Purpose
This policy has been developed to support the implementation of flexible working arrangements; including the requirement for consultation prior to changing a staff member’s hours of work; and to provide information to those staff members who have the right to request flexible working arrangements in accordance with the Fair Work Act, 2009.
Policy Statement
Our company recognises that flexible working arrangements may assist staff members to balance their work, personal and family needs, including meeting competing commitments. Further, certain staff members have the right to request flexible working arrangements and our company is obliged to consider each request on its merit and respond formally within 14 days. Whilst flexible working arrangements are intended to accommodate staff members’ needs, staff members are also expected to organise their time on a ‘give-and-take’ basis to ensure the proper and efficient operations of the company. Our company will consult with staff members prior to any proposed change to the staff member’s regular roster or ordinary hours of work.
Policy Purpose
The purpose of this policy is to outline for staff and supervisors:
- the right of certain staff members to request access to flexible working arrangements
- the responsibilities of the University to consider their request and provide a written response within 14 days in accordance with the provisions of the Fair Work Act, 2009 (as amended)
- the obligation of our company to consult with staff members before a change to their ordinary hours of work or regular roster; and
- to explain the overall operation of the flexible working arrangements policy.
Application of Policy
Flexible Working Arrangements and Work-Life Arrangements
All Staff To assist staff to balance their various work and life responsibilities, the following flexible working arrangements that may be available to a staff member include:
- Changing hours of work;
- Changing patterns of work;
- Changing the location of work (eg. an alternative site office or a period of time working from home); and/or
- Changing work arrangements, including Job Share.
- Any change to a staff member’s days/hours of work, the pattern of work or location of work must be done in writing and submitted to the Manager of Human Resources.
Changing Hours or Patterns of Work Include Moving to Part-Time Work
A full-time staff member may apply to work part-time on a temporary or ongoing basis according to the staff member’s contract of employment and the needs of our company . There is no limit to the fraction of full-time workload that a part-time staff member may work, although this is at the discretion of the organisation.
Job-Sharing
Job-sharing will be subject to operational requirements and may be introduced by agreement between the staff member(s) and the nominated supervisor. Staff working in a job-share arrangement will normally share one full-time position at the same classification level, with each person working part-time on a regular basis and in accordance with the conditions for part-time staff.
Approvals
The supervisor/manager may only refuse a request on reasonable operational grounds and if the request is refused, the response will include details of the reasons for the refusal.
Consultation to Occur Prior to Changing Hours of Work
- A staff member is entitled to be consulted and informed when a change is made to their scheduled roster. A staff member may be accompanied by a person of their choice, including a staff representative, for the purposes of that consultation.
- The nominated supervisor will provide information to the staff member about the proposed change and shall invite the affected person to respond or provide feedback (including any impact in relation to their family or caring responsibilities).
- The nominated supervisor must consider any views given by the staff member about the impact of the proposed change prior to a decision being made to either implement the proposed change, some other form of arrangement, or maintain the status quo.
- A staff member may not be unreasonably required to alter their regular roster or ordinary hours of work if there are good and sufficient reasons why they may not be able to accommodate such a requirement. These good and sufficient reasons may include (but are not limited to) elder or childcare arrangements.
Meal Breaks and Rest Pauses
- Workers will not be required to work for more than five consecutive hours, without taking an unpaid meal break of at least 30 minutes.
- Morning and afternoon breaks shall not exceed 10 minutes or any other local arrangement not exceeding 20 minutes in aggregate in the day. A staff member may not be unreasonably prevented from having a tea break. Tea breaks must be taken at a time that does not interfere with the continuity of work where, in the opinion of the nominated supervisor, such continuity is necessary for the effective functioning of the unit.
Flexible Working Arrangements for Permanent/Salaried Staff
Permanent/salaried Staff may be asked to work more flexibly to assist maintain work unit operations or to provide for enhanced operations in circumstances such as:
- where a particular staff member is absent and the absence was unplanned for
- In the event where the organisation requires high volume production for extraordinary circumstances
- to complete an item of work where continuity is necessary; or, – to meet our company need/deadline.
- The application of these working arrangements is to be irregular and prospective and is not to be used as a mechanism for avoiding the payment of overtime.
