(1) Western Sydney University recognises the importance of flexible working arrangements in helping to attract and retain a productive workforce and support employee wellbeing whilst balancing the need to maintain a strong team-based culture on campus. (2) As part of the University's commitment to a flexible workforce, employees have the opportunity to apply to work from home in accordance with these Procedures for full time staff on one or two days per week, possibly three days in exceptional circumstances and pro rata for part time staff. (3) Working from home arrangements are not an automatic entitlement, but may be approved in accordance with these Procedures. (4) Working from home arrangements that are made as part of an adjustment plan in coordination with the University's Equity, Diversity and Wellbeing, and in accordance with the University's Disability Policy, are managed separately from the requirements of these Procedures. (5) As part of the University's requirements under the Work Health and Safety Act 2011 (NSW) these Procedures have been developed in consultation with Health and Safety Representatives. (6) The University also recognises that staff in certain circumstances have a right to request a flexible working arrangements under the Fair Work Act 2009. This would include staff who are carers, staff with disability or those experiencing family and domestic violence. With consideration of the inherent requirements of a role, the University will undertake all reasonable efforts to accommodate these requests. Staff should refer to the Workplace Flexibility Policy for further guidance. (7) These Procedures should be read in conjunction with the following: (8) The University is committed to ensuring a safe and healthy workplace for all workers and others, including those that perform work duties from home. (9) The Work Health and Safety Act 2011 (NSW) (the Act) defines a workplace as: (10) Similarly, all terms and conditions of employment remain unchanged notwithstanding any work from home arrangement, and all University policies and procedures will also continue to apply. (11) It is recognised that, depending upon teaching, research and professional commitments, Academic staff may at times work from home or at alternative work locations. Academic staff need to be aware that their absence from campus may have an impact on their colleagues, students, and School or Research Institute initiatives and responsibilities. Whilst a formal Working from Home Agreement is not required, the arrangements must be discussed and agreed with the staff member’s supervisor to ensure: (12) An employee who wishes to apply for a regular working from home arrangement should first discuss this informally with their supervisor. Following the discussion, the employee should complete the following and submit to their Supervisor for formal consideration: (13) The WfHA must clearly outline the following whilst working from home: (14) Once approved, the WfHA remains in place until it expires, noting that any approval is for a maximum of 12 months. If there is a change in circumstances that effect any of the above points, then a new WfHA is required. (15) In determining whether to accept a proposed WfHA, the Supervisor should consider: (16) If the employee’s working from home will involve access to University resources and computer networks, the Supervisor and the employee must ensure that: (17) The following processes must be complied with before a WfHA is approved: (18) The University is not responsible for any liability on the part of a third party who is not a University employee at the work location. (19) Each proposed WfHA will be considered on a case-by-case basis. It should not be assumed that a work from home arrangement will be approved or that if approved, the arrangement will be ongoing. (20) If the Supervisor is satisfied that the proposed WfHA is suitable, they must sign the WfHA and forward it to the Unit Head for their review and approval. (21) If the Unit Head approves the proposed WfHA, they must sign the WfHA and forward it, together with all relevant attachments, to the employee, the Supervisor, and the relevant Senior HR Partner so that it may be recorded in the employee’s TRIM personnel file. (22) If the Supervisor is generally supportive of the WfHA but has some concerns, the arrangement may be trialled for up to three months, after which the viability of the arrangement will be reviewed. (23) If a proposed WfHA is declined by either the Supervisor or the Unit Head, the employee will be advised of the reasons. It is recommended that Supervisors and Unit Heads discuss rejected applications with the Senior HR Partner prior to finalising the outcome of an application. If necessary the application may be referred to the Chief People Officer for final discussion and decision. (24) A WfHA may be approved for a maximum period of 12 months, and must include commencement and end dates. (25) Under no circumstances is a work from home arrangement to commence before a WfHA has been approved by the relevant Unit Head. (26) Employees who work from home are covered by the same principles of the Workplace Injury Management and Workers Compensation Act 1998 that apply to employees working on campus. (27) If an employee has an accident or sustains an injury whilst working from home, they must report the incident to their Supervisor and to whs@westernsydney.edu.au as soon as practicable, and within 24 hours. (28) Employees should be aware that working from home may not be appropriate for rehabilitation and return to work cases following an injury. (29) Further information about reporting incidents and injury management can be found on the University's Work Health, Safety and Wellbeing web page. (30) A working from home arrangement should be monitored and regularly discussed by the employee and their Supervisor to ensure it is meeting the needs of both the employee and the University. This will also assist with promptly identifying and resolving any issues that may arise from the arrangement. (31) To this end, when entering into a WfHA, the employee and their Supervisor must agree on methods, and a schedule, for monitoring the arrangement. (32) A WfHA must be reviewed: (33) A Supervisor must assess each renewal on its merits and in accordance with these Procedures. (34) Either the University or an employee may terminate a WfHA by providing the other party with at least 2 weeks’ written notice. (35) Employees who work from home must: (36) Supervisors of employees who apply to work from home must: (37) Work Health, Safety and Wellbeing will:Working from Home Procedures
Part A - Introduction
References
Part B - Introduction
Academic Staff
Part C - Applying for Working from Home Agreement
Part D - Assessing a Proposed Working from Home Agreement
Part E - Assessing a WHS Checklist
Part F - Determination
Part G - Insurance
Part H - Incidents and Incident Reporting
Part I - Monitoring Effectiveness of a WfHA
Part J - Reviewing a WfHA
Part K - Terminating a WfHA
Part L - Responsibilities after the Commencement of a WfHA
Employees
Supervisors
Work Health, Safety and Wellbeing Unit
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A place where work is carried out for a business or undertaking and includes any place where a worker goes, or is likely to be, while at work.
Any location from which University work is performed is therefore considered a “workplace” for the purposes of the Act, and its provisions will apply to any work from home arrangement. As such, the work health and safety (WHS) duties and responsibilities of both the University and its workers will apply equally to campus-based workplaces, working from home and working from other (non-campus-based) locations (collectively referred to hereafter as “working from home”).