digital Workplace (QUT staff access only).

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6.8.7 State Emergency Services

State Emergency Service

A staff member (excluding casual professional and sessional academic staff) who is a member of the State Emergency Service (SES) can take paid leave during an emergency declared as per the Disaster Management Act 2003, or at the discretion of the Executive Director, Human Resources. A staff member is required to provide evidence of State Emergency Service membership.

Other recognised emergency management bodies

A staff member who is a member of a recognised emergency management body can take unpaid leave for a voluntary emergency management activity or other eligible community service activity. Evidence of membership is required prior to accessing the leave.

Prior formal application and approval for leave are not required to attend such emergencies at short notice if prior arrangements have been approved by the authorising officer.

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6.8.8 Trade union

A staff member (excluding casual professional and sessional academic staff) may be granted five days per calendar year to attend trade union or similar courses or seminars associated with their membership. The authorising officer will consider requests for more than five days leave per year. A staff member may be required to produce reasonable evidence in support of an application for trade union leave.

Trade union delegates in nominated position(s) within their union may use trade union leave to attend conferences associated with their position(s).

Trade union leave will be granted at the ordinary rate of pay.

The approval of trade union leave is subject to the operation of the work area not being unduly affected or inconvenienced and the staff member applying at least two weeks prior to the commencement of the leave. The University will not be liable for any expenses associated with a staff member's attendance at trade union courses or seminars.

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6.8.9 Definitions

Recognised emergency management body means:

  • a body that has a role or function under a plan that is for coping with emergencies / natural disasters (prepared by the Commonwealth or a state or territory)
  • a fire-fighting, civil defence or rescue body
  • any other body which has a substantial purpose in responding to an emergency or natural disaster, such as the State Emergency Service (SES).

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6.8.10 Delegations

Refer to Appendix 3 Schedule of Authorities and Delegations (VC108, VC110, VC113).

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Related Documents

QUT Enterprise Agreement (Academic Staff) (QUT staff access only)

QUT Enterprise Agreement (Professional Staff)
(QUT staff access only)

Defence Reserve Service (Protection) Act 2001

Disaster Management Act 2003

Fair Work Act 2009 (Cth)

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Modification History

Date

Sections

Source

Details

28.04.20 All Associate Director, Human Resources (Workplace Relations) Periodic review - minor revisions only
09.05.18 B/6.8.2 Associate Director, Policy and Workplace Relations Defence Reserve Forces leave revised in accordance with Federal Government provisions effective 27.11.17
17.11.14 All Manager, Policy and Workplace Relations Editorial amendments to reflect the termination of the senior staff agreement

24.01.11

All

Vice-Chancellor

Periodic review - policy revised to reflect the current industrial instrument

18.04.09

B/6.8.2

Vice-Chancellor

Policy revised in accordance with Federal Government provisions

17.11.05

All

Vice-Chancellor

New policy

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