Human Resources Workforce Management Handbook Voluntary Flexible Work Arrangements Procedure IMPLEMENTATION Aim This procedure prescribes the application process that an eligible staff member must follow to request a Voluntary Flexible Work Arrangement (VFWA) consistent with clause 4.15 and 4.16 of the University of Adelaide Enterprise Agreement (as amended) and the Workforce Management Policy. 1 Objectives 1.1 To ensure that all Voluntary Flexible Work Arrangement applications have been approved in accordance with this procedure. 2 Scope and Application 2.1 Inclusions This procedure applies to: a) All fixed-term and continuing staff members who have worked at the University for at least one (1) year; and b) Casual staff members who meet the following conditions: they have been employed by the University on a regular and systematic basis for a sequence of periods of employment of at least 12 months immediately before making the request; and there is a reasonable expectation of continuing employment on a regular and systematic basis. 2.2 Application The University of Adelaide aims to ensure that staff members are able to balance their work and other (including family) commitments by supporting voluntary flexible work arrangements (VFWA). In addition to requests for accommodating flexibility in working hours or location of work, the VFWA s that may be requested by eligible staff members at the University of Adelaide include: Reduced Employment Fraction Purchased Leave Arrangement Compressed Weeks. Consistent with the provisions of the Fair Work Act 2009 (Cth) and clauses 4.15 and 4.16 of the University of Adelaide Enterprise Agreement (as amended), requests to participate in a VFWA may be made by eligible staff members in the following circumstances: The staff member is the parent, or has responsibility for the care, of a child or children. The child or children will normally be under 19 years of age and the staff member will be their primary carer; The staff member is a carer [within the meaning of the Carer Recognition Act 2010 (Cth)]; The staff member has a disability; The staff member is 55 or older; The staff member is experiencing violence from a member of the staff member s family; The staff member provides care or support to a member of the staff member s immediate family, or a member of the staff member s household, who requires care and support because the member is experiencing violence from the member s family. Authorised by Chief Operating Officer and Vice-President (Services and Resources) Review Date: 5 February 2019 Page 1 of 10
3. Process: Request a VFWA Person Responsible Actions 3.1 Staff Member a) Familiarise yourself with clauses 4.15 and 4.16 of the University of Adelaide Enterprise Agreement (as amended) and the Workforce Management Policy. b) Ensure that you meet the Eligibility, General Conditions, and Circumstances provisions outlined in clause 4.15 of the Enterprise Agreement. c) Complete the appropriate Application Form and attach any supporting documentation required: Reduced Employment Fraction Application Form (Appendix A) Compressed Weeks Application Form (Appendix B) Purchased Leave Application Form (Appendix C) d) Submit the application to your Supervisor for endorsement. 4. Process: Approve or decline a request for a VFWA Person Responsible Actions 4.1 Supervisors a) Familiarise yourself with clauses 4.15 and 4.16 of the Enterprise Agreement and the Workforce Management Policy. b) Discuss the VFWA application with the staff member and, where possible, reach an agreement that meets their needs and the needs of the University. If approved: c) Agree on a preferred date for implementing the VFWA and an end date. d) Agree on a review period at least every 12 months. e) Endorse the Application Form and forward it to the Head of School/Branch (or other appropriate delegation holder) for approval. If an agreement cannot be reached: f) Advise the staff member in writing why their VFWA application has not been accepted. g) Document the decision making process and the alternatives discussed. h) Provide a copy to the staff member for their records and ensure a copy is stored on their staff file. i) Advise the staff member that under clause 4.15 of the Enterprise Agreement a review may be sought through the Staff Complaints Policy (as amended). 4.2 Head of School/Branch (or other appropriate delegation holder) a) Approve the Application Form (on the recommendation of the Supervisor) and forward it to the Human Resources Branch for processing and recording purposes on the staff member s file. Authorised by Chief Operating Officer and Vice-President (Services and Resources) Review Date: 5 February 2019 Page 2 of 10
