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The Working From Home Guidelines provide guidance to staff and their supervisors. The Guidelines aim to establish and embed contemporary and flexible working practices at the University of ����ɫ��, beyond the immediate return to campus as a result of COVID-19. 

These principles have been developed through the lens of ongoing, long term application, however will be trialled over the next 6 months as we adapt to returning larger numbers of staff to our campuses. Upon review, the principles will inform a revision of the Work from Home Procedure (which has been suspended pending review).

• Working from Home Guidelines

Useful information and resources

• For a snapshot of the various flexible working opportunities available to staff and an overview of the application and approval process, .
• Flexible work arrangements
• Workstation ergonomic guidelines
• Working from home with Technology
• Office supplies for staff home offices
• Online Portal for personal IT purchases

• Leave Entitlement Procedure

Forms and templates

• Leave entitlements - Parental leave application form: Word / Pdf
• Leave entitlements - Shared parental leave application form: Word / Pdf
• Leave entitlements - Recognition of prior service form: Word / Pdf

For frequently asked questions, see below.

• Managing staff excess leave accruals procedure

Forms and templates

• Managing staff excess leave accruals - Notification of excessive annual leave balance template: Word / Pdf
• Managing staff excess leave accruals - Requirement to take annual leave template: Word / Pdf
• Managing staff excess leave accruals - Notification of excessive long service leave template: Word / Pdf
• Managing staff excess leave accruals - Requirement to take long service leave template: Word / Pdf

For frequently asked questions, see below.

• Pre-Retirement Contract Procedure

Forms and templates

• Pre-Retirement contract - Application form: Word / Pdf

• Pro-Rata Paid Parental Leave Procedure

Forms and templates

• Leave entitlements - Parental leave application form: Word / Pdf
• Leave entitlements - Shared parental leave application form: Word / Pdf

Useful information and resources

• Health, Safety and Wellbeing handbook
• Voluntary Flexible Work Arrangements procedure
• Parental leave calculation tool

For frequently asked questions, see below.

• Leave Entitlements Procedure

Forms and templates

• Leave entitlements - Special Paid Parental Leave application form: (Word /Pdf )

Useful information and resources

• University of ����ɫ�� Enterprise Agreement (as amended)
• Health, Safety and Wellbeing handbook
• Voluntary Flexible Work Arrangements procedure
• Parental leave calculation tool

For frequently asked questions, see below.

• Special Studies Program (SSP)

Forms and templates

• SSP webpage

Useful information and resources

• Delegations of Authority

• Flexi-time procedure

Forms and templates

• Flexi-time - time record form for professional staff 

Gender diverse staff members are eligible to apply for gender affirmation leave to support them to affirm their gender in a safe, positive and inclusive manner. Leave is subject to the specific eligibility rules and requirements specified in the table below:

 Leave Application Form (PDF/Word)

The Country Fire Service (CFS) uses a Fire Danger Rating system to help inform the public of the level of bushfire risk and recomended action that should be taken for each risk category. The Fire Danger Rating is not a predictor of how likely a bushfire is to occur, but how dangerous it could be if it did occur.

At the top tier of the rating system is the rating of ‘Catastrophic’ and ‘Extreme’ fire days.

It is essential that staff members in bushfire-prone areas regularly check the CFS website for how this might impact on them and their family.

The University of ����ɫ�� Enterprise Agreement (as amended) does not provide for a form of paid or unpaid leave specific to the fire danger of a given day. 

Other forms of leave entitlements may apply to these circumstances and are detailed in this fact sheet.

If a staff member needs to be absent from work they should provide their supervisor with notice of their absence and indicate, where possible, the estimated duration of the absence, as soon as practicable. 

Paid Leave

Personal Leave

A staff member (excluding casuals) is entitled to personal leave to provide care or support to a member of their family or household where that person requires care or support because of an unexpected emergency. Staff members accrue 15 working days (on a pro rata basis for part time workers) of personal leave per year. 

Annual Leave

A staff member can apply to use their accrued annual leave for fire danger days. 

Special Leave

In the event of absences from work caused by an emergency circumstance, members of staff (other than casuals) have an entitlement to take up to three (3) paid days of special paid leave per calendar year. Fixed term and continuing staff who are within the first year of their employment may access special paid leave provided that they have an annual leave credit equal to the amount of leave to be taken.

It is important to note that an emergency circumstance will be assessed on a case by case basis depending on the circumstances of how a fire, or fire danger rated day impacts upon the staff member. For this reason it is important that a staff member notifies their supervisor of such an absence at the first opportunity. 

Unpaid Leave

Unpaid Carer’s Leave

Staff members who cannot take paid personal leave are entitled to two days of unpaid carer’s leave for each ‘permissible’ occasion when a member of their family or household requires care or support because of an unexpected emergency. 

Leave Without Pay

In the event that a staff member (other than casuals) does not have an entitlement to a form of paid leave, they may apply to their Area Manager for leave without pay. Leave without pay may be approved at the discretion of the Area Manager.

