New and revised policies

Policies developed and revised in 2011

Smoke-free Environment Policy (approved 5 December 2011 - effective from 30 January 2012)
The policy was reviewed for the following reasons:

• The policy was last reviewed in 2002 and required reassesment.
• There was strong support from staff, students and affiliates to further restrict or ban smoking on campus.
• The new policy bans smoking on all campuses except within designated smoking areas. It also bans the sale of cigarettes on campus.
• The University is committed to providing a healthy and safe environment for its staff, students, affiliates and visitors. The revised policy prescribes designated smoking areas which will limit the areas where smoking can occur thereby protecting the university community from second hand smoke. In addition, reducing the impact on the environment caused by discarded cigarette butts.
• The trend in both the higher education sector and in local council areas has been increasingly to restrict or ban smoking in public outdoor areas and events in order to protect the public from the harm caused by second hand smoke.
• The harmful effects of smoking is also reflected in government legislation, for example, the recent legislation passed to require the plain packaging of cigarettes which aims to reduce the attraction of smoking.

Visa and Work Rights Policy (approved 2 August 2011)
This policy has been reviewed in order to:

• reflect changes to Migration Regulations;
• clarify eligibility criteria for permanent residency;
• and outline the University’s obligations in respect of the various visa subclasses.

Conversion from Fixed Term to Continuing Employment Policy (approved 2 August 2011)
This policy has been developed to provide guidance on:

• implementing the conversion clauses for contract research staff in the Enterprise Agreement 2009-2012; and
• initiating conversion for other fixed-term staff where there is a sound business case.

Recruitment and Selection Policy (approved 9 August 2011)
Key features of the revised policy are:

• A request to use the direct appointment provision must include not only a case justifying the “exceptional circumstances”, but must now also include information on the frequency of such requests from the unit; the gender breakdown of previous direct appointment requests; and any other general equity issues.
• The current provision applies to “senior academic positions or a position requiring highly specialised skills”. Since outstanding candidates for academic positions are available at all levels, the provision has been amended to “academic positions or a position requiring highly specialised skills”
• Assessment and approval of requests to waive advertising are to be submitted to
  - the Provost in the case of academic staff positions; or
  - the Director, HR in the case of general staff positions
  instead of to the Vice-Chancellor.

Outside Earnings of Academic Staff Policy 2011 (approved 1 June 2011)
Under the Outside Earnings Policy academic staff may engage with government and industry through professional activity which assists them to stay in the forefront of their areas of expertise. Amendments to the policy include:

• clear guidance on the activities that are exempt from the policy;
• permitting the use of the University logo in connection with private activities in limited circumstances;
• standing declarations are to be reviewed every two years, rather than the present “periodically”.

Flexibile Salary Packaging policy Policy (approved 11 February 2011)
Key features of the policy amendments include:

• Streamlined formatting indicating which benefits are administered in-house and claimed through payroll, and those administered through the University’s external salary packaging provider.
• Information on claiming University of Sydney Course Fees (supplemented by links on the HR website).

Policies developed and revised in 2010

Injury Management Policy (approved 14/12/10)
Key features of the revised policy include:
- A more concise easy to read policy;
- Roles and responsibilities clearly defined in table format;
- Easy reference flowchart with injury management process;
- Links to the OHS and WorkCover websites for further information.

Working from Home Policy (approved 14/12/10)
Key features of this new policy:
- Home-based work is a voluntary and co-operative arrangement between the staff member and the university;
- Recognition that academic staff may work from home or alternate work locations and, although a formal Working From Home Agreement is not required, arrangements must be discussed and agreed with their supervisor;
- Regular periods of working from home for General staff must be formalised in a Working From Home Agreement;
- Factors to be taken into account when a working from home arrangement is being considered.

Children in University Workplaces and Premises policy (approved 6/10/10)
Key features of the revised policy include:
- the renaming of the policy to Children in University Workplaces and Premises policy;
- greater clarity on the procedure for making the request;
- detailed factors to consider in making the request;
- clearer focus on OH&S issues;
- the inclusion of Field trips and use of University vehicles.

