S C H O O L S E RV I C E S O F F I C E R
SSO Handbook
A guide for AEU SA SSO Members
School Services Officer (SSO): an integral part of the team The AEU SSO Handbook aims to provide members with up-to-date and accurate information on the rights, entitlements, and employment conditions for SSOs. Thank you to all SSO members who have contributed to the development of this Handbook. You are vital in providing students, families, and members of their school community with the opportunities and support they need to flourish. SSO members fill positions on Personnel Advisory Committees (PACs), as AEU Sub-Branch Secretaries, as SSO Contacts in sites, as Health and Safety Representatives and as part of school leadership teams. SSO members contribute at all levels of decision-making at the AEU. The SSO Consultative Committee is an elected body that represents SSO members, provides direction on SSO matters, and organises SSO training and events. Our brilliant SSO members continue to work with AEU colleagues to ensure their rights are exercised, maintained, and improved. We hope that this Handbook is a useful resource and a reminder of the many hard-fought achievements of AEU SSO members past and present.
SSO Handbook
SADIE GENT AEU SA BRANCH VICE PRESIDENT
2
SSOs and the AEU: stronger together......................................................................... 5 Starting as an SSO.................................................................................................... 7 INDUCTION.....................................................................................................................7 STARTING AS A TEMPORARY SSO.............................................................................7 GETTING PAID................................................................................................................7 Recruitment and selection of SSOs in schools........................................................... 8 MODES OF EMPLOYMENT...........................................................................................8 Full-time Employment..................................................................................... 8 Part-time Employment.................................................................................... 8 Part-time ‘School Term’ Employment.............................................................. 8 Temporary Employment.................................................................................. 9 Casual Employment......................................................................................... 9 FILLING VACANCIES.....................................................................................................9 SELECTION PROCESS...................................................................................................9 Describing a new or vacant position................................................................ 10 Additional hours.............................................................................................. 10 Ongoing/Permanent Vacancies....................................................................... 10 Conversion to Permanency.............................................................................. 11 ELIGIBILITY FOR APPLYING FOR AN ADVERTISED VACANCY...............................11 ELIGIBILITY FOR INCLUSION IN THE ANCILLIARY PLACEMENT REGISTER (APR)....................................................................................11 SELECTION PROCESS FOR PLACEMENT FROM THE APR.....................................12 RIGHT OF RETURN........................................................................................................12 EMPLOYABLE ANCILLARY REGISTER (EAR).............................................................12 CHANGE IN TIME...........................................................................................................12 POSITION TENURE REVIEW PANEL............................................................................13 Leave and pay........................................................................................................... 13 HOLIDAY PAY/RECREATION LEAVE...........................................................................13 PUBLIC HOLIDAYS.........................................................................................................13 INCREMENTAL STEPS..................................................................................................13 CRITERIA-BASED INCREMENT: TOP PAY INCREMENT...........................................13 PAYMENT OVER 52 WEEKS..........................................................................................14 TOILETING ALLOWANCE..............................................................................................14 ON-CALL AND RECALL.................................................................................................14 On-call conditions........................................................................................... 14 Recall to work.................................................................................................. 14 Reimbursement of childcare costs.................................................................. 15 OVERTIME.......................................................................................................................15 FIRST AID ALLOWANCE................................................................................................16 SUPERANNUATION.......................................................................................................16 Working conditions: policies and procedures............................................................. 17 VOLUNTARY FLEXIBLE WORK ARRANGEMENTS.....................................................17 MINIMUM HOURS OF ENGAGEMENT........................................................................17 MEAL BREAKS................................................................................................................17 TEA BREAKS...................................................................................................................17 DUTY OF CARE...............................................................................................................17 YARD DUTY.....................................................................................................................18 SCHOOL CLOSURE AND PUPIL-FREE DAYS..............................................................18
SSO Handbook
C O N T E N TS
3
SSO Handbook
School closure days........................................................................................ 18 Pupil-free days................................................................................................ 18 ATTENDANCE AT SCHOOL CAMPS AND EXCURSIONS..........................................18 HEPATITIS A & B AND INFLUENZA VACCINATIONS................................................19 PROTECTIVE CLOTHING ALLOWANCE AND EQUIPMENT REIMBURSEMENT....19 DRIVING SCHOOL BUSES.............................................................................................19 Classification............................................................................................................ 20 Reclassification......................................................................................................... 20 SSO LEVEL 1-2 ASSURANCE PROCESS......................................................................21 Leave entitlements.................................................................................................... 21 RECREATION LEAVE.....................................................................................................21 SICK LEAVE....................................................................................................................22 FAMILY CARER’S LEAVE...............................................................................................22 LONG SERVICE LEAVE..................................................................................................23 PUBLIC SECTOR SKILLS AND EXPERIENCE RETENTION ENTITLEMENT SCHEME...............................................................................................23 SPECIAL LEAVE.............................................................................................................24 Special Leave with pay.................................................................................... 24 Special Leave without pay............................................................................... 24 Care of a sick family member.......................................................................... 25
4
Leave for study purposes................................................................................ 25 Domestic and Family Violence Leave............................................................... 26 Jury service/witnesses.................................................................................... 26 PAID MATERNITY/ADOPTION LEAVE........................................................................26 FEDERAL GOVERNMENT PAID PARENTAL LEAVE...................................................27 PARENTING LEAVE........................................................................................................27 WORK-RELATED INJURIES...........................................................................................27 REPLACEMENT/SUPPLEMENTATION OF SSOS ON LEAVE OR ABSENT FROM DUTY.................................................................................27 Country conditions.................................................................................................... 29 GOVERNMENT HOUSING.............................................................................................29 LOCALITY AND NON-METRO ALLOWANCE..............................................................29 Locality Allowance.......................................................................................... 29 Recreation Leave: cost of travelling................................................................. 29 Travel and accommodation expenses: medical and dental treatment............... 29 Travel costs for SSOs stationed on Kangaroo Island........................................ 29 Performance and development.................................................................................. 30 Training and development......................................................................................... 31 Training and Professional Support Strategy............................................................... 32 Resignation and retirement....................................................................................... 32 Decision-making in schools and worksites................................................................ 33 AEU REPRESENTATION ON MERIT SELECTION PANELS........................................33 PERSONNEL ADVISORY COMMITTEE (PAC).............................................................33 Grievance procedures................................................................................................ 34 GRIEVANCES TO THE PAC...........................................................................................34 FORMAL GRIEVANCE....................................................................................................34 PROCEDURES FOR PREVENTING AND SETTLING INDUSTRIAL DISPUTES........34 Work health and safety.............................................................................................. 35 Work-related travel.................................................................................................... 36 USING PRIVATE MOTOR VEHICLES FOR SCHOOL BUSINESS...............................36 SA GOVERNMENT FLEET VEHICLES..........................................................................36 Useful contacts......................................................................................................... 36 Department Forms..................................................................................................... 37
SSOs & the AEU: stronger together The AEU advocates for both the value and values of a strong, vibrant, and high-quality public education system and the knowledgeable educators who provide it. The strength of SSO voices in a worksite is determined by member density. The larger your group of SSO members, the more able to raise concerns and work together as a team. SSOs are in the best position to speak with their colleagues about the importance of union membership. The information below will help you to talk to your colleagues about AEU membership.
T H R E E WAYS TO J O I N T H E A E U A S A N S S O + Speak with your AEU Sub-Branch Secretary, representative or SSO contact at your worksite + Head to the AEU website aeusa.asn.au/join + Call the friendly AEU Membership Team on 8172 6300
THE WORK OF THE AEU The AEU is the largest union of educators in Australia, dedicated to supporting you throughout your career, and championing quality public education accessible to all South Australians. A union is a group of workers who have banded together to achieve common goals such as fair wages, hours of work and work conditions. Unions represent members individually, collectively, locally and nationally.
TRAINING AND NETWORKING SSOs have access to quality AEU union training and professional development on a wide range of industrial and professional topics and issues. For designated union training in Adelaide or major country regions, the AEU funds accommodation, travel and a replacement for you at school. Sessions are organised by the AEU and can be initiated by you if there are enough interested members. Learn more: aeusa.asn.au/upcoming
L E G A L S U P P O RT The AEU retains several legal firms and has an in-house legal team to assist members with work-related legal matters. Plus, offers a 30-minute, free legal consult on a non-work-related matter.
5
E X T R A M E M B E R B E N E F I TS + Teachers Health: cost-effective private health insurance for members of the education industry and their families. + Union Shopper: discounts on electrical items, new cars, discounted gift cards, travel, entertainment, finance and much more. + SAIT Conveyancers: provides a discount on the Statutory or Land Brokers Society recommended fee structure and free advice on real estate transactions. + Australian Unions: access to a wide range of advice, legal representation, and other services.
