1. Purpose
1.1 These procedures outline the processes required for accessing and managing parental leave entitlements.
1.2 These procedures must be read in conjunction with the linked Parental Leave - Operational Policy.
2. Scope and application
2.1 These procedures apply to all staff employed by the University.
3. Definitions
3.1 Refer to the University’s Glossary of Terms for definitions as they specifically relate to policy documents.
4. Paid parental leave – primary carer
4.1 Notification of intention to take paid parental leave
4.1.1 Eligible staff members must complete the Application for Parental Leave (Application) Form (login required) notifying the Cost Centre Manager and the staff member's supervisor of an intention to take paid parental leave as a primary carer of a new child at least 12 weeks before the proposed commencement of leave.
4.1.2 The Application Form (login required) and supporting documentation must be emailed to the Cost Centre Manager and staff member’s supervisor, and must:
(a) include a certificate from a registered medical practitioner or certified midwife stating the expected date of birth;
(b) when a staff member is not the birthing parent, include a statutory declaration from the staff member confirming that they are or will be the primary carer of the new child;
(c) when both parents are employed by the University, include a statutory declaration from the other parent confirming that the staff member applying for paid parental leave is or will be the primary carer of the new child;
(d) include any other leave that the staff member seeks to take after the paid parental leave period;
(e) confirm that the staff member intends to return to work at the end of the period of leave;
(f) confirm the expected date of return to work; and
(g) state whether the staff member is electing to receive the paid parental leave at half pay over a period.
4.2 During pregnancy
4.2.1 Staff members can request to work on a fractional basis before commencing paid parental leave. Approval of this request depends on the requirements of the work area and mutual agreement between the Cost Centre Manager, supervisor and the staff member.
4.2.1.1 In addition, the University can consider a request from a pregnant staff member to work on a fractional basis, or for other flexible working arrangements, made in accordance with the Fair Work Act 2009 (Cth).
4.2.2 Staff members should discuss any workplace health and safety risks associated with pregnancy with their registered medical practitioner and supervisor. When it is the opinion of a registered medical practitioner or the supervisor that illness or risks arising from the pregnancy, or hazards connected with the work, make it inadvisable for the staff member to continue in their role, the staff member can request a transfer to another appropriate and safe role during the risk period.
4.2.2.1 The position that the staff member is transferred to is as close as possible in status to their substantive position and mutually agreeable to the staff member, supervisor, and Cost Centre Manager, having regard to operational requirements. The staff member can also discuss with the supervisor and Cost Centre Manager the possibility of applying for other type of leave during the risk period.
4.2.2.2 In addition, the University can consider a request for transfer to an appropriate safe job made from a pregnant staff member in accordance with the Fair Work Act 2009 (Cth).
4.2.3 Sick leave, recreation leave, or hours accrued under flexible hours working arrangements can be used for medical check-ups or illness directly related to the pregnancy. It is not intended that sick leave is used to duplicate, replace or extend paid parental leave.
4.3 Commencement of paid parental leave
4.3.1 A pregnant eligible staff member can request to take paid parental leave at any stage of pregnancy, and no later than 12 months from the birth of the new child, provided that they give 4 weeks’ notice to their Cost Centre Manager and supervisor, and the medically certified expected date of birth is included in this period of leave.
4.3.2 When a pregnant eligible staff member wishes to continue to work during the 6 weeks' period before the expected date of birth of the child, the staff member must provide a medical certificate confirming that they are fit for work and whether any reasonable adjustments are required for the staff member to continue to work safely in that period. The University can require the staff member to take a period of paid or unpaid parental leave when they do not provide a medical certificate within 7 days of the request, or the medical certificate does not confirm that the staff member is fit for work in the relevant period.
4.3.3 Unless a medical certificate of fitness is provided a staff member who has given birth and is on paid parental leave is required to remain absent for a minimum of 6 weeks after the actual date of birth.
4.3.4 A staff member who has not given birth and becomes the primary carer of a new child must take paid parental leave within 12 months of the date of birth.
4.3.5 Paid parental leave must be taken in one continuous period. Public holidays which fall in the period of leave form part of the leave. Leave cannot be granted in broken periods separated by public holidays or by periods of long service or recreation leave.