5. Process: Terminate a VFWA Person Responsible 5.1 Supervisor or Staff Member (if applicable) Actions a) Initiate the termination of a VFWA in writing and comply with the conditions and notice periods set out under clause 4.15 of the University of Adelaide Enterprise Agreement. b) Provide a copy of the correspondence to the Human Resources Branch for processing. 6. Definitions Carer 1) Within the meaning of the Carer Recognition Act 2010, a carer is an individual who provides personal care, support and assistance to another individual who needs it because that other individual: a) has a disability; or b) has a medical condition (including a terminal or chronic illness); or c) has a mental illness; or d) is frail and aged. 2) An individual is not a carer in respect of care, support and assistance he or she provides: a) under a contract of service or a contract for the provision of services; or b) in the course of doing voluntary work for a charitable, welfare or community organisation; or c) as part of the requirements of a course of education or training. 3) To avoid doubt, an individual is not a carer merely because he or she: a) is the spouse, de-facto partner, parent, child or other relative of an individual, or is the guardian of an individual; or b) lives with an individual who requires care. Reasonable Business Grounds Reasonable business grounds include but are not limited to: The new working arrangements requested by the staff member would be too costly for the University; There is no capacity to change the working arrangements of other staff members to accommodate the new arrangements requested by the staff member; It would be impractical to change the working arrangements of other staff members, or recruit new staff members to accommodate the new working arrangements requested by the staff member; The new working arrangements requested by the staff member would result in a significant loss of productivity or efficiency; The new working arrangements requested by the staff member would be likely to have a significant negative impact on customer service. Delegated Authority The University of Adelaide Act 1971 specifically assigns to the Vice-Chancellor and President responsibility "for the academic standards, management and administration of the University". The Vice-Chancellor and President must, in order to carry out these responsibilities, delegate a range of authorities to the University's senior managers and the staff who report to them. All delegations apply to positions and not to individuals. They are granted to individually identified positions and also to multiple positions holding the same levels of delegation. Authorised by Chief Operating Officer and Vice-President (Services and Resources) Review Date: 5 February 2019 Page 3 of 10
7. Useful information and resources 7.1 University related documents and Policies Workforce Management Policy University of Adelaide Enterprise Agreement (as amended) 7.2 Related Legislation Carer Recognition Act 2010 (Cth) Disability Discrimination Act 1992 (Cth) Equal Opportunity Act 1984 (SA) Fair Work Act 2009 (Cth) Sex Discrimination Act 1984 (Cth) 7.3 Useful Web-links Authorised by Chief Operating Officer and Vice-President (Services and Resources) Review Date: 5 February 2019 Page 4 of 10
Appendix A (Page 1 of 2) VOLUNTARY FLEXIBLE WORK ARRANGEMENTS APPLICATION FORM: REDUCED EMPLOYMENT FRACTION Complete and forward a scanned copy of the form and attachments to the Human Resources Service Centre for processing. SECTION 1: STAFF MEMBER DETAILS Staff ID: School/Branch:... Work phone:... Title:... Family name:... Given names (in full):... Position FTE:... SECTION 2: FLEXIBLE WORK ARRANGEMENT PROPOSAL FOR A REDUCED EMPLOYMENT FRACTION If the request is for a reduction in employment fraction, please indicate the reason: Care of Child Care of a Family Member Reduced Employment Fraction (other) Please outline the effect you think this arrangement will have on your Branch/School, your colleagues, your current workload allocation, and how any adverse effects may be able to be addressed. Be prepared to discuss this with your immediate supervisor....... FURTHER ASSISTANCE FOR STAFF: To assist you complete Section 2 and to prepare for a discussion with your immediate supervisor, please give some thought to: your responsibilities the impact on your work and professional development objectives as outlined in your Planning, Development and Review and how any adverse effects might be addressed any potential savings to your work area s budget as a result of your proposed arrangement, e.g. salary and oncosts, and outline how these savings might offset any costs associated with your proposed flexible work arrangement, e.g. engaging a replacement staff member on a fixed-term basis for the purposes of job sharing how you will maintain effective working relationships and communicate with colleagues, your supervisor/manager and other stakeholders how you will accommodate attendance at meetings, training or conferences a process for addressing urgent deadlines and unforeseen requirements how the success of your proposed flexible work arrangement will be measured, e.g. work or professional development objectives outcomes achieved or feedback from