I N F O R M AT I O N U N I T A confidential, real-time service answering member enquiries and providing advice on working conditions and a range of employment issues. Contact the AEU Information Unit on 8272 1399 or by emailing info@aeusa.asn.au
W O R K P L A C E V I S I TS AEU Organisers visit workplaces regularly to support and work with members
S TAY I N G C O N N E CT E D We keep in touch regularly via the AEU Journal, email and on social media to ensure you’re briefed on developments, current issues and working conditions.
S S O K E Y VO I C E S As a member, you have the opportunity for your voice to be heard. SSOs are eligible to fulfil a broad range of positions in the AEU including: + AEU Sub-Branch Secretary or Workplace Representative. + SSO Contact, Health and Safety Representative or Women’s Contact Officer at your worksite + AEU Representative on a merit selection panel and the Personnel Advisory Committee (PAC) + Delegate to Branch Council + Committee member at a state level including SSO Consultative Committee, Country Conditions, Occupational Health, Safety and Welfare, Status of Women, Special Education, Curriculum and Professional Development, Aboriginal Education, Finance, Reconciliation Standing Committee, LGBTI+ and various other committees.
SSO Handbook
There is also a reserved seat for an SSO representative, elected by SSOs, on Branch Executive.
6
Starting as an SSO
Before you start working as an SSO, you need to receive clearance from the Department for Education in writing.
I N D U CT I O N When you start working at a new school or in a new role, the school is obliged to provide a thorough induction. This should cover basic school matters and be all delivered over several days, rather than all at once. The most important thing is that you know where to go if you have any questions. This induction should cover: + The nature of the school + School structure, including line management arrangements + Decision-making processes, including PAC and staff meetings + Key issues which affect the work of SSOs + Complaints and grievance processes + Performance management guidelines and procedures + Who is who (who does what and where to find them) + Work Health and Safety (WHS) requirements. Every school has its policies, procedures, and associated guidelines for the management of issues that affect employees. New employees should learn about their school’s policies and procedures during their induction to the worksite. SSOs should become familiar with them and use them as a guide to the way they carry out their work.
S TA RT I N G A S A T E M P O R A RY S S O When you first begin as a temporary SSO or step into a temporary SSO role within your current workplace, you should be advised of the following: + Fixed-term temporary SSO: the commencement and completion date of the engagement + Fixed task temporary SSO: the task or project that is to be undertaken and advice that the completion of the task or project represents the completion of the contract + Replacement temporary SSO: will be informed that their engagement is to replace a permanent employee who has a right of return to the position + Casual temporary SSO: will be advised as to the basis of their engagement. Upon engagement, SSOs will be informed as to any allowances for which they may be eligible.
On initial appointment, you will be paid on the first step of the classification level of your position. Your salary is paid into your nominated bank account every fortnight. Fortnightly payslips (also known as Earnings Advice) are sent electronically via work email addresses. They cannot be sent to a private email address. Further information, including contact details for all enquiries, is available from EDi: Payslips. Should you not get paid at the end of the first pay period and you urgently require funds, see your administration officer or Principal who may refer you to shared services who manage the Department for Education payroll. You are encouraged to check each payslip for accuracy.
SSO Handbook
G E T T I N G PA I D
7
Pay rates are set out in the South Australian School and Preschool Education Staff Enterprise Agreement 2020, Schedule 1.6. If inaccuracies are found, check with your Principal or Human Resources Business Partner that your hours of work have been submitted to the Department, or contact Shared Services, whose number appears on your payslip, for clarification. If you are still not satisfied, speak to your Principal and send your complaint to Shared Services in writing. Should the issue remain unresolved, seek advice from the AEU Information Unit.
Recruitment & selection of SSOs in schools [Source: Department for Education Policy and Procedures for the Recruitment and Selection of Ancillary Staff in Schools and Preschools and the Department for Education Merit Selection Policy and Procedures] The Policy and Procedures for the recruitment and selection of ancillary staff in schools and preschools provides a detailed outline of the recruitment and selection procedures for SSOs in schools as well as the approved processes for selection. You can read these here: + Recruitment and selection of ancillary staff in schools and preschools policy www.aeusa.asn.au/AEUSA/Your_Rights/Additional_Resources/AEUSA/Industrial/ Additional_Resources.aspx? + Recruitment and selection of ancillary staff in schools and preschools procedure www.education.sa.gov.au/doc/recruitment-and-selection-ancillary-staff-schools-andpreschools-procedure
Part-time employment
SSO Handbook
+ A part-time SSO is engaged and paid as such to work less than 37.5 hours per week and/or 41 weeks or less per year.
8
+ A part-time SSO who does not receive a term-time loading will have pro-rata recreation leave and leave loading on the same basis as a full-time employee.
Casual employment + A casual SSO is one where the employment will continue for not more than four weeks or the hours will be irregular or the employment does not exceed 15 hours in a week. + A casual employee is entitled to a monetary loading of 25%.
Part-time ‘school term’ employment + Where a part-time SSO is employed for a period or periods specified as being for the whole or part of one or more school terms (but excluding school vacation periods), that SSO will be entitled to a term-time loading of 16%. A part-time SSO entitled to a term-time loading will not be entitled to any paid recreation leave entitlement nor payment for public holidays not worked unless the employee makes use of accrued time off in lieu (TOIL) in accordance with Clause 5.8.12 of the South Australian School and Preschool Education Staff Enterprise Agreement 2020.
Temporary employment A temporary SSO is one engaged for a specific term of up to two calendar years. Exceptions to this include: + An engagement for a specific program, project, or provision of student support + Backfilling another employee or until selection processes are completed + Where the employment is to be funded wholly or substantially by grants or payments from a government other than the State Government or from a private or community body + Where the position becomes unsustainable due to genuine operational reasons such as enrollment decline, amalgamation, or closure + Where an engagement is for less than two years it may be extended if it does not extend beyond the two years.
M O D E S O F E M P LOY M E N T A full-time SSO is one engaged to work 37.5 hours per week over a calendar year and is entitled to recreation leave and leave loading.
F I L L I N G VA C A N C I E S [Source: Department for Education Procedure Recruitment and Selection of Ancillary Staff in Schools and Preschools] Vacancies can include those that are: + ongoing (greater than 15 hours) + additional ongoing hours (15 hours or less) + temporary – 12 months or greater and greater than 15 hours per week + temporary – greater than 12 months and 15 hours or less per week + temporary – less than 12 months and greater than 15 hours per week + temporary – 12 months or less and 15 hours or less per week + temporary – four weeks or less, Relief Vacancies.
All panels are required to follow the Department for Education Merit Selection Policy and Procedures. All appointments will be made through merit selection processes, with the exception being for a small number of placements being made through the Ancillary Placement Register (APR), which is a centrally managed process. Panels for SSO vacancies of more than 12 months duration should comprise: + Chairperson – Principal or nominee + Non-teaching staff representative elected by the non-teaching staff at the site + Teaching staff representative elected by the teaching staff at the site + Optional panel member, to ensure appropriate expertise/representation on a selection panel (as outlined in Merit Instruction 3a which requires written permission for a variation to the panel).
SSO Handbook
S E L E CT I O N P R O C E S S
9
All selection panels for any short-term vacancy of up to and including 12 months duration should include: + Chairperson + Staff representative elected by all staff at the site. For short-term ancillary staff vacancies, it is appropriate to have an ancillary staff representative on the panel wherever possible.
Describing a new or vacant position The Principal, in consultation with the Personnel Advisory Committee (PAC), and with reference to the site’s Human Resource plan identifies and describes a new vacancy. All described vacancies need to detail the major functions and skill codes and a descriptor that succinctly describes the context and requirements of the vacancy. All vacancies are lodged online in the Vacancy Selection and Placement (VSP) module in the Application Portal. The classification level of the job and person specification will be reviewed and/or confirmed by HR Services before the positions are filled. This may also include revision of the classification level for an existing position.
Additional hours [Source: Clause 2.2 - South Australian School and Preschool Education Staff Enterprise Agreement 2020] Vacancies of 15 hours or less per week both ongoing/permanent and temporary must be offered to permanent part-time SSOs within the school in the first instance. If the hours cannot be allocated within the school, then they are offered to permanent part-time SSOs in nearby schools. The allocation of additional hours is merit-based. Temporary vacancies of 12 months or less and 15 hours per week or less are dealt with in the following way: + All schools are required to maintain an Additional Hours Register (VL207) which provides details of existing permanent part-time SSOs, within the school and those in nearby locations, who are seeking additional hours + ‘Eligible’ permanent part-time SSOs in the site must be considered before those in a nearby location. If more than one permanent part-time SSO is eligible, as part of the merit process, referee(s) must be contacted to make the selection + If no suitable applicant is identified, ‘eligible’ temporary part-time SSOs in the school must be considered + ‘Eligible’ is defined as meeting the major functions and skills and the needs of the site for the additional hours + If no suitable applicant is identified, then the vacancy can be filled by either: + The Employable Ancillary Register (EAR) + Advertising online through Edujobs, using a modified selection process. Sites need to hold all documentation of the selection process at the site level. Once an Additional Hours process has been completed a vacancy needs to be entered on VSP with the nominated employee in the recommended field. There is no requirement to attach an expression of interest in VSP or seek approval to fill from HR Services (EDi: Ancillary positions in schools and preschools).
