Leave Policy - Full Time & Part Time Employees (MCRI1018)

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Summary ...... 2 Introduction ...... 2 Common Leave Items ...... 2 ...... 3 Personal/Carer’s Leave...... 4 Compassionate Leave ...... 8 Community Service Leave ...... 8 Public Holidays ...... 9 ...... 10 Leave ...... 15 Examination Leave ...... 16 Leave ...... 16 Long Service Leave...... 16 Leave Without Pay...... 18 Related Policies...... 18

1 Leave Policy - Full Time & Part Time Employees (MCRI1018)

This document explains the Leave Policy - Full Time & Part Time Employees that applies in respect to the employees of Murdoch Childrens Research Institute (MCRI, “The Institute”) and all its subsidiary organisations.

Summary 1.1 This policy explains the Leave entitlements applicable to all full-time and part-time MCRI employees.

1.2 Where there is discrepancy between this policy and any applicable Modern Award, the Modern Award will prevail; except however, where there's an Enterprise Agreement (EA), or equivalent relevant workplace Agreement, the EA will prevail over the policy and the Modern Award at all times.

1.3 Where there is a difference between employees employed specifically by MCRI or VCGS, this will be stated.

1.4 This policy satisfies leave provisions in the Fair Work Act 2009 (Cth)("The Act").

1.5 Casual Employees should refer to the Casual Employee Policy for information on leave entitlements.

1.6 While Students should of course have holidays during their course of study, this policy relates only to MCRI and VCGS full-time and part-time Employees. Students and their make any absence arrangements with the university in which they're enrolled, but must at all times also advise the MCRI Student Administrator (preferably in advance), including providing applicable documentation, especially if they are in receipt of a scholarship which is paid or administered by MCRI.

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Introduction 2.1 This policy explains the eligibility, entitlement and procedures for leave available to MCRI employees.

2.2 This policy aims to define the leave provisions and application procedures for the following leave types: • Annual Leave; • Personal Leave (formerly known as ) / Carer’s Leave; • Compassionate Leave; • Community Service Leave (including Jury Service); • Parental Leave; • Professional Development Leave; • Examination Leave; • Sabbatical Leave; • Long Service Leave; and • Leave Without Pay. Top of Page

Summary 2 Leave Policy - Full Time & Part Time Employees (MCRI1018) Common Leave Items 3.1 Leave entitlements accrue on ordinary time worked, including authorised paid leave, up to 38 hours per week, except where otherwise specified in this Policy.

3.2 Leave entitlements must have accrued, as per the requirements of each leave type, for such absence to be paid, unless specified.

3.3 During all periods of leave, will be paid in accordance with MCRI’s usual fortnightly pay cycle, unless specified, for leave already accrued. Refer also Clause 3.4.

3.4 Payment prior to, or at commencement of leave, is available to eligible employees only as follows:

3.4.1 Eligible Employees • VCGS Medical Scientists and Genetic Counsellors (annual, parental or long service leave), as per the EA.

3.4.2 Conditions • Superannuation and Salary Packaging payments, if applicable, may also be remitted in advance. • An Employee must contact staff before submitting a request for advance payment. • If the requested advance leave payment falls across financial years, the employee should seek independent financial advice as there may be or other implications to the employee, for which MCRI can take no responsibility.

3.5 Leave requests must be applied for on-line via i-manage. Also refer to the Staff User Guide.

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Annual Leave 4.1 Full time employees are entitled to 4 weeks paid annual leave for each year of service.

4.2 Part time employee’s entitlement is on a pro-rata basis.

4.3 Annual leave accrues progressively during each year of service and is cumulative.

4.4 Annual leave should be taken within each anniversary year or contract period, whichever is the lesser and at a time mutually agreed with the employee’s Line Manager, subject to operational requirements. Approval will not be unreasonably withheld.

4.5 MCRI may require employees to take annual leave in the event of: • you having more than 6 weeks accrued, subject to operational requirements; • a Christmas/New Year, or other, period close down. If you do not have sufficient annual leave accrued to cover the full duration of this period, you may: ? take leave without pay; or ? allow your annual leave to fall into negative of no more than 1 week. Refer to clause 3.2.4.

Common Leave Items 3 Leave Policy - Full Time & Part Time Employees (MCRI1018)

4.6 In exceptional circumstances, if not enough accrued annual leave, approval may be given for an employee to fall into negative of no more than 1 week, subject to approval by the employee’s Line Manager. This excludes employees still within their qualifying period (Refer clause 3.2.4 Qualifying Period of Policy & Procedure). Such approval would be given on the proviso that the employee agrees to repay MCRI the nett value paid to them of any annual leave given in advance of entitlement should their MCRI contract cease or for any other reason that the employee may not accrue future leave as expected. Note: any nett value may include other amounts, such as salary packaging & superannuation.

