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Leave Procedure

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Section 1 - Purpose

(1) The purpose of this Procedure is:

to provide information on leave entitlements and related provisions to assist staff of the University of Wollongong (the University) in balancing personal, professional, and family needs; and
provide information on how staff can apply for leave entitlements.

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Section 2 - Application and Scope

(2) This Procedure applies to all staff covered by the University’s Enterprise Agreements, to casual staff where specified and staff employed on an individual employment contract.

(3) This Procedure does not apply to:

staff employed under an Award who are entitled to leave specified under that Award;
honorary and visiting academics;
staff employed by other entities controlled by the University; and
staff employed at campuses of the University outside of Australia.

(4) Special Studies Program (Academics only) leave is not covered in this Procedure. Please refer to the Special Studies Program Policy for information on this leave entitlement.

(5) This Procedure supports and should be read in conjunction with the Employment Life Cycle Policy, the University’s Enterprise Agreements, the individual employment contract and other relevant University policy documents.

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Section 3 - Principles

(6) The University encourages staff members to access their leave entitlements in accordance with their terms and conditions of their employment.

(7) All leave must be approved by the staff member’s Supervisor.

(8) The University provides the types of leave set out in this Procedure in accordance with the leave entitlements stated in the University’s Enterprise Agreements:

the University of Wollongong (Academic Staff) Enterprise Agreement 2023 (the academic staff Enterprise Agreement); and
the University of Wollongong (Professional Services Employees) Enterprise Agreement 2023 (the professional staff Enterprise Agreement).

(9) Only staff on fixed-term and continuing employment contracts covered by the relevant Enterprise Agreement are entitled to the types of leave in the table, except where the table states otherwise.

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Section 4 - Leave Types

(10) Staff will be informed of their available paid leave entitlements prior to applying for any period of leave without pay. Leave must be approved in accordance with the Delegations of Authority Policy.

(11) Staff in part-time employment accrue and take leave pro rata (based on the full-time equivalent entitlements (FTE’s) in the table above) based on the number of hours worked.

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Section 5 - Applying for Leave

(12) Staff can only take leave that has been approved in advance (other than personal leave).

(13) Staff should apply for personal leave immediately upon return to work.

Annual Leave

(14) Staff must take:

15 days per calendar year for professional staff; or
20 days per calendar year for academic staff.

(15) Staff must discuss the timing of their leave with their Supervisor in advance. The Supervisor will consider the work areas operational needs and the staff members personal circumstances before approving a leave request.

(16) A Supervisor may direct a staff member who has accrued excess annual leave (above 35 days; pro rata for part time staff) to take their annual leave as per the relevant Enterprise Agreement.

(17) Fixed term staff shall normally take all their annual leave prior to the end of their contract.

(18) Annual leave may be taken for part of a single day.

(19) Annual leave loading will be paid on the first payday in December each year and is based on the proportion of the leave loading year (1 January to 31 December) worked by the staff member at the ordinary rate of pay as at 31 December of the leave loading year.

Applying for Annual Leave

Step	Action
1.	Discuss intended leave with your Supervisor to agree on the timing.
2.	Submit leave request via WebKiosk.

Purchased Leave

(20) In accordance with the Purchased Leave Procedure, staff must have completed six (6) months of employment with the University to apply for purchased leave, unless otherwise approved by the Chief People and Culture Officer.

(21) Staff on a fixed term appointment must have more than 18 months of employment remaining and an existing purchased leave balance of nil.

(22) Leave will be funded through the reduction in the staff members ordinary rate of pay and will be purchased through fortnightly deductions, or as otherwise approved by the Chief People and Culture Officer.

Applying for Purchased Leave

Step	Action
1.	Discuss intention to apply for purchased leave with your Supervisor to agree on the timing.
2.	Submit Purchased Leave Form to the People and Culture Helpdesk for processing.

Public Holidays and Concessional Days

(23) Staff members (other than casual staff) are not normally required to work public holidays or concessional days. No action is required to apply for the leave.