SSO Handbook
Ongoing/permanent vacancies
10
It is expected that an ongoing/permanent position will be described by the school unless strong evidence can be provided as to why the vacancy cannot be filled permanently. + Any ongoing vacancy will need to be filled by any ‘must place’ SSOs in the Ancillary Placement Register (APR) in the first instance, provided they are a suitable match for the position – this will be centrally managed by Department for Education HR
+ If there are no matches, the vacancy may be considered for the conversion to permanency process, subject to specific criteria + Should no appointment be made from the centrally managed process or through conversion to permanency then the vacancies are advertised online through Edujobs + If appointed to the ongoing/permanent vacancy, the SSO takes on the hours per week described in the vacancy.
Conversion to permanency Principals, in consultation with the PAC, can make a recommendation to the Department to convert an SSO as an ongoing/permanent employee. The following criteria need to be met: + The position is identified as an ongoing/permanent position by the school + There are no SSOs available with specific placement rights through the Ancillary Placement Register (APR) to fill the vacancy + The incumbent SSO was appointed in the temporary position through a merit-based selection process and has occupied that position for a period of at least 2 years. Note: A variation for vacancies for the commencement of the 2014 school year and beyond has been agreed. For existing employees, the merit-based selection criteria will be waived, but the SSO must have been employed during 2012 and 2013 + The incumbent SSO is not the subject of unsatisfactory performance. To ensure that the overall needs of schools and SSOs are met, and in genuine circumstances, the Assistant Director, Workforce Management, may approve special arrangements for the conversion of temporary employees to permanency. If you believe that you are eligible for conversion to permanency and meet these criteria, talk to your AEU PAC representative or your non-teaching staff PAC representative.
E L I G I B I L I T Y F O R A P P LY I N G F O R A N A D V E RT I S E D VA C A N C Y Applicants do not need to be currently employed in the Department when applying for positions. However, applicants must be able to meet the Department minimum employment requirements before taking up an appointment. These include: + An active on-line application in the Employable Ancillary Register (EAR) + A cleared Department for Education Employment Declaration + Australian residency or current work permit + Responding to Abuse and Neglect – Education and Care Training + Child-related Employment Screening from Department for Education for Community and Social Inclusion (DCSI) + Approved Certificate III level education and care qualification, if working in a school-based preschool program. All ongoing/permanent SSOs are eligible to apply for advertised positions.
The APR will comprise any ongoing/permanent ancillary staff employees who require consideration for placement. Applications are required to be lodged online in Edujobs every year the employee is required to be placed or requesting a transfer. SSOs who are eligible to be included in the APR are: + Alternative Placement – Ongoing/permanent SSOs who have an approved Alternative Placement agreement approved by the Assistant Director, Workforce Management.
SSO Handbook
E L I G I B I L I T Y F O R I N C LU S I O N I N T H E A N C I L L A RY P L A C E M E N T R E G I S T E R (A P R)
11
Alternative Placement requests will normally be associated with a medical condition relating to the SSO or their immediate family and be supported by appropriate documentation. Requests must be made on a VL719 Alternative Placement Request form + No right of return - Ongoing/permanent SSOs who do not hold right of return to a school and have a guarantee of placement. This information will have been outlined in a letter from HR Services, Preschools and Schools. + Required Placement – Ongoing/permanent SSOs identified for Required Placement. + Requested Transfers – Ongoing/permanent SSOs who wish to request a transfer from one location to another within their substantive employment type. There is no minimum service required to lodge a requested transfer application. + Tied Placement – SSOs may ‘tie’ an application for placement with the relocation of their partner provided that the partner is an employee of the Department.
S E L E CT I O N P R O C E S S F O R P L A C E M E N T F R O M T H E A P R The selection process for placement from the APR for all ongoing and temporary positions is as follows: + SSOs who have lodged a placement request will be considered for any suitable ongoing permanent vacancies which they match from the date of lodgment for the relevant application year + Permanent SSOs who are guaranteed a placement may indicate preferences for placement, but if these cannot be met, they will be placed in the best option available within a reasonable distance from the place of residence + SSOs who have lodged a required transfer and those who do not have a right of return and have no guarantee of placement will be considered for vacancies in their nominated sites + An SSO in the APR will only be appointed within the range of time stated in their online application or their substantive hours per week and substantive classification. If appointed to an ongoing/permanent position through this process the SSO takes on the hours per week described in the vacancy. This becomes the SSO’s new substantive hours + Variation to ongoing/permanent substantive hours may be actioned on request, either a reduction or an increased number of hours, but if this is not possible, placement will be in accordance with substantive hours.
R I G HT O F R E T U R N All ongoing/permanent SSOs appointed to schools or preschools retain right of return to that school following periods of leave or following an appointment to a temporary position within the Department. Current SSOs who do not hold right of return to a school and have no guarantee of placement retain this status. The Principal is the delegate for the approval of special leave up to and including 12 months. Approval is based on the needs of the individual and the impact on the school. Usually, long term special leave is granted as leave without pay and a 12-month maximum applies. However, depending on the circumstances this may vary. All permanent SSOs in permanent/ongoing positions retain their right of return to their position after periods of leave. Ongoing/permanent SSOs who undertake an alternative temporary tenured position in another location within the Department can hold their right of return for up to two years. After two years, unless negotiated with the Principal/preschool director to extend this period, the SSO needs to return to their substantive position. Make sure to have the negotiated extension in writing.
SSO Handbook
E M P LOYA B L E A N C I L L A RY R E G I S T E R (E A R)
12
The EAR contains all persons (including those who are not currently permanent Department employees) who are seeking temporary, or permanent employment and who meet, or are able to meet, minimum Department employment criteria (see Eligibility for applying for an advertised vacancy). Applications are required to be lodged every year an employee is seeking work.
CHANGE IN TIME Permanent SSOs need to maintain hours of greater than 15 hours per week. An SSO who wishes to decrease their hours per week on a temporary or ongoing/permanent basis, may seek
to do so in negotiation with the Principal in consultation with the PAC.
P O S I T I O N T E N U R E R E V I E W PA N E L A joint Department for Education/AEU Position Tenure Review Panel considers concerns raised relating to the tenure of positions. For example, when a temporary position description appears to meet the criteria for an ongoing/permanent position. For AEU members, either the Department or the AEU can initiate a meeting of the panel to consider concerns raised with specific positions (see Attachment E, Recruitment and selection of ancillary staff in schools and preschools procedure).
Leave & pay H O L I D AY PAY/R E C R E AT I O N L E AV E [Source: Clause 2.1 - South Australian School and Preschool Education Staff Enterprise Agreement 2020] A full-time SSO (engaged for 37.5 hours per week over a calendar year) is entitled to recreation leave and recreation leave loading. A part-time SSO who does not receive a term-time loading will have a pro rata entitlement to recreation leave and recreation leave loading.
P U B L I C H O L I D AYS [Source: Clause 7.3 – School Services Officers (Government Schools) Award and Clause 5.8 – South Australian School and Preschool Education Staff Enterprise Agreement 2020] Entitlement to payment for public holidays for full-time SSOs will be in accordance with the Public Sector Act 2009. SSOs with a 16% loading are not entitled to any paid recreation leave entitlements, or payment for public holidays not worked. Time off in Lieu (TOIL) may be used to make up time for public holidays to compensate for any restriction of working time caused by such holidays. SSOs with a 16% loading are also able to access TOIL for a public holiday that falls at the beginning or end of the school term (see Overtime below).
I N C R E M E N TA L S T E P S [Source: Clauses 5.5 and 7.4 – School Services Officers (Government Schools) Award] An SSO will progress to the next higher incremental step in the salary scale applicable to them on the anniversary date of their appointment, unless leave without pay of one month or more in a continuous period is taken during school term time. Such leave will not count as service for incremental purposes and will delay eligibility to progress to the next incremental step.
C R I T E R I A B A S E D I N C R E M E N T: TO P PAY I N C R E M E N T [Source: Clause 6.4 – South Australian School and Preschool Education Staff Enterprise Agreement 2020]
SSO Handbook
Applications may be made by eligible SSOs at all classification levels for an additional Criteria Based Increment.
13
To be eligible to apply SSOs must satisfy the following criteria: + Have attained the relevant qualifications + Have completed 12 months at the current top incremental step of the relevant level + Are not currently subject of unsatisfactory performance management processes. Successful applicants will attract the higher salary level applicable to the new top increment. Further information and the application form can be found on the EDi: Top Pay Increment SSOs/ ECWs/AEWs. Check the enterprise agreement for full details including eligibility for back pay.
