Leave - Education

Leave - Education

SUMMARY

The Education Leave Policy details the principles concerning entitlements for study time, examination leave, graduation ceremony leave and   English language training. The Procedure establishes the steps and responsibilities associated with accessing these leave entitlements.

POLICY

PurposeTo detail the principles related to entitlements for study time, examination leave, graduation ceremony leave and English language training.
OverviewThe education leave policy provides information for all continuing and fixed-term staff members to establish the eligibility, entitlement and approval for education leave for professional learning and development opportunities.
Scope

This policy applies to all  eligible staff employed under the relevant Macquarie  University Enterprise Agreement.

It will be of particular relevance to  all continuing and fixed-term Professional staff members.

Casual staff members are not entitled to paid education leave.
Policy

The University encourages all staff members   to pursue personal and
professional learning and development   opportunities to enhance their career goals.

ELIGIBILITY, ENTITLEMENT   AND APPROVAL

Education leave  includes the following:

  • Study Time and Examination Leave       (Professional Staff only)
  • Graduation Ceremony Leave
  • English Language Training

The eligibility and  entitlement to education leave is prescribed by the relevant Macquarie University  Enterprise Agreement.

Eligibility to paid education leave will apply on the following basis:
  • study time and examination leave - to all continuing and        fixed-term professional staff members  who undertake an approved course of study
  • graduation ceremony leave - to all continuing and fixed-term        staff members
  • English language training - to all continuing and fixed-term        staff members from a non-English speaking background

Part-time staff members will be entitled   to paid leave on a pro-rata basis.                      Casual staff members are not entitled to   paid leave.                      Education leave entitlements are not   cumulative from year to year.

Study Time
Eligibility for study time will be based   on the relevance of the course of study to the staff member’s current or   potential employment with Macquarie University.

Professional staff members may apply for study time on the following basis:
  • one half-hour of paid leave for every hour of compulsory  attendance up to a maximum of        four hours per week, or up to 15 days of paid leave per annum for        attendance at residential schools when undertaking an approved distance        education course, and
  • an additional 10 days of paid leave where a course involves a        thesis in addition to coursework, or 10 days of leave for qualifying        studies entirely by thesis only
For masters degree studies by research and thesis only, the total grant of paid leave is:
  • 25 days for courses of two years minimum duration, or
  • b) 35 days for courses of three years minimum duration

For doctoral studies,   the total grant of paid leave is 45 days.                      Where an emergency work situation arises,   the staff member may be required by their supervisor to forgo the study time that   is normally granted. If circumstances permit, the supervisor will negotiate   an alternative period of study time with the staff member.                      Study time will not generally be granted to   repeat a subject if study time has previously been granted, except in   exceptional circumstances, such as situations where the staff member has been   forced to repeat the subject due to illness, compassionate grounds or work   pressures.                      Study time will only be used during   teaching periods in the relevant course.                      The staff member will meet all the costs   associated with their course of study.

Examination Leave
Professional staff  members undertaking an approved course of study will be allowed up to 10 days  paid examination leave in any one academic year. Leave will be granted on the  basis of two days leave for each subject in which the staff member has a formal  examination.

Graduation Ceremony Leave
Staff members undertaking an approved course of study, who wish to attend a graduation ceremony in order to receive their award, will be entitled to:
  • one half-day of paid leave for a graduation held within the        Sydney metropolitan area, or
  • one day of paid leave for a graduation held outside the Sydney metropolitan        area

Leave will only be granted in   circumstances where the staff member is graduating at a ceremony held during   normal working hours.

English Language Training
Staff members who attend an approved English language training course will be granted paid leave. Subject to appropriate needs assessment, participation in training will be on the basis of a minimum of one hundred hours per annum. Training will be aimed at staff members who:
  • are unable to meet standards of communication to advance their career        prospects
  • constitute a health and safety risk to        themselves        and/or other persons
The training will be conducted within the University or by another accredited body and will be aimed at enabling the staff member to achieve an acceptable level of vocational English proficiency. The proficiency level will take into account the vocational needs of the staff member with respect to:
  • communication
  • health, safety and welfare
  • productivity within their current or potential employment at Macquarie        University
  • training, retraining and multi-skilling, and
  • the understanding of all policies and legislation relating to their        employment

Additional Leave for   Educational Purposes
Staff members may  apply to access alternative leave or employment arrangements in accordance with  the relevant Macquarie University  Enterprise Agreement and University policies.

