Leave Management Procedures

Guidance

The requirement to monitor and manage staff leave entitlements effectively is stated in Job Description Forms for all line management positions. Principals and line managers should have leave management incorporated into workforce plans.

Principals and line managers can delegate their authority to approve staff leave using the ‘Alternate User’ function on HRMIS (staff only) and leave application forms.

Principals and line managers are responsible for approval of leave and leave processing.

Accountability for the effective management of leave liability is demonstrated through the performance management process. This is explicit in the Principals’ Statement of Expectations Appendix C of the Employee Performance policy and procedures and should be addressed in the Independent Public Schools Delivery and Performance Agreement.

IKON (staff only) provides information on leave and processing requirements and information on leave liability.

Principals and line managers should monitor sick leave to identify and address patterns of sick leave or long-term chronic illness.  Refer to the Retirement on the Grounds of Ill Health Guidelines.  

Principals and line managers or their designated officers (eg. Managers Corporate Services, School Officers or Personal Assistants) should record unplanned or planned leave of all staff, including school leaders. These absences should be entered into HRMIS (staff only) and verified through the On-line Payroll Certification Report every fortnight.

Principals and line managers should advise employees of their responsibilities to submit planned and unplanned leave in a timely way. It is recommended that employees submit their planned leave prior taking the leave and unplanned leave immediately on their return to work. Should this not occur, leave may be processed on HRMIS (staff only) entering Absent Without Leave.

All unexplained and unauthorised absences from the workplace are dealt with under the absent without leave (AWOL) process (staff only).

Information relating to family and domestic violence leave entitlements is available in the Family and Domestic Violence Leave Guidelines.

Information relating to cultural leave entitlements under industrial Awards and Agreements, is available here (staff only).

Guidance

Employees should apply for leave on HRMIS (staff only). Leave entitlements, pay advices and leave records may be accessed on HRMIS (staff only).  Further information related to leave is available on IKON (staff only).

In some situations a hard-copy leave application form may be required. This can be accessed via IKON (staff only).