PAY M E N T OV E R 52 W E E K S [Source: EDi: HR/SSO and ECW pay over 52 weeks] SSOs who receive a 16% loading and are either permanent SSOs who do not receive recreation leave entitlements or temporary SSOs where the tenure is for a complete school year are eligible to ‘opt’ into the scheme of spreading their pay over the year. Existing eligible permanent/ ongoing employees wishing to change the way in which they receive salary payments will be required to opt into the scheme or out of the scheme for the following year, by completing a VL515 Return to Duty Request form. This must be received by Shared Services SA no later than week eight of term four of the previous year. Requests received after this time will not be able to be actioned. Eligible temporary employees will be required to opt into the scheme by completing a VL515 Return to Duty Request form upon acceptance of a full school year position that commences in week zero or week one of term one. This process will occur as part of the appointment process every year.
TO I L E T I N G A L LO WA N C E [Source: Clause 6.5 - South Australian School and Preschool Education Staff Enterprise Agreement 2020] SSOs who, as part of their role statement, have the primary responsibility for toileting care of students with a recognised continence plan are entitled to an allowance (pro rata for part-time employees). The allowance is paid on a fortnightly basis (EDi: HR/Allowances).
O N-C A L L A N D R E C A L L [Source: Clause 6.1 – South Australian School and Preschool Education Staff Enterprise Agreement 2020]
On-call conditions On-call conditions apply to SSOs who are rostered to be on-call of a night-time and/or a full day Saturday, Sunday or public holiday or any day that the SSO would normally be rostered off duty. No SSO should be rostered or required to be on-call more frequently than a total of seven days every 14 days. Any arrangement that would require an SSO to be on-call more frequently than this must only be introduced where the SSO concerned genuinely agrees. The frequency, duration etc. of being on-call is to be established through consultation with the SSOs having regard to work health and safety. An online form should be completed to claim the allowance.
SSO Handbook
SSOs who are on-call must be contactable whilst on call but will not be restricted to their residence. SSOs who are on call will be provided with any equipment required to carry out their work (except where existing provisions or other agreed arrangements are in place). Existing telephone rental and business calls reimbursement provisions will continue to apply.
14
Recall to work [Source: Clause 6.1.8 – South Australian School and Preschool Education Staff Enterprise Agreement 2020] SSOs will be paid for all time worked, with a minimum of three hours paid, at overtime rates (or time off in lieu by agreement) when on-call and recalled to work. For work performed from
home when on-call, SSOs will also be paid at overtime rates (or time off in lieu by agreement) provided that the total time worked on any one day and/or night is at least 30 minutes. SSOs who are recalled to work will be: + Reimbursed for use of a private motor vehicle for the journey to and from the workplace and parking fees*; or + Permitted to use a taxi at the employer’s expense to travel to and from the workplace; or + Permitted to use a Government vehicle to travel to and from the workplace (with any parking fees to be reimbursed). *However, no SSO will be required to use a private vehicle for work purposes. Use ED008 Approval of Use form and VL623A Claim for Reimbursement form.
Reimbursement of childcare costs [Source: Clauses 6.1.12 – 6.1.17 - South Australian School and Preschool Education Staff Enterprise Agreement 2020] SSOs are entitled to reimbursement costs for childcare if given less than 24 hours’ notice to work outside their ordinary hours of work and consequently the SSO utilises paid childcare. The Department will reimburse the reasonable childcare costs incurred by the SSO arising from performing such work. Tax invoices/receipts, or other supporting documentation detailing the cost incurred, or the reimbursement sought must be provided. Department for Education VL161 General Purpose Claim Form should be used when claiming reimbursement of childcare costs.
OV E RT I M E [Source: Clause 5.8 – South Australian School and Preschool Education Staff Enterprise Agreement 2020] In the first instance overtime hours must be approved by the appropriate manager before they are worked, and agreement must be reached with the SSO to work the hours. To save any misunderstandings from occurring, it may be prudent for SSOs to have these hours approved in writing before undertaking the work.
Payment of overtime for full-time SSOs including TOIL A full-time employee is defined in the enterprise agreement as one engaged to work 37.5 hours per week over a calendar year and entitled to recreation leave and recreation leave loading. Fulltime SSOs are entitled to receive payment for overtime worked. However, except for overtime worked on a public holiday a full-time employee may request, and if agreed by the appropriate manager, may take the time off with pay (TOIL) equal to the overtime worked in lieu of receiving overtime payment. TOIL should be taken at a time that is mutually agreed between the appropriate manager and the SSO as soon as practicable after the overtime is worked but is to be taken no later than 35 days (excluding vacation periods) after the overtime is worked. If TOIL is unable to be taken in the specified time frame overtime will be paid in accordance with Clause 5.8.6 of the enterprise agreement. An online form needs to be completed to claim overtime payment.
In the first instance SSOs working less than full-time hours will be required to take TOIL for overtime worked. If TOIL is unable to be taken within the specified time frame overtime will be paid at the same rate as that provided to a full-time SSO. Part-time SSOs working term time only must be provided with reasonable opportunity by the appropriate manager to accrue their TOIL to a maximum of 37.5 hours to compensate for any loss of income from hours normally worked had the public holiday or holidays not occurred.
SSO Handbook
Payment for SSOs working less than full-time hours (TOIL)
15
F I R S T A I D A L LO WA N C E [Source: Schedule S1.3 - School Services Officers (Government Schools) Award] Where, in the performance of their duties, an SSO agrees to deliver a first aid service that requires them to hold a current recognised first aid certificate (or equivalent) the SSO will be given the opportunity to undertake an appropriate course to become so qualified during ordinary working hours. Where such a course is only available after hours then the SSO will be paid for the instructional time of the course. The SSO will be reimbursed by the employer the costs of acquiring such qualification. The same will apply to SSOs who agree to renew their qualification. SSOs, where in the performance of their duties, agree to deliver a first aid service and have already attained the relevant qualification, the cost incurred in gaining the qualification is not to be reimbursed. The SSO will be paid a First Aid Allowance per week provided that the duties are fulfilled on at least three days a week. Usually, duties performed by this person are of a more substantial level than elementary first aid and could include the responsibility for coordination and management of sick rooms, preparation of accident reports, and dealing with matters involving simple hygiene. A relief or backup SSO should be nominated. SSOs who perform duties for less than 3 days per week will be paid a rate per hour for each hour or part hour that these tasks are performed. An application for the First Aid Allowance can be made using the online form which requires a copy of the relevant current first aid certificate to be attached to the application and endorsement by the Principal.
S U P E R A N N UAT I O N All South Australian Government employees may join the Super SA Superannuation Scheme (Triple S Scheme). As part of the Commonwealth Government’s superannuation strategy, the Superannuation Guarantee (SG) was introduced. For Department employees, this means that the Department must contribute the equivalent of a minimum percentage (9.5%) of the employee’s salary into the Triple S Scheme. In addition to contributions made by the Department, employees can make personal contributions to their superannuation. They have a choice of: + Making post-tax or pre-tax (salary sacrifice) contributions; or + Rolling over benefits from other super funds; or + Making lump sum contributions of $1,000 or more.
SSO Handbook
There can be advantages to making post-tax and pre-tax contributions or a combination of both; whichever the employee chooses will depend on their personal financial situation. Employees contributing to Super SA may be eligible to access payments through income protection if they are unable to work due to illness. For information about superannuation with Super SA contact their Member Service Centre, phone 1300 369 315, or visit: www.supersa.sa.gov.au
16
Working conditions: policies & procedures VO LU N TA RY F L E X I B L E W O R K A R R A N G E M E N TS [Source: Clause 6.2 – South Australian School and Preschool Education Staff Enterprise Agreement 2020] SSOs with administrative responsibilities (i.e. those without classroom support duties) may request to participate in a Voluntary Flexible Working Arrangement. The Chief Executive (or delegate) will consider this request having regard to the operational needs of the school and the SSOs circumstances. These arrangements are available to help employees balance work and other (including family) commitments.
MINIMUM HOURS OF ENGAGEMENT [Source: Clause 6.4 – School Services Officers (Government Schools) Award] SSOs will be employed for a minimum shift period of three hours unless they expressly agree to do otherwise. SSOs will not be required to work two or more shift periods in any one day unless agreed.
MEAL BREAKS [Source: Clause 6.2 – School Services Officers (Government Schools) Award] SSOs will not work more than five hours in any one day without taking a meal break of at least 30 minutes and not more than an hour. This break is not counted as time worked and therefore unpaid. The times taken for ‘recess’ and ‘lunch’ breaks should be negotiated with the school.
TEA BREAKS
Although tea breaks are not a School Services Officers (Government Schools) Award provision, it is expected that schools, in terms of long-standing custom and practice, will arrange to provide SSOs the opportunity to have a cup of tea/coffee. All school staff are still on duty during these times and essential school services such as switchboard and front office reception coverage must be maintained. Tea breaks are paid breaks and therefore staff are not required to make up the time.
