Scheduling of Academic Leave
The University recognises that taking leave in a timely way benefits staff wellbeing. With this in mind, a new clause has been introduced to the University’s Enterprise Agreement 2017-2021.
Noting that it is sometimes difficult for academic staff to schedule annual leave, the new clause provides for the automated scheduling of annual leave in January of each year, with an “opt out” provision for those who have made alternative arrangements to take annual leave with the approval of their supervisor.
Academic staff who have a forecast annual leave balance of 20 or more days as at 23 November 2018 will receive an email in mid-September 2018 informing them of their forecast leave balance and asking them to book 20 days annual leave in Staff Services Online (SSO) before the end of October 2018.
If by the end of October the Academic staff member has not booked and had approved 20 days leave (between the last pay period in November 2018 through to the last pay period in November 2019) an automated process will schedule leave to be taken from the start of the Christmas close down in 2018.
The key steps and timelines for the process are as follows;
|Email sent to eligible Academic Staff to start the process||Mid-September 2018||Email to be sent to eligible Academic staff with a leave balance of more than 20 days, who also have less than 20 days of annual leave booked in SSO to take before 21 November 2019
Email will include your forecasted balance as at 23rd November 2018. The process will also take into account if you have 20 days leave (or pro rata equivalent) booked form 23rd November 2018 to 22 November 2019.
|6 week period for staff to make alternative arrangements to take leave and to book it in SSO||Mid-September 2018 to 31st October 2018||Leave needs to be approved by supervisor in SSO not just requested during this period|
|2nd Email sent to inform relevant staff of the automatically scheduled annual leave that has been scheduled for them||Beginning of November 2018||Email will include the dates that the leave has been automatically scheduled for|
Are all Academic staff included in the scheduling of annual leave process?
No. A staff member will need to have an annual leave balance of 20 or more days of annual leave in SSO to be included, and not on;
- a senior staff contract
- SSP, Parental Leave or on a period of Leave without Pay at the time the leave balance is assessed.
A fixed-term staff member will need to have a contract which includes January 2019 to be included.Annual leave does not apply to casual staff so this escehduling process will also no apply to casual staff.
How will it work?
Academic staff who have a forecast annual leave balance of 20 or more days as at 23 November 2018 will receive an email in mid-September 2018 informing them of their leave forecast balance and asking them to book 20 days annual leave in Staff Services Online (SSO) before the end of October 2018.
The forecasted leave balance will take into account any annual leave already booked and approved in SSO up until 21 November 2019.
If by the end of October the Academic staff member has not booked and had approved 20 days leave (between the last pay period in November 2018 through to the last pay period in November 2019) an automated process will schedule leave to be taken from the start of the Christmas close down in 2018. If the leave you have already booked in SSO does not total 20 days, the balance will be automatically scheduled
What happens if I am part-time?
If you are a part-time staff member or on a reduced fraction, then the amount of leave that you will be asked to book and take will be pro-rated. The amount of leave that you are required to take will be made clear in the email you will receive in September.
How much time do I have to book the leave?
You have until 31th October 2018 to make alternative arrangements with your Supervisor and to book annual leave for the 20 days in SSO. The leave booked must be scheduled to be taken before the end of November 2019.
What happens if I have an annual leave balance of 20 or more days but have 20 days annual leave booked and approved in SSO for next year?
If you have 20 days annual leave booked and approved in SSO, which you are taking before the end of November 2019, then you will not have any further annual leave automatically scheduled for you in SSO.
What happens if I am on annual leave during the scheduling of leave process (mid-September to the end of October) and will not have the chance to proactively schedule alternative dates to take annual leave?
On returning from leave you can speak to your supervisor and agree alternative dates to take your annual leave.
You can then submit a cancellation request to your supervisor for the scheduled leave booked in January and then, once the cancellation is approved, submit a new leave absence request for the alternative dates that you plan to take your annual leave instead.
What if I need to work in January, for example to submit a research grant?
Providing you have alternative leave arrangements for 2019 booked in Staff Services Online (SSO) prior to the end of October 2018, you will not be required to take leave in January.
What happens if I need to be at work in January but leave has been automatically scheduled for me in January?
If you realise that you need to be at work and cannot take annual leave during the time that has been booked in SSO, there is an “opt out” provision if you make alternative arrangements to take annual leave with your Supervisor.
After you speak to your Supervisor and they have agreed to alternative dates for you to take your annual leave, you will need to go into SSO and request to cancel the leave. You will need to list the agreed alternative annual leave dates in the free text box of the cancellation request.
As soon as the cancellation has been approved in the system by your Supervisor you will need to submit a new annual leave request for the alternative agreed dates for your Supervisor to approve this online as per the usual process for requesting leave.
What happens if I have Long Service Leave booked and approved in SSO in January?