4.7 All Annual Leave entitlements must be utilised before consideration of leave without pay. Refer to clause 14.

4.8 Illness during annual leave. Refer clause 5.10.

4.9 An employee must apply for Annual Leave online via i-manage and at least 4 weeks prior to the commencement date of the leave. A shorter may be accepted if approved by your Line Manager. Also refer to the Staff User Guide.

4.10 Prior to commencing leave, it is the employee’s responsibility to ensure that all work is up to date and that an appropriate handover arrangement has been made with your Line Manager.

4.11 Annual Leave entitlements may only be "cashed out" for some employees. In the first instance an employee must speak to Human Resources, to determine if a request can be accommodated by law. • This sub-clause only applies to VCGS Medical Scientists and Genetic Counsellors, as per their EA. Where such an employee has accrued annual leave in excess of eight (8) weeks, then by mutual written agreement the employer may pay the annual leave in excess of eight weeks to the employee as a one off cash payment. • Each request must be for a minimum of 1 week. • A written request to cash-out annual leave will receive a response in writing within 2 weeks of receipt by Payroll and payment will be made in the next available pay fortnight, or as agreed with Payroll. • Payments made in accordance with the above extinguish the employee's right to access, or receive further payment for the period of leave paid out. ·

4.12 If the period during which an employee takes paid annual leave includes a day or part-day that is a public holiday in the place where the employee is based for work purposes, the employee is taken not to be on paid annual leave on that public holiday.

4.13 An employee will receive an annual leave loading payment equal to 17.5% of their regular base rate of pay. It will be paid yearly in December, in respect to the annual leave (maximum of 4 weeks full-time) that has accrued from 1 January to 31 December in that year. On cessation of employment the accrued annual leave loading entitlements will be paid. Annual leave loading will not accrue or be paid if your specifically excludes it, or if it's included in your total remuneration.

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Personal/Carer’s Leave 5.1 Employees accrue Personal Leave entitlements in one total amount of hours (refer Figure 1 – Calculation of Accrued Entitlements).

Personal/Carer’s Leave 4 Leave Policy - Full Time & Part Time Employees (MCRI1018)

5.2 Accrued Personal Leave hours are cumulative if not taken.

5.3 These hours can be taken as paid Personal or Carer’s Leave, up to the balance of available hours and within item limits (refer Figure 2 – Evidence Requirements & Item Limits).

5.4 If all accrued Personal Leave entitlements have been exhausted, the employee may access available accrued annual leave entitlements &/or unpaid Personal/Carer’s Leave. Note - Further paid Personal/ Carer’s Leave entitlements may become available during an unpaid absence if an employee commences their next anniversary year and more paid entitlement hours become available. Contact MCRI Payroll as necessary.

5.5 An employee may take Personal/Carer’s Leave as: • Personal Leave – if the employee is unfit for work because of a personal illness, or personal injury, affecting the employee; or • Carer’s Leave – to provide care or support to a member of the employee’s immediate family or household, who requires care or support because of: ? A personal illness, or personal injury affecting the member; or ? An unexpected emergency affecting the member.

5.6 Notification to your Line Manager is required as soon as reasonably practicable, of the expectation of taking Personal/Carer’s Leave and the period or expected period of absence.

FIGURE 1 – CALCULATION OF ACCRUED ENTITLEMENTS (Personal Leave)

Service with MCRI Entitlement Accrual – Entitlement Accrual – Entitlement Accrual – Full-time Employees – Full-time Employees Part-time Employees (Except VCGS Medical (VCGS Medical Scientists & Genetic Scientists & Genetic Counsellors) Counsellors ONLY)

During 1st Year 1 ordinary day (7.6 16 ordinary days (121.6 As for full-time hours) for each hours) with entitlement employees, but pro-rata completed month of given progressively at accrual based on the service (total of 12 end of each completed ordinary hours worked, days/91.2 hours). month of service. including authorised paid leave, in each previous month of the applicable first 12 months of employment.

Years 2, 3 & 4 14 ordinary days (106.4 18 ordinary days (136.8 As for full-time hours) given at hours) given at employees, but pro-rata commencement of each commencement of each accrual based on the anniversary year. anniversary year. ordinary hours worked, including authorised paid leave, in each previous year of the

Personal/Carer’s Leave 5 Leave Policy - Full Time & Part Time Employees (MCRI1018)

applicable first 3 years of employment.

