To manage leave, meeting institutional requirements and treating individual staff members fairly and consistently.

Transcription

1 Corporate Polces & Procedures People and Development - Document CPP216 Leave Management Frst Produced: Current Verson: Past Revsons: Revew Cycle: Apples From: 09/09/09 07/02/17 09/09/09, 26/10/12 3 years Immedately Authorsaton: Offcer Responsble: Te Kāhu Manukura Drector Corporate Servces Major changes/addtons snce the last verson was approved are ndcated by a vertcal lne n the left hand margn. 1 Introducton 1.1 Purpose To manage leave, meetng nsttutonal requrements and treatng ndvdual staff members farly and consstently. 1.1 Scope and Applcaton Ths polcy apples to all staff, wth the provso that t cannot overrde enttlements provded n a staff member s employment agreement. 1.2 Delegatons Refer to the People and Development Delegatons Schedule, reference Defntons HR Kosk: Part of the Human Resources Informaton System (HRIS) software that allows for electronc bookng and approval of leave. Authorsed Closedown: Any formal shut down of part or all of Ara operatons/actvtes as authorsed by the Chef Executve or ther Delegate. Related Legslaton or Other Documentaton Holdays Act 2003 Jures Act 1981 Volunteers Employment Protecton Act 1973 Ara Collectve Employment Agreements (Infoweb) Indvdual Employment Agreements Code of Professonal Practce Related Ara Polces CPP203 Workload CPP214 People and Development Management CPP215 Four for Fve Good Practce Gudelnes (Infoweb) Workload Gudelnes Notes Leave management was ncluded as part of the People and Development Management polcy untl 2009, when a separate polcy was ntroduced. Further nformaton or assstance Management and staff may seek further advce from: ther mmedate supervsor the desgnated HR Busness Partner for ther area People and Development Unt (P&D) People and Development Infoweb page. All polces on the Ara InfoWeb are the current verson. Please check date of ths hard copy before proceedng. Page 1 of 5

2 2 Prncples 2.1 Ths polcy s subject to provsons n legslaton and employment agreements and cannot overrde ether. 2.2 The tmng of leave wll nvolve balancng organsatonal and ndvdual staff needs. 2.3 The requred approval process and records wll be appled across the Insttute. 2.4 Annual Leave s mportant for rest and recovery and to mantan work/lfe balance and as such s requred to be taken. 2.5 It s Ara polcy not to buy back leave as s allowed for n the legslaton, except where there are extenuatng crcumstances as determned by the employer and approved accordng to the Delegaton Schedule. 3 Assocated Procedures for Ara Corporate Polcy on: Leave Management Contents: 3.1 General 3.2 Leave Types a Annual Leave b Sck Leave c Bereavement/Tanghanga Leave d Jury Servce e Carry-over of leave f Leave and the Authorsed Closedowns g Other Types of Pad Leave h Specal Leave Wthout Pay 3.1 General a b c d e f g All leave, wth the excepton of that nvolvng llness or for compassonate reasons, wll be approved n advance. Notfcaton of absence for llness or compassonate reasons can be by emal or phone. If a Manager s absent from work a delegated person wll be responsble for recevng notfcatons of unplanned absences. Managers wll check enttlements and leave taken before approvng leave. Where there s concern regardng a staff member s absence the Manager wll contact People and Development regardng the approprate next steps. The steps wll depend entrely on the stuaton. Leave planners for annual and dscretonary leave enttlements wll be prepared by academc staff and submtted for approval to ther Manager by 31 March each year. The Manager has the dscreton to approve the planned leave n total or n part. Should the Manager not approve the leave plan n total, a meetng wll be held wth the staff member to dscuss the ssues and an alternatve plan developed. Once the Manager approves the leave plan the employee wll book the planned leave through HR Kosk. Managers of non-academc staff may also requre staff to complete an annual leave plan. Leave bookngs for most types of leave are submtted to HR Kosk by the staff member and approved by the Manager holdng that authorty, usually ther lne Manager. If the Manager has not completed the approval wthn a set number of days, t s automatcally escalated to ther Manager. All polces on the Ara InfoWeb are the current verson. Please check date of ths hard copy before proceedng. Page 2 of 5

3 h j Managers wll ensure that staff know how to book ther leave takng nto account the varatons wthn the terms of condtons of employment. P&D and Payroll staff members can assst wth queres. Managers can book leave through HR Kosk on behalf of employees where a staff member s absent and was not able to book the leave n advance or the staff member has not booked leave that has been taken. Payroll staff also have ths ablty when authorsed to do so by the staff member or the staff member s manager. A staff member who s offcally on leave cannot change that leave status by attendng work or workng off-ste. 3.2 Leave Types a b c Annual Leave v v Tenured staff are enttled to annual leave n accordance wth ther employment agreement. Fxed term staff may be enttled to annual leave, accordng to the wrtten condtons of ther employment. Academc staff plannng annual and dscretonary leave enttlements wll arrange ths leave so that t does not occur at the same tme as ther tmetabled teachng responsbltes. A staff member who s on or about to take annual leave who becomes sck or njured; or has a partner or dependant who becomes sck or njured; or suffers a bereavement n terms of the Bereavement secton below; may apply to change the annual leave bookng to sck or bereavement leave to whch they have an enttlement, wth the followng condtons: Sck Leave To change the leave to sck leave, they wll provde a medcal certfcate. To change the leave to bereavement leave, they wll provde evdence to ther Manager that crtera for bereavement leave are met. Any changes that occur durng annual leave that change the nature of the leave wll be negotated wth the relevant manager as soon as s possble. Managers can drect staff to take annual leave where the staff member has faled to take ther enttlement to annual leave. The Holdays Act 2000 provdes the enttlement after one year of servce. Managers must consult wth ther HR Advsor before ssung any drectve of ths nature. Tenured staff accrue an enttlement to sck leave n accordance wth ther employment agreement. Fxed term staff may not have an enttlement to sck leave, however the mnmum statutory enttlements wll apply where approprate. Staff and Managers should check the letter of employment for clarfcaton or seek advce from ther HR Busness Partner. Bereavement/Tanghanga Leave Enttlement to bereavement/tanghanga leave s spelt out n many employment agreements. Where t s not, statutory enttlements wll apply. Evdence of the relatonshp of the employee to the deceased person may be requred n ether case. Legslated bereavement/tanghanga leave All polces on the Ara InfoWeb are the current verson. Please check date of ths hard copy before proceedng. Page 3 of 5