Long Service Leave booked and approved in SSO in the 20 day period from the Christmas closedown will be overridden by the automatically scheduled annual leave. The Long Service Leave will be re-credited when this happens. You will be asked to go back into SSO and rebook your Long Service Leave for different dates.
What happens if I have already booked some of the required 20 days annual leave in SSO, will I have any further days automatically booked through the scheduling process?
Yes. If you have an annual leave balance of 20 or more days as at 23 November 2018 you will receive an email in mid-September 2018 informing you of what your leave balance and prompting you to book the balance of the required 20 days annual leave in SSO before the end of October 2018 if you do not want any days automatically scheduled.
If you do not book further leave through SSO, before then end of October, then the number of days to bring your total number of leave days booked to 20 will be automatically scheduled. E.g. if you have 14 days leave booked in SSO then 6 days will scheduled automatically from the Christmas Closedown.
What happens if I am sick or need to take a day’s personal leave during the time my annual leave has been scheduled for?
If you fall sick or are injured when you are on scheduled annual leave, you may submit a personal leave request for the relevant date(s) through SSO. This sick leave, once approved, will override any booked annual leave on this date, and your annual leave will be re-credited. You will then be required to submit a new annual leave booking for the day(s) that have been re-credited, at an agreed time with your Supervisor.
What happens if I have purchased annual leave, will this now be scheduled to be taken from the Christmas Closedown?
You will already have agreed with your supervisor to take your purchased leave over the 12 months following your successful application. If you are advised in this process that you have a balance of 20 days still in SSO, check that you have entered the purchased leave dates that you have already agreed with your supervisor in SSO.
What if I have signed a pre-retirement contract and am planning to take all or most of my annual leave before I finish at the University?
If you have already agreed with your supervisor to take your annual leave before you retire and you are advised in this process that you still have a balance of 20 days annual leave, check that you have entered the dates that you have already agreed with your supervisor in SSO and if not, book the agreed dates before the end of October.
What if I have had a period of Special Study Leave approved and will be taking leave in conjunction with those plans?
If you have already agreed with your supervisor to take your annual leave as part of an approved application for SSP and you are advised in this process that you still have a balance of 20 days annual leave, check that you have entered the dates that you have already agreed with your supervisor in SSO and if not, book the agreed dates before the end of October.
How many hours equal a day when booking annual leave?
7.35 hours equate to 1 day of annual leave for full time staff.
How many hours do I need to book in SSO to total 20 days annual leave?
20 days annual leave (full time) equates to 147 hours that need to be book through SSO.
Do I need to book the Christmas closedown days as part of the 20 days leave I am expected to book in SSO?
Yes. You will need to book these 2 days as part of the 20 days leave you need to book in SSO over the next 12 months, if you want them to be included.
If you alone book 18 days you will be included in the automated scheduling process but will just have the 2 days booked automatically, which will be the Christmas closedown annual leave days.
The automatic booking of the 2 annual leave days as part of the Christmas Closedown will take place in November, after this process has run.
How can I forecast my annual leave balance to see if I have enough annual leave booked?
In order for you to determine if you have booked enough leave to avoid the automatic scheduling process, work though the following steps:
- View Absence Requests in SSO to view how many days you have booked between 23 November 2018 and 22 November 2019.
You will need to change the From and Through Dates and refresh the page to view all requests.
To see the total hours for each leave request clicking on the Absence Name hyperlink.
Note, 1 full time day is equal to 7.35 hours.
- The balance of leave booked (point 1 above) needs to be deducted from the 147 (or part time equivalent) hours you are required to take between 23 November 2018 and 22 November 2019.
If the balance is greater than zero you will need to submit a leave request for those hours.
If the balance is below zero then you have submitted sufficient leave to avoid the automatic scheduling process.
- View Absence Requests in SSO to view how many days you have booked between 23 November 2018 and 22 November 2019.
Over the next few weeks the University will be holding information sessions for staff at all three campuses and in the AHMS building, which will provide Academic staff with further information on how the process will work, the timeframes and also what support and resources will be available. The sessions will be held on the following dates;
|AHMS||23rd August 2018
2:30pm - 3:15pm
G033 Joe Verco Lecture Theatre 2
|Waite Campus||27th August 2018
3:00pm - 3:45pm
Charles Hawker 130 McLeod Lecture Theatre
|North Tce Campus||30th August
9:15am - 10:00am
Napier G03 Lecture Theatre
|Roseworthy Campus||30th August 2018
12:15pm - 1:00pm
Callghan G02 Richardson Lecture Theatre
|North Tce Campus (Drop in Question and Answer session)||4 September
12:00pm - 1:00pm
Student Services Seminar Room (Rm 627)
Level 6, Hughes Building
For any questions or queries you have in relation to the scheduling of Academic Annual Leave please email the Academic Leave Support mailbox at email@example.com or call the HR Service Centre on 08 831 31111.