(24) Staff who are required to work on public holidays will do so by mutual agreement with their Supervisor and will be paid in accordance with the relevant Enterprise Agreement.

(25) Staff who are required to work on a concessional day will do so by mutual agreement with their Supervisor and will be granted an alternative day as paid leave in lieu.

(26) Staff may choose to not observe the 26 January as a public holiday and can choose to nominate another working day within the calendar year to substitute for ‘Australia Day’. If staff chose to work on Australia Day they will not be entitled to be paid overtime rates.

(27) Staff should discuss with their Supervisor to agree on an alternate date. This does not need to be recorded in WebKiosk.

Applying for Public Holidays and Concessional Days

Step	Action
1.	No action required, dates will automatically be entered into WebKiosk for the public holiday and concessional days.
2.	If you are required to work on any of the public holidays submit overtime through WebKiosk.
3.	If you are required to work on any of the concessional days, speak to your Supervisor and arrange an alternative day to take off as paid leave in lieu.

Personal Leave

(28) Personal leave includes:

sick leave;
carers leave;
cultural leave; and
other contingencies;

(29) The University provides a variety of flexible work arrangements for staff to attend to their personal needs. Staff should use flexible work arrangements wherever possible.

(30) Cultural leave is provided for attending religious or ceremonial obligations. It is separate to cultural and ceremonial leave available for Aboriginal and Torres Strait Islander staff.

(31) Paid personal leave can be used for the purpose of carers leave to look after an immediate family member, household member where the staff member is the primary carer or Aboriginal or Torres Strait Islander kinship family member.

(32) Staff must notify their Supervisor of their intentions to take personal leave.

(33) Personal leave may be taken for part of a single day.

Applying for Personal Leave

Step	Action
1.	Where practicable, the staff member will notify their Supervisor prior to their absence. Where not practicable to give prior notice, staff must notify their Supervisor at the first opportunity.
2.	Staff should select the ‘Personal Leave 1 Non-Accruing’ leave code first in WebKiosk. This is your non-accruing personal leave entitlement. Please ensure you select the appropriate reason field.
3.	Staff should select the ‘Personal Leave 2 Accruing’ leave code once their “Personal Leave 1 Non-Accruing” leave entitlement has been exhausted. Ensure you select the appropriate reason field.
4.	Submit leave request via WebKiosk.

Menstrual and Menopause Leave

(34) Staff are entitled to an additional seven (7) days of leave per calendar year in addition to their personal leave entitlements to manage symptoms associated with menstruation and menopause.

(35) Where staff have exhausted their menstrual and menopause leave entitlement, they may access their personal leave entitlements for the purposes of menstrual and menopause leave.

(36) Staff are not required to provide any medical evidence for this leave unless the leave exceeds 10 days per calendar year.

Applying for Menstrual and Menopause Leave

Step	Action
1.	Inform your Supervisor of your intended leave.
2.	Submit leave request via WebKiosk.

Compassionate Leave

(37) Staff may take compassionate leave if a member of their immediate family dies or develops a life-threatening illness or injury.

(38) Staff may be required to provide evidence of the required compassionate leave.

(39) Staff may take compassionate leave if a baby in their immediate family or household is stillborn, or a spouse or de facto partner has a miscarriage.

Applying for Compassionate Leave

Step	Action
1.	Notify Supervisor as soon as practicable as to when leave is required.
2.	Submit leave request via WebKiosk.

Gender Affirmation Leave

(40) Staff can access gender affirmation leave for any purpose relating to gender affirmation and specific leave entitlements for the purpose of undergoing a surgical procedure related to gender affirmation. The separate leave entitlements as specified in the table above can be accessed in any order.

(41) Staff are required to provide the following evidence:

for leave for any purpose relating to gender affirmation, evidence that would satisfy a reasonable person that the leave is being used for gender affirmation purposes. This could include a medical certificate from a treating practitioner or a letter from a legal practitioner;
for leave for the purpose of undergoing a surgical procedure, evidence that would satisfy a reasonable person that the leave being used is for a surgical procedure related to gender affirming care. This evidence does not need to identify the actual nature of the surgery itself.

