(1) Western Sydney University (University) recognises that the changing context of work has created new challenges and opportunities for employers and employees that require workplaces to embrace greater flexibility. (2) The University also understands that certain personal circumstances create additional challenges for staff in balancing their work objectives and personal priorities. This includes employees: (3) This policy outlines the University’s commitment to providing flexible work for staff in recognition of the benefits a flexible work environment can provide to the whole University community, our staff and students. (4) In promoting flexible work options which enable staff to balance their work requirements with personal and family priorities, this policy seeks to: (5) The policy outlines the Fair Work Act 2009 (Cth) provisions that allow eligible employees the right to request flexible working arrangements and incorporates the flexible working arrangements as outlined in the University's Staff Agreements. (6) This policy works in conjunction with existing entitlements, policies and practices that support employees to apply for flexible work arrangements, including the 35 hour working week and the University's Flexible Hours of Work Scheme, the Discrimination, Harassment, Vilification and Victimisation Prevention Policy, the Disability Policy and others flexible work options as set out on the University's Flexible Working Options web page. (7) For the purpose of this policy: (8) The University recognises the increasing need for employees to balance work and personal and family priorities. The longstanding provision of the 35 hour working week for fulltime staff and the Flexible Hours of Work Scheme demonstrate the University's commitment to the implementation of working arrangements that find the best possible match between the requirements of the University and those of individual employees. (9) At the University working arrangements should be inherently flexible wherever reasonably possible. The application of flexibility and reasonableness when considering working arrangements should enable all employees, to request access to conditions of employment which allow a balance between work and personal or family priorities. (10) Under the Act employee’s in certain circumstances have a right to request flexible working arrangements. The University will undertake all reasonable efforts to accommodate and support the needs of employees in fulfilling the inherent requirements of a position if they: (11) Where the University is unable to accommodate the needs of an employee in their request for a flexible work arrangement in the above circumstances, this will only be based upon the relevant test of unjustifiable hardship or reasonable business grounds. (12) Taking into account a person's training, qualifications, experience, performance and all other relevant factors, it is not unlawful discrimination by the University against an employee requesting a flexible working arrangement, if the person: (13) In determining what constitutes unjustifiable hardship, all relevant circumstances of the particular case are to be taken into account, including: (14) A decision of unjustifiable hardship must be based on the established facts of the situation, and not assumptions, and there must be consideration of alternative arrangements which could assist the employee balance their personal or family priorities and perform the inherent requirements of their position. (15) The University will provide targeted staff development training on flexible working arrangements as relates to this policy, available to managers/supervisors and all academic and administrative staff. The University will undertake strategies to raise awareness of flexible work options available for all staff. (16) The University will consider flexible working arrangements for all employees under the applicable University Staff Agreement provisions and other employment policies and practices which enable flexible working arrangements. (17) The University's Staff Agreements contain a number of flexibility measures including a 35 hour working week for fulltime employees, a Flexible Hours of Work Scheme and personal leave that employees can access. (18) An employee, who is unable to access flexible working arrangements under a University Staff Agreement or other University employment related policies and practices, may request flexible working arrangements from their manager/supervisor under this policy. (19) Employees with family and/or carer responsibilities, disability, experiencing or supporting a family member experiencing family violence, or aged 55 years and over are entitled to make requests for flexible working arrangements under this policy. (20) Employees with family responsibilities may also have access to parental leave options, including flexible return to work options, if they are primary or secondary carer of a child after birth. Parental leave options and conditions are outlined in the relevant University Staff Agreement and on the OHR website. (21) Employees with a disability or who are carers of children or immediate family members with a disability are entitled to make requests for flexible working arrangements under this policy and the University's Disability Policy. (22) The types of flexible working arrangements available for staff may include (subject to relevant University policy and Enterprise Agreement provisions) but are not limited to: (23) The Act allows for employees in certain circumstances (see Section 10) the right to request flexible work arrangements. (24) Employees are entitled to make the request under the Act when they have completed at least 12 months of continuous service at the University immediately before making the request. (25) Casual employees are entitled to make a request under the Act if: (26) An employee seeking to request a flexible working arrangement under the Act should: (27) The manager/supervisor must give genuine consideration to the request for flexible working arrangements and the proposals put forward by the employee. (28) The employee and the manager/supervisor must meet in person to discuss the request within 14 calendar days of a written submission being made, or if feasible, earlier where the circumstances require it. Direct and personal communication is required. The aim of this meeting is to: (29) In considering an application for a flexible working arrangement a manager/supervisor must also consider: (30) If the manager/supervisor is uncertain about the request or is considering not approving the request they must consult with Equity, Diversity and Wellbeing (E,D&W) and the Office of People. E,D&W or Office of People must provide a response within 14 calendar days of the employee’s request. (31) Within 21 calendar days of meeting with their manager/supervisor an employee must be provided with a written response to their request, stating whether their request has been granted or refused, and providing reasons for this decision. (32) A refusal of a request for flexible working arrangements must only be made in terms of either unjustifiable hardship or reasonable business grounds. (33) A refusal of a request for flexible working arrangement should, where possible, also include consideration of alternative arrangements to that requested by the employee. (34) Employees have a responsibility to immediately inform their manager/supervisor when their circumstances, as related to flexible work arrangements ceases or significantly changes. (35) Where approved, there should be at least an annual review of the agreement to ensure that the employee and the University's needs are being met. (36) It is appropriate for an employee and a manager/supervisor to make an informal flexible working arrangement if there are no Work Health and Safety (WHS) issues to be considered, and: (37) In the instance of an informal agreement, correspondence detailing the agreed terms of the arrangement should still be entered into to ensure both parties are fully informed of their responsibilities. Advice can also be sought in these instances from E&D or the OHR. (38) Where practicable a dispute as to the application of this policy should be resolved informally through discussion with the appropriate manager/supervisor. If the matter cannot be resolved the issue should be escalated to the relevant Senior HR Partner. (39) If a manager/supervisor does not follow the procedures or refuses a request for flexible work arrangements as outlined in this policy, an employee can follow the Dispute Settlement provision in the University Staff Agreements in the first instance. (40) Executives and Senior Managers: (41) Managers and Supervisors: (42) Employees requesting flexible working arrangements: (43) Equity, Diversity and Wellbeing will: (44) The Office of People will: (45) Federal Laws/Guidelines: (46) State Laws/Guidelines:Workplace Flexibility Policy
Section 1 - Purpose and Context
Section 2 - Definitions
Top of Page
Section 3 - Policy Statement
Requests for Flexible Working Arrangements under the Fair Work Act 2009
Top of PageSection 4 - Procedures
Part A - Requesting Flexible Working Arrangements
Part B - Dealing with Breaches of this Policy
Part C - Responsibilities of the Executive and Senior Managers
Part D - Responsibilities of Managers and Supervisors
Part E - Responsibilities of Employees
Part F - Responsibility of Equity, Diversity and Wellbeing
Part G - Responsibility of the Office of People
Top of PageSection 5 - Guidelines
Relevant Laws/Guidelines
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