Years 5 onwards 21 ordinary days (159.6 25 ordinary days (190 As for full-time hours) given at hours) given at employees, but pro-rata commencement of each commencement of each accrual based on the anniversary year. anniversary year. ordinary hours worked, including authorised paid leave, in the 4th & each subsequent year of employment.

FIGURE 2 – EVIDENCE REQUIREMENTS & ITEM LIMITS (Personal/Carer’s Leave)

Leave (Item) Type Type of Evidence Required Leave (Item) Type – Limits Within Each Anniversary Year

Paid Personal Leave Certificate from Qualified No limit, subject to availability Medical Practitioner. of paid entitlement hours.

Paid Personal Leave "Other" Certificate from "Other" 5 occasions (up to 1 day per Qualified Health Professional occasion) per anniversary year, limited to: subject to availability of paid • chiropodist/podiatrist, entitlement hours (may be 5 chiropractor, dentist/ single occasions or up to 5 orthodontist, consecutive days or a optometrist, osteopath, combination). physiotherapist, psychologist or naturopath/ acupuncturist.

Paid Personal Leave Statutory Declaration. 3 single occasions (up to 1 day per occasion) per anniversary year, subject to availability of paid entitlement hours.

Paid Personal Leave No Certificate. 3 single occasions (up to 1 day per occasion) per anniversary year, subject to availability of paid entitlement hours.

Unpaid Personal Leave As for Paid Personal Leave, but Not applicable, but extended/ the leave is unpaid – refer also excessive Unpaid Personal Leave clause 5.4. may require involvement of Human Resources.

Personal/Carer’s Leave 6 Leave Policy - Full Time & Part Time Employees (MCRI1018)

Paid Carer’s Leave Certificate from Qualified No limit, subject to availability Medical Practitioner – refer of paid entitlement hours (NB: clause 5.7. Cannot access hours accrued prior to 1 January 2010, except if At Line Managers discretion in taking under previous 10 an unexpected emergency occasions per anniversary year situation. limit rules).

Unpaid Carer’s Leave As for Paid Carers Leave, but the 2 days per occasion (taken as a leave is unpaid – refer clause 5.4. single continuous period, or any separate periods to which the Employee & his/her Line Manager agree).

5.7 Evidence requirements for Paid or Unpaid Carer's Leave absence must state that the leave was required to care or support a member of your immediate family or household and what their specific relationship is to you.

5.8 MCRI also reserves the right to request a certificate from a qualified medical practitioner for any period of Personal/Carer’s Leave: • if your leave history indicates a regular pattern of taking Personal/Carer’s Leave; or • where a day is being/has been taken the working day before or after a public holiday, weekend or other previously approved leave.

5.9 Immediately on your return to work after Personal/Carer’s Leave, you must create a leave request online via i-manage, including attaching any required documentation.

5.10 Personal illness during a period of Annual Leave. Where an employee becomes ill while on annual leave and provides MCRI with a Certificate from a Qualified Medical Practitioner for no less than 5 consecutive working days (VCGS EA employees refer below) (exclusive of a weekend period, but inclusive of any public holiday(s)), then the number of the employee’s usual working days/hours during the period covered by this certificate can be changed to paid Personal Leave, subject to availability of paid Personal Leave entitlement hours. The equivalent hours will be re-credited back to the employee’s annual leave entitlement. A statutory declaration is not sufficient evidence.

VCGS Medical Scientists and Genetic Counsellors only should refer to their EA.

5.11 Access to Carer’s Leave does not apply during a period of Annual Leave.

5.12 If the period during which an employee takes paid Personal/Carer’s Leave includes a day or part-day that is a public holiday in the place where the employee is based for work purposes, the employee is taken not to be on paid Personal/Carer’s Leave on that public holiday, subject to clause 5.11.

Personal/Carer’s Leave 7 Leave Policy - Full Time & Part Time Employees (MCRI1018)

5.13 An employee who re-commences with MCRI for any reason, and has prior service with MCRI, or another body, recognised for long service leave purposes, does not carry over any prior Personal/Carer’s Leave entitlements or year of accrual level, except as in 5.13.1.

5.13.1 For VCGS Medical Scientists and Genetic Counsellors only, as per the current EA, where an employee transfers from a hospital or health service covered by the same EA, accumulated Personal (Sick) Leave, up to a maximum of 2,128 working hours, shall be credited to them in their new employment, subject to MCRI Payroll receiving satisfactory written evidence.