colleagues and other stakeholders. SECTION 3: PROPOSED WORK PATTERN Your previous work hours and pattern will be in effect up to the commencement date nominated on this form. If your nominated commencement date does not fall on Monday following the pay day (i.e., it is part way through a pay period), this may result in an anomaly for your first pay on this new pattern. If you think this may be an issue, please contact the HR Service Centre to discuss options. Please nominate the duration and work pattern of your Flexible Work Arrangement. Please pay specific attention to commencement date as mentioned above. Preferred commencement date:...... End date:... Part-time FTE:... Review date:... (If you wish to change your hours on a continuing basis, please contact the HR Service Centre on 31111). WEEK ONE WEEK 2 (Pay week) Mon Tue Wed Thurs Fri Total Hrs Mon Tue Wed Thurs Fri Pay Day Total Hrs Dates --/--/-- --/--/.. --/--/-- --/--/-- --/--/-- --/--/-- --/--/-- --/--/-- --/--/-- --/--/-- Hours Mins 1 full day = 7 hours and 21 minutes (decimal = 7.35 hours )/ 1.0 FTE Authorised by Chief Operating Officer and Vice-President (Services and Resources) Review Date: 5 February 2019 Page 5 of 10
Appendix A (Page 2 of 2) SECTION 4: SUPERANNUATION If you are a current Defined Benefit Division/Accumulation 2 member (i.e., if you receive 17% superannuation) and wish to maintain your higher member and employer superannuation contribution while on reduced hours, please contact the HR Service Centre on 31111 to discuss your options. SECTION 5: STAFF MEMBER S SIGNATURE AND SUPERVISOR S SUPPORT (please print names) Staff Member Supervisor: Supported Not supported Signature: Date:... Name:... Please retain a copy for your records Signature:.. Date:... SECTION 6: AUTHORISATION OF THE FLEXIBLE WORK ARRANGEMENT Head of School / Branch (or other appropriate delegation holder) Name (please print)... Signature:... Date:... A HR Advisor is available to discuss options for flexible work arrangements with staff and supervisors. Please contact the HR Service Centre in the first instance, extension: 31111 or email: hrservicecentre@adelaide.edu.au Authorised by Chief Operating Officer and Vice-President (Services and Resources) Review Date: 5 February 2019 Page 6 of 10
Appendix B (Page 1 of 2) VOLUNTARY FLEXIBLE WORK ARRANGEMENT APPLICATION FORM: COMPRESSED WEEKS (NINE DAY FORTNIGHT) Complete and forward a scanned copy of the form and attachments to the Human Resources Service Centre for processing. SECTION 1: STAFF MEMBER DETAILS Staff ID: School/Branch:... Work phone:... Title:... Family name:... Given names (in full):... Position FTE :... SECTION 2: FLEXIBLE WORK ARRANGEMENT PROPOSAL COMPRESSED WEEKS Please outline the effect you think this arrangement will have on your Branch/School, your colleagues, your current workload allocation, and how any adverse effects may be able to be addressed. Be prepared to discuss this with your immediate supervisor. Further assistance on completing this section is available on page two of this application form. FURTHER ASSISTANCE FOR STAFF: To assist you complete Section 2 and to prepare for a discussion with your immediate supervisor, please give some thought to: your responsibilities the impact on your work and professional development objectives as outlined in your Planning, Development and Review and how any adverse effects might be addressed any potential savings to your work area s budget as a result of your proposed arrangement, e.g. salary and oncosts, and outline how these savings might offset any costs associated with your proposed flexible work arrangement, e.g. engaging a replacement staff member on a fixed-term basis for the purposes of job sharing how you will maintain effective working relationships and communicate with colleagues, your supervisor/manager and other stakeholders how you will accommodate attendance at meetings, training or conferences a process for addressing urgent deadlines and unforeseen requirements how the success of your proposed flexible work arrangement will be measured, e.g. work or professional development objectives outcomes achieved or feedback from colleagues and other stakeholders. SECTION 3: PROPOSED WORK PATTERN Please nominate the proposed duration and work schedule of the Compressed Weeks Arrangement. Please pay specific attention to commencement date relative to the pay day of the corresponding pay cycle. Further assistance on completing this section is available on page two of this application form. Preferred commencement date:...... End date:... WEEK ONE Mon Tue Wed Thurs Fri Total Hrs WEEK 2 (Pay week) Mon Tue Wed Thurs Fri Pay Day Total Hrs Dates --/--/-- --/--/-- --/--/-- --/--/-- --/--/-- --/--/-- --/--/-- --/--/-- --/--/-- --/--/-- Hours Mins The maximum number of hours work per day permissible in a compressed weeks arrangement is 9.5 hours. Authorised by Chief Operating Officer and Vice-President (Services and Resources) Review Date: 5 February 2019 Page 7 of 10