(42) If a staff member has had less than 12 months of service, they may still make an application for unpaid leave where required.

Applying for Gender Affirmation Leave

Step	Action
1.	Discuss intended leave with your Supervisor.
2.	Complete the relevant documentation required in consultation with your Supervisor and your People and Culture Senior Business Partner or Advisor.
3.	Complete the non-standard leave request form and have it approved.
4.	Additional support can be provided by the People and Culture Division through this process.

Long Service Leave

(43) Staff must discuss the timing of their long service leave with their Supervisor in advance. In approving a request for leave the Supervisor will consider the work areas operational needs as well as the staff members personal circumstances.

(44) If a staff member has accrued excess long service leave (above 100 days; pro rata for part-time staff), their Supervisor may direct them to take it as per the relevant Enterprise Agreement.

(45) A professional staff member who has qualified for long service leave is required to provide at least six (6) months written notice of their intention where the leave is to be greater than four (4) weeks.

(46) An academic staff member who has qualified for long service leave is required to provide at least six (6) months written notice of their intention to take leave.

(47) A variation to the required notice period may be agreed by the relevant delegate in accordance with the Delegations of Authority Policy.

(48) Long service leave may be taken in short blocks, patterns (e.g. every Friday for 12 weeks) or as individual days as agreed by the relevant delegate in accordance with the Delegations of Authority Policy, with the minimum being one (1) day.

(49) Long service leave may be taken at either full pay or half pay, at the election of the staff member. A minimum of ten (10) continuous working days must be taken if long service leave is to be taken at half pay.

(50) A staff member who becomes ill during a period of long service leave may request that their long service leave be replaced with personal leave. The personal leave must exceed three (3) days and be substantiated by a medical certificate.

Applying for Long Service Leave

Step	Action
1.	Discuss intended leave with your Supervisor to agree on the timing in accordance with the notice periods above.
2.	Submit a request via the WebKiosk.
3.	For long service leave applications at half pay, please complete the Non-Standard Leave Request Form and submit it via the People and Culture Helpdesk.

Parental Leave:

(51) Staff who have completed at least 40 weeks of continuous paid service with the University are entitled to parental leave.

(52) Staff may use a combination of primary carer leave, annual leave, long service leave and/or unpaid parental leave.

(53) Staff who are not entitled to parental leave, including casual staff, may make an application for up to 52 weeks of leave without pay.

Applying for Parental Leave

Step	Action
1.	Discuss intended leave with your Supervisor. And seek the relevant approval as per the Delegations of Authority Policy.
2.	At least eight (8) weeks before you intend to start parental leave, complete, and submit the Parental Leave - Application Form to the People and Culture Helpdesk.

Domestic and Family Violence Leave

(54) Staff experiencing domestic and family violence may take this type of leave to attend legal proceedings; counselling, medical or legal appointments; relocate or make other arrangements for their safety.

(55) Staff may be required to provide supporting documentation, which may take the form of a document issued by the Police Service, a court or medical practitioner, community or government agency, a lawyer or other evidence acceptable to the University.

(56) Staff may also request flexible working arrangements including changes to working times, work locations and identity or contact information on systems.

Applying for Domestic and Family Violence Leave

Step	Action
1.	Discuss with your Supervisor as soon as practicable as to when leave is required.
2.	Submit leave request via WebKiosk.

Cultural and Ceremonial Leave

(57) Cultural and Ceremonial Leave is granted to enable Aboriginal and/or Torres Strait Islander staff to participate in or fulfil cultural obligations or responsibilities.

(58) Cultural and Ceremonial Leave is available only to staff who have identified to the University as Aboriginal and/or Torres Strait Islander.

(59) Cultural and Ceremonial Leave will be pro-rated for part time staff members.

Applying for Cultural and Ceremonial Leave

Step	Action
1.	Discuss intended leave with your Supervisor.
2.	Submit leave request via WebKiosk.

