This is the Issued [printed] version of
ABSENCE ON DUTY
Section 17.04
[Previous] [Next] [Home] [Search]
[OVERVIEW]
[REFERENCES]
[POLICY]
[PROCEDURES]
[SOURCES OF INFORMATION]
OVERVIEW
17.04.01 In many situations, treating the absence of a staff member as
leave is not appropriate because the absence is directly related
to the person's duties.
17.04.02 The nature of the duties of Academic staff is such that strict
rules about absences from the University to carry out those duties
are inappropriate and unnecessary. Accordingly, the approval and
recording of such absences will be kept to the minimum necessary.
REFERENCES
Macquarie University General Staff Enterprise Agreement 1997 Clauses 10.15 and 10.16
Macquarie University Academic Staff and English Language Centre
Teachers Enterprise Agreement 1997 Clauses 10.15 and 10.16
17.04.03 The University recognises that it is necessary, desirable or
convenient for members of staff to undertake some of their normal
duties outside the University.
17.04.04 In the following examples, which are not meant to be limiting, a person absent from the University is to be regarded as being absent on duty and not on leave when:
17.04.05 For the purpose of Workers' Compensation insurance, it is in the interest of the staff member to inform the immediate supervisor and obtain any necessary approval for performing duties away from the University.
17.04.06 The University and the staff member have the same occupational
health and safety obligations when work is carried out off the
University's premises as apply to the normal workplace. Advice
to be found in Section 27 of the Handbook can be related to the home office environment (such as lighting,
ergonomics and keyboard use). More specific information on field
trips in remote areas and the planning and approval process involved
is found in Section 27.47.
17.04.07 The parties agree to examine the design and delivery of policies
and procedures aimed to allow staff to work from home. This will
involve examination of existing schemes in the Australian Public
Service, this Absence on Duty policy, Occupational Health and
Safety issues, the security of University equipment and documentation,
and the provision of adequate supervision.
Academic Staff
17.04.08 An Academic staff member is expected to be at the University
for reasonable periods of time, not only for scheduled classes
but also for consultations with students and colleagues, the supervision
of honours and higher degree students, research, attending seminars,
performing administrative duties, and attending meetings of committees.
17.04.09 In approving absences on duty, the delegate must be satisfied that satisfactory arrangements have been made to meet these academic and administrative responsibilities of the staff member. These duties should be shared equitably among members of staff and they should not repeatedly be left to colleagues. (The same considerations apply to absences off duty, which occur because the staff member has fulfilled their work obligations.)
17.04.10 No approval is necessary for absences on duty within Australia which are outside the staff member's teaching or examination
commitments.
17.04.11 Where an absence on duty during a period in which the staff member's
classes are in recess and examinations are not in progress involves
a staff member travelling outside Australia, Form 17.04a must be completed and the prior approval of the Head of Division/Centre
must be obtained.
17.04.12 Wherever possible, absences on duty should occur outside those
periods in which the staff member's classes are in session or
examinations are in progress.
17.04.13 It is recognised, however, that there are seasonal and circumstantial reasons why some absences can only occur when the staff member's classes are in session.
17.04.14 Some staff members participate substantially in compulsory field excursions/teaching and/or in weekend and vacation schools for external students and are therefore unable to fulfil their off campus duties at these times. This should be taken into account in considering applications for absences on duty.
17.04.15 Providing satisfactory arrangements have been made for teaching and examination commitments, no prior approval is needed for absences on duty for periods up to five week-days while the staff member's classes are in session or examinations are in progress.
17.04.16 The application form (Form 17.04a) must be submitted to the Head of Division/Centre for prior approval
for absences in excess of five week-days at a time or absences
outside Australia, while the staff member's classes are in session
or examinations are in progress.
Absences under the Outside Studies Program
17.04.17 Absence from the University for the purposes of Outside Studies
is granted in accordance with the University's rules for Outside
Studies Programs (See Section 19.04).
General Staff
17.04.18 The 'Sydney area' here refers to the geographical area generally
bounded by Newcastle, in the north, Bathurst in the west and Nowra
in the south. The delegate should exercise discretion in this
regard as the main objective is to allow for the availability
of the staff member if their presence at the University is urgently
required.
17.04.19 Normal supervisory approval is necessary for absences on duty
within the 'Sydney area' but the approval form is not required
to be completed.
17.04.20 Where an absence on duty will involve the staff member travelling outside the 'Sydney area', Form 17.04b must be completed and:
17.04.21 The University encourages participation by members of staff in
secondments and exchanges. Details of each proposal for a formal
secondment or exchange, which may involve recovery of costs or
other reciprocal arrangements, will be subject to the approval
as set out in Section 18.02.
Service to Other Bodies (Not involving Formal Secondment)
17.04.22 With the approval of the Head of Division or Office, staff may undertake tasks relevant to their academic or professional expertise for other bodies. These tasks include (for example) membership of government bodies and inquiries; providing advice to bodies which might include (for example) government departments, ministers, Parliamentary committees and members of Parliament; service in positions of responsibility for professional societies and journals; service for the learned academies; and service for other universities.
17.04.23 The University recognises that, in fulfilling these roles, members
of staff will be absent, periodically, from the University. If
any such absence is expected to be for more than five week-days
(and, in respect of Academic staff, is during teaching periods),
prior notice should be given to the Head of Division or Office
using Form 17.04a or 17.04b or through the Outside Employment provisions if remuneration
is involved.
17.04.24 Completed Forms 17.04a/b are to be retained by the Division or Office for a period of
two years.
Salary and superannuation
17.04.25 The full salary and University superannuation contributions for the staff member shall be paid during their absence on duty.
Leave entitlements
17.04.26 Leave entitlements shall continue to accrue while a staff member is absent on duty.
Travel Arrangements and Costs
17.04.27 Claims for expenditure on conference fees, travel and accommodation are to be submitted on non-order (claim) forms approved by the appropriate financial delegate. Air travel bookings may be made as set out in the Financial Management Handbook.
Insurance
17.04.28 Information as to the insurance coverage of members of staff
who are absent from the University on duty can be found in Section
16.07 as regards the University insurance policies and Section 27.08 on Workers' Compensation. The Financial Management Handbook also has details on associated coverage.
Gail Flint, Personnel Office (9787)
Christine Tse, Personnel Office (9783)