A volunteer of a recognised emergency management body (e.g. South Australian Country Fire Service, State Emergency Service and Country Fire Authority) employed on a casual basis can apply for unpaid voluntary emergency management leave. 

A volunteer of a recognised emergency management body employed on a fixed term or continuing basis is entitled to take up to five (5) days paid leave per calendar year to undertake ‘voluntary emergency management activities’ and up to one (1) day of paid leave per emergency as recovery.

Any staff member seeking to take this leave (paid or unpaid) must give their supervisor notice as soon as reasonably practicable of the period or expected period of their absence. On request, the staff member must provide their supervisor with evidence that their absence is for engaging in activities arising out of their membership to the emergency management body and/ or documentary evidence of their membership, training requirements and call-outs attended. 

All leave types except parental leave is to be applied for using

Yes, you continue to accrue leave at your normal rate while you are on leave, with the exception of Leave Without Pay (LWOP) for periods in excess of 21 consecutive working days.

No. Unless you are advised of alternative arrangements, Annual Leave is automatically deducted from a staff member’s leave entitlement by the University Payroll Section for each working day on which the University is closed between Christmas Day and New Year’s Day, as defined in the Enterprise Agreement.

If you are not scheduled to work on one of the Christmas close down days, then no automatic leave deduction will occur.

Annual leave loading is paid to all staff members (excluding casuals) in the first pay period of December in each year.

Leave taken is calculated in hours based on your work schedule, with the exception of Special Studies Leave which is calculated in calendar days.

Please refer to Leave & Entitlements for further information or the Enterprise Agreement (as amended)

The employee will need to confirm the arrangements he/she would like to have in place by emailing Human Resources with the details: 

• Employee name and ID number
• The leave type to be transferred
• The number of hours to be transferred
• The effective date of the transfer
• From position and department
• To position and department

This email requires the approval of your line manager (the person who approves your leave) of both areas prior to emailing Human Resources.

Submit your leave application through

SSO allows an employee to request up to two days in advance for annual leave.

Should a manager wish to request that an employee be able to utilise more than this amount, they will need to write a justification for the request of leave in advance outlining the “business requirements”.

The business case must take into consideration: 

• Fixed term employees – sufficient leave will have accrued by the end of the fixed term period to cover the annual leave taken in advance
• The deduction of annual leave to cover the Christmas close-down period (usually two to three days)
• If the employee leaves the University the area will be liable for the overpayment due to leave taken in advance

This request is to be submitted to Human Resources for action.

Annual leave cannot be cashed out.

Submit your leave application through

A period of leave without pay in excess of 21 consecutive working days will not be recognised as continuous service for the purpose of accruing leave. For more information please refer to clause 4.10 of the University’s Enterprise Agreement (as amended).

You will not be paid for public holidays when your leave is for a period that is before and after the public holiday. 

Submit your leave application through

If you have qualified for LSL, you are entitled to take LSL when you choose, provided you have given your supervisor at least six months’ written notice. 
You should, however, discuss your requirements with your supervisor first to ensure the LSL you are applying for fits in with the operational requirements of the workplace. 

Unless you have been granted recognition of prior service (refer to clause 4.11.6 of the Enterprise Agreement), you will not be eligible to take LSL prior to achieving seven years continuous service with the University.

LSL accrues at the rate of 6.5 working days for each year of service with the University, pro-rata to your employment fraction. 

No, untaken LSL will not be lost. Where you have accumulated a LSL balance in excess of 80 working days, your supervisor may give you written notice to reduce your entitlement to 30 working days within a two year period.

You may request to cash out LSL if you have accrued an entitlement to at least 65 days of LSL. 
Applications to cash out LSL are limited to twice per year and must not exceed a total of 30 working days per year. 
For further information, please refer to clause 4.11.5 of the University’s Enterprise Agreement (as amended). .

In order to request payment in lieu of LSL, a Cashing Out of Long Service Leave Application Form needs to be completed and forwarded to Human Resources.

Yes, casual staff are entitled to long service leave under the University’s Enterprise Agreement and can take long service leave upon completion of seven years continuous service in the employment of the University. 
Continuous service means employment where there has been no break in employment of more than eight weeks.

If you were working for an Australian University in a paid full-time or part-time capacity prior to commencing with the University, you are, subject to clause 4.11.6 of the Enterprise Agreement, eligible to have your prior service recognised for long service leave purposes. 

If you are a professional staff member, and were working in the South Australian or Commonwealth Public Service immediately prior to commencing with the University (i.e. within the preceding two months) you are also eligible to have your prior service recognised. 

To have your prior service recognised, fill out the Recognition of Prior Service Application Form and email it to Human Resources for processing.

If you were employed by the University of ����ɫ�� on a casual basis prior to being employed on a fixed term or continuing basis, you can apply to have your prior casual continuous service recognised for the purposes of long service leave.  To have your prior casual continuous service with the University of ����ɫ�� recognised for the purposes of long service leave, send an email with your request to Human Resources.