4 v v v Three days on the death of the staff member s spouse (husband, wfe, or de facto partner whether that partner s of the same or dfferent gender), parent, chld, brother or sster, grandparent, grandchld or spouse s parent. One day on the death of any person f the employer accepts that the employee has suffered bereavement as a result of the death. The relevant factors are the closeness of the assocaton between the employee and the deceased person, whether the employee has to take sgnfcant responsblty for all or any of the arrangements for the ceremones relatng to the death and any cultural responsbltes of the employee n relaton to the death. Where possble, staff members wll let ther Manager know n advance that they may need to take bereavement/tanghanga leave. When bereavement occurs Managers wll be senstve to the staff member s prortes and needs. The Manager, at an approprate tme, wll advse the staff member of ther leave enttlement and the process for seekng addtonal leave (bereavement/tanghanga, annual, sck or leave wthout pay) f that becomes necessary. It s the Manager s responsblty to ensure that leave taken s recorded n due course on HR Kosk. Addtonal bereavement/tanghanga leave may be consdered where sgnfcant travel (at least two days) s requred to attend the funeral/tang and/or the employee has sgnfcant responsbltes for the funeral or tang arrangements and the deceased person s not a relatve for whch a three-day bereavement/tanghanga leave enttlement apples. In exceptonal crcumstances bereavement/tanghanga leave may be provded beyond that specfed n the staff member s employment agreement or by the legslaton. A request for addtonal leave must nclude the reason/s the addtonal leave s sought. Approval to grant addtonal leave s n accordance wth the People and Development Delegatons Schedule. When more leave s used than the bereavement/tanghanga leave enttlement and any approved addtonal leave, other accrued leave enttlements may be used. If a staff member does not have an accrued enttlement to sck or annual leave, then leave n advance or leave wthout pay may be granted by a manager or P&D staff member n accordance wth the People and Development Delegatons Schedule. Where an employee s on other pad leave and a bereavement occurs the employee wll advse ther Manager and wll submt a leave applcaton form amendng the leave type on ther return. The leave form wll state the relatonshp between the employee and the deceased person. Evdence of the relatonshp may be requred. d e Carry Over of Leave Leave of any type may not be carred forward nto the followng year unless: t s provded for by legslaton that overrdes an employment agreement; t s provded for n the staff member s employment agreement; and/or, t has been approved by the manager who holds the approprate delegaton. Leave and the Authorsed Closedowns Where a closedown perod s authorsed n accordance wth the Holdays Act then staff are requred to take annual leave. If the staff member has not accrued suffcent annual leave to cover the closedown perod, then leave n advance wll be granted. Should the staff member cease employment before accrung suffcent leave to offset the advance then the staff member s fnal pay wll be reduced accordngly. f Jury Servce A staff member summoned for Jury Servce wll advse ther Manager as soon as possble of the summons and the week n whch they are requred to attend the Court. The Manager should note whch Court the summons s for, as the maxmum a Dstrct Court tral wll last s three weeks and the maxmum for the Hgh Court s three months, f the staff member were to be selected to be on a jury. All polces on the Ara InfoWeb are the current verson. Please check date of ths hard copy before proceedng. Page 4 of 5

5 Ara must release the employee to attend jury servce unless the staff member s excused from the servce by the Court. Informaton provded wth the summons explans the reasons that can be used to excuse a person from jury servce. Ara supports ts staff partcpatng n jury servce although approprately delegated Managers can provde to staff a letter supportng ther beng excused. g h Other Types of Pad Leave Any other type of pad leave provded for n an employment agreement, or by law, or by specal polcy made from tme to tme s managed n accordance wth those contractual requrements and the People and Development Delegatons Schedule. If the leave sought s not provded n the applcable employment agreement or precluded by law then t cannot be approved to be taken. Specal Leave Wthout Pay Leave wthout pay for any reason s subject to the delegated Manager determnng the approprateness of such leave on the bass of the followng consderatons: the extent of dsrupton to the operaton of the Insttute any demonstrable beneft to the Insttute and/or any relevant compassonate or famly related crcumstances. The Manager may requre a wrtten proposal from the staff member partcularly when extended leave s beng sought. The delegaton at whch such leave can be approved vares dependng on the duraton of leave sought. All polces on the Ara InfoWeb are the current verson. Please check date of ths hard copy before proceedng. Page 5 of 5