5.14 Accrued but untaken Personal/Carer’s Leave is not paid out on cessation of employment.

5.15 Discretionary Personal Leave

5.15.1 In exceptional circumstances and if all other relevant leave types have been exhausted, Discretionary Personal Leave may be paid in excess of entitlement, subject to a request from the Line Manager and only after consultation with Human Resources

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Compassionate Leave 6.1 An employee shall be entitled to up to 2 days paid Compassionate Leave per occasion, which will be paid at the employee’s regular rate of pay for the ordinary hours they would have worked during the period of leave: • upon the death of a member of the employee’s immediate family or household; or • in the event of an illness or injury that poses a serious threat to the life of a member of the employee’s immediate family or household.

6.2 An employee may take Compassionate Leave for each occasion as: • a single continuous two day period; or • two separate periods of one day each; or • any separate periods to which the employee and his or her Line Manager agree.

6.3 An employee who wishes to take Compassionate Leave is required to notify MCRI as soon as reasonably practicable of: • any illness, injury or death of a member of your immediate family or household, that will cause you to be absent from work; and • the period, or expected period, of your absence.

6.4 On your return to work, you may be required to provide a medical certificate, statutory declaration or other evidence that would satisfy a reasonable person, as applicable.

6.5 VCGS Medical Scientists and Genetic Counsellors only should refer to their Enterprise Agreement.

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Compassionate Leave 8 Leave Policy - Full Time & Part Time Employees (MCRI1018) Community Service Leave 7.1 Employees are entitled to be absent from work for the purpose of performing an eligible community service activity such as: • a 'voluntary emergency management activity'; • jury service (including service for jury selection) that is required by or under the law of the Commonwealth or of a State or Territory.

7.2 An employee is entitled to be absent from their employment: • for the time the employee is engaged in the eligible community service activity, including reasonable travelling time associated with the activity and reasonable rest time immediately following the activity; • if the absence is reasonable in all the circumstances (jury service is taken to always be reasonable)

7.3 Community Service Leave is unpaid, except in relation to jury service where: • an employee is entitled to 'make up pay' for the full period of jury service.

7.4 You must provide MCRI with notice of your period of absence, or expected period of absence from work due to engaging in an eligible community service activity, as soon as reasonably practicable.

7.5 Evidence of your attendance at a voluntary emergency management activity may be required by MCRI.

7.6 Evidence of your attendance for jury service and the amount you received must be provided to MCRI Payroll immediately on your return to work, or at least fortnightly during the absence period, to ensure your correct entitlements to make up pay.

7.7 An employee is not entitled to any payment under "Community Service Leave", including Jury Service, while on a period of unpaid Parental Leave.

7.8 Attendance at a Defence Force camp or activity is not a voluntary emergency management activity (as defined in the Act). If you wish to attend a Defence Force camp and/or training, you may apply to take accrued annual leave, or leave without pay if you do not have any accrued annual leave entitlements.

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Public Holidays 8.1 MCRI Employees are entitled to be absent without deduction of pay on designated public holidays each year, as follows: • 1 January (New Year's Day); • 26 January ( Day); • Labour Day (usually the 2nd Monday of March); • Good Friday; • Easter Monday; • 25 April (Anzac Day);

Community Service Leave 9 Leave Policy - Full Time & Part Time Employees (MCRI1018)

• the Queen's Birthday holiday as celebrated in the State of (usually the 2nd Monday of June); • Melbourne Cup Day (the 1st Tuesday of November); • 25 December (Christmas Day); • 26 December (Boxing Day).

8.2 If any of these days falls on a weekend, or public holidays fall on the same day, then any substitute day that is proclaimed by government will be deemed to apply.

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Parental Leave 9.1 Parental Leave includes Maternity, Adoption & Partner Leave. This leave is taken in relation to the birth or adoption/placement of a child to a MCRI employee.

9.2 Full-time and part-time employees can take up to 12 months of unpaid Parental Leave to be the primary carer of a new born or newly adopted child. Refer Figure 3 - Parental Leave Entitlements.

9.3 All Parental Leave must be taken in a single continuous period, including all types of paid & unpaid leave taken, except where stated.

9.4 Parental Leave absences are unpaid, except as stated (refer Figure 3 - Parental Leave Entitlements)

FIGURE 3 – PARENTAL LEAVE ENTITLEMENTS (subject to other clauses)

Entitlement (refer also Clause Leave Type Service with MCRI 9.12)

Maternity Leave Less than 12 months continuous Maximum of 52 weeks unpaid service prior to commencing leave for the primary carer of leave, or date of birth, the newborn whichever is the earlier

Maternity Leave Minimum 12 months continuous Up to 52 weeks absence, service prior to commencing including: leave, or date of birth, whichever is the earlier. • MCRI paid employees (not VCGS) - 12 weeks paid leave (or 24 weeks paid at half the employee's time fraction); • VCGS employees only - 10 weeks paid leave (or 20 weeks paid at half the employee's time fraction). The balance of absence is unpaid. Refer also clause 9.5.3.