Approval
Staff members who meet the eligibility requirements for Education   Leave must obtain approval. The approval process   is outlined in the Education Leave Procedure.

Unapproved Leave
All absences must have prior approval.

CONTINUITY OF SERVICE
All paid education leave will count as   service for the purpose of leave accrual, length of service and incremental   progression.

COMPLIANCE AND  BREACHESThe University may commence applicable disciplinary procedures if a person to whom this policy applies breaches this policy (or any of its related procedures).

Policy Information

Contact OfficerManager, Employee Relations, Human Resources Section.
Date Approved19 December 2011
Approval AuthorityVice-President, Human Resources
Date of Commencement19 December 2011
Amendment History
13 June 2019 - Amendment to position title: ‘Director, Human Resources’ updated to ‘Vice-President, Human Resources’ with effect from 6 June 2019.
December 2011 – updated to incorporate the requirements of the Macquarie  University Enterprise Agreement 2010 and the Macquarie University Academic  Staff Enterprise Agreement 2011; updated with Compliances and Breaches statement
Date for Next ReviewDecember 2014
Related DocumentsMacquarie  University Enterprise Agreement
Education Leave Procedure (see tab above)
Policies / Rules Superseded by this PolicyEducation Leave Policy approved 1 May 2007
KeywordsStudy Time, Examination, Graduation Ceremony, English Language Training

PROCEDURE

Purpose

To detail the steps and responsibilities associated with accessing entitlements for study time, examination leave, graduation ceremony leave and English language training.

Procedure

This procedure requires actions by the following:

Staff Member

OBTAIN    EDUCATION LEAVE
Apply    for Course of Study or English Language Training
Discuss your    study plans for a course of study or English language training with your    supervisor or other authorised person as soon as practicable.

Provide sufficient information regarding the course or training to enable your supervisor to determine approval. This is to include:
  • the skill or qualification to be         attained
  • how you will apply the skill or         qualification to your current or potential employment at the University
  • how the skill or qualification may         benefit the work unit or University
  • the estimated duration of the course or         training
  • the estimated study time required, and
  • other information that may be requested         by your supervisor

Apply for Education Leave
Provide reasonable notice to your supervisor of your request for such leave.

Apply for Study Leave or English Language Training Leave by completing the Application for Study Time and submitting it, with supporting documentation, to your supervisor or authorised delegate

Apply for Examinations or Graduation Leave by using HR Online.

Supervisor

Review Application
Review the    education leave application form to ensure accuracy and consistency with    University policy.

In consultation    with the staff member, address and resolve any problems identified in the    application.

Submit the application to the Executive Dean/Head of Office for approval.

Executive Dean/Head of Office

Approve Application
Review the    education leave application to ensure accuracy and consistency with    University policy.

Refer any    problems identified to the staff member’s supervisor for resolution in    consultation with the staff member.

Approve and submit the application to Human Resources (HR).

Human Resources Officer

Process Approval
Review the    application to ensure accuracy and consistency with University policy.

Refer any    problems identified with the application to the supervisor for resolution in    consultation with the staff member.

Process the education leave application and maintain records for reporting and compliance purposes.

Procedure Information

Contact OfficerManager, Employee Relations, Human Resources Section.
Date Approved20 December 2011
Approval AuthorityVice-President, Human Resources
Date of Commencement20 December 2011
Amendment History
13 June 2019 - Amendment to position title: ‘Director, Human Resources’ updated to ‘Vice-President, Human Resources’ with effect from 6 June 2019.
4 March 2015 – update process when applying for examination or graduation leave
February 2010 –  alignment with University Policy Framework
Date for Next ReviewDecember 2010
Related Documents

Macquarie University Enterprise Agreement
Education Leave Policy (see tab above)

Application for Study Time
KeywordsLeave, Education, Course of Study, Study Time, Examination, Graduation Ceremony, English Language Training
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