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Remuneration and Benefits - Types of Leave (Special Leave)

Title of Parent Policy

Remuneration and Benefits

Preamble

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.

Definitions

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:

  • discuss the reasons for applying for special paid leave with their supervisor;
  • provide a written justification outlining the reasons for the request;
  • complete an Application for Special Leave; and
  • submit the written justification and completed Application for Special Leave to their supervisor.

The supervisor is required to consider the request for special paid leave. If the request is to be approved, the supervisor is then to:

  • endorse the Application for Special Leave and written justification;
  • submit the request to the Dean or Executive Director to consider for endorsement; and, if endorsed by the Dean or Executive Director
  • forward the endorsed documentation to the HR Operations Centre to obtain University-level approval at hr@monash.edu to or Monash HR, Monash University VIC 3800.

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:

  • approve the staff member’s accompanying annual leave and long service leave ESS requests (if applicable);
  • endorse the Application for Special Leave;
  • submit the request to the Dean or Executive Director to consider for endorsement; and, if endorsed by the Dean or Executive Director
  • forward the endorsed leave form to the HR Operations Centre to obtain University-level approval at hr@monash.edu to or Monash HR, Monash University VIC 3800..

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.

Period of leaveApprover
Special paid leave up to 2 weeksExecutive Director, Monash HR
Special paid leave over two weeksProvost (for academic staff)

Chief Operating Officer and Senior Vice-President (for professional and trades and services staff)
  • Special unpaid leave up to six months, or consecutive periods of special unpaid leave up to six months in aggregate; or
  • A combination of an additional period of unpaid parental leave and special unpaid leave for a continuous period of up to six months in aggregate
Executive Director, Monash HR*
  • Special unpaid leave greater than six months, or consecutive periods of special unpaid leave greater than six months in aggregate; or 
  • A combination of an additional period of unpaid parental leave and special unpaid leave for a continuous period of more than six months in aggregate. 
Provost (for academic staff)

Chief Operating Officer and Senior Vice-President (for professional and trades and services staff)

*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.

Responsibilities

Individual Staff Member

The individual staff member is responsible for:

  • providing details of the reasons for the request for special leave to his/her supervisor;
  • using ESS to exhaust all relevant paid leave entitlements, prior to accessing special unpaid leave;
  • completing the relevant application for leave form and any other required documentation;
  • submitting the application documentation to his/her supervisor; and
  • making alternative arrangements for salary deductions during periods of special unpaid leave.

Supervisors

Supervisors are responsible for:

  • considering and, if recommended for approval, endorsing the Application for Special Leave form;
  • submitting the relevant application for leave form for the endorsement of the Dean or Executive Director; and if endorsed by the Dean or Executive Director
  • submitting the endorsed documentation to the HR Operations Centre.

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.

Provost

The Provost is responsible for approving any requests by academic staff for:

  • special paid leave over two weeks; or
  • special unpaid leave greater than six months, or consecutive periods of special unpaid leave greater than six months in aggregate; or
  • requests for an additional period of unpaid parental leave of more than six months commencing more than 52 weeks after the commencement of paid parental leave; or 
  • a combination of an additional period of unpaid parental leave and special unpaid leave for a continuous period of more than six months in aggregate. 

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:

  • special paid leave over two weeks; or
  • special unpaid leave greater than six months, or consecutive periods of special unpaid leave greater than six months in aggregate; or
  • requests for an additional period of unpaid parental leave of more than six months commencing more than 52 weeks after the commencement of paid parental leave; or 
  • a combination of an additional period of unpaid parental leave and special unpaid leave for a continuous period of more than six months in aggregate. 

Monash HR

The HR Operations Centre

The HR Operations Centre is responsible for;

  • ensuring that staff have exhausted their relevant paid leave entitlements prior to accessing periods of special unpaid leave;
  • submitting any special paid or unpaid leave application for University-level approval by the Provost, Chief Operating Officer and Senior Vice-President or the Executive Director, Monash HR, as applicable; and
  • forwarding any approved Application for Special Leave forms and written justification (if provided) to Payroll Services, Monash HR for processing.

Payroll Services

Payroll Services is responsible for processing the period of approved special paid or unpaid leave in SAP.

Workplace Relations

Workplace Relations is responsible for:

  • maintaining and updating this procedure;
  • ensuring compliance of these procedures with the University’s workplace agreements; and
  • providing advice to the HR Operations Centre on the application of this procedure.

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 Procedures

Related Enterprise Agreement Clauses

Monash University Enterprise Agreement (Academic and Professional Staff) 2014

Monash University Enterprise Agreement (Trades and Services Staff – Building and Metal Trades Staff) 2009

Monash University Enterprise Agreement (Trades and Services Staff – Catering and Retail, Cleaning and Caretaking, and Miscellaneous Services Staff) 2005

Related Documents


Version number: 1.7
Effective Date: 20 October 2015
Procedure author: Director, Workplace Relations
Procedure owner: Executive Director, Monash HR
Contact: ask.monash
or phone Access HR on 03 990 20400
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