Part E

E3. Leave of Absence

E3.1 Introduction
E3.2 Policy statement
E3.3 Procedures
    E3.3.1 Categories of Leave
    E3.3.2 How to Apply for Leave
    E3.3.3 Absence from Duty
    E3.3.4 Leave Records
E3.4 Attachment 1: Categories of Leave

E3.1 Introduction

Policy reference number	E3 Leave of Absence
Scope and application	Leave of absence arrangements are in accordance with the entitlements outlined in the matrix in Attachment 1: Categories of Leave (PDF 74kb).
HR contacts	HR Client Services Team
Policy type/category	Management
Related legislation/ regulations/guidelines	University of Southern Queensland Certified Agreement 2005 - 2008
Delegations authority	Leave delegations are as per the matrix in Attachment 1: Categories of Leave (PDF 74kb).
Approval authority	Council for policy statements Vice-Chancellor or Chief Operating Officer for procedures
Review date/s	Written June 1998 Revised September 2000 Amended Attachment 1 ‘Categories of Leave', Category 6 ‘Long Service', October 2000 Amended May 2003, Section E3.4.2(b) to allow delegation of leave approval Updated June 2005, Parental Leave, Bereavement Leave and Long Service Leave Updated July 2005, Section E3.4.4 Updated November 2005 Updated August 2009, Delegations

E3.2 Policy statement

The University will seek to ensure that employees have a clear understanding of their employment conditions relating to leave of absence.

(Approved by Council June 1998)

E3.3 Procedures

E3.3.1 Categories of Leave

E3.3.1(a) The following categories of leave are available at the University:

Annual
Personal
Parental
Carer’s
Compassionate
Long Service
Jury Service and Court Attendance
Major Sporting Competitions
Defence Forces
Workplace Relations Training
Attendance at Emergencies
Election
In Lieu of Overtime
Leave Without Salary
Worker’s Compensation
Special

The matrix in Attachment 1 outlines the entitlements and conditions which apply to each category of leave.

E3.3.1(b) During closure of the University between 25 December and 1 January in the following year inclusive, employees (excluding those directed to work) will have their annual leave entitlements debited by three days.

E3.3.2 How to apply for Leave

E3.3.2(a) Employee leave of absences must be approved by the appropriate delegate to achieve minimum disruption to the operations of the University. Employees must apply for leave using the Employee Self Services (ESS) system for categories available online and the Absence Request Form (DOC 98kb) for categories not available online.

Note: Until further notice, please use the Absence Request Form (DOC 98kb) for leave from 28 September 2009 or the Leave Application Form (DOC 123kb) for leave undertaken prior to 28 September 2009.

E3.3.2(b) All applications for leave require the approval of the supervisor* or other relevant delegate as outlined in the matrix in Attachment 1.

*For the purposes of this policy, a supervisor is defined as any employee who has direct reports in the approved organisational structure of the Faculty/Section as recorded in the University’s Human Resource Management System (HRMS).

E3.3.2(c) With the exception of academic annual leave, all paper-based completed Absence Request forms must be forwarded to Human Resources for processing.

E3.3.2(d) Academic annual leave applications are processed in the employee's faculty or centre.

E3.3.3 Absence from Duty

E3.3.3(a) Where an employee is absent without prior notice and approval from the University, the employee must notify their supervisor as soon as is practicable. The employee will be required to advise the supervisor of the nature and estimated length of the absence.

E3.3.3(b) Where an employee's absence extends past the length of absence advised to the University, the employee will notify the supervisor of any changes.

E3.3.3(c) Failure by an employee to advise the University of the reason for any absence in excess of 10 sequential working days will be considered to be abandonment of employment, and the employee will thereby be deemed to have terminated the employee's employment. Refer to Section I1: Termination of Employment.

E3.3.4 Leave Records

E3.3.4(a) E3.3.4(a) Leave records will be maintained on the Human Resources Management System by Human Resources. Employee leave records will be retained in accordance with the General Retention and Disposal Schedule for Administrative Records (Ref 3.3.42 Leave) issued September 2004 by Queensland State Archives.

E3.3.4(b) Records of academic annual leave will be maintained in each faculty or centre.

E3.4 Attachments

Attachment 1: Categories of Leave (PDF 74kb)