5. Paid adoption leave
5.1 Paid adoption leave is available for eligible staff who become the primary carer of a child. There are two categories of paid adoption leave, and the eligibility and leave entitlements are outlined in the Parental Leave – Operational Policy.
5.2 Notification of intention to take adoption leave
5.2.1 An eligible staff member must complete the Application Form (login required) notifying the Cost Centre Manager and the staff member's supervisor of an intention to take paid adoption leave at least 12 weeks before the proposed commencement of leave.
5.2.2 The Application Form (login required) and supporting documentation must be emailed to the Cost Centre Manager and staff member’s supervisor, and must:
(a) include evidence of a child's adoption, long-term fostering or guardianship arrangement;
(b) include a statutory declaration from the staff member confirming that they are or will be the primary carer of the child;
(c) where both parents are employed by the University, include a statutory declaration from the other parent confirming that the staff member applying for paid adoption leave is or will be the primary carer of the child;
(d) include any other leave that the staff member seeks to take after the paid adoption leave period;
(e) confirm that the staff member intends to return to work at the end of the period of leave;
(f) confirm the expected date of return to work, and
(g) state whether the staff member is electing to receive paid adoption leave at half pay over a period.
5.3 Commencement of adoption leave
5.3.1 Eligible staff members can request to take adoption leave at any stage within 12 months of a child's adoption, long-term fostering or guardianship arrangement, provided they give 4 weeks’ notice to their Cost Centre Manager and supervisor, and the expected date of adoption, long-term fostering or guardianship arrangement is included in this period of leave.
5.3.2 Adoption leave can be used to:
(a) attend interviews, court or examinations related to the application for adoption, or long-term fostering or guardianship;
(b) travel to collect the child; or
(c) attend any other event directly related to the long-term placement of the child.
5.3.3 Adoption leave must be taken in one continuous period. Shorter periods of leave can be available in special circumstances assessed on a case-by-case basis at the discretion of the Cost Centre Manager. Public holidays which fall in the period of adoption leave form part of the leave. Adoption leave cannot be granted in broken periods separated by public holidays or by periods of long service or recreation leave.
6. Paid partner leave
6.1 Paid partner leave is available to eligible staff members who are or will become the significant carer of a child. The eligibility and leave entitlements are outlined in the Parental Leave – Operational Policy.
6.2 Notification of intention to take paid partner leave
6.2.1 An eligible staff member must complete the Application Form (login required) notifying the Cost Centre Manager and the staff member's supervisor of an intention to take paid partner leave as soon as practicable before the proposed commencement of leave.
6.2.2 The Application Form (login required) and supporting documentation must be emailed to the Cost Centre Manager and staff member’s supervisor, and must:
(a) in the case of the birth of a child, include a certificate from a registered medical practitioner or certified midwife stating the expected date of birth;
(b) in the case of adoption, long-term fostering, or guardianship of a child, include evidence of the adoption, long-term fostering or guardianship arrangement;
(c) include a statutory declaration from the staff member confirming that they are or will be the significant carer of the child;
(d) include any other leave that the staff member seeks to take after the paid partner leave period;
(e) confirm that the staff member intends to return to work at the end of the period of leave; and
(f) confirm the expected date of return to work.
6.3 Commencement of paid partner leave
6.3.1 Paid partner leave must be taken for a continuous period within 12 months of the birth, or long-term adoption or placement of a child. Public holidays which fall in the period of leave form part of the leave. Leave may not be granted in broken periods separated by public holidays or by periods of long service or recreation leave.
7. Unpaid parental leave
7.1 Unpaid parental leave eligibility and leave entitlements are outlined in the Parental Leave – Operational Policy.
7.2 Notification of intention to take unpaid parental leave
7.2.1 Eligible staff members must complete the Application Form (login required) notifying the Cost Centre Manager and the staff member's supervisor of an intention to take unpaid parental leave at least 10 weeks (if possible) before the proposed commencement of leave, and at the same time as notification of any paid parental leave (if possible).