DUTY OF CARE SSOs may have a wide range of tasks delegated to them consistent to their level of classification, but teachers must assume personal oversight and ultimate responsibility. SSOs
SSO Handbook
[Source: DECD Circular 09/7523: Tassi Georgiadias, Director Workforce Management dated 4/8/2009]
17
must not accept personal responsibility for any portion of a student’s learning program or of the school curriculum. Teachers cannot delegate the duty of care which they owe to the students. SSOs may be left in charge of students for short periods of time but responsibility for students’ health, safety, and welfare rests with the supervising or responsible teacher. If SSOs are working with students or supervising them in any way and they see the students acting in a dangerous manner, or are aware of a potentially dangerous situation, they should immediately report the matter to the responsible teacher or the Principal. They cannot ignore the situation; to do so could mean the SSO is negligent in his/her duty. In South Australia, Section 59 of the Civil Liability Act 1936, protects employees acting in the course of their employment. If an accident occurs and it is found that a duty of care has been breached, the Minister for Education, as the employer, is liable for the actions of the employee unless the employee can be shown to be guilty of serious and wilful misconduct.
YA R D D U T Y SSOs may assist a teacher with yard duty where the teacher assumes personal oversight and ultimate responsibility. SSOs should only assist with yard duty when necessary and duty of care requirements must be complied with (see ‘Duty of Care’ above).
S C H O O L C LO S U R E & P U P I L F R E E D AYS School closure days
Pupil free days
SSOs are normally required to remain on duty when there is a school closure day. However, they may request to use recreation leave to cover these days providing recreation leave entitlements are available. Alternatively, the Principal may grant leave without pay for the day, or by rearranging timetables, authorise SSOs to work their normal total hours within the pay period. SSOs may access their accrued time bank or TOIL hours with the approval of the school.
SSOs must attend work on pupil free days. Arrangements may differ within worksites with SSOs either involved in activities organised for whole of staff or separate training and development activities specifically organised for non-teaching staff. Alternatively, they may wish to continue with their work as normal. SSO meetings at the beginning of the year could be used to discuss pupil free days and how SSOs will access the site’s professional development budget to run meaningful training for SSOs.
AT T E N D A N C E AT S C H O O L C A M P S A N D E X C U R S I O N S [Source: Department for Education Policy Camps and Excursions] SSOs may attend school camps or excursions, subject to the following: + Attendance is entirely voluntary and cannot be considered as part of the normal duties of their position + An SSO can be required to accompany teachers and students on school excursions and camps when these are conducted within the SSOs normal working hours. In all instances, the teacher must oversee the camp or excursion
SSO Handbook
+ SSOs will be paid their normal salary if attendance at a school camp or excursion is during normal working time and will be covered by workers compensation provisions
18
+ SSOs who are not employed during school vacations may attend school camps or excursions during vacations in a volunteer capacity but will not receive any payment for assistance provided on these occasions. Volunteer insurance protection applies in these instances. + Any costs related to fares, accommodation, etc. will be met by the school and not by the Department + Before volunteering to attend a camp, negotiate with the Principal to determine how you will be supported for the hours over and above your normal paid hours.
H E PAT I T I S A & B A N D I N F LU E N Z A VA C C I N AT I O N S [Source: CE Circular 10:012 Flu vaccinations for all staff dated 29 March 2010] SSOs who work in high-risk situations for exposure to infectious diseases may be eligible to have the cost of such vaccinations funded by the employer. Approval for vaccination is recommended for: + Designated First Aid providers + Staff (and dependants) of Aboriginal Schools on traditional Lands + Staff in special education sites and units + staff exposed to high-risk New Arrivals Program. Vaccinations for other SSOs may be approved on the completion of a risk assessment. An influenza vaccination program is centrally funded for all Department for Education employees and the delivery of vaccinations is managed by the site. Sites need to complete the ‘Flu Vaccination Reimbursement Form’. A Vaccination Reimbursement Form is also available for employees who are unable to attend a site group vaccination session. Further information can be found on EDi: HR/Infection control and employee immunisation programs.
P R OT E CT I V E C LOT H I N G A L LO WA N C E A N D EQUIPMENT REIMBURSEMENT [Source: Department for Education Personal Protective Equipment (PPE) Claims and Reimbursement Procedure] The Protective Clothing Allowance is payable to SSOs who work in special schools, special classes, and units in mainstream schools and in school laboratories. The allowance is payable to employees who work with students in the above curriculum areas for at least 50% of their time. Eligible part-time SSOs working in the relevant area for the full school year will also be paid the full allowance. Eligible employees working in the above areas for less than the full school year will receive a pro-rata allowance. Claims can also be made for the cost of other protective equipment such as safety footwear and sun protection. All claims should be made on the ED161 General-Purpose Claim form and sent to HR.
DRIVING SCHOOL BUSES [Source: Department for Education Policy: School Transport Policy – 2020] SSOs may drive school buses on school bus runs, but all conditions relating to approval and licence criteria etc. will be as per Department for Education Bus Driver Accreditation Requirements. All school bus drivers are required to: + Hold Department for Infrastructure and Transport (DIT) approved Driver Accreditation. To receive accreditation from DIT drivers must undergo a series of tests including medical and eyesight tests
+ Have an approved ED222 Application for Approval to Drive a School Bus form lodged with the Principal of the school responsible for the bus run. SSOs cannot be required to drive school buses as a part of their normal duties, nor can this be an essential requirement for job and person specifications for SSOs. If SSOs do have a licence and approval to drive a school bus, they may do so for school activities if requested and they are willing to do so. In these situations, the conditions for Attendance at Camps and Excursions applies. Students must be accompanied by a teacher who must always have responsibility for the students. Note that any contract to drive a school bus is separate to a contract of employment as an SSO.
SSO Handbook
+ Have a clearance from Department for Education for Human Services Working with Children Check
19
Classification
[Source: Clause 5.1 – School Services Officers (Government Schools) Award] The responsible officer will, upon initial engagement of an SSO, and having regard to the nature and range of duties proposed to be assigned to the SSO, properly classify the SSO. The responsibilities outlined in the Work Level Definitions of the School Services Officers (Government Schools) Award are generally characteristic of the levels of work undertaken by SSOs. The Work Level Definitions form one part of the total classification criteria package and regard must be had to the Department for Education document School Services Officer (SSO) Classification Information (2019) and Commissioner’s Determination 5: Classification and Remuneration for Employees and associated attachments. As the schools, in consultation with the Personnel Advisory Committee, describe vacant SSO positions it is vital that positions are properly described having regard to the Work Level Definitions and Department for Education document School Services Officer (SSO) Classification Information (2019). It is important to note that any adjustments to the duties of an SSO may impact on the classification level. When changes to SSO duties are contemplated, it is important that all affected SSOs and the site’s Human Resources Consultant are consulted. Every effort must be made to retain the classification level when redesigning a position. In any event, an SSO cannot be required to reduce their classification level (Department for Education Guideline: Ancillary Staff Job Design/Redesign).
Reclassification [Source: Clause 5.1.3 – School Services Officers (Government Schools) Award, Clause 6.1.18 – South Australian School and Preschool Education Staff Enterprise Agreement 2020] An SSO may seek reclassification as provided in the School Services Officers (Government Schools) Award. To apply for reclassification an SSO must complete the VL127 Approval of Reclassification Application form and attach it to the VL187a Reclassification Submission form and forward both to the relevant site Human Resources Consultant. Applicants need to read the information available on Department for Education intranet (EDi: HR – Ancillary Reclassification) prior to completing the formal submission. The operative date for successful reclassification applications will be no earlier than the date of lodgement and no later than three calendar months from the date of lodgement.
SSO Handbook
If dissatisfied with the determination of a reclassification decision, the SSO may request an internal review using the VL187N Review against Classification Decision form within 21 days of notification of the outcome. If not satisfied with the outcome of the internal review, you may apply to the South Australian Employment Tribunal (SAET) for an external review within 21 days of receipt of notification of the outcome of the internal review.
20
AEU members who wish to appeal a reclassification decision should contact the AEU as soon as possible for assistance. Note: From time to time the AEU conducts reclassification workshops for its members (see Events and Courses page published in the AEU Journal and AEU website.)
S S O L E V E L 1-2 A S S U R A N C E P R O C E S S [Source: Department for Education HR Fact Sheet – SSO/ECW Level 1-2 Assurance Process] As a result of negotiation with Department for Education a site-based assurance process to ensure that the work being done by ancillary staff is appropriately classified has been
developed. This separate, streamlined process has been developed for reclassifying SSO1s to SSO2. Under this process, subject to an employee meeting the appropriate criteria, a site leader has the delegation to approve reclassification for these employees. Consultation with both the PAC and the SSO should occur to ensure that the role description reflects the duties currently being performed. More information on both the Reclassification and Assurance process can be found on the Department for Education intranet (EDi: HR – Ancillary Reclassification).
