Defence Reserves Leave - Procedure for Staff and Supervisors Guideline

Document Number	000976
Date Approved	3 August 2004
Date Last Amended	24 July 2012

1. Context

As well as volunteering to serve their country, Reservists often have civilian careers to which they are committed, and to which they bring valuable training and skills gained from their military experience. Legislation has been enacted to protect Reservists’ civilian employment.

The University of Newcastle is committed to supporting employees who are members of the Australian Defence Force (ADF) Reserves. Staff members who formally advise the University of Newcastle that they are members of the ADF Reserves are eligible for special leave conditions.

This procedure is to support our staff who are Australian Defence Force Reservists and to ensure compliance with the Defence Reserve Service (Protection) Act 2001.

2. Definitions

Ongoing and fixed term staff members who serve as Reservists in the Australian Defence Force are entitled to Defence Reserves Leave (DRL) each year (part time staff on a pro rata basis).

DRL is based on a calendar year and cannot be carried over.

3. Entitlement

In respect of Annual Reserve Service the staff member shall be granted fourteen (14) calendar days on full pay.

In addition, the University will provide an additional fourteen (14) calendar days on full pay for ADF Reserve Service leave in the first year of Defence Reserve Service to allow the employee to attend and meet common induction training requirements.

For all other periods of ADF Reserve service, an employee may elect to apply for leave without pay, annual leave, long service leave or a combination of the above to cover the required period of Defence Reserve service.

4. Responsibilities of the staff member

Provide your supervisor with evidence of ADF Reserve status.

Include in your leave planning discussions with your Performance Development Framework (PDF) supervisor anticipated ADF Reserve service commitments for the next 12 months. Once specific dates are known, employees should notify their supervisor at the earliest practicable opportunity.

Provide your supervisor with written ADF notification of the training/activity to be undertaken and include this with your leave application.

Please note: Your supervisor may contact the nominated ADF unit point of contact to discuss possible alternative dates when the absence of an employee may cause significant difficulties for the supervisors operational requirements.

5. Procedure

The staff member completes a Leave Application Form and forwards to their supervisor with appropriate documentation supporting their application.

The supervisor forwards the Leave Application Form to Human Resource Services for recording purposes once approved.

If a staff member has already taken 14 days Defence Service in a calendar year and claiming additional training leave in their first year of service (minimum of five (5) consecutive days), a Reserves Employer Support Payment can be claimed by the University.

The staff member should:

Download the claim form (AD138-1)http://www.defencereserves.com/aspx/claim_forms.aspx
Complete section A [The University ABN is 157-365 767 35] and include the contact name and position of your supervisor.
Forward to supervisor with your Leave Application Form.

The Supervisor must forward all documentation to the appropriate Human Resource Officer for completion and recording purposes.

Human Resource Services will finalise documentation and forward to the appropriate delegate for consideration as detailed on the Reserve website http://www.defencereserves.com/aspx/ESP_Delegates.aspx

6. Essential Supporting Documents

Enquiries relating to DRL should be directed to the HR Services Team, Human Resource Services http://www.newcastle.edu.au/service/hr-client-service/contacts.html

An Employer handbook published by the ADF can be viewed at: http://www.defencereserves.com/aspx/you_the_employer.aspx

Approval Authority	Vice-Chancellor
Date Approved	3 August 2004
Date Last Amended	24 July 2012
Policy Sponsor	Deputy Vice-Chancellor (Services)
Policy Owner	Director, Human Resource Services
Policy Contact	Manager, Human Resource Services
Amendment History	This Guideline replaces Defence Reserves Leave - Guidelines for Staff and Supervisors (Academic and General) 000754 , Governance and Policy, 24 July 2012. Amended to update leave provisions as approved by Director, Human Resource Services, 24 July 2012. New Guideline created to update change in terminology from general to professional staff, approved by Vice-Chancellor 21 February 2012, effective 1 January 2012