Flexible employment

Flexitime, part-time work and purchased leave 

The University has a range of flexible work options available to eligible staff members such as the examples listed below. 

Flexitime
An arrangement where leave may be taken in lieu of certain hours worked by agreement. Relevant information is available in the Flexitime Arrangement Procedures.

Reduced fraction
The ability to temporarily reduce your existing employment fraction to half-time (or less by negotiation) for an agreed period to care for a family member. Relevant information is available in the Temporary Reduction of Employment Fraction for Family Care Purposes Policy. 

Purchase additional leave
The ability to apply to purchase additional leave each year. Relevant information is available in the Purchased Leave Policy.

Requests for flexible working arrangements

Staff members who have had at least 12 months’ continuous service with the University have a broad right under the University’s enterprise agreement to request a flexible working arrangement.

Staff members may also have a right to request a flexible working under the Fair Work Act 2009 (Cth) (Fair Work Act) if, specifically, they:

• are a parent or have responsibility for the care of a child who is school aged or younger; 
• are a carer (under the Carer Recognition Act 2010 (Cth))
• are a person with a disability;
• are aged 55 years or older;
• are pregnant;
• are experiencing family and domestic violence; or
• provide care or support to an immediate family or household member who is experiencing family and domestic violence.

Under the Fair Work Act, casual employees must have worked regularly and systematically for the University for at least 12 months and there must be a reasonable expectation of continuing such regular and systematic work .

The University’s enterprise agreement sets out the conditions for requesting a flexible working arrangement – a copy of the enterprise agreement can be found here.

The Fair Work Ombudsman has published information about the conditions for requesting a flexible working arrangement under the Fair Work Act, which can be found on its website here.

Any flexible working arrangement that is requested will be considered on a case-by-case basis. While the University seeks to provide a flexible work environment, there may be occasions when a request for a particular flexible working arrangement is not able to be accommodated.

How to apply for a flexible working arrangement

• A request for a flexible working arrangement must be made in writing and must set out the details of the change requested and the reasons for it. The request should be provided to your supervisor, preferably by email.
• The Fair Work Ombudsman has published a template letter and example letters for making requests for flexible working arrangements. These can be found under ‘Tools and Resources’ on its website here. You may wish to use these materials as a guide when making a request. 

What happens after applying for a flexible working arrangement?

• The University must respond in writing to a request within 21 days. The University may ask for further information to consider your request, including evidence of the underpinning reason for your request and how long you would like the flexible working arrangement for (if this has not already been provided).
• The University may only refuse a request for a flexible working arrangement on reasonable business grounds. This can include (for example) if:
  • the new working arrangements requested would be too costly for the University;
  • there is no capacity to change the working arrangements of other staff members to accommodate the new working arrangements requested;
  • it would be impractical to change the working arrangements of other staff members or recruit new staff members to accommodate the new working arrangements requested; or
  • the new working arrangements requested would be likely to:
    • result in a significant loss in efficiency or productivity, or
    • have a significant negative impact on customer service.
• Other relevant considerations could include:
  • when the flexible working arrangement is to start and for how long it will be in place;
  • information provided about your individual circumstances – such as how the flexible working arrangement would impact you;
  • whether any available accrued entitlements are relevant; or
  • any legal or other considerations that affect the ability of the University to accommodate the new working arrangements, including any work health and safety obligations or penalty rates that might be relevant (for example, for professional staff members asking to work outside of the usual span of hours).
• The University will engage with you about your request through your supervisor or another leader, taking into account any obligations it has under the University’s enterprise agreement and the Fair Work Act, including if it is considering refusing a request.
• Generally, a flexible working arrangement will be approved by the University for up to a year and may be reviewed from time to time. A trial period or a shorter period may be approved instead depending on any relevant operational considerations.
• If a request for a flexible working arrangement cannot be accommodated, the University will:
  • discuss this with you, and consider the consequences of that decision;
  • provide a written response to let you know the request cannot be accommodated (with an explanation of the reasons for this) and any alternative arrangements that could instead be accommodated (or make clear if there aren’t such arrangements available); and
  • provide information about how to get help from the Fair Work Commission about any disputes about a request for a flexible working arrangement.

Before making a written request for a flexible working arrangement 

The University encourages you to talk to your supervisor before making a request for a flexible working arrangement so you can explore options together. The following questions may assist in a discussion:

• What is the flexible working arrangement that you are looking for – for example, does this involve compressed hours, working from home or another location, different starting or finish times? Be specific about what you are proposing and what you are open to.
• What are reasons for the arrangement requested, and how will the arrangement address any personal needs and reasons for making the request?
• How long are you asking for the arrangement to be in place?
• Could or will there be any impact on your workload, the workload of others or team priorities if the arrangement is implemented? If so – in what way and how can this be addressed?
• Do you have any face-to-face student, staff or other person contact? If so – how could this arrangement be considered without affecting the service provided?
• Will the arrangement impact your participation in team or University activities or events? If so – in what way and how can this be addressed?
• How often will you and your supervisor review the arrangement to ensure its working for you and the University?
• How will you and your supervisor document the arrangement – will it be a formal arrangement (for example through formal written correspondence), or can it be informally accommodated (for example through email communications)?
• If you are requesting an arrangement to work from home or another location:
  • What measures will you put in place to communicate effectively with your supervisor / colleagues / students / other stakeholders, including about work outcomes and priorities, work tasks or activities and availability?
  • How will you keep in contact and maintain relationships with your supervisor / colleagues / students / other stakeholders?
  • Are there any work health and safety considerations to be aware of? Consider making contact with your College / Portfolio work health and safety representative to discuss further. Review the information provided on the University’s website about work health and safety considerations when working from home.
• Does the proposed arrangement involve any cost implications for the University?
• What other arrangements could be considered that suit you, your work team and the University if the original arrangement cannot be accommodated?

Special paid leave and leave without pay 

Depending on the circumstances that apply, staff members may also be able to access entitlements under the University’s enterprise agreement to special paid leave or leave without pay – a copy of the enterprise agreement can be found here.  Please contact your College or Portfolio People and Culture Business Partnering Team for more information if needed.