Leave entitlements [Source: Commissioner’s Determination 3.1 – Employment Conditions – Hours of Work, Overtime and Leave]
R E C R E AT I O N L E AV E Recreation leave is earned monthly and is only available to SSOs who are employed with leave conditions. No recreation leave may be taken in advance of the leave accruing. A full-time SSO accrues and is credited with recreation leave in hours at a rate equivalent to 12.5 hours recreation leave for each completed month of service. This is equivalent to 20 working days per service year (for a full-time employee). Leave entitlement is allocated on a pro-rata basis for employees working less than 52 weeks a year. Leave loading is calculated in accordance with the Public Service (Recreation Leave Loading) Award. Payment for recreation leave loading is automatically made when an application for recreation leave is processed. Recreation leave will only be granted after an application is made. The granting of the leave is subject to organisational convenience. Recreation leave must be applied for and granted so that the SSOs recreation leave entitlement for a service year is taken before the end of the following service year. Exceptions apply where the SSO may apply to carry over the leave into the next service year. However, approval of the application needs to be given by the Chief Executive or delegate. Note: approval of a carryover of a maximum of 24 months after accrual applies. If agreement is not reached on the time for taking recreation leave SSOs can be directed to take the leave by being given notice of the requirement at least 2 weeks before the period of recreation leave is to begin. Payment for recreation leave may be taken in advance. However, payment will only be made to the last payday which falls during the period of leave with payment for the balance being made on the first payday following return to duty.
term time. For leave taken during school holidays, SSOs must complete a RR1101 Vacation Advice form. Leave without pay of more than one month (or 22 working days) – either in a continuous period or in broken periods during any given year of service, does not count as service for the purpose of calculating recreation leave entitlements.
SSO Handbook
VL154 Leave form provides for a request for payment of salary at the commencement of leave taken during
21
S I C K L E AV E [Source: Commissioner’s Determination 3.1 – Employment Conditions – Hours of Work, Overtime and Leave] All SSOs, except casual employees in receipt of 25% loading, are entitled to paid sick leave. Sick leave is accrued on each completed month of service, that is, one day for each completed month of service. The application for sick leave must be based on the number of hours (counted to the nearest quarter of an hour). SSOs who cannot attend work should advise the Principal (or administration officer), including the probable duration of the absence. This should preferably be done before the SSO would normally commence duty, but if this is not possible, as soon as possible, ideally giving at least 24 hours’ notice. SSOs who are absent for more than three consecutive working days on account of sickness must provide a medical certificate. SSOs who are absent for less than three consecutive working days may be requested to produce a medical certificate for the period of the absence in appropriate circumstances. Periods of worker’s compensation and unpaid sick leave with a medical certificate, up to a maximum continuous period of 12 months, shall count as service and therefore will not reduce sick leave or recreation leave entitlements. An SSO absent on leave without pay is not eligible for paid sick leave until the period of leave without pay has expired. An SSO who becomes sick whilst on recreation or long service leave who produces a satisfactory medical certificate covering the period of illness, may apply to convert that period of illness to paid sick leave provided that sufficient sick leave credit is available. Application must be made, together with any relevant medical certificates. Sick leave entitlements not used up during employment are not paid out at the termination of employment. Sick leave with pay will not be granted for a normal period of absence for a confinement during periods of paid or unpaid maternity leave. Absences from work relating to any illness or condition which arises from the pregnancy may be covered by sick leave, subject to the usual provisions relating to the production of a medical certificate which indicates that the condition or illness has arisen from the pregnancy.
FA M I LY C A R E R’S L E AV E [Source: Clause 7.6 - School Services Officers (Government Schools) Award] SSOs may access up to 10 working days paid sick leave entitlements in addition to existing special leave provisions, in any one year to provide care and support for a family member. The family member must be a spouse, a child or stepchild, a parent or parent-in-law, any other member of the SSOs household, a grandparent or grandchild or any other person who is dependent on the SSOs care as defined in the Fair Work Act 1994. The following conditions apply: + SSOs must have responsibility for the care of the family member + The period of absence was necessary and unavoidable + If requested, produce satisfactory evidence that the family member was ill or required support and care, e.g., a medical certificate for the family member
SSO Handbook
+ The amount of leave taken is to be deducted from the SSO’s sick leave
22
+ Access to family carer’s leave does not limit an eligible SSO’s right to apply for special leave with pay for the care of a sick family member as part of leave for individual needs and responsibilities + As special leave credits cannot be carried over to the following year access to the special leave provision, ‘care for a sick family member’, might be a suitable alternative to accessing family carer’s leave which comes out of an SSO’s sick leave credits (see Special Leave provisions).
LO N G S E RV I C E L E AV E [Source: Commissioner’s Determination 3.1 – Employment Conditions – Hours of Work, Overtime and Leave] Upon completion seven years of continuous employment (known as effective service) within the South Australian public sector you are entitled to pro-rata long service leave. Effective service is broken if you do not work for Department for Education for more than three months. Long service leave is accrued at a rate of nine calendar days for every effective year of service. Payment for pro-rata long service leave is available to SSOs who have completed at least seven years of service and resign from employment with the Department. From 1 July 2011, the rate of accrual of long service leave credits for SA Public Sector workers, including SSOs, with 15 or more years of continuous service, was reduced from 15 calendar days to nine calendar days for every year of effective service. This applies where the sixteenth year of service – or any subsequent year of service – commences on or after 1 July 1975. Where the sixteenth or subsequent year of service commenced after 1 July 1974, and before 1 July 1975, a proportional entitlement is applied for that year of service. Long service leave can be approved for periods of a minimum of one day and up to one year, subject to departmental budget constraints and the employee’s entitlement. Automatic approval of requests should not be anticipated, and travel bookings and other arrangements should not be made until notification of approval is received. A priority system is used when considering approval for applications for long service leave. Intention to retire or resign, compassionate grounds, special circumstances, length of service, how much leave is accrued, how long since any previous leave has been taken, how many other employees from the same worksite have requested leave, and the impact of the leave on the site’s program, are all factors taken into consideration before approval is granted. Long service leave is granted in calendar days and every day, regardless of it being a public holiday or weekend, up to and including the last normal working day on which the leave expires, is counted. Payment is normally made on the normal pay days during the period of long service leave, although application can be made to receive a lump sum payment prior to the commencement of the leave or split into two payments if the leave extends over the end and start of two financial years. Application for long service leave is made on a VL158 Long Service Leave form. SSOs who normally receive a 16% loading in lieu of specified leave entitlements will receive this loading on payments during long service leave. However, this 16% loading will not be paid when the SSO receives a cash payment in lieu of such leave e.g., on resignation or retirement.
P U B L I C S E CTO R S K I L L S A N D E X P E R I E N C E R E T E N T I O N ENTITLEMENT SCHEME [Source: Commissioner’s Determination 3.1 – Employment Conditions – Hours of Work, Overtime and Leave]
The entitlement will be pro-rata for part-time employees. Leave days can be accumulated for up to five years, after which point any unused days will expire. Applications can be made using VL154 Sick Leave form. SSOs will have the option of electing to take cash payment instead of taking leave days. Applications to convert the retention leave accrued in the previous financial
SSO Handbook
The Public Sector Skills and Experience Retention Entitlement Scheme was introduced in 2012 for public sector employees, including SSOs, who have completed 15 or more years of effective service. The new entitlement was phased in, with up to two working days entitlement in the 2012-2013 financial year; up to three working days entitlement in the 2013-2014 financial year; and fixed maximum of four working days entitlement from 2014-2015 onwards. A transitional entitlement of up to two working days was also provided for an employee who had attained 15 years effective service during the 2011-2012 financial year provided the person was an employee on 1 July 2012.
23
year to a cash payment need to be made between 1 July and 31 August each year. Retention leave balances are shown on pay advice slips. To make an application you must complete the online form Skills and Experience Retention entitlement – convert to a monetary amount.
S P E C I A L L E AV E [Source: Commissioner’s Determination 3.1 – Employment Conditions – Hours of Work, Overtime and Leave, and Department for Education Special Leave Policy] Commissioner’s Determination 3.1 and the Department for Education Special Leave Policy provides the full list of categories of special leave available to eligible SSOs and may include, but is not restricted to, bereavement leave, cultural leave, moving house, urgent pressing necessity, domestic/relationship violence or leave to fulfil community responsibilities. Special leave with or without pay may be granted to eligible SSOs at the discretion of the delegate, Chief Executive or Minister.