Appendix B (Page 2 of 2) SECTION 5: STAFF MEMBER S SIGNATURE AND SUPERVISOR S SUPPORT (please print names) Staff Member Supervisor: Supported Not supported Signature: Date:... Please retain a copy for your records Name:... Signature:.. Date:... SECTION 5: AUTHORISATION OF THE FLEXIBLE WORK ARRANGEMENT Head of School / Branch (or other appropriate delegation holder) Name (please print)... Signature:... Date:... A HR Advisor is available to discuss options for flexible work arrangements with staff and supervisors. Please contact the HR Service Centre, extension 31111 or email: hrservicecentre@adelaide.edu.au in the first instance Authorised by Chief Operating Officer and Vice-President (Services and Resources) Review Date: 5 February 2019 Page 8 of 10
Appendix C (Page 1 of 2) VOLUNTARY FLEXIBLE WORK ARRANGEMENT APPLICATION FORM: PURCHASED LEAVE TAFF TRANSFER ADVICE RM Complete and forward a scanned copy of the form and attachments to the Human Resources Service Centre for processing. SECTION 1: STAFF MEMBER DETAILS Staff ID: School/Branch:... Work phone:... Title:... Family name:... Given names (in full):... Position FTE :... SECTION 2: FLEXIBLE WORK ARRANGEMENT PROPOSAL PURCHASED LEAVE Please outline the effect you think this arrangement will have on your Branch/School, your colleagues, your current workload allocation, and how any adverse effects may be able to be addressed. Be prepared to discuss this with your immediate supervisor. Further assistance on completing this section is available on page two of this application form. FURTHER ASSISTANCE FOR STAFF: To assist you complete Section 2 and to prepare for a discussion with your immediate supervisor, please give some thought to: your responsibilities the impact on your work and professional development objectives as outlined in your Planning, Development and Review and how any adverse effects might be addressed any potential savings to your work area s budget as a result of your proposed arrangement, e.g. salary and oncosts, and outline how these savings might offset any costs associated with your proposed flexible work arrangement, e.g. engaging a replacement staff member on a fixed-term basis for the purposes of job sharing how you will maintain effective working relationships and communicate with colleagues, your supervisor/manager and other stakeholders how you will accommodate attendance at meetings, training or conferences a process for addressing urgent deadlines and unforeseen requirements how the success of your proposed flexible work arrangement will be measured, e.g. work or professional development objectives outcomes achieved or feedback from colleagues and other stakeholders. SECTION 3: PROPOSED PURCHASED LEAVE DATES Purchased leave must be booked in a minimum of one-week blocks via Staff Services Online. Applications for purchased leave must be requested at a minimum of four weeks and up to a maximum of eight weeks and must be booked in a minimum of one week blocks. Please advise actual dates intended to be taken as purchased leave. All purchased leave must be taken in the year it is due. In the event that you cannot take purchased leave due to operational requirements, you will be reimbursed for the untaken purchased leave in a lump sum. Please pay specific attention to commencement date relative to the pay day of the corresponding pay cycle. Further assistance on completing this section is available on page two of this application form. Agreement Effective Date:... Begin:... Return:... Total days:... Begin:... Return:... Total days:... Begin:... Return:... Total days:... Begin:... Return:... Total days:... Begin:... Return:... Total days:... Begin:... Return:... Total days:... Begin:... Return:... Total days:... Begin:... Return:... Total days:... Authorised by Chief Operating Officer and Vice-President (Services and Resources) Review Date: 5 February 2019 Page 9 of 10
Appendix C (Page 2 of 2) SECTION 4: SUPERANNUATION If you are a current Defined Benefit Division/Accumulation 2 member (i.e. if you receive 17% superannuation) and wish to maintain your higher member and employer superannuation contribution while on reduced hours, please contact the HR Service Centre on 31111 to discuss your options. SECTION 5: STAFF MEMBER S SIGNATURE AND SUPERVISOR S SUPPORT (please print names) Staff Member Supervisor: Supported Not supported Signature: Date:... Name:... Please retain a copy for your records Signature:.. Date:... SECTION 6: AUTHORISATION OF THE FLEXIBLE WORK ARRANGEMENT Head of School / Branch (or other appropriate delegation holder) Name (please print)... Signature:... Date:... A HR Advisor is available to discuss options for flexible work arrangements with staff and supervisors. Please contact the HR Service Centre, extension 31111 or email: hrservicecentre@adelaide.edu.au in the first instance. Authorised by Chief Operating Officer and Vice-President (Services and Resources) Review Date: 5 February 2019 Page 10 of 10