Community Service Leave

(60) Community Service Leave is granted for the purpose of engaging in voluntary emergency management activities or related training.

(61) Staff must provide notice in advance and advise expected period of any absence.

(62) Staff must provide documentary evidence of their training requirements, attendance during emergency situations and a membership of the relevant emergency services association.

Applying for Community Service Leave

Step	Action
1.	Discuss intended leave with your Supervisor to agree on the timing.
2.	Submit leave request via WebKiosk.

Military Leave for Defence Forces

(63) Staff must provide notice in advance and advise expected period of any absence.

(64) Staff may apply for additional leave more than the entitlement on a leave without pay basis on the approval of the Chief People and Culture Officer.

Applying for Military Leave for Defence Forces

Step	Action
1.	Discuss intended leave with your Supervisor to agree on the timing.
2.	Submit leave request via WebKiosk.

Jury Service Leave

(65) Staff must provide notice in advance and advise expected period of any absence.

(66) Staff will be reimbursed by the University an amount equal to the difference between the amount paid in respect of attendance and the normal salary that would have been received (ordinary hours).

Applying for Jury Service Leave

Step	Action
1.	Inform Supervisor of jury service as soon as possible.
2.	Complete a Non-Standard Leave Request Form and submit to the People and Culture Helpdesk.

Leave Without Pay

(67) The University may agree to staff taking a period of leave without pay, applications for such leave must be accompanied by a statement of the circumstances supporting the application and approval provided by the relevant delegate in accordance with the Delegations of Authority Policy.

(68) Staff must have exhausted all other leave entitlements before applying for such leave, except with the prior approval of the Chief People and Culture Officer.

Applying for Leave Without Pay

Step	Action
1.	Discuss intended leave with your Supervisor to agree on the timing.
2.	Complete a Non-Standard Leave Request Form and submit to the People & Culture Helpdesk.
3.	A statement of the circumstances under which the leave is needed must accompany any application.

Personal Leave Without Pay

(69) Staff who have exhausted all their personal leave entitlements may apply for sick leave without pay at the discretion of the relevant delegate.

(70) Staff must have exhausted all other personal leave entitlements but do not need to exhaust other leave entitlements such as annual leave and long service leave.

(71) A statement of the circumstances outlining why the leave is needed must be submitted with all applications for leave without pay.

Applying for Personal Leave without Pay

Step	Action
1.	Where practical, the staff member will notify their Supervisor prior to their absence. Where it is not practicable to give prior notice, staff must notify their Supervisor at the first opportunity.
2.	Complete a Non-Standard Leave Request Form and submit to the People and Culture Helpdesk.

Time Off in Lieu (TOIL)

(72) Professional staff level 8/9 and above are not entitled to time off in lieu (TOIL) except in special circumstances as approved by the University, for example on-call arrangements.

(73) The maximum number of hours of TOIL that may be accrued must not exceed the number of hours in the staff members ordinary working week.

Applying for Time Off in Lieu (TOIL)

Step	Action
1.	Discuss intended leave with your Supervisor.
2.	Submit a leave request via WebKiosk.

Flex Leave – Professional Services Staff

(74) Professional Services Staff may accrue the maximum of two days (14 hours) every four weeks.

(75) Flex leave is taken by agreement by the staff member and their Supervisor.

(76) Supervisors must ensure that staff are able to take their flex leave.

(77) Where the needs of the University prevent staff from taking accrued flexible time, staff will not lose any of the accrued flex time entitlement.

(78) The Chief People and Culture Officer may approve requests for staff payment of flexible time at ordinary hours if after six (6) months the leave has not been taken.

Applying for Flex Leave – Professional Services Staff

Step	Action
1.	Consider the working requirements of the team and discuss with your Supervisor.
2.	Submit a leave request via WebKiosk.

Birthday Leave

(79) All fixed term and continuing staff members will be entitled to one (1) day of birthday leave per annum.

(80) Birthday leave will be taken within two (2) weeks either side of the staff members date of birth.