Parameters for Permanent Staff Working Arrangements
A Professional Staff member, including a shift worker, and their nominated supervisor may negotiate working arrangements within the following parameters:
- the maximum number of ordinary hours which may be worked on any one day is 9 hours;
- the normal weekly ordinary hours of work is thirty five (37.5) hours, however the maximum number of hours which may be worked in any week is 45 hours;
- the normal daily span of hours worked under these arrangements will be 6:00 am to 6:00 pm Monday to Friday, but this may be extended to 5:00 am to 8:00 pm where it is essential to maintain our company service or activity;
- except in an emergency, a permanent staff member will normally be given forty eight (48) hours’ notice if they are required to work outside the organisation’s normal hours of operation
- overtime and shift penalties are not applicable between 6:00am and 4:00pm;
- a professional staff member will work an average of 150 hours over a four-week cycle;
- a staff member may work ordinary hours outside the normal span of ordinary hours provided that the staff member is not required to do so under this provision; and,
- subject to receipt of a written request from the staff member which is formally approved by the nominated supervisor, a staff member may work ordinary hours on a Saturday;
- provided that the staff member is not required to work on a Saturday under this provision and the staff member works their normal hours during that week to enable at least two days off during the calendar week.
Where it is essential to maintain company service or activity, a nominated supervisor may require a worker to commence/finish work at any time within the span of hours (5:00 am to 8:00 pm) provided that, other than in an emergency situation, 48 hours’ notice is given of such a requirement to the staff member.
Recording Hours of Attendance
All permanent staff working a flexible working hours arrangement must record the hours they work each day on the Time Record – Flexible Working Arrangements for Professional Staff.
Administration Nominated supervisors and Managers will be responsible for the efficient and sensible operation of these arrangements within the particular workgroup and for ensuring that our company operations are effectively maintained at all times. The administration associated with these arrangements includes:
- the completion of daily time sheets by all staff
- the reconciliation of daily time sheets
- the completion and submission of leave forms.
Time Credits and Time Off
Normally no more than 28 hours of time accumulated during a four-week work cycle may be carried over into another cycle. However, with prior approval of the relevant Manager of Human Resources, up to 35 hours accumulated time may be carried into another work cycle. Time accumulated in excess of 35 hours will be paid out to the staff member at the staff member’s ordinary rate of pay.
- Staff may not carry a time debit into another four-week work cycle without the prior approval of the relevant Executive Manager. A staff member with a time debit at the end of a cycle will be required to submit a leave form to cover the deficit. In such circumstances, the staff member may elect to use any annual or long service leave to credit or, to take the time as leave without pay.
- It is not necessary for a staff member to have a credit balance when taking time off, nor to have worked a full work cycle in the case of newly appointed staff entering duty part way through a work cycle.
- Where a staff member has accumulated time credits in excess of 7 hours, this may be taken at a time or times convenient to the workgroup, by agreement with the nominated supervisor.
- A staff member must obtain the prior approval (14 days) of the nominated supervisor prior to taking time off under the conditions of this policy.
Approved Leave and Public Holidays
- Periods of approved leave and/or public holidays which fall during a work cycle are regarded as a staff member’s normal working day and do not count as accruing additional time unless a staff member is required to work on a public holiday.
- By agreement with the nominated supervisor, a staff member may take a half-day annual leave together with a half-day time off.
- As personal leave is credited and debited in hours, a staff member and their nominated supervisor may agree on whether a staff member takes personal leave or accumulated time off to cover an absence due to illness.
Overtime/Shift Allowances
- Normally, overtime and shift allowances are not applicable between 6:00 am and 4:00 pm Monday to Friday or on Saturdays where a staff member has elected to work ordinary hours on a Saturday. However, overtime is applicable if a staff member is carrying the maximum accumulated hours (ie 28 hours) into a new work cycle, and is required by their nominated supervisor or manager to work additional hours.
- If a staff member commences a period of approved overtime after 4:00 pm, the normal meal break provisions set out in the Meal Allowances During Overtime Policy must be applied.
Termination of Service
- A staff member who gives notice of their resignation or retirement shall, during the period of notice, take all reasonable steps to eliminate any accumulated credit or debit. Nominated supervisors and managers shall facilitate a staff member who is making such endeavours during this period.
- A staff member who has not been able to exhaust all of their time credits will, on termination, be paid the monetary value of any time credits.
- A staff member who does not eliminate a debit in hours upon termination will have the monetary value deducted from any leave or money owing at termination.
Documentation
- Application for Flexible Working Arrangements form
- Annual Leave Form
- Staff rosters