Performance Management and Development (PM&D) Policy & Procedures (approved 30/06/10)
The review of the PM&D policy and procedures to align with the Enterprise Agreement 2009-2012 has been undertaken. A substantial review, to design and implement a new PM&D system, is underway. Key features of the current review include:
- PM&D applies to all fixed term staff (previously only those with contracts over 12 months);
- A completed PM&D is no longer a prerequisite for incremental progression. Increments may only be withheld due to performance "not meeting requirements";
- Removal of requirement to complete a Performance Improvement Plan (PIP) during probation and confirmation.

Occupational Health and Safety policy (approved 18/06/10)
Key features of the revised OHS Policy are:
- Roles and OHS responsibilities are clearly defined;
- In particular, the OHS responsibilities of Principal Officers and Fellows of Senate are identified to reflect recent OHS legislative changes;
- The consultation process is highlighted as a significant means to resolve any OHS issues;
- A succinct, easy to read policy with web references for further information.

Parental Leave guidelines (approved 25/05/10)
The Parental Leave Guidelines have been updated to be consistent with new Enterprise Agreement provisions and the National Employment Standards under the Fair Work Act.

Key features include:
- Five days paid short partner leave (EA clause182(a));
- Enhanced Maternity Leave (EML) may now also be taken as 22 weeks paid leave (previously the leave could only be taken as 38 weeks at 60% salary (clause 176(c) (i));
- Staff may apply for extended unpaid parental leave, up to 104 weeks. Requests can only be refused on reasonable business grounds; The University will confirm whether the request has been granted or refused within 21 days of the request, and will provide written reasons if the request is refused;
- Partners (who are also employed by the Uni) may access up to 8 of the 14 week period of paid maternity leave.

Other amendments include:
- Staff on a fixed-term contract are entitled to EML/EMB provided that their contract period is sufficient to cover the period of EML and the 26 weeks return to work obligation;
- Parental leave forms are now to be submitted 6 weeks before leave commences (previously this was 4 weeks).

Flexible Working Arrangements policy (approved 16/04/10)
The Flexible Working Arrangements policy outlines the range of leave and working arrangements available to staff to provide staff with flexibility. The policy has been amended to:
- update Enterprise Agreement and legislative references and provisions;
- include the right for staff to request Flexible Working Arrangements;
- provide guidance to managers in assessing applications for flexible working arrangements;
- provide clearer descriptions of the leave options and working arrangements available to staff.

Seasonal, Part-Year or Annualised Employment guidelines (approved 16/04/10)
These guidelines provide details for implementing one of the flexible working arrangement options available for General staff. They have been amended to:
- update Enterprise Agreement and legislative references and provisions;
- Include the right to request and be consistent with the administrative procedures in the Flexible Working Arrangements policy;
- Provide clearer administrative details for implementing these forms of flexible working arrangements.

Long Service Leave (recognition of prior service) policy (approved 16/04/10)
The procedures in this policy have been amended to provide new staff with up to 2 months after commencement to request recognition of their prior service; and to require a consent form from the new staff member in order to obtain information from the previous employing university.

Selection Appeals policy - General staff (approved 26/03/10)
Under the new Agreement, a grievance cannot be lodged where there is an alternative appeal mechanism (such as a selection appeal under this policy) therefore the policy has been renamed from Selection Appeals and Grievances – General Staff to Selection Appeals Policy – General Staff. The policy still provides an outline of the circumstances when a grievance could be lodged in relation to a selection decision.

A staff nominee to review the appeal material is now nominated by “a staff representative of the Management and Staff Consultative Committee” as the position of Deputy Chair of the Staff Consultative Forum no longer exists.

Leave Without Pay policy (approved 26/03/10)
This policy was revised to clarify how parental leave without pay may impact on staff employed on a grant funded fixed term contract; to clarify obligations of staff on fixed term contracts who have been sponsored by the University for a 457 visa; to refine procedures around exhausting annual leave prior to accessing LWOP; and to clarify that longer periods of LWOP require Dean approval.

Clinical and Dental Loadings policy (approved 26/03/10)
This policy was previously entitled "Annual Clinical Loadings policy". The policy clarifies that eligible staff in all disciplines will get the loading. The key issues in allocating the loadings are medical or dental registration, ability to work in Australia and responsibility for patients, which are clearly stated in the revised policy. Professional indemnity cover is also clarified. Staff undertaking University approved activities (e.g. observation by students of the staff member dealing with patients, or supervision of students dealing with patients by the staff member) are covered by the University’s professional indemnity insurance. In other cases, the staff member must obtain appropriate professional indemnity insurance.