(81) Staff who choose to not celebrate their day of birth for any religious or other reasons can still access this leave entitlement.

(82) Where birthday leave is not taken, it will be forfeited and does not accumulate.

Applying for Birthday Leave

Step	Action
1.	Consider the working requirements of the team and discuss with your Supervisor.
2.	Submit a leave request via WebKiosk within two (2) weeks either side of your date of birth.

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Section 6 - Roles and Responsibilities

(83) Staff will submit truthful and accurate applications for leave with sufficient time for their Supervisor to consider the request in relation to business needs.

(84) Staff will apply for leave in accordance with this Procedure and following the instructions provided in the relevant application forms or in WebKiosk.

(85) Applications for leave should be made in accordance with this Procedure and include any supporting documentation.

(86) Supervisors will:

review and respond to leave applications promptly.
reasonably consider the request in relation to staff members needs and circumstances.

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Section 7 - Definitions

Word/Term	Definition (with examples if required)
Calendar year	The period of 365 days starting from the 1st of January and ending 31st December.
Immediate family	Includes biological, adoptive, fostering and step relationships including parent, grandparent, sibling, child, grandchild, partner (married, de-facto, same sex, opposite sex, current or former) and their parent, grandparent, sibling, child, grandchild.
Aboriginal kinship	A blood relationship, family ties or common ancestry.