7.2.2 Subject to 7.2.3, the Application Form (login required) and supporting documentation must be emailed to the Cost Centre Manager and staff member’s supervisor, and must:
(a) in the case of the birth of a child, include a certificate from a registered medical practitioner or certified midwife stating the expected date of birth;
(b) in the case of adoption, long-term fostering, or guardianship of a child, include evidence of the adoption, long-term fostering or guardianship arrangement;
(c) when the staff member is not the birthing parent, include a statutory declaration from the staff member confirming that they are or will be the significant carer or primary carer of the child;
(d) include any other leave that the staff member seeks to take before or after the unpaid partner leave period;
(e) confirm that the staff member intends to return to work at the end of the period of leave; and
(f) confirm the expected date of return to work.
7.2.3 When a parental leave application has been previously approved without including a period of unpaid parental leave, an eligible staff member can request unpaid parental leave to care for the same child by emailing the Cost Centre Manager and staff member’s supervisor, without re-submitting the previously provided supporting documentation.
7.2.4 Flexible unpaid parental leave can be requested via a leave form when not included in the original parental leave Application Form (login required).
7.3 Commencement of unpaid parental leave
7.3.1 When a staff member is taking paid and unpaid parental leave, unpaid parental leave commences after paid parental leave has been exhausted.
7.3.2 A pregnant eligible staff member can request to take unpaid parental leave at any stage of pregnancy, but no later than 24 months from the birth of a child, provided that they give at least 4 weeks’ notice to their Cost Centre Manager and supervisor.
7.3.3 When a pregnant eligible staff member wishes to continue to work during the 6 weeks' period before the expected date of birth of the child, the staff member must provide a medical certificate confirming that they are fit for work and whether any reasonable adjustments are required for the staff member to continue to work safely in that period. The University can require the staff member to take a period of paid or unpaid parental leave when they do not provide a medical certificate within 7 days of the request, or the medical certificate does not confirm that the staff member is fit for work in the relevant period.
7.3.4 A staff member who has given birth and is on unpaid parental leave is required to remain absent for a minimum of 6 weeks after the date of birth, unless a medical certificate of fitness is provided.
7.3.5 A staff member who has not given birth and becomes the primary carer or significant carer of a child can request to take unpaid parental leave within 24 months of the date of birth, adoption or long-term placement of the child, provided that they give at least 4 weeks’ notice to their Cost Centre Manager and supervisor.
8. Extending parental leave
8.1 When the original application for parental leave is for 12 months or less, an eligible staff member can seek an extension of a further 12 months' unpaid parental leave, up to the maximum period of 24 months in total inclusive of any paid and unpaid parental leave.
8.2 When requesting an extension, a staff member must email the written request to their Cost Centre Manager and supervisor at least 10 weeks before the anticipated return date if possible, and no later than 4 weeks before the end of the available parental leave period.
9. Returning to work and cancelling parental leave
9.1 Staff members must confirm the expected date of return to work with their supervisor and Cost Centre Manager in writing at least 8 weeks’ notice before the original nominated date. The proposed return date must be at least 4 weeks after the University receives the notice.
9.2 Staff members seeking to cancel parental leave before parental leave commences must notify their supervisor and Cost Centre Manager in writing as soon as practicable.
9.3 Approval depends on the requirements of the work area and the University, and the mutual agreement of the Cost Centre Manager, supervisor, and staff member. Other arrangements can be agreed upon between the Cost Centre Manager, supervisor, and the staff member.
9.3.1 Approval to cancel parental leave due to a stillbirth or the death of a child is not required. However, when parental leave has already started, the specified return date must be at least 4 weeks after the University receives the notice.
9.4 Staff members returning from parental leave are expected to return to the position occupied immediately before commencement of leave, or if this is not possible, return to work arrangements occur in accordance with the Parental Leave – Operational Policy.
9.5 Staff members must notify the University as soon as practicable when they have taken parental leave to care for a child and stop being the primary or secondary carer of the child.
10. Payment during paid parental leave
10.1 The University provides eligible staff members the option to receive payment for paid parental leave or adoption leave (category A) in full during the 26-week leave period, or at half pay over the 52-week parental leave period.