Study Time policy (approved 23/03/10)
The Study Time policy was reviewed to take into account the range of study options now available, including Online study, face to face classes and Higher Degrees by Research, refer to Attachment 1, Study Time Summary Table in the Study Time policy. General staff may access flexible working hours and Study Time to participate in approved part-time study for their professional development. Staff who utilise Study Time will have their study included in their PM&D development plan.

Harassment and Discrimination Prevention Policy and Resolution Procedure (approved 11/02/10)
The Harassment and Discrimination Prevention Policy and Resolution Procedure has been reviewed and updated to reflect legislative changes and to simplify the procedure for the resolution of complaints.

This important policy provides a clear statement of the University’s expectations of its staff, students and affiliates in respect of conduct that may constitute unlawful harassment or discrimination.

The policy applies to conduct on every University campus and within the Residential Colleges and University-owned accommodation.

A key feature of this policy is a simplified and accessible resolution procedure. All staff and students are able to seek assistance from a range of contacts outlined in the policy.

Policies developed and revised in 2009

Workplace Bullying Prevention Policy and Resolution Procedure (approved 23/11/09)
This new policy sets out the University’s expectations in terms of conduct that may constitute workplace bullying. It provides staff, managers and affiliates with concerns or complaints about workplace bullying with a resolution procedure.

Living Away from Home Allowance (LAFHA) guidelines (approved 16/10/09)
Guidelines have been developed following a review of recruitment, relocation and immigration procedures and salary packaging .These set out items that can be included in a staff member’s salary package, subject to eligibility criteria. Visit the salary packaging website.

Relocation policy (approved 16/10/09)
This policy has been created to provide detailed information on items that can be claimed as relocation expenses to ensure both the University and new staff members are not subject to fringe benefits tax. Visit the Relocation website.

Visa and Work Rights policy (approved 16/10/09)
This new policy explains the process and best-fit visa for inviting international professional visitors, or recruiting international candidates for a position within a faculty or administrative unit. Visit the Immigration website.

Affiliates policy (approved 23/09/09)
A new policy which provides guidance on procedures to follow when engaging or appointing affiliates. It also sets out the role, rights and responsibilities of affiliates. An affiliate is defined as an individual who is not a paid staff member of the University, but who is appointed or engaged by the University to perform duties or functions, and / or recognised for their contribution to the University.

Child Protection policy (approved 28/08/09)
This policy has been developed to help students, staff and affiliates meet with obligations under child protection legislation when engaged in child-related positions or placements.

The policy sets out mandatory procedures, such as the Applicant Declaration and Consent or Volunteer/Student Declaration, for University students, staff and affiliates engaged in work or practical training that primarily involves direct, unsupervised contact with children. Working With Children Background Checks are required for staff members engaged in child-related work. See also FAQs.

Chief Warden Performance Bonus policy (approved 6/08/09)
Under occupational health and safety legislation the University is required to establish and maintain procedures to control emergency situations that could adversely affect staff, students and visitors. “Chief Wardens” are responsible for the coordination, administration and emergency response for their building or group of buildings. A performance bonus has been introduced for staff who fulfil this critical role.

Flexible Salary Packaging policy (approved 6/08/09)
This policy has been revised to reflect changes in the University’s flexible salary packaging practices. Flexible salary packaging is an Australian Tax Office approved means for staff members to restructure their salary which gives them the flexibility to build a salary package best suited to their needs. Visit the salary packaging website.

Recruitment and Selection policy (approved 15/01/09)
January 2009 revision:­
The policy was revised to provide more clarity of roles and clearer, tighter timeframes in the recruitment process.

March 2009 amendment:­
Clarified the approval for external members of academic staff selection committees.

November 2009 amendments:­
Vice Chancellor’s approval now required prior to waiving advertising in order to invite a senior academic or highly skilled specialist to apply for a University position. A definition of “internal” was included in the policy to clarify that "internal" refers to a currently employed staff member of the University.

April 2010 amendment:­
References to child protection forms were updated following amendments to Child Protection legislation on 31 March 2010.