Parental Leave 10 Leave Policy - Full Time & Part Time Employees (MCRI1018)

Partner Leave Less than 12 months continuous Maximum of 52 weeks unpaid service prior to the date of birth leave for the primary carer of or placement of the child the newborn or adopted child.

1 week of unpaid Partner Leave may be taken within 6 weeks after the birth or placement of the child and concurrently to their partner's leave, BUT any further unpaid leave is subject to provision of evidence that they are now the primary carer of the child AND must commence no later than 7 weeks after the birth or placement of the child.

Partner Leave Minimum 12 months continuous Up to 52 weeks absence service prior to the date of birth including: or placement of the child 1 week of paid Partner Leave must be taken within 6 weeks after the birth or placement of the child and concurrently to their partner's leave, BUT any further leave is subject to provision of evidence that they are now the primary carer of the child AND must commence no later than 7 weeks after the birth or placement of the child.

The balance of absence is unpaid. Refer also clause 9.5.3.

Adoption Leave (includes Less than 12 months continuous Maximum of 52 weeks unpaid Permanent Care) service prior to the date of leave for the primary carer of placement, or expected date of the adopted child. placement, of the child Up to 2 days unpaid pre- adoption leave to attend interviews/ examinations, etc as required prior to the adoption, taken as a single continuous period or any separate periods

Parental Leave 11 Leave Policy - Full Time & Part Time Employees (MCRI1018)

as agreed. Evidence of attendance is required.

Adoption Leave (includes Minimum 12 months continuous Up to 52 weeks absence, Permanent Care) service prior to the date of including - placement, or the expected date • MCRI paid employees of placement, of the child (not VCGS) - 12 weeks paid leave (or 24 weeks paid at half the employee's time fraction); • VCGS employees only - 10 weeks paid leave (or 20 weeks paid at half the employee's time fraction)

Up to 2 days unpaid pre- adoption leave to attend interviews/ examinations, etc as required prior to the adoption, taken as a single continuous period or any separate periods as agreed. Evidence of attendance is required.

9.5 An employee intending to take any period of Parental Leave must advise their Line Manager &/or Group Head as soon as reasonable and discuss the desired absence period (Refer also to clause 9.5.3). The employee must then complete all applicable leave requests via i-manage and attach required documents as follows:

9.5.1 For Birth Related Leave • at least 10 weeks prior to the expected date of birth, or at least 4 weeks prior to the expected commencement date of absence; AND • must attach a certificate from a Qualified Medical Practitioner, which must confirm that the employee is pregnant & the expected date of birth; • an employee who wishes to work during the 6 weeks prior to the expected date of birth, must provide MCRI with a medical certificate, confirming that employee is fit to work, including dates; OR stating that the employee is fit to work on a reduced time fraction &/or amend duties only, including dates. The certificate must be sighted by the employee's Line Manager and then immediately forwarded to MCRI Payroll, along with written notes/documentation of any implementation or otherwise, as below, for the employee's file. Any reduction in time or duties request MUST immediately be implemented where possible to ensure the safety of the mother and child. Paid or unpaid Personal Leave may be used for the balance of time absent (subject to paid

Parental Leave 12 Leave Policy - Full Time & Part Time Employees (MCRI1018)

entitlements being available) but only up until the original planned commencement date of the Parental Leave absence. If amended duties are not possible in relation to the employee's type of position, the employee may be required to take paid or unpaid Personal Leave (subject to paid entitlements being available) for the period of up to the original planned commencement date of Parental Leave absence; • Parental Leave absence may commence earlier than 6 weeks prior to the expected date of birth, only on provision of a medical certificate as above; • a request to reduce time &/or amend duties earlier than 6 weeks prior to the expected date of birth, if supported by a medical certificate must also be processed as above. Any such request by an employee that is not supported by a medical certificate, will be carefully considered by the Line Manager and may involve discussion with Human Resources &/or the EHS Manager, as required. The safety of the mother & child being paramount.

9.5.2 For Adoption Related Leave • immediately the date, or expected date, of placement is known; and • written evidence must be attached to the application form.

