(1) The University of Queensland (UQ or the University) is committed to maintaining a vibrant University environment, while also accommodating flexible work for staff. (2) The University recognises the importance of staff being physically present on University sites to: (3) At the same time, the University acknowledges that flexible work helps to attract, retain and support staff needs at different career and life stages. The University also acknowledges that there may be some environmental, financial, space-saving, productivity and health and safety benefits associated with different modes of flexible working arrangements. This Policy outlines the principles and legislative framework that underpin the University’s approach to flexible work and the different types of flexible work that may be made available to staff. Staff may make a request for flexible work in accordance with: (4) This Policy applies to all academic and professional staff. (5) In this Policy: (6) The University may consider requests for the types of flexible work set out in the Appendix. (7) Flexible work may also be implemented by the University in response to matters, including but not limited to: (8) The Fair Work Act grants a staff member the ‘right to request’ a flexible working arrangement if they: (9) Requests will be considered by the University but may be refused on reasonable business grounds. (10) Staff who do not meet the ‘right to request’ criteria may request workplace flexibility or local flexibility. (11) These requests will be considered in accordance with the requirements in the Flexible Work Procedure. (12) The following principles underpin the University’s approach to flexible work. (13) Where staff are entitled to make a request for a flexible working arrangement under the Fair Work Act, requests will be considered but may be refused on reasonable business grounds. (14) If staff members do not meet the criteria in the Fair Work Act, they may make a request for workplace flexibility that will be considered on a case by case basis in accordance with the guidelines in the Procedure. (15) Flexible work may also be implemented locally within a team, Organisational Unit or function. Staff members may make a request to participate in a local flexible work practice applicable to them that will be considered on a case by case basis in accordance with the guidelines in the Procedure. (16) Ordinarily, a staff member may only request up to two amendments to their work arrangements per year. (17) Some roles and tasks require a physical presence in the workplace due to the nature of work undertaken, such as roles which: (18) Campus delivery is the default option. (19) While some roles might accommodate some form of flexibility, the nature of certain roles and teams can limit the applicability of some types of flexible work. As such, some staff may have greater access to different modes of flexible work than others. (20) Flexible work that incorporates hybrid working must balance time spent at home with having an on site presence. On average, more time must be spent on UQ sites than at home, unless there are exceptional circumstances which prevent this from occurring. (21) Decisions about meeting organisational objectives (for example, decisions about modes of course delivery) should be made to maximise organisational outcomes rather than on the flexibility requirements or preferences of individual staff members. (22) Performance is defined by outcomes and achievements. The University expects that staff will fulfill the requirements of their role and work in the interests of the University, irrespective of when and where work is undertaken. (23) Flexible working arrangements, approved workplace flexibility and local flexibility are temporary and do not override the terms of employment set out in a staff member’s contract of employment. (24) Staff who have a flexible working arrangement under the Fair Work Act, approved workplace flexibility or approval to participate in local flexibility: (25) Executive Leaders are responsible for determining the feasibility of different types of flexible work within their organisational context. Feasibility considerations should be based on the role and team requirements within functional areas and/or teams rather than personal preferences or views. (26) Managers are responsible for determining whether to approve or deny requests for flexible work. (27) Advertised roles should include clear information about the potential applicability of flexible work options so that potential candidates can make an informed choice before applying for a position. (28) A staff member will not be disadvantaged by requesting or being afforded access to flexible work. (29) Flexible working arrangements under the Fair Work Act, approved workplace flexibility and local flexibility: (30) Due to tax implications, insurance requirements and other considerations, requests for flexible work that involve working from an international location will be permitted only in exceptional circumstances. Managers will not consider such a request until the staff member has provided their Manager with confirmation that the proposal has been considered and received preliminary approval from an officer at management Level 2 or above. (31) Requests for flexible work that involve working from an interstate location for extended periods of time and/or as a principal place of work will only be permitted in exceptional circumstances. Managers will not consider such a request until the staff member has provided their Manager with confirmation that the proposal has been considered and received preliminary approval from an officer at management Level 3 or above. (32) The Human Resources Division (HR) has a role in advising Managers and supporting staff regarding the application of this Policy and will provide support when Managers are considering denying a request for a flexible working