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Workloads and Hours of Work procedure

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Section 1 - Preamble

(1) This Procedure was approved by the Vice-Chancellor on 28 August 2007 and incorporates all amendments to 3 July 2017.

(2) This Procedure is pursuant to the Work Arrangements policy.

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Section 2 - Purpose

(3) This Procedure provides information and processes for:

  1. Professional staff hours of work and overtime, and
  2. Professional and Academic staff workloads.
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Section 3 - Scope

(4) This Procedure applies to non-casual Professional staff in the case of hours of work and overtime, and to non-casual Professional and Academic staff in relation to workloads.

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Section 4 - Policy

(5) Refer to the Work Arrangements policy.

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Section 5 - Procedure

Hours of work - Professional staff

(6) The ordinary hours of work for Professional staff are in accordance with clause 43 of the Deakin University Enterprise Agreement 2017 (EA).

(7) The Head of each Organisational Area or nominee will determine the working pattern(s) to be worked by staff, in accordance with the provisions of the EA.

(8) All staff at HEW 7 and below are required to complete timesheets, unless otherwise directed by the Head of the Organisational Area or nominee.

Flexible Ordinary Hours Span

(9) As per clause 43.4 of the EA staff may work ordinary hours outside of the spread of ordinary hours in certain circumstances.

(10) Supervisors should consult with their HR Adviser prior to setting up a flexible ordinary hours arrangements or where a staff member requests to work flexible ordinary hours.

(11) Where a new flexible ordinary hours span position is created, the supervisor must first invite casual staff in the immediate work area to express interest in the role. The University has a commitment to make an offer to a casual staff member who has expressed interest and meets the selection criteria. A merit-based selection process will be used where more than one casual staff member, who meets the selection criteria, expresses interest in a new flexi-span position in their immediate work area. 

(12) Where a staff member is working flexible ordinary hours to meet the University’s operational requirements (see clause 43.4a of the EA), the staff member will be entitled to receive a loading, as per clause 43.5 of the EA

(13) Where a staff member is working flexible ordinary hours solely to accommodate their personal circumstances (see clause 43.4b of the EA) they do not receive the flexibility loading and can elect to revert to their previous hours of work by giving 28 days written notice to their supervisor, or as otherwise agreed.

Shift work

(14) Only those staff who were already engaged as a shift worker under the 2013 EA who continue to be employed after the commencement of the Deakin University Enterprise Agreement 2017, or new Professional staff employed as carbon fibre manufacturing staff, can be employed as a shift worker. Refer to Schedule I of the EA for more information about shift work.

Overtime

(15) The Head of an Organisational Area may require Professional staff to work a reasonable amount of overtime. Clause 44 of the EA provides the conditions that apply to overtime for Professional staff.

(16) All overtime must be authorised by the relevant manager prior to the staff member working any extra time.

(17) An eligible staff member must complete a timesheet to claim payment for overtime.

Workloads - Academic staff

(18) Workloads for Academic staff will be allocated in accordance with Faculty Academic Work Allocation Models and clause 48 of the EA.

(19) The Head of the Organisational Area is responsible for ensuring that appropriate workload arrangements are applied to all Academic staff in their organisational area.

(20) As part of their overall responsibility for managing staff workloads, the manager must ensure that individual workloads are reviewed regularly as part of each staff member's Performance Planning and Review (PPR) cycle (see Performance Planning and Review procedure).

Workloads - Professional staff

(21) Workloads for Professional staff are determined in accordance with the principles outlined in clause 41 of the EA.

(22) The manager must ensure that individual workloads are reviewed regularly as part of each staff member's PPR (see Performance Planning and Review procedure).

Concerns about workloads

(23) The process for addressing individual Professional staff concerns about workloads is specified in the clause 41 of the EA.

(24) The process for addressing individual Academic staff concerns about their work allocation is specified in clauses 48.14-48.16 of the EA.

(25) The process for addressing concerns about Academic Work Allocation Models (WAM) is specified in clauses 48.17-48.25 of the EA.

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Section 6 - Definitions

(26) There are no definitions arising under this Procedure.