9.5.3 For all Parental Leave • Employees should contact MCRI Payroll staff to discuss their leave options as soon as practical; • accrued annual leave, including that which will accrue during this absence, and eligible long service leave may also be taken, subject to clause 13 items relating to taking Long Service Leave. • the leave requests for each applicable type of paid and unpaid leave to be taken during the period of absence must be lodged via i-manage.

9.6 If an employee needs/wishes to make any changes to their leave dates, they must discuss this with their Line Manager and advise MCRI Payroll in writing as soon as possible.

9.7 Transfer to a Safe (Refer clause 9.5).

9.8 Entitlements while on Parental Leave

9.8.1 Annual, Personal, Long Service Leave and Leave Loading entitlements continue to accrue while on paid Parental Leave, subject to half paid leave accruing pro-rata entitlements. An employee’s leave entitlements do not accrue while on unpaid Parental Leave.

9.8.2 An employee cannot access Personal/Carer’s Leave whilst on Parental Leave, except as per clause 9.5 - for birth related leave, or 9.8.3.

9.8.3 An employee on Parental Leave who contracts an illness resulting from pregnancy or childbirth and such illness extends beyond the period of paid Parental Leave, will on submission of a satisfactory medical certificate be entitled to access available paid Personal Leave subsequent to the date on which the paid Parental Leave expires. In such case, paid Personal Leave may be accessed prior to arranged payments of annual or long service leave.

Parental Leave 13 Leave Policy - Full Time & Part Time Employees (MCRI1018)

9.8.4 An employee who has a medically defined late pregnancy miscarriage or the birth of a stillborn child and who has commenced paid Parental Leave, is entitled to complete the balance of their paid Parental Leave and any other agreed paid or unpaid leave.

9.8.5 An employee may also elect to access available Personal Leave following the birth of a stillborn child or the termination of a pregnancy, on submission of a Personal Leave Request via i-manage, with attached medical certificate.

9.8.6 No additional leave is given for any public holidays that fall during the period of paid Parental Leave. (i.e.: Maternity, Adoption or Partner Leave).

9.9 Continuity of Service

9.9.1 Approved Parental Leave will not continuity of service, although any unpaid leave during this period of absence will not count towards any Long Service Leave entitlement.

9.10 Extending Parental Leave

9.10.1 An employee may extend their original Parental Leave period, up to a total absence of 12 months, once only. Refer also clause 9.11.5. Such a request must be made in writing to the employee’s Line Manager, at least 4 weeks prior to the end of the original agreed leave period. This extension does not prevent a further extension as per clause 9.10.2. The Line Manager will respond to the request in writing to the employee within 21 days and copy/advise MCRI Payroll for processing as required.

9.10.2 Once only, an employee may also request a further extended period of unpaid Parental Leave up to an additional 12 months absence (to a maximum total absence of 24 months). This extension to immediately follow the end of the Parental Leave period already agreed. Such a request must be made in writing to the employee’s Line Manager, at least 4 weeks before the end of the original 12 months absence (which includes any extension as per clause 9.10.1). The Line Manager will respond to the request in writing within 21 days and copy/advise MCRI Payroll for processing as required. MCRI will only refuse this request on reasonable business grounds. Refer also clause 9.11.5.

9.11 Returning to Work

9.11.1 After taking Parental Leave an employee is entitled to return to the position held immediately before going on leave (subject to clause 9.11.5). If that position no longer exists, a position for which the employee is qualified and suited nearest in status and pay to the pre-parental leave position.

9.11.2 An employee returning to work after having their time fraction reduced prior to commencing leave because of the pregnancy, may return to the position and time fraction held immediately prior to such reduction.

9.11.3 Employees may request flexible working arrangements. This could include returning to work on a part-time basis or with different starting and finishing times. Such requests must be discussed with their Line Manager and application submitted to MCRI, as per the Flexible Working Arrangement Policy.

9.11.4 An employee may return to work earlier than the date previously approved, upon submitting a request in writing to their Line Manager at least 4 weeks prior to that date. Approval must be confirmed by Human Resources and possibly Finance, particularly if a replacement has been employed.

Parental Leave 14 Leave Policy - Full Time & Part Time Employees (MCRI1018)

9.11.5 If you are employed on a fixed-term or maximum term contract, your entitlement to Parental Leave (paid &/or unpaid) ceases on the end date of that contract as does the entitlement to return to the position held before your commencement of the leave, or to other continuing employment with MCRI. Any queries on this should be referred to Human Resources.

9.12 An employee on Parental Leave who ceases to have responsibility for the care of a child (i.e. is no longer the primary carer) should notify MCRI Human Resources. MCRI may direct the employee to return to work by giving them at least 4 weeks notice in writing. This clause does not override any other entitlements in this policy.