Special Leave with pay Special leave is designed to enable employees to meet individual needs and responsibilities that cannot be attended to outside of normal working hours. Generally short-term special leave, which is for pressing and urgent needs, may be granted with pay. Permanent SSOs and temporary SSOs employed term-time only and in receipt of 16% term-time loading are entitled to a maximum of the equivalent of 15 days special leave with pay each year for individual needs and responsibilities (pro-rata for part-time employees). Longer-term special leave with or without pay applications will be assessed on a case-by-case basis. Applications for special leave can be made on the Employee Information Kiosk or using VL197 Leave Application form. Delegates (Principals) are given the discretion to make decisions regarding special leave with pay for leave up to five days based on careful consideration of the needs of the SSO, the availability of alternate leave provisions and the requirement of the work group or worksite. Casual SSOs (in receipt of a 25% loading) may be eligible for special leave in extraordinary circumstances at the discretion of the Department. SSOs may be asked to provide proof that the circumstances for which the leave is requested is urgent and of a pressing nature.
Special Leave without pay [Source: Commissioner’s Determination 3.1 – Employment Conditions – Hours of Work, Overtime and Leave, and Department for Education Special Leave Policy]
SSO Handbook
Short-term special leave, usually for pressing and urgent needs, may be granted with or without pay. Generally long-term special leave will be granted without pay. Employees are not eligible for workers compensation for periods where leave without pay has been granted. Periods of special leave without pay may impact on other payments and entitlements. SSOs considering leave without pay should check the impact of this leave on salary increments, payment for public holidays that fall within the period of leave and the accumulation of other leave entitlements including sick leave, recreation leave or vacation payments and long service leave. SSOs considering undertaking work elsewhere during a period of special leave must seek permission from the Chief Executive or delegate prior to commencing such employment.
24
Employees on leave may request an early return to duty if their circumstances change. The onus is on the SSO to apply in writing, giving at least four weeks’ notice of the desired return to work and stating the reasons for the request. SSOs are advised to check the conditions that apply to their return to duty, including any right of return to their current position, prior to commencing any extended period of special leave. These conditions should be confirmed in writing when the special leave is granted.
Care of a sick family member Where it is not practicable or reasonable for alternative arrangements to be made, or a suitable alternative exists, but it is not reasonable to expect it to operate immediately, an SSO may be eligible to access paid special leave to care for a sick family member. A single day per request
should usually be sufficient, but up to three days may be reasonable in some circumstances. Longer periods may be granted in exceptional circumstances. Medical or supporting evidence may be required to support the application and would be expected for leave of more than three days on any one occasion. A ‘family member’ as defined in the Fair Work Act 1994 includes a spouse, a child or stepchild, a parent or parent-in-law, any other member of the person’s household, any other person who is dependent on the person’s care. As special leave credits cannot be carried over to the following year access to the special leave provision, ‘care for a sick family member’, might be a suitable alternative to accessing family carer’s leave which comes out of an SSOs sick leave credits.
Leave for study purposes [Source: Department for Education Special Leave Policy] At the discretion of the Chief Executive or delegate SSOs may be provided with support to enable full or part-time study to improve their qualifications and/or the performance of their current or likely future responsibilities within the Department. This support may be provided in several ways, including: + A period of special leave with or without pay + Approved absence from the workplace to attend lectures, tutorials and courses which occur during the SSOs working hours + Flexibility in the management of working hours + Participation in an official retraining or scholarship scheme. In most cases leave for study purposes will be restricted to a maximum of 12 months. In special circumstances where the study will be of high direct benefit to Department for Education the Chief Executive may approve leave for a period of up to three years. Approved absence is to be calculated on a weekly basis, and normally will be restricted to a maximum of five hours per week, plus necessary travelling time. The approved absence is not to be averaged over a full year. The time required for essential examinations may be granted as an approved absence without reference to any weekly limit. Where practicable, the employee will be expected to undertake a satisfactory contact and study load in his or her own time. The hours to be taken off from working duties for study must be mutually agreed to by the worksite and the applicant. Part-time SSOs are entitled to study leave on a pro-rata basis. Applications should be forwarded to the Principal in the first instance and then on to the site Human Resources Consultant.
Domestic and Family Violence Leave
SSOs can seek support for the management of the impact of, or escape from, domestic violence and can seek assistance through their supervisor/line manager/Principal who will consider the needs of the SSO in attending to health, legal, financial, or other personal matters. Alternatively, an SSO may choose to seek information directly from their Human Resource Consultant or the Domestic Violence contact person in the Department. SSOs can access up to 15 days Special Leave per annum for domestic and family violence leave. Additionally, if more leave is needed employees are entitled to access up to 15 days Special leave with pay for ‘urgent pressing necessity’. A confidential professional counselling service is available to SSOs through the Employee Assistance Program (EAP).
SSO Handbook
[Source: Clause 4.10 – South Australian School and Preschool Education Staff Enterprise Agreement 2020, Department for Education Domestic Violence Workplace Procedure and Special Leave Policy, and Commissioner’s Determination 3.1 - Employment Conditions – Hours of Work, Overtime and Leave]
25
Jury service/witnesses [Source: Commissioner’s Determination 3.1: Employment Conditions – Hours of Work, Overtime and Leave] SSOs who attend jury service during ordinary working hours will be granted Special Leave with pay to a total of 15 school days in the year, subject to the following conditions: + The Sheriff is notified prior to the commencement of service that payment (other than for travelling expenses) will not be sought + Applications to the Chief Executive for special leave with pay should be accompanied by written evidence of the duration of attendance for jury service and certification, provided by the Sheriff’s Office, that payment was not made + As far as practical, an employee must return to work if attendance for jury service ceases before the end of normal working hours + The Chief Executive will grant leave to SSOs for jury service for whatever period they are required. If an SSO is absent for jury service for the whole of a normal working day, application for one day’s special leave with pay should be made. This is not required if the absence from duty is less than a normal working day. An SSO engaged in jury service shall be paid, wherever possible, on the pay day immediately after the pay period in which the jury service occurred. However, the onus is on the employee to ensure that the VL197 Leave Application form, accompanied by written evidence of the duration of attendance and certification that payment was not received, is forwarded to the payroll section no later than the last day of the pay period. SSOs should make appropriate arrangements with the Sheriff’s Office for collection of the relevant certificates. When an SSO is required to attend court as a witness on behalf of the State they are regarded as being on duty, and therefore it is not necessary to be granted Special Leave with pay. In these circumstances SSOs must not accept witness fees. When an SSO is subpoenaed as a witness or defending a civil right in court, the absence may be covered by Special Leave with pay. SSOs should be aware that the party issuing the subpoena is expected to reimburse lost salary. If necessary, an employee should request the Court to make an order to that effect before giving evidence. The granting of Special Leave with pay is subject to any fees received towards the reimbursement of salary being paid into general revenue. Court appearances in other situations must be covered by recreation leave or leave without pay.
PA I D M AT E R N I T Y/A D O P T I O N L E AV E [Source: Clause 4.5 – South Australian School and Preschool Education Staff Enterprise Agreement 2020]
SSO Handbook
An SSO other than a casual SSO, who has completed 12 months of continuous service prior to the birth of the child or prior to taking custody of an adopted child is entitled to 16 weeks paid maternity/adoption leave.
26
An eligible SSO with not less than five years continuous service will be entitled to 20 weeks paid maternity/adoption leave. Any periods of employment (permanent, ongoing, limited tenure, temporary or casual), that have not been interrupted by a break in service of more than three months (excluding vacation periods) will be continuous service. Paid leave such as sick leave, long service leave, recreation leave, workers compensation, and unpaid and paid maternity leave/adoption leave, will count as continuous service for determining eligibility for paid maternity/adoption leave. The total of paid and unpaid maternity/adoption leave must not exceed 104 weeks. The maternity/adoption leave is paid at the normal salary rate, excluding any allowances, from the
date the leave commences. The leave cannot be extended by public holidays, rostered days off or any other leave falling within the period of paid leave. Part-time SSOs are also eligible for paid maternity or adoption leave on a pro-rata basis. Paid maternity/adoption leave is extended by school vacation periods. Paid maternity/adoption leave will be deferred over school vacations and will resume at the end of the vacation period to enable payment of pro rata vacation pay where applicable. SSOs with 16% salary loading will have their paid maternity/ adoption leave deferred over the school vacation period and payment will resume at the end of the vacation period. If you are a contract SSO we advise you to contact the AEU Information Unit to clarify the entitlements relevant to your situation.
F E D E R A L G OV E R N M E N T PA I D PA R E N TA L L E AV E [Source: Paid Parental Leave Scheme] Members may also be eligible for the Federal Government’s Paid Parental Leave Scheme. The scheme provides eligible employees with federally funded parental leave pay in addition to existing leave entitlements with Department. If you are eligible for the Paid Parental Leave scheme, you will be able to take your parental leave pay before, during or after any Department for Education provided paid maternity or parental leave, or other leave entitlements (such as annual leave, vacation leave or long service leave). There are some changes to how you can take this paid leave. If your child’s birth or adoption is on or after 1 July 2020, you may still get up to 90 days. However, your payment will include both a continuous Paid Parental Leave period of up to 12 weeks which is 60 payable days and 30 Flexible Paid Parental Leave days. For details visit: servicesaustralia.gov.au
PA R E N T I N G L E AV E [Source: Clause 7.8.3 - School Services Officers (Government Schools) Award] SSOs, including temporary and contract SSOs within the term of their current employment, may be eligible for a continuous period of unpaid parenting leave of up to 52 weeks, using VL157 Application for Special Leave – Parental (Leave for Maternity/Adoption/Child Rearing) form.