Type of Leave	Entitlements under academic staff enterprise agreement	Entitlements under professional services enterprise agreement	Entitlements for staff employed on an individual employment contract
Annual leave	20 working days per year; accumulates (clause 49).	20 working days per year; OR 25 working days per year for 7-day continuous shift workers; accumulates (clause 58).	20 working days per year; accumulates.
Purchased Leave	One week to a maximum of four weeks in a twelve-month period (clause 51), must have completed six months of employment at University.	One week to a maximum of four weeks in a twelve-month period (clause 59), must have completed six months of employment at the University.	One week to a maximum of four weeks in a twelve-month period, must have completed six months of employment at the University.
Public holidays and University concessional days	All holidays proclaimed for the State of NSW (clause 52.1) Concessional days are the working days between Christmas Day and New Years Day (clause 52.2)	All holidays proclaimed for the State of NSW (clause 60.1). Concessional days are the working days between Christmas Day and New Years Day (clause 60.2).	All holidays proclaimed for the State of NSW. Concessional days between Christmas Day and New Years Day.
Personal leave (sick leave, carers leave, cultural leave, other contingencies)	30 days paid on commencement of employment (clause 53). 25 days on each anniversary. Maximum of 15 days accumulates each year.	30 days paid on commencement of employment (clause 61.5.1). 25 days on each anniversary of employment. Maximum of 15 days accumulates each year.	15 days personal/sick leave; accumulates. 8 days of family leave per annum; non-cumulative.
Menstruation and menopause leave	7 days paid leave per calendar year; non-cumulative (clause 53.9).	7 days paid leave per calendar year; non-cumulative (clause 61.9).	7 days paid leave per calendar year; non- cumulative.
Compassionate leave	Up to 3 days paid leave each occasion; non-cumulative (clause 54).	Up to 3 days paid leave each occasion; non-cumulative (clause 62).	Up to 3 days paid leave each occasion; non- cumulative.
Gender affirmation leave	60 days paid leave after 12 months of continuous service for any purpose related to gender affirmation (clause 55.1.1); noncumulative. 30 days paid leave after 12 months of continuous service for the purpose of undergoing a surgical procedure relating to gender affirmation (clause 55.1.2); noncumulative.	60 days paid leave after 12 months of continuous service for any purpose related to gender affirmation (clause 63.1.1) noncumulative. 30 days paid leave after 12 months of continuous service for the purpose of undergoing a surgical procedure relating to gender affirmation (clause 63.1.2); noncumulative.	60 days paid leave after 12 months of continuous service for any purpose related to gender affirmation; non-cumulative 30 days paid leave after 12 months of continuous service for the purpose of undergoing a surgical procedure relating to gender affirmation; non-cumulative.
Long service leave	After 10 years’ service 65 working days leave on full pay or 130 working days on half pay (clause 56.1).	After 10 years’ service 65 working days leave on full pay or 130 working days on half pay (clause 64.1).	After 10 years’ service 65 working days leave on full pay or 130 working days on half pay.
Parental leave	After at least 40 weeks of continuous paid service: Primary carers leave (14 weeks, clause 58.14) Return to work grant (12 weeks, clause 58.21) Partner leave (10 days, clause 58.22) Surrogacy, adoption or foster care interview leave (2 days, clause 58.13) Surrogacy leave (12 weeks, clause 58.17) Miscarriage leave (5 days, clause 58.18.1) Stillbirth – primary carer (10 weeks, clause 58.18.12) Stillbirth partner (2 weeks, clause 58.18.1) Foster parent leave (5 days, clause 58.23).	After at least 40 weeks of continuous paid service: Primary carers leave (14 weeks) after 40 weeks of continuous service (clause 65.14.1) Return to work grant (12 weeks, clause 65.21) Partner leave (10 days, clause 65.22.1) Surrogacy, adoption or foster care interview leave (2 days, clause 65.13) Surrogacy leave (12 weeks) (clause 65.17.1) Miscarriage leave (5 days, clause 65.18.1) Stillbirth – primary carer (10 weeks, clause 65.18.2) Stillbirth partner (2 weeks, clause 65.18.2) Foster parent leave (5 days, clause 65.23.1).	After at least 40 weeks of continuous paid service: Primary carers leave (14 weeks) after 40 weeks of continuous service Return to work grant (12 weeks) Partner leave (10 days) Surrogacy, adoption or foster care interview leave (2 days) Surrogacy leave (12 weeks) Miscarriage leave (5 days) Stillbirth – primary carer (10 weeks) Stillbirth - partner (2 weeks) Foster parent leave (5 days)
Domestic and family violence leave (including casual staff)	20 days paid leave, resets on anniversary of employment; non-cumulative (clause 57).	20 days paid leave, resets on anniversary of employment: non-cumulative (clause 66).	20 days paid leave, resets on anniversary of employment; non-cumulative.
Cultural and ceremonial leave (Aboriginal and/or Torres Strait Islander employees only)	10 days paid leave per year; non-cumulative (clause 38), in addition 10 days leave without pay.	10 days paid leave per year; non-cumulative (clause 67), in addition 10 days leave without pay.	10 days paid leave per year; non-cumulative, in addition 10 days leave without pay.
Community service leave	3 days paid leave per calendar year; non-cumulative (clause 64).	3 days paid leave per calendar year; non-cumulative (clause 68).	3 days paid leave per calendar year; non-cumulative.
Military leave for defence forces	20 days paid leave per calendar year; non-cumulative (clause 63).	20 days paid leave per calendar year; non-cumulative (clause 69).	20 days paid leave per calendar year; non-cumulative.
Jury service leave	Reimbursed an amount equal to the difference between the amount paid in respect of attendance for jury service and the amount of wages for ordinary hours (clause 61).	Reimbursed an amount equal to the difference between the amount paid in respect of attendance for jury service and the amount of wages for ordinary hours (clause 71).	Reimbursed an amount equal to the difference between the amount paid in respect of attendance for jury service and the amount of wages for ordinary hours.
Flex leave	N/A	Additional hours accrued as part working pattern clause 50.3.	N/A
Time off in lieu (TOIL)	N/A	With prior approval for Professional staff up to and including levels 6/7. Is accrued at the rate of overtime hours that would have been payable e.g., 4 hours overtime worked at double time is equal to 8 hours of TOIL accumulation (clause 47.9).	N/A
Birthday Leave	1 day of birthday leave per calendar year, taken within two weeks either side of the staff members birthday; noncumulative.	1 day of birthday leave per calendar year, taken within two weeks either side of the staff members birthday; non-cumulative.	1 day of birthday leave per calendar year, taken within two weeks either side of the staff members birthday; noncumulative.