Procedures

Community Service Leave - Procedures

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1. Purpose and Objectives

These procedures outline the conditions and process for applying for Community Service Leave, which includes leave to attend a voluntary emergency management activity and jury duty. Leave entitlements are provided through the Enterprise Agreement; the Leave Entitlements Policy; and the relevant Legislation.

2. Definitions, Terms, Acronyms

Authorised Officer – the officer authorised to exercise the relevant HR power or function in accordance with the HR Authorisation Schedule

Eligible community service activity as defined in the Fair Work Act 2009 (Cth)-

(a) jury duty (including attendance for jury selection) that is required under a law of the Commonwealth, a State or a Territory; or

(b) a voluntary emergency management activity; or

(c) an activity prescribed under a regulation for the purposes of the Fair Work Act 2009 (Cth).

Enterprise Agreement - The University of Queensland Enterprise Agreement 2014 – 2017

3. Procedure Scope/Coverage

These procedures apply to all continuing, research (contingent funded), fixed-term and casual staff members covered by the Enterprise Agreement.

A casual staff member is only entitled to unpaid leave for community service activities.

Information on leave related to attendance at court proceedings that is not considered jury duty is contained in Leave to Attend Court – Procedures.

4. Procedure Statement

A staff member may access a period of paid or unpaid Leave for an eligible community service activity, subject to approval in accordance with these procedures.

Approved leave for community service activities counts as service for all purposes.

5. Leave to attend a Voluntary Emergency Management Activity

5.1 Conditions

A staff member is eligible to access leave to engage in a voluntary emergency management activity if:

  • The staff member engages in an activity that involves dealing with an emergency or natural disaster; and
  • The staff member engages in the activity on a voluntary basis; and
  • The staff member is a member of, or has a member-like association with, a recognised emergency service organisation.

Approved emergency service organisations include, but are not limited to:

  • State Emergency Service;
  • Queensland Ambulance Service;
  • Queensland Fire and Emergency Services;
  • Queensland Rescue;
  • Volunteer Marine Rescue Association Queensland;
  • Australian Volunteer Coast Guard Association;
  • Red Cross; and
  • St John Ambulance.

A staff member who engages in an eligible community service activity may be absent from employment, for the following reasons:

1. to engage in the activity; and/or

2. reasonable travelling time associated with the activity; and/or

3. reasonable rest time immediately following the activity.

5.2 Entitlement

5.2.1 Continuing, Research (Contingent funded) and Fixed-Term Staff

A staff member, other than a casual staff member, will be entitled to take paid Emergency Service Leave for up to 5 days on each occasion the staff member is called upon to engage in a voluntary emergency management activity, or to attend mandatory training, with a cap of 16 days paid leave in any 12 month period.

Paid Emergency Service Leave is not available for staff members to attend other functions related to their membership of these organisations, with the exception of training.

Where a staff member is required to undertake a voluntary emergency management activity for a period in excess of 5 days in any one period, or in excess of 16 days in a 12 month period, any additional leave will be unpaid Emergency Service Leave.

5.2.2 Casual Staff

A casual staff member is only entitled to unpaid leave to engage in a voluntary emergency management activity.

5.3 Leave to attend training

5.3.1 Paid leave to attend mandatory training

A staff member (other than a casual staff member) may access paid Emergency Service Leave to attend mandatory training with a recognised emergency service organisation, subject to operational requirements. Any leave taken under this provision will be counted towards to the yearly cap of 16 days paid Emergency Services Leave in any 12 month period.

5.3.2 Unpaid leave to attend training

A staff member may be eligible for unpaid Emergence Service Leave to attend training with a recognised emergency service organisation at the discretion of the Authorised Officer, and subject to operational requirements.

6. Jury Duty

6.1 Conditions

A staff member will be granted leave to serve as a juror in a court of law for the period of attendance required.

A staff member (other than casual staff members) called for jury duty can either take paid Jury Duty Leave and pay the jury duty fee to the University, or take Leave Without Pay and retain the jury duty fee.

A casual staff member will be granted Leave Without Pay to serve as a juror in a court of law for the period of attendance required.

A staff member who attends jury duty and is required for only part of a day must, if practicable, return to duty at the University for the remainder of the working day.

The Supervisor may provide a written request for exemption for jury duty for those staff members who are unable to be released from duty due to operational reasons. The staff member must forward the request to the Sheriff’s Office for consideration.

On completion of jury duty, the staff member must request a certificate from the Sheriff's Office stating the number of appearances and payment received.

6.2 Payment arrangements (other than casual staff)

6.2.1 Paid Jury Duty Leave

A staff member who has requested paid Jury Duty Leave is required to refund the jury duty fee received from the Sheriff's Office to the University. The staff member must present the certificate from the Sheriff’s Office to their supervisor for verification and pay the fee to the University Cashier using an appropriate payment method, in accordance with the requirements of Finance and Business Services. Any fee payments made via bank cheque will need to be made payable to 'The University of Queensland'.

A staff member who works a system of flexible working hours and elects to take paid Jury Duty Leave is not required to refund any fees received for jury duty performed on a normal rostered day off.

6.2.2 Leave Without Pay for Jury Duty

A staff member who has requested Leave Without Pay for the period of jury duty can retain the jury duty fee and may claim the difference between the jury duty fee and their base rate of pay for ordinary hours of work during that period.

On completion of the jury duty, the staff member must forward the certificate from the Sheriff’s Office, with their approved Leave Application Form, to the relevant Human Resources Staff for payroll adjustments to be made.

7. Applying for Leave for a Community Service Activity

7.1 Staff member responsibilities

A staff member is expected to discuss their request for leave for an eligible Community Service activity with their Supervisor and/or Authorised Officer as soon as practicable.

Prior application and approval for leave is not required in those instances where a staff member is called on to undertake a voluntary emergency service management activity, however, the Authorised Officer should be advised and a Leave Application form completed as soon as practicable.

A staff member may make a request to the Authorised Officer for a period of leave for an eligible community service activity (Emergency Service Leave or Jury Service Leave) using the Leave Application Form or MyAurion.

A staff member is required to provide reasonable evidence of the community service activity undertaken including where applicable:

  • Notice from the emergency service organisation verifying the dates of absence required to participate in the voluntary emergency service activity or the requirement to attend mandatory training;
  • Advice from the Sherriff’s office requiring jury duty be rendered;
  • Any remuneration that will be paid (where applicable) for supplementation purposes.

7.2 Authorised Officer responsibilities

When considering applications for leave for a community service activity, consideration should be given to:

  • Eligibility requirements for the leave applied for;
  • Any evidentiary and notification requirements associated with the leave; and
  • Operational requirements where relevant.

Approved leave applications should then be forwarded to Human Resources for processing where required.

Custodians
Director, Human Resources
Mr Bill Kernahan (Acting)
Custodians
Director, Human Resources
Mr Bill Kernahan (Acting)