arrangement. HR will monitor the implementation of the Policy including assessing consistency of approach across the University and any concerns raised. (33) A staff member undertaking flexible work must adhere to the terms and conditions of their employment, University policies and relevant legislation. (34) Managers are responsible for: (35) The University Senior Executive Team (USET) are accountable for enabling and monitoring flexible work and providing strategic governance, transparency, and oversight of flexible work matters. USET are responsible for providing leadership and oversight of flexible work within their area of functional responsibility. (36) The Human Resources Division are responsible for: (37) The Chief Human Resources Officer is responsible for monitoring and assurance of compliance with legislative obligations, assessing compliance with this Policy and reporting the uptake of flexible work on an annual basis. (38) The Human Resources Division manage the recording and reporting processes for all flexible working arrangements, approved workplace flexibility and local flexibility. (39) The types of flexible work available are subject to the provisions of UQ’s Enterprise Agreement 2021-2026 or as amended or replaced. (40) The legislative framework includes: Flexible Work Policy
Section 1 - Purpose and Scope
Purpose
Scope
Section 2 - Principles and Key Requirements
Top of PageSection 3 - Requests under the Fair Work Act
² For clarity, in Queensland, a child is considered school age from 6 years and 6 months until they turn 16, or they complete Year 10 (whichever comes first).Section 4 - Other Requests for Flexible Work
Section 5 - Principles
General Principles
Flexibility Principles
Staff Responsibilities
Management Responsibilities
Duration and Review
Requests to Work from an Interstate or Overseas Location
Role of Human Resources Division
Section 6 - Roles, Responsibilities and Accountabilities
Employees
Managers
University Senior Executive Team
Human Resources Division
Top of PageSection 7 - Monitoring, Review and Assurance
Section 8 - Recording and Reporting
Section 9 - Appendix
Types of Flexible Work
Type of Arrangement
Other names
Description
Flexible Working Hours
Variable working hours; Flexible Work pattern
Any variation to the standard working hours for the work area and/or working a set number of hours over a shorter or longer period of time.
Working from home (WFH)
Purchased Leave
Additional bought leave (Voluntary)
A staff member may request to purchase up to 4 weeks of additional leave over a 12 month period.
Part-time Hours
Reduced hours
Any formal, routine reduction to the standard number of paid hours worked within a pay period.
Job-share
Two or more people sharing a position
Two or more part-time staff fulfil the requirements of one full-time position.
Working additional hours one week to accrue a shorter day on the following week with a maximum hours per day of eight (8) hours 30 mins.
Staff may work 40 hours 30 mins per week or 145 hours per four (4) weeks, with maximum hours per day of eight (8) hours 30 mins.
Voluntary Banked Time (VBT)
(HEW 1–7)
Staff may work 45 hours 15 mins per week or 942 hours 30 mins per 26 weeks, with a maximum hours per day of nine (9) hours. Staff may accumulate a maximum of nine (9) hours VBT credit in any one (1) week period and should not accumulate a VBT balance in excess of 36 ¼ hours unless pre-approved.
Accrued hours
Staff may work 40 hours 30 mins per week or 145 hours per four (4) weeks, with a maximum hours per day of nine (9) hours. Staff may accumulate a maximum of four (4) hours of flexi-time in any one (1) week period and should only carry over a balance of 7 hours 15 minutes each fortnight unless pre-approved.
Definitions
Term
Definition
Executive Leaders
Executive leaders at Management Level 3 as outlined in the Human Resources Sub-delegations Schedules.
Reasonable business grounds
For the purposes of considering and responding to a request for a flexible work arrangement under the Fair Work Act, will include that:
• the new working arrangements requested would be too costly;
Staff
Continuing, fixed-term, research (contingent funded) and casual staff members.
Working from home or hybrid working
Working at a non-University location.
Legislative Framework
View current
This is the current version of the approved document. You can provide feedback on this document to the Enquiries Contact - refer to the Status and Details tab from the menu bar above.
This Policy is under review to capture the terms of the UQ Enterprise Agreement 2021-2026. Updates will be made in due course.
¹ For casual employees, the employee must – immediately before making the request – have been employed as a regular casual employee for a sequence of periods of employment during a period of at least 12 months and have a reasonable expectation of continuing employment by the employer on a regular and systematic basis.
Telecommuting
Remote work/Hybrid work
Working in any location other than the standard designated workplace.
Nine-day fortnight³
(HEW 1–7)
Accrued time
Compressed working hours
19-day month³
(HEW 1–7)
Accrued time
Compressed working hours
Accrued time
Compressed working hours
Flexi-time
(HEW 1–7)
³ This is only available for HEW Levels 1-7 per Enterprise Agreement. Manager discretion applies for HEW Levels 8-9.
• there is no capacity to change the working arrangements of other staff members to accommodate the new working arrangements requested;
• it would be impractical to change the working arrangements of other staff, or recruit new staff, to accommodate the new working arrangements requested by the staff member;
• the new working arrangements requested by the staff member would be likely to result in significant loss of efficiency or productivity; or
• the new working arrangements requested by the staff member would be likely to have a significant negative impact on customer service.