9.13 Government Funded Paid Parental Leave Scheme and Dad & Partner Pay.

9.13.1 Paid Parental Leave (PPL) • Parental Leave paid by MCRI is separate and in addition to the federal government funded Paid Parental Leave (PPL) Scheme. MCRI is only required to make payments to an employee, through the payroll system, after the funds have been received from the Family Assist Office & subject to several conditions. • An employee may elect for PPL payments to be made concurrently to, or following, other paid leave from MCRI, although no payments can be made until after the birth or placement of the child. • No additional leave accruals or other benefits apply in relation to these payments. 9.13.2 Dad & Partner Pay • Dad & Partner Pay is a federal government funded scheme, whereby Dads or Partners can access payment, currently 2 weeks, from government. Payment is not made through the payroll system, although the employee must take the equivalent time (up to 2 weeks) of unpaid leave from the workplace.

9.13.3 Employees must apply directly to their Family Assist Office. www.familyassist.gov.au Eligibility & entitlement is not determined by MCRI.

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Professional Development Leave 10.1 In recognition of the importance of ongoing Professional Development, a full time employee may seek approval from their Line Manager for up to 5 days paid Professional Development Leave per year to attend a conference, seminar, workshop or other such event; or for a course or other study. In all cases, the event MUST have direct correlation with their employment at MCRI.

10.2 A Part time employee’s entitlement is on a pro-rata basis.

10.3 Professional Development Leave is cumulative over a maximum two year period.

10.4 MCRI will not unreasonably withhold authorisation for Professional Development Leave.

10.5 An employee must complete an online leave request via i-manage for Professional Development leave and attach substantiating documentation. This may include subsequent evidence of travel arrangements (refer also the International & Domestic Travel Policy).

Professional Development Leave 15 Leave Policy - Full Time & Part Time Employees (MCRI1018)

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Examination Leave 11.1 MCRI will grant all employees, other than casual employees, examination leave with pay for attendance at examinations in subject(s) that have a direct correlation with their employment at MCRI, with approval of their Line Manager.

11.2 Appropriate evidence as to the employee’s course of study/subject(s), enrolment and examination timetable must be sighted by their Line Manager and forwarded to MCRI Payroll.

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Sabbatical Leave 12.1 Employees employed at or above the level of Senior Research Fellow (on 5 year appointments) are eligible to apply for sabbatical leave for a period of 6 months, or up to a maximum of 12 months if necessary because of the nature of the studies, after each six year period of the Senior Research Fellowship appointment. Shorter periods of leave occurring more frequently may be agreed to after negotiation. Approval will only be given if: • The course of study will materially contribute to MCRI in terms of enhancement of the individual’s contribution to research; • The program will substantially broaden the employee’s area of knowledge or expertise; • There is a good scientific reason for choosing the specific venue at which the leave will be taken; • The employee is not in receipt of payment from another institution or organisation.

12.2 Authorisation for this leave may only be given by the Theme Director or Director. The employee’s level and possible contribution to salary, airfares for the employee (and immediate family) and the granting of any research costs (if necessary and applicable) will be considered.

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Long Service Leave 13.1 Eligibility & entitlement is as follows:

MCRI EMPLOYEES VCGS EMPLOYEES VCGS Medical (excluding VCGS) (excluding Medical Scientists & Genetic Scientists & Genetic Counsellors Only Counsellors)

Applicable Industrial Victorian Long Service Victorian Long Service VCGS Medical Scientists Instrument: Leave Act 1992 Leave Act 1992 Genetic Counsellors EA

Eligible Continuous 10 years 15 years 15 years Service:

Entitlement after 13 weeks 6 months 6 months Eligibility:

Examination Leave 16 Leave Policy - Full Time & Part Time Employees (MCRI1018)

Pro-Rata Accrual 7 years 7 years 10 years Payable on Cessation after eligible service of:

13.2 accruals continue once initial eligibility service period has been reached. Although entitlement to request additional long service leave applies only after each subsequent 5 years of eligible continuous service.

13.3 Where an employee (other than VCGS Medical Scientists & Genetic Counsellors) has been employed at different time fractions, the ordinary rate of pay may be adjusted.

13.4 Entitlements to Long Service Leave do not accrue while an employee is on unpaid leave.

13.5 Long Service Leave may be taken at half the pay over double the time. The employee’s Line Manager only needs to approve the period of absence. For those employed under the VCGS Medical Scientists / Genetic Counsellors Enterprise Agreement , Long Service Leave may also be requested to be taken at double the pay over half the time, as per the EAs.

