D5. Fixed-Term Appointments (six months or less)

D5.1 Introduction
D5.2 Policy statement
D5.3 Procedures
   D5.3.1 What is fixed term employment?
   D5.3.2 Recruitment and selection of fixed term employees
   D5.3.3 Appointment process
   D5.3.4 Concurrent appointments
   D5.3.5 Employment of close relatives
   D5.3.6 Leave arrangements
   D5.3.7 Induction

D5.1 Introduction

D5.2 Policy statement

The University may engage fixed term employees for a defined or fixed period of six months or less, by utilising full-time or fractional fixed term employment. 

Appointment may be made without advertising the vacancy or conducting formal selection procedures.

(Approved by Council June 2000)

D5.3 Procedures

D5.3.1 What is fixed term employment?

D5.3.1(a)  A fixed term contract - A fixed term employee may be appointed for a specified term or ascertainable period subject to the termination, change and redundancy provisions of the Certified Agreement. These appointments will not normally be renewed and the employee should not have any expectation of continuity of employment.

An additional fixed term contract - Under exceptional circumstances where the need arises for a fixed term employee to be offered another fixed term contract of employment, following consultation with the Executive Director, Human Resources, the Category 4 Delegate or above can approve a further fixed term contract of employment.  This additional fixed term contract of employment may be offered if the incumbent's performance has been adjudged satisfactory though a comprehensive performance review process.

In the event that the incumbent of a continuing position does not resume their substantive duties, the position will be deemed to be vacant and the University's competitive selection process will be utilised to fill the position.

D5.3.1(b) A fixed term employee may be engaged on either a full-time or a fractional basis.

D5.3.1(c) The employee will receive the entitlements of a continuing employee on a proportional basis determined by the employment period, except where stated otherwise in the Certified Agreement or by the superannuation trust deeds.

D5.3.2 Recruitment and selection of fixed term employees

D5.3.2(a) An appointment for a period of six months or less may be made without advertising the vacancy or applying the University's selection procedures. For appointments of more than six months, vacancies must be advertised. Please refer to HR Policy D6: Fixed Term Appointments (more than six months) for more detail.

D5.3.2(b) Faculties and sections are encouraged to use the Casual and Short-Term Employment Pool administered by Human Resources as the source for fixed term general employees.

D5.3.2(c) Alternatively, faculties and sections can request that Human Resources arrange advertising of a fixed term vacancy.

D5.3.2(d) After consultation with the Executive Director, Human Resources and in the event that a suitable candidate is not able to be located from this pool, faculties and sections may contact the University's preferred external employment agency as an alternate supplier of fixed term staff.

D5.3.3 Appointment process

D5.3.3(a) To make an appointment, the employing cost centre completes the Fixed Term Appointment form and obtains approval from the Category 4 Delegate or above. 

D5.3.3(b) The employee is required to sign the form accepting the appointment and the conditions of employment as outlined therein.  The appointment form must be forwarded intact to Human Resources for checking and processing.

D5.3.3(c) Irrespective of the source of funding (research grants etc) all appointments will be made at step one of the classification level unless authorised by the Category 4 Delegate or above.

D5.3.3(d) The Fixed Term Appointment form including all required signatures must be completed prior to the employee commencing duty. 

D5.3.3(e) An employee engaged on a fixed term appointment will be provided with documentation specifying the starting and finishing dates of that employment; the classification level and salary; the hours of work; the probationary period and terms (where applicable); and other main conditions of employment.

D5.3.4 Concurrent appointments

D5.3.4(a) Where an employee is required to do additional work (irrespective of whether the work is for another faculty or section) a variation to their terms of engagement will be made. 

D5.3.4(b) The Executive Director, Human Resources will advise the employee, in writing, of the variation to their conditions prior to the additional work being carried out.  Faculties or sections will be required to organise the payment of salaries where applicable. 

D5.3.5 Employment of immediate family

If the proposed employee is an immediate family member of the Delegate recommending the appointment, the approval of the Delegate's supervisor is required.

D5.3.6 Leave arrangements

Fixed Term employees must ensure that their recreation leave is taken within the period of the contract. The Category 4 Delegate or above must ensure that employees on fixed term contracts are given an opportunity to take all accrued recreation leave prior to the expiry of the appointment.  If this leave is not taken the faculty or section must pay the cash equivalent of the pro-rata recreation leave due.

D5.3.7 Induction

The employing faculty or section must provide a new employee with an appropriate workplace induction which includes a workplace health and safety component.  This induction programme will cover the necessary components as outlined by Human Resources.