Parental leave is a University entitlement for eligible staff of 26 weeks paid leave.If you are part-time, the entitlement to paid parental leave is based on your pro-rata rate.

For further information on eligibility please refer to clause 4.5 of the University’s Enterprise Agreement as amended.

• Paid maternity/adoption leave
• Paid partner leave
• Shared paid parental leave (approved at the discretion of the University) 
• Concurrent partner leave

Clause 4.5 of the University’s Enterprise Agreement (as amended) which sets out the eligibility criteria for this entitlement.

Under the University’s Enterprise Agreement, if you are a fixed-term or continuing staff member with at least 12 months continuous service immediately prior to the expected birth date/placement of the child, you are eligible for up to 26 weeks of full pay or 52 weeks taken at half pay. 

Staff with less than 12 months service with the University, are eligible for paid parental leave on a pro-rata basis in accordance with the Pro-Rata Paid Parental Leave Procedure. 

Refer to the Pro-rata Paid Parental Leave Procedure which sets out the entitlement in weeks based on your period of eligible continuous service. You can also determine your entitlement using the Parental Leave Calculation Tool.

A staff member must commence parental leave within six weeks leading up to the expected date of birth.

If you are planning to work within the two weeks prior to the expected date of birth, a medical certificate of fitness for work from a registered medical practitioner or certified mid-wife must be provided to your supervisor. The same requirement to provide a medical certificate applies if you wish to return to work within the first eight weeks after the birth.

No. Parental leave is 26 calendar weeks.

Yes. You may apply to take paid maternity/adoption/special paid parental leave at half pay. Therefore if you are eligible for the full entitlement of 26 paid weeks, your paid leave can be extended to a period of 52 weeks.

If you are taking a combination of paid and unpaid parental leave, the total period of leave must not exceed 104 weeks.

Annual leave, long service leave and personal leave will continue to accrue while on a period of paid parental leave. However, leave entitlements do not accrue whilst on leave without pay for parental leave purposes.

You must complete a Parental Leave Application Form and submit it to the Human Resources Service Centre; hrservicecentre@adelaide.edu.au. 

Parental leave has to commence with the parental leave component.  Thereafter you can take other leave: annual leave, long service leave or leave without pay.  If you wish to take other leave prior to the parental leave component, please submit this as per regular via SSO.

To apply for Shared Parental leave, please complete the Shared Parental Leave Application Form. 

The completed parental leave application form must be signed by the applicant and their supervisor and forwarded to the Head of School/Branch for approval.

Firstly contact your supervisor/manager to discuss. Once HR has received the approved application, we will send written confirmation of your application.

Parental leave will be processed through your pay on a fortnightly basis.

No. you will not have to pay the money back to the University.

No. Parental leave is centrally funded.

Your payment will be based on the time fraction and hourly rate that you are contracted to work.

If you have a fixed-term contract of employment with the University which ends during the period of requested parental leave, you are still able to apply for the full 26 weeks on the condition that the contract is extended beyond the period of parental leave.
If the contract is not extended, the period of parental leave will cease at the end date of your contract of employment. You will not be paid the remainder of the parental leave value.

Shared paid parental leave is available after the birth mother/primary carer has more than seven months’ continuous service. The actual entitlement depends on the period of eligible continuous service. 
For further information about shared paid parental leave please refer to clause 4.5.2.5 in the University’s Enterprise Agreement) (as amended) and the Pro-Rata Paid Parental Leave Procedure.

Concurrent partner leave is an entitlement to 10 days paid leave primarily for an employee whose partner has given birth or adopted a child. You must apply for concurrent partner leave through . 

For further information on concurrent partner leave please refer to Clause 4.5.2.6 in the University’s Enterprise Agreement (as amended).

Any queries regarding the Commonwealth Paid Parental Leave should be directed to the .

Your Commonwealth Paid Parental Leave Pay will be provided to you by the University in your usual pay cycle on the advice from the Family Assistance Office.

Further information can be found on the website.

As per clause 4.2 in the Enterprise Agreement (as amended) Personal leave can be used for Personal Leave, Sick Leave and Carers Leave. 

• If you are unfit for work because of a personal illness, or personal injury, that affects you; or to provide care or support to a member of your family, or a member of your household, who requires care or support because of:
• a personal illness, or personal injury; or
• an unexpected emergency

As per clause 4.2 in the Enterprise Agreement (as amended) Personal leave can be used for Personal Leave, Sick Leave and Carers Leave. 

• Carer’s/personal leave can be taken to provide care or support to a family or household member who requires care or support because of;    
• a personal illness or personal injury
• an unexpected emergency 

Sick leave or personal leave can not be taken in advance. You can only apply for the period of time you have actually accrued. If you require sick leave and do not have the time needed accrued you will need to apply for a different leave type.

Sick leave without pay is an option if no