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Flexible Work Arrangements procedure

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Section 1 - Preamble

(1) This Procedure is effective from 5 September 2017.

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Section 2 - Purpose

(2) This Procedure documents the processes for making flexible work arrangements.

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Section 3 - Scope

(3) This Procedure applies to all staff of the University.

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Section 4 - Policy

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

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Section 5 - Procedure

(5) Flexible work arrangements, including flexible work hours, are available to staff as specified on the University website and in the Workloads and Hours of Work procedure.

Pre-retirement: Conversion to part-time hours

(6) The Executive Director, Human Resources may offer a full-time continuing staff member aged 50 years or over the option of converting to part-time hours, normally at 0.5 time fraction, and for a period of up to 3 years on a non-renewable fixed-term contract.

(7) Following the acceptance of such an offer, the staff member will determine the work hours and job responsibilities jointly with their manager, ensuring that the arrangement meets the operational needs of the area.

(8) Employer and staff member superannuation contributions will be maintained at the full-time rate based on the staff member's full-time salary, subject to the provisions of the relevant superannuation scheme.

(9) Unless otherwise agreed, this will be considered a transition to retirement' arrangement and at the end of the conversion period the staff member's employment with the University will cease.

Pre-retirement: Conversion to a fixed-term contract

(10) The Executive Director, Human Resources may offer a continuing staff member aged 50 years or over the option of moving to a non-renewable fixed-term contract of up to 3 years, subject to the following provisions:

  1. the duties of the fixed-term contract are substantially the same as the duties of the continuing position held by the staff member immediately prior to entering the arrangement
  2. the staff member will receive a salary loading of 10% for the fixed-term period, which will be superannuable in accordance with the relevant superannuation scheme's regulations.

(11) At the end of the fixed-term contract the staff member's employment with the University will cease.

Flexible ordinary hours span

(12) Professional staff may be engaged in a Flexible Ordinary Hours arrangement, in accordance with clause 43.4 of the Deakin University Enterprise Agreement 2017 (EA), to perform their duties outside the ordinary span of hours 7am-7pm, and 6am-7pm for maintenance support staff.

(13) Flexible Ordinary Hours arrangements may be approved to meet operational requirements or to accommodate personal circumstances.

(14) To engage a staff member under a Flexible Ordinary Hours arrangement, refer to the Workloads and Hours of Work procedure and the Flexible Work Arrangements guidelines.

Part-time employment – Professional staff

(15) Professional staff may be employed under a part-year arrangement, in accordance with clause 12 and Schedule F of the EA, on a continuing or fixed-term basis to work one or more periods in a 12 month period. During the periods of the year the staff member is not required to work, they are deemed to be on leave without pay.

(16) To engage a staff member under a part-year employment arrangement, refer to the Flexible Work Arrangements guidelines.

Annualised hours

(17) Professional staff may be employed under an annualised hours arrangement, in accordance with clause 13 and Schedule F of the EA, on a continuing or fixed-term basis for an estimated number of ordinary hours of work to be completed in any one year (or calendar year).

(18) Staff engaged under annualised hours are paid an average time fraction salary in accordance with the EA  over the 12 month period based on the estimated hours and organisational needs of the area. The time and manner in which these ordinary hours are scheduled or rostered over the year may vary from week to week.

(19) To engage a staff member under an annualised hours arrangement, refer to the Flexible Work Arrangements guidelines.

Working from home

(20) Professional staff may on occasion work from home, with the approval of their managers, for an agreed period of time. The staff member and manager will complete a Working from Home Agreement if the staff member is to work from home for more than 1 week.

Family friendly arrangements

(21) Staff are provided with a range of family friendly leave entitlements as specified in the Leave and Public Holidays procedure.

(22) Where a staff member is unable to take paid leave to care for a sick child or parent, the staff member and their manager may make another arrangement, which may include the staff member working from home, taking time off in lieu of hours worked, or taking leave without pay.

(23) Where a child has an injury or another non-contagious condition, the manager may permit the staff member to bring the child to the workplace for a limited period of time. This approval may be withdrawn at the manager's discretion at any time.

(24) Managers will accommodate reasonable requests from staff for flexible arrangements to support breastfeeding, including time off to breastfeed and/or flexible meal breaks and work commencement and finishing times. Breastfeeding facilities are available at all campuses.

Arrangements for staff with parental and carer responsibilities

(25) A request for flexible work arrangements due to responsibilities as a parent or carer must be in writing. It must set out the details of the change sought and the reasons for the change, on the Request for Flexible Working Arrangements form ('the Form'). The Guidelines for Making and Dealing with Requests for Flexible Working Arrangements ('the Guidelines') include examples of flexible work arrangements.

(26) The Form, when completed, must be submitted to the staff member's supervisor. The staff member and their supervisor are encouraged to discuss the working arrangements and, where possible, reach an agreement that balances the responsibilities of the staff member as parent or carer and the operational requirements of the University.

(27) The supervisor should discuss the request with their manager and may seek advice from HRD. Depending on the nature of the requested changes, the manager may need to refer the request to their Head of Organisational Unit for consideration and approval prior to responding to the request.

(28) The supervisor and manager must consider all relevant facts in relation to the staff member's request and should consult the Guidelines prior to making a final decision.

(29) The manager or the Head of Organisational Unit will formally respond to the request, in writing, within 21 days of the request being made, either agreeing to the request or refusing the request on 'reasonable business grounds' (see the Guidelines for further information). If the request is refused, the response must include details of the reasons for the refusal.

(30) If the request is agreed to, the response will include details of the approved arrangements, the duration of the arrangements (including any trial period), the process for review of the arrangements and any steps which aim to include the staff member in workplace communications, consultation processes, social activities and (as far as possible) attendance at relevant training or staff meetings (the Guidelines provide advice in relation to agreeing to requests).

(31) If a staff member is not satisfied with the formal response to their request, they may appeal the outcome of their request to their Head of Organisational Unit or to the Executive Director, Human Resources, who may re-consider the request.

(32) Staff must ensure that personal information disclosed by another staff member in the course of making a request is managed in accordance with the Privacy policy.

Children on campus

(33) Children are allowed on campus provided that they are under the direct supervision of a parent or guardian at all times, and within the following limits:

  1. children may accompany a parent or guardian into a campus catering facility or the University Library
  2. children are not permitted in workshops, laboratories, special purpose classrooms or onto building sites, except with the prior approval from the person responsible for such facilities
  3. children are not permitted in any other part of the workplace without the approval of the relevant manager.
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Section 6 - Definitions

(34) For the purpose of this Procedure:

  1. carer: is a person on whom another person is wholly or substantially dependent for ongoing care and attention, other than a person who provides that care and attention wholly or substantially on a commercial basis.
  2. parent: includes a step-parent, adoptive parent, foster parent or guardian.
  3. staff member: includes a person who is offered employment by the University, even if that person has not commenced working for the University.