13.6 Cashing out of Long Service Leave entitlements is not permitted by law.

13.7 Each entitlement and subsequent entitlement should be taken in one continuous period unless agreed to be taken in no more than two periods by mutual agreement with the Line Manager. Each period of Long Service Leave must be taken in multiples of 1 week (7 calendar days).

13.8 Annual, Personal, Long Service Leave and Leave Loading entitlements continue to accrue while on paid Long Service Leave, subject to half paid Long Service Leave accruing pro-rata entitlements.

13.9 While every effort will be made to accommodate Long Service Leave requests, it is to be taken at a mutually convenient time, agreed with the employee's Line Manager. Approval is dependent on workloads and staff coverage.

13.10 Salary will be paid in accordance with MCRI’s usual fortnightly pay cycle, including required superannuation contributions. Refer also to clause 3.4.

13.11 An employee must apply for Long Service Leave online via i-manage and at least 3 months prior to the commencement date of the leave. This allows for an audit of recorded accrued service and also for the Line Manager to make suitable arrangements to cover the employee's duties while on leave, if required.

13.12 Before going on Long Service Leave, it is the employee's responsibility to ensure that work is up to date and that appropriate handover arrangements have been made with the Line Manager.

13.13 When an employee’s entitlement is excessive, the employee may be directed to take that long service leave accrued so as to reduce their entitlement to not more than 3 months. The employee will be given at least 9 months notice in writing of this directive.

13.14 It is an offence to work while on Long Service Leave or to employ a person who is on Long Service Leave. However if someone has 2 part time , they may continue to work for the other part time job, but

Long Service Leave 17 Leave Policy - Full Time & Part Time Employees (MCRI1018) not during the hours for which they would otherwise have worked for the job which is currently paying Long Service Leave. Refer also to the Conflict of Interest Policy & Procedures.

13.15 If the period during which an employee takes paid Long Service Leave includes a day or part-day that is a public holiday in the place where the employee is based for work purposes, the employee is taken not to be on paid Long Service Leave on that public holiday. This clause does not apply to VCGS Medical Scientists and Genetic Counsellors.

13.16 Recognition of prior service, for Long Service Leave purposes, applies only under the following circumstances:

13.16.1 If re-commencing employment at MCRI, or its subsidiary, within 3 months of ceasing.

13.16.2 For VCGS Medical Scientists & Genetic Counsellors, prior service with another health service or hospital, covered by the same EA, may also be recognised for purposes of Long Service Leave, subject to the terms and requirements as detailed in the EA and MCRI Payroll receiving satisfactory written evidence.

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Leave Without Pay 14.1 Employees may apply for leave without pay at their Line Manager and MCRI’s discretion, subject to a limit of 3 months after exhausting all paid leave options.

14.2 Apart from situations in clause 14.3, or subject to special approval by the employee’s Line Manager and Human Resources, leave without pay cannot be accessed during an employee’s qualifying period or beyond a contract end date.

14.3 Situations where employees may be able to take leave without pay include: • for short absences of up to 1 week, where the employee wishes to take leave for a special reason e.g. attendance at a family event, their honeymoon etc, and the employee does not have sufficient annual leave accrued; • if the employee does not have sufficient annual leave accrued for a close down period; • for study commitments; • to attend Defence Force camps or training activities; • other special circumstances, up to 3 months, as per 14.1.

14.4 Requests for leave without pay will be assessed and determined on their merits, and will consider both the employee’s needs and MCRI’s business needs.

14.5 Prior to a period of leave without pay, an employee must contact Payroll to discuss possible effect on their Salary Packaging arrangements.

14.6 Annual, Personal/Carers, Long Service Leave & Leave Loading entitlements do not accrue while on leave without pay.

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Related Policies Casual Employment Policy

Leave Without Pay 18 Leave Policy - Full Time & Part Time Employees (MCRI1018)

Qualifying Period of Employment Policy & Procedure

Flexible Working Arrangement Policy

International & Domestic Travel Policy

Conflict of Interest Policy & Procedures

The current, official version of this Policy and associated Procedures is maintained on this Policies and Procedures database. Printing this Policy or transferring it into another

electronic format will result in the document being an uncontrolled copy which might not be current. Please refer any feedback to the Policy Owner via the link below:

Policy Sponsor : & Policy Manager Policy Approved Date: 19 November 2010

Policy Owner : Human Resources Policy Status: Mandatory

Policy Approved By : Head of Human Resources Policy Review By Date: 1 August 2013

Related Policies 19