Annual work pattern and program flexibility

Some general staff positions are offered on a sessional basis allowing staff to work for a defined period in the year, for example during teaching sessions. Program flexibility refers to an arrangement where it is agreed for an academic staff member to adopt a specific set of duties for a fixed period. The most common example is a period of time without teaching responsibilities. Program flexibility will generally be considered for periods of not less than 8 weeks and for a maximum of 1 session. These types of arrangements must be made without compromising the academic or business interests of the unit.

Flexible leave arrangements

It is possible to negotiate most paid leave on a half pay basis for long term absences; for example 2 months long service leave may be taken over a 4 month period at half pay. Leave at half pay often assists when unplanned longer-term absences are required for personal reasons.

Flexible working hours

The most common variable working arrangement is flexi time. At UOW the flexi time system provides staff flexibility in their hours of work, within the business needs of the work area. Flexi time offers people the opportunity to plan and manage their personal obligations. It also enables work areas to be more responsive to changing work demands without incurring additional costs.

  • Flexi time procedures currently exist in Administration, Landscaping and the Library. Other units may adopt the University’s flexi time system by consent between the Head of Unit and staff. There are also flexi accrual models operating within KRONOS, the workforce timekeeping system.
  • Staff can use flexi time for family care, school holidays and other personal reasons. Staff may be able to arrive earlier and leave earlier, or work longer days in term time and use flexi leave during school holiday periods.
  • Options available to staff in any particular work area will be constrained by the business needs of the unit and contact with the internal and external clients of the unit.

Practical tips for staff

  • Find out what arrangements exist in your workplace.
  • Discuss your needs with your Head of Unit/Supervisor.
  • Be aware of peak workload times and how you may be able to help the work area accommodate these, eg by working additional hours at these times and taking time off at other times.
  • Be sensitive to the needs of other staff and be prepared to look at a range of options.
  • Be clear about the arrangements you make and ensure that you are able to meet the agreed times.
  • Notify colleagues and other relevant work areas of any change to your hours of work.

Practical tips for Heads of Unit/Supervisors

  • Check with Personnel Services about any constraints to flexibility, which may exist in your area. For example, you may need to check the bandwidth of hours for staff in your area.
  • Let staff know if flexi time applies and what the flexi time guidelines are.
  • Individual flexi day absences will need to be negotiated equitably within the unit.
  • Think about whether there are times when you will require staff to be present.  Try to ensure important meetings are held at times that enable all staff to be present. It may be necessary to meet more than once to accommodate service points and staff attendance.
  • Establish communication systems to ensure that all staff are aware of each others arrangements and facilitate information flows, eg, through use of the electronic mail system or notice boards.
Last reviewed: 7 March, 2008