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Procedure: Other leave

Purpose

To inform staff of their entitlement and the procedures for the taking of other leave types.

Procedure

  1. All staff, except casual general and sessional academic staff, are eligible to apply for the following leave (paid and unpaid), provided for under the ANU Enterprise Agreement and the Staff Leave policy.

Leave Type

Qualification

Entitlement & accruals

Conditions

War service

All staff (except casual general and sessional academic staff)

Special credit of 9 weeks sick leave at commencement

Additional sick leave credit of 15 days with accrual up to maximum of 45 days

Staff who served full time overseas as a member of the Australian Defence Force in an operational area described in Sch.2 of the Veteran's Entitlements Act 1986 during the specified period

Defence service (Navy, Army or Air Force)

Staff member is in the Australian Defence Reserve

Up to 20 days per year

The delegate may grant leave with pay

Jury and witness

Staff member summoned as a prospective juror or witness

Paid for the period necessary for attendance at court or before a relevant industrial /employment tribunal

The staff member must pay the University any fees received or alternatively take annual or long service leave or accrued flex credits to which he or she is entitled, and retain the fee

Leave without pay (LWOP)

The delegate may grant an application for LWOP in accordance with the process and condition in clauses 59 to 20 of this procedure.

LWOP, including any form of unpaid parental/grandparental leave does not break continuity of service but does not count for service for accrual of any leave or any other like purpose

Salary is not payable nor will additional leave be granted for public holidays and/or University closure which occurs during the period of LWOP.

LWOP will not be granted in broken periods to take advantage of public holidays.

Staff are not entitled to take personal leave during any period of leave without pay

Emergency Services Leave

A staff member is a member of a recognised emergency service organisation. Reasonable notice is provided.

Delegate is prepared to release the staff member from duty to assist in responding to the emergency.

Provide documentation stating they had been officially requested to assist in the emergency during the period of absence (can be on return).

Leave with pay may be granted to an employee who is a member of a State Emergency Service, fire-fighting service, search and rescue unit or other volunteer service performing similar functions to enable the employee to fulfil an obligation to that service in the event of a civil emergency.

Any fees that a staff member receives for emergency service should be paid to the University. However, if the staff member takes recreation or long service leave while on emergency service leave the fee paid for those days may be retained.

If the staff member is on a period of approved leave, a rostered day off or the emergency occurs on a public or University holiday the time will not be reinstated for that particular period of approved emergency leave.

Leave of absence granted under this category counts for service for all purposes and the periods of release from duty will not normally exceed, in total, 4 working days in any calendar year. The delegate may approve additional unpaid leave in exceptional circumstances for the time the employee is engaged in eligible community service activity, including reasonable travelling time associated with the activity and reasonable rest time immediately following the activity.

These conditions do not apply to attendance at bushfires or other emergency situations which endanger University property. In such cases, where the Delegate considers that it is in the interests of the University for employees to participate in the emergency, those employees who agree to do so are regarded as acting in the course of their duties.

Leave application process

  1. Where practicable, all staff are required to submit an online leave application (HORUS) in advance of the leave being taken for:
  • Defence Force Leave
  1. Staff are required to submit a paper Application for Leave form in advance of the leave being taken for:
  • Leave without Pay
  • Jury and Witness Leave
  • Emergency Services Leave
  1. Staff wishing to apply for War Service sick leave credit should apply in writing through the College/Division HR Manager for the respective Dean/Directors' approval.

Applying for leave without pay

  1. Staff may apply to their relevant delegate for a period of leave without pay (LWOP) up to twelve months. The application should include a comprehensive statement of the purpose of the absence and of the grounds which would justify its approval. If the purpose is to engage in outside employment a separate application will need to be submitted in accordance with the University's policy on work outside of the ANU. In these circumstances, it would be helpful if a letter from the potential employer, showing the precise nature of the invitation and the reasons for it, were included..
  2. Leave without pay is not an entitlement and the delegate may attach conditions to any period of leave without pay.
  3. Applications will be considered on their merits including the benefits to the University, but at all times approval will be subject to the convenience of the area.
  4. Staff members will normally be required to use all available recreation leave credits and accrued long service leave before commencing LWOP.
  5. Application for grandparent leave without pay will not be unreasonably refused.

Conditions for LWOP

  1. Periods of leave without pay does not break continuity of service but will not count as qualifying periods of employment for the purposes of calculating recreation leave, long service leave, sick leave, or any other entitlement, except where this provision is inconsistent with the University's parental leave provision.
  2. Superannuation is not paid by the University during periods of leave without pay. Contributors to UniSuper may either suspend membership (and contributions) during leave without pay or maintain membership by paying both their own and the University's contribution for the period of leave without pay. Contributors to the Commonwealth Superannuation Scheme are required to pay their own member contributions and the ANU will continue to pay the employer contributions for absences of 12 weeks or less. For longer periods contributions may be payable. In special circumstances, where the leave without pay is for a purpose which will result in substantial benefits to the University, the University may meet the employer's contribution.
  3. Any absence on LWOP, other than unpaid parental leave and grandparent leave, will delay the anniversary date for increments by the period of leave as it does not count for service.
  4. Staff are not entitled to take personal leave during any period of leave without pay.

Approval of LWOP

  1. Approval for LWOP up to twelve months, other than that associated with Parental, Grandparent and Adoption Leave provisions, will be at the delegate's discretion and subject to his or her consideration of the circumstances on which the request is based and the work area's operational requirements. The delegate should specify whether or not any extension to the LWOP will be granted.
  2. The staff member will be expected to return to their substantive position and resume full normal duties at the conclusion of their period of LWOP at which time they will be reinstated on the payroll system. If this will not be possible, the delegate must specify the alternate arrangements in the documentation authorising the LWOP.
  3. Where leave without pay is granted simply to enable a staff member who is leaving the University to maintain his or her membership in a superannuation scheme for an agreed period, this must be specified in the documentation authorising the LWOP.
  4. A request to return to work during a period of LWOP will be subject to the delegate's approval and should be accompanied by a written cancellation of the LWOP for the period in question. Advice should be obtained on the superannuation and leave implications of the options.
  5. Staff members should not presume that any application for a period of LWOP or an extension to an approved period of LWOP will necessarily be approved.

Exercise of approval delegations

  1. A delegate must exercise their delegation to approve a leave application in accordance with the conditions and approval arrangements specified in this procedure and up to 12 months only.
  2. Applications for LWOP in excess of twelve months must be referred to the Director, Human Resources Division with a recommendation from the delegate and must outline the benefits to the University of granting the leave.
  3. Applications for LWOP should be submitted as early as possible but not less than 2 months prior to the applicant proceeding on leave.

Information

Printable version (PDF)
Title Other leave
Document Type Procedure
Document Number ANUP_000613
Version 7
Purpose To inform staff of their entitlement, and the procedures, for taking leave other than annual or personal. Other leave includes Defence leave, war service leave, jury service, leave without pay, and emergency services leave.
Audience Staff
Category Administrative
Topic/ SubTopic Staff - Leave & Absences
 
Effective Date 27 Apr 2012
Review Date 31 Dec 2017
 
Responsible Officer Director, Human Resources
Approved By: Chief Operating Officer
Contact Area Human Resources Division
Authority ANU Enterprise Agreement 2017 – 2021

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Staff leave
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Leave with Defence Force Reserves
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Application for leave