10.1.1 This change can affect a staff member’s superannuation, banking disbursements and other payroll deductions. Staff must contact Payroll to discuss individual situations. This payment option cannot be accessed or changed once a period of paid parental leave has commenced.
10.2 Salary is paid at the rate applicable for the last pay period immediately prior to commencing paid parental leave, subject to any changes to the terms and conditions of a staff member’s employment during a period of parental leave.
10.2.1 When a staff member has worked a mix of full-time and fractional hours or different fractional appointments during the 12 months before taking paid parental leave, the average service fraction over that period (inclusive of additional hours worked) is used to calculate the rate of payment of paid parental leave.
10.3 When an eligible staff member sought a temporarily reduced fractional appointment during their pregnancy for medical reasons, the staff member is entitled to parental leave on their substantive salary
10.4 Leave entitlements accrued during a period of paid parental leave do so at the employment fraction applicable to the period of parental leave. When a staff member has chosen to take the 26 weeks paid parental leave at half-pay, leave accrual is also be halved.
11. Keeping in Touch days
11.1 A Keeping in Touch (KIT) day is a voluntary day, when a staff member and their supervisor agree to the staff member performing work for the University on a day or part of a day while on a period of approved parental leave. KIT days are provided by agreement to assist staff members to keep in touch with their employment.
11.1.1 KIT days are provided for the purpose of work activities that will facilitate a staff member’s return to work after a period of parental leave, such as training; to become familiar with new or updated processes; and participation in planning meetings or discussions that may impact a staff member's role. A KIT day cannot be used for regular work activities.
11.2 Staff members can request to access up to 10 KIT days during the first 12 months of parental leave. When a staff member extends their period of unpaid parental leave beyond 12 months, they can request to access an additional 10 KIT days.
11.2.1 KIT days can be worked as a part day, one day at a time, a few days at a time, or all at once. Where a staff member works for one hour or longer during a KIT day, this counts as one KIT day towards the 10 KIT days’ limit.
11.3 A staff member cannot request a KIT day within the first 2 weeks following the birth or adoption of their child, and supervisors must not ask staff members to participate in a KIT day within the 42 days following the birth or adoption of a child.
11.4 A staff member is entitled to payment for the hours of work performed during a KIT day at their ordinary rate of pay.
11.5 Where supervisors and staff members agree to a staff member participating in a KIT day, this must be done in writing. The supervisor must notify Payroll in People and Culture that the staff member’s return to work is temporary for the purpose of a KIT day.
11.6 KIT days do not extend a period of parental leave.
12. Replacement staff during parental leave
12.1 The work area from which the parental leave is granted can fill the vacated position for the period of leave on a fixed term basis only.
12.1.1 Replacement staff must be advised that their appointment is on a fixed term basis as they are replacing a staff member on parental leave. They must also be advised of the maximum length of appointment, and that the staff member on leave can request an earlier return to work this can result a variation to the replacement staff appointment with a minimum of 4 weeks’ notice.
13. Support
13.1 The University acknowledges that some circumstances around parental leave can be challenging and traumatic for staff members and their family. University staff and their immediate family and household members are encouraged to access the University’s Employee Assistance Program (login required) for free and completely confidential counselling services, as well as a range of other support services.
14. Authorities and responsibilities
14.1 As the Approval Authority, the Chief Operating Officer approves these procedures to support the operationalisation of the Parental Leave – Operational Policy.
14.2 As the Responsible Executive Member the Chief Operating Officer can also approve guidelines to support these procedures. All procedures and guidelines must be compatible with the provisions of the overarching policy.
14.3 As the Designated Officer the Director, People and Culture can approve associated documents to support the application of these procedures.
14.4 These procedures operate from the last amended date, with all previous iterations of procedures on parental leave replaced and no longer operating from this date.
14.4 All records relating to parental leave must be stored and managed in accordance with the Records Management - Procedures.
14.5 These procedures must be maintained in accordance with the University Policy Documents – Procedures and reviewed on standard 3-year policy review cycle.
14.6 Any exception to this policy to enable a more appropriate result must be approved in accordance with the University Policy Documents – Procedures prior to any deviation from the policy document.
14.7 Refer to Schedule C of the Delegations Manual in relation to the approved delegations detailed within this policy document.
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