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Remuneration and Benefits - Types of Leave (Special Leave)
Title of Parent Policy
The University may elect to provide special leave either paid or unpaid to staff members for absences from work in situations where other leave types are not available.
As the University has a range of generous leave entitlements - see the Remuneration and Benefits Procedure – Types of Leave (All) - special leave will only be granted in exceptional circumstances.
This procedure outlines how to apply for special leave and directs staff to relevant clauses in the University’s Enterprise Agreements.
This procedure applies to all fixed-term and continuing professional, academic and trades and services staff. This procedure does not apply to casual, sessional, honorary or unpaid adjunct appointees.
ESS: an online Employee Self Service system which provides staff members with easy and private access to personal and current employment information held by the University.
Dean or Executive Director: means the dean of the faculty or executive director of a division or his or her nominee in any case where the dean or director has formally nominated a person to act as his or her nominee for the purpose.
Cadet Forces Leave: means paid leave of up to three weeks each financial year for a staff member to perform duties as an officer or instructor of cadets in the Australian Navy Cadets, Australian Army Cadets, or the Australian Air Force Cadets. For the purposes of this procedure, Cadet Forces Leave constitutes special leave.
Head of unit: head of an academic or organisational work unit, for example Head of School, Head of Department or where applicable, a person acting as his or her nominee.
HR Operations Centre: is a centralised HR team that brings together the HR Advisory, HR Business Support and HR Recruitment Support functions. The HR Operations Centre delivers a broad range of HR operational services at all stages of the employee lifecycle including recruitment and appointment of staff, staff enquiries and contract renewals.
Payroll Services (Monash HR): is the Centre of Expertise in Monash HR which manages the payroll and related services.
Relevant Enterprise Agreement: means the Enterprise Agreement that applies to a particular staff member. The Monash University Enterprise Agreement (Academic and Professional Staff) 2014 will apply to academic and professional staff employed by the University. Depending on the services provided by a trades and services staff member employed by the University, the Monash University Enterprise Agreement (Trades and Services Staff - Building and Metal Trades Staff) 2009 or the Monash University Enterprise Agreement (Trades and Services Staff - Catering and Retail, Cleaning and Caretaking, and Miscellaneous Services Staff) 2005 will apply.
Special Leave: is leave for any purpose, which is not otherwise provided for in a workplace agreement or in the workplace policy of the University and which is approved at the discretion of the University.
Staff member: for the purposes of this procedure, means a person employed by the University on a continuing or fixed-term basis.
Supervisor: the person who is responsible for the day-to-day supervision of the staff member.
How to apply for special paid leave
Staff seeking to apply for special paid leave must:
The supervisor is required to consider the request for special paid leave. If the request is to be approved, the supervisor is then to:
How to apply for special unpaid leave
Staff seeking to apply for special unpaid leave are required to:
The supervisor is required to consider the request for special unpaid leave. If it is to be endorsed, the supervisor is then to:
University-level approval of requests for special paid or unpaid leave
All requests for special paid or unpaid leave must be approved by the appropriate delegated University authority.
Once an application for special paid or unpaid leave has been endorsed by the Dean or Executive Director, the Manager, HR Operations Centre will submit the application to the following delegated authorities for approval as follows.
*Requests for special unpaid leave up to two weeks can be approved by the Lead HR Business Partner on behalf of the Executive Director, Monash HR.
Individual Staff Member
The individual staff member is responsible for:
Supervisors are responsible for:
Dean or Executive Director
The Dean or Executive Director is responsible for endorsing any applications for special paid or unpaid leave and, if endorsed, to return the endorsed application to the staff member’s supervisor for submission to the HR Operations Centre.
The Provost is responsible for approving any requests by academic staff for:
Chief Operating Officer and Senior Vice-President
The Chief Operating Officer and Senior Vice-President is responsible for approving any requests by professional or trades and services staff for:
Monash HRThe HR Operations Centre
The HR Operations Centre is responsible for;
Payroll Services is responsible for processing the period of approved special paid or unpaid leave in SAP.
Workplace Relations is responsible for:
Executive Director, Monash HR
The Executive Director, Monash HR, is responsible for approving any requests for special paid or unpaid leave not otherwise submitted to the Provost or the Chief Operating Officer and Senior Vice-President for University-level approval.
Related Enterprise Agreement Clauses