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 AuthorityDirector, Human Resources
Date of Commencement19 December 2011
Amendment HistoryDecember 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 AuthorityDirector, Human Resources
Date of Commencement20 December 2011
Amendment History4 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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