Manual of Policies and Procedures

B/7.1 Attendance and working hours

Policy Owner

Director, Human Resources - Centres of Expertise

Approval Date


Approval Authority

Vice-Chancellor and President

Date of Next Review


7.1.1 Academic staff
7.1.2 Senior staff
7.1.3 Professional staff
7.1.4 Variable working hours scheme for professional staff
7.1.5 Flexible hours arrangements for professional staff
Related Documents
Modification History

7.1.1 Academic staff

Academic staff below the level of head of school work under the direction of their head of school and have an overall responsibility to perform assigned duties in the interests of maintaining the efficient operation of QUT. The duties and workload of an academic staff member are determined by the head of school following consultation with the staff member. The provisions relating to availability of academic staff and workload allocation are outlined in clauses 34 and 35 of the QUT Enterprise Agreement (Academic Staff).

Duties and attendance requirements for sessional academic staff are detailed in B/4.2 and in Schedule 5 of the QUT Enterprise Agreement (Academic Staff).


7.1.2 Senior staff

There are no specific hours of duty for senior staff (SSGA - SSGE). Attendance is required to ensure maximum efficiency and productivity in the particular work area.


7.1.3 Professional staff

The provisions relating to hours and patterns of work for professional staff, including work cycle, overtime, breaks, penalty rates, shift work and flexible hours arrangements are contained in the QUT Enterprise Agreement (Professional Staff) - Part C.

Staff are required to work within the span of hours in accordance with the category in which they are employed (clause 27 of the QUT Enterprise Agreement (Professional Staff)), except where a flexible hours arrangement is introduced.

Policy relating to flexible hours arrangements is detailed in B/7.1.5 below.

Attendance Records

All professional staff classified at HEW Levels 1-7 (inclusive) must complete attendance records. Attendance records must be submitted to and approved by the staff member’s supervisor at the end of each four week cycle.

Supervisors may request staff above HEW Level 7 who are participating in the variable working hours scheme to complete attendance records.


7.1.4 Variable working hours scheme for professional staff

The variable working hours scheme allows supervisors and staff to negotiate a flexible working pattern within the existing span of hours. Regular flexible working patterns outside of a staff member's normal span of hours may be agreed in accordance with provisions in B/7.1.5. Implementation of the scheme must ensure that the staffing requirements of the organisational area are met, while allowing for some flexibility to staff working patterns.

Under the variable working hours scheme, staff may take rostered full or part days off work provided they work the total monthly number of ordinary hours between the span of hours prescribed in clause 27.1 of the QUT Enterprise Agreement (Professional Staff).

Negotiation between staff and supervisors should be undertaken to facilitate the development of individual staff work patterns. All professional staff at QUT may participate in the variable working hours scheme, subject to the following conditions:

  • Administration of the scheme shall be the responsibility of heads of organisational units;
  • Heads of organisational units have the right to refuse a staff member's participation in the scheme where it can be demonstrated that there would be an impediment to the efficient operation of the organisational unit should participation in the scheme be permitted;
  • Heads of organisational units must provide to the relevant staff member(s) a written explanation for refusing their participation in the scheme. Similarly, heads of organisational units will inform their own supervisors why staff within their area have been refused access to the variable working hours scheme;
  • Staff are required to work their total prescribed hours per four-week cycle.

The following general requirements are also applicable:

  • All rostered time off is taken as standard working hours;
  • Heads of organisational units shall arrange staffing to ensure the area will operate efficiently throughout normal working hours each day. This staffing must be arranged from existing staff resources;
  • Rostered time off must be arranged in advance by mutual agreement with the supervisor. Carryover of debits or credits of hours into the subsequent pay period is not permitted except in exceptional circumstances. Authority for approval rests with the relevant head of organisational unit, who must sign the attendance records accordingly;
  • Grievances arising from this scheme will be dealt with in accordance with the University's procedures for grievance resolution (B/10.1 Staff complaints).

Provisions regarding rest pauses, meal breaks and overtime prescribed in Part C of the QUT Enterprise Agreement (Professional Staff) apply.


7.1.5 Flexible hours arrangements for professional staff

Flexible hours arrangements allow for the option of varying a staff member's existing span of hours working arrangements in response to the operational needs of the organisational unit and/or in response to the needs of staff within it.

All research assistants and senior research assistants will work flexible hours arrangements as detailed in subclause 29.4 of the QUT Enterprise Agreement (Professional Staff). Staff whose working patterns are primarily of a shift work nature as detailed in clause 28 of the QUT Enterprise Agreement (Professional Staff) are excluded from participating in flexible working hours arrangements .

For all other professional staff this arrangement may be initiated by either the staff member or the supervisor and can only be introduced following consultation with and agreement between the supervisor of the organisational unit and each staff member affected.

The following provisions apply to the making or varying of a flexible hours arrangement:

(a) Any variation to the existing span of hours of work will still require a regular pattern of work over the four (4) week cycle. The period of time for which any arrangement will apply shall not exceed twelve (12) months.

(b) Where a supervisor wishes to vary the existing span of hours of a staff member, the reasons for and benefits of the proposed variation should be discussed with all staff affected. Where a staff member wishes to vary their working hours they should discuss the proposed variation with their supervisor who must also consider all other staff who may be affected by the proposed variation.

(c) All reasonable requests by either the staff member or supervisor for additional flexibility or for changes to a flexible hours arrangement should be given reasonable consideration.

(d) Issues to be considered when varying existing hours arrangements include, but are not limited to:

  • family responsibilities
  • safety and travelling requirements
  • the operational requirements of the organisational unit, and
  • the impact on other staff who may be affected by the variation.

(e) Any variation to the spread of hours worked will require the agreement of all affected staff members. Agreement will not be sought through the exertion of undue pressure or intimidation.

(f) Where agreement on a variation to hours is reached, this will be recorded in writing by the supervisor and the relevant staff member. The staff member will be provided with a copy of the agreement.

(g) A flexible working arrangement may be varied by mutual agreement or discontinued by the supervisor or staff member, after consultation with all affected staff. In such circumstances reasonable notice will be given, but notice shall be no later than four (4) weeks before any variation to hours of work begins.

(h) If a staff member or supervisor is unable to comply with a proposed variation, the matter should be discussed fully between the staff member and supervisor. The staff member or supervisor may be supported by a person of their choosing, including where the staff member requests a staff representative(s). A representative is a person chosen by the affected staff member(s) to assist or represent them. At the choice of the staff member this person may be a union officer or official.

(i) Any disputes arising out of the implementation of this policy may be referred by either the staff member or the supervisor under the Staff complaints policy (B/10.1).

Further details are contained in clause 33 of the QUT Enterprise Agreement (Professional Staff).


Related Documents

MOPP B/8.1 QUT Code of Conduct

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

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

Senior staff employment arrangements (QUT staff access only)


Modification History





27.01.22 B/7.1.3, B/7.1.6 Director, Human Resources - Centres of Expertise Revised policy to align with revised HR delegations and to remove references to the EA COVID-19 Schedule
20.08.20 B/7.1.6 Associate Director, Human Resources (Workplace Relations) New section to reflect the Enterprise Agreement Variations
03.11.14 All Governance and Legal Services Editorial amendments to reflect the termination of the senior staff agreement
27.10.11 All Vice-Chancellor Revised policy
15.10.12 B/7.1.3 Human Resources Department Minor editorial change to reflect change in terminology




Revised policy relating to approval of timesheets




Policy updated and revised to include provisions for flexible hours arrangements