W O R K-R E L AT E D I N J U R I E S [Source: Return to Work Act, 2014 and Return to Work SA website: www.rtwsa.com] Where an SSO sustains a work-related medical condition or ‘injury’, a workers compensation claim may be made seeking compensation for lost income and reasonable medical expenses. A claim is made by obtaining a Work Capacity Certificate from a Medical Practitioner and submitting it, together with a completed Return to Work SA claim form, at the worksite or to Injury Management Education.IM@sa.gov.au. If an SSO decides not to make a workers compensation claim, it is still important to notify your employer of the injury by completing an ED155 Injury Report form. Members can seek specific advice by contacting the AEU Information Unit on 8172 6300.
[Source: EDi HR Supplementary Ancillary Hours and Clause 5.7 - South Australian School and Preschool Education Staff Enterprise Agreement 2020] SSOs are not normally replaced for short periods of absence. However, schools may apply to the Assistant Director, Workforce Management using VL731 Request for SSO/GSE Supplementation form for supplementary SSO hours to cover emergency situations created by a key SSO being absent or on sick leave for an extended period.
SSO Handbook
R E P L A C E M E N T/S U P P L E M E N TAT I O N O F S S O S O N L E AV E OR ABSENT FROM DUTY
27
No budget exists to provide replacement hours for SSO absences. However, in the past some support has been provided through Human Resources for schools where there has been an SSO on extended leave to ensure that duty of care, occupational health and safety and welfare responsibilities, special education, and essential services in the school are maintained. It is rare for full replacement for extended SSO absence. Requests for supplementation are considered for: + SSOs working in special schools or special classes providing child support in the classroom where student duty of care is essential + Compliance with Clause 5.7 of the South Australian School and Preschool Education Staff Enterprise Agreement 2020 which states that, ‘There shall be a minimum of one (1) SSO present while a class in a special school, special unit or special small class is being taught’ + Finance Officers in schools for their finance component + Laboratory Assistants where work health and safety concerns must be met + Community Library Assistants. Supplementation will generally only be considered for SSOs on long-term sick leave of four weeks or more. In special circumstances supplementation may be considered for less than four weeks for sites that have had a high amount of short-term sick leave that has required backfills. Supplementation is provided in all cases, for paid leave absences where duty of care is essential for students. Supplementation will not be considered by the Assistant Director, Workforce Management until sick leave is approved by Shared Services. Supplementation will not be provided for administration support, mainstream classroom support, library support in a school, short periods of sick leave and recreation leave.
SSO Handbook
Where an SSO is on long service leave, replacement should be sought. A separate budget exists for the payment of long service leave and the SSO salary remains with the school to finance their replacement.
28
Country conditions G OV E R N M E N T H O U S I N G [Source: The Department Employee Housing Policy] SSOs are not eligible for government housing provided in regional areas. However, SSOs recruited to the APY Lands may be eligible where an excess of housing is available. This is usually only on a temporary basis and the SSO will need to find other accommodation if the residence is required by other government employees (e.g. teachers or police).
LO C A L I T Y A N D N O N-M E T R O A L LO WA N C E [Source: Commissioner’s Determination 3.2 – Employment Conditions – Remuneration – Allowances and Reimbursements]
Locality Allowance SSOs with a 16% loading and sick leave provisions and SSOs with leave conditions who are employed in schools situated in remote localities listed in Commissioner’s Determination 3.2, are eligible for the payment of a Locality Allowance. The allowance is payable to eligible parttime SSOs on a pro-rata basis. The amount of the allowance payable is calculated according to the hours worked. Claims are made using the online form in the Employee Information Kiosk.
Recreation Leave: cost of travelling SSOs, as part of their Locality Allowance and whose permanent locality is more than 320 km from the GPO Adelaide, are entitled to reimbursement for the cost of commuting in their own vehicle to Adelaide and return for recreation leave purposes. One return trip is reimbursed each calendar year. The reimbursement is limited to the total kilometres travelled from the SSO’s permanent locality to the Adelaide GPO and return, less 640 km, e.g., Yalata to Adelaide = 1000 km plus Adelaide to Yalata = 1000 km less 640 km is 1360 km payable for a full-time SSO (37.5 hours). The reimbursement is payable to eligible part-time SSOs on a pro-rata basis according to the actual hours worked.
Travel and accommodation expenses: medical and dental treatment
The Chief Executive is entitled to refuse payment of any claim where it appears that the expense arose because of a serious and wilful misconduct or gross negligence of the person in respect of whom the expense was incurred. Claim to be made using ED029 Claim for Reimbursement of Meal and Accommodation Expenses form and ED161 General Purpose Claim form.
SSO Handbook
An SSO, other than an SSO who has been recruited to a position in the locality where he/she normally lives and where the appointment did not necessitate a change in residence, may be reimbursed for travel and accommodation expenses incurred because of attendance at a nearby duly qualified medical practitioner by the SSO, spouse or dependant child. Where it is necessary for an eligible SSO or spouse, or another person to accompany the person to the appointment, then the reimbursement will include the additional travel and accommodation costs reasonably incurred by that person.
29
Travel costs for SSOs stationed on Kangaroo Island A full-time SSO who travels to and from the mainland for recreation leave will be reimbursed the actual cost of transport by sea for the immediate dependant family and one motor vehicle subject to provision of a tax invoice. Reimbursement will be only once each financial year and reimbursement of the costs of transporting a car (without any attachments e.g., caravan or trailer) will only be made if the SSO brings the vehicle to the mainland at the time of taking recreation leave for that year. A part-time SSO will be reimbursed on a pro-rata basis. Claim to be made using ED161KI General Purpose Claim (Kangaroo Island Vacation Travel) form.
Performance & development [Source: The Department Performance and Development Policy; Performance and Development Guideline] Performance management should be a supportive process to ensure good work practices are fostered. This process involves having regular meetings with your line manager to collaboratively discuss issues, share successes, and gain advice. It is an opportunity to discuss work practices, areas in which you would like assistance to improve, your training and development requirements and any concerns either you or your line manager may have.
SSO Handbook
All Department employees must participate in the performance and development process. This is a joint responsibility shared between employees and line managers. Performance development plans (PDPs) are created at the start of each annual performance development cycle to make expectations clear and to focus effort on what needs to be achieved. Feedback occurs regularly throughout the year. It connects planning and review by providing guidance. Reviews are conducted and documented every six months to evaluate progress, recognise achievements against established outcomes and make sure plans stay current. Documentation is an important part of this process via the PDP and review conversations (EDi: HR Performance and Development).
30
Training & development [Source: The Department Training and Professional Support Strategy] Training and development (T&D) is available to all SSOs individually or as a group. While it is the responsibility of the Principal to ensure equitable access to T&D for all employees, SSOs should be actively involved in their own T&D program and seek to undertake appropriate training as part of their Performance Development Plan (PDP). Each school has a T&D budget and a Personnel Advisory Committee or designated T&D Committee that decides on priorities for the year which should be in consultation with staff. Individual T&D may be negotiated by an SSO if it is beneficial to the job performed. All SSOs should have access to: + An organised induction program upon commencement of work at a new worksite or undertaking a new role + Training on Department policies, the Work Health and Safety Act, and related practices and obligations of each + Training in the implementation of new procedures within the school, including new equipment (this training may occur away from normal duties) + Information relating to T&D and Department policies + Travel and accommodation support. In the case of country-based support staff required to attend T&D away from their place of work, public service reimbursement rates will apply for costs incurred i.e. travel, meals (see Commissioner’s Determination 3.2). All SSOs should: + Have a written job specification and the opportunity to negotiate a personal, organised T&D plan which is a part of their Performance Development Plan + Be included in relevant school-based T&D programs including participation in the establishment of the school’s T&D management plan + Be supported in their involvement in any district or cluster hub groups established to provide T&D and employee support + Be provided with release time where the Department has required their involvement in facilitating training sessions outside their normal duties + Have access to release time to attend relevant T&D programs (TOIL can be an option for consideration in these arrangements).
SSO Handbook
School based Department employees, including SSOs, are expected to undertake some specific training programs. These include Responding to Abuse and Neglect – Education Care Training, with regular updates as prescribed.
31
Training & Professional Support Strategy [Source: The Department - Training and Professional Support Strategy and Clause 4.13 – South Australian School and Preschool Education Staff Enterprise Agreement 2020] Permanent and temporary SSOs can offset professional learning and development undertaken outside of normal work hours against attendance on site during the final week of the school year. Participation in the Training and Professional Support Strategy is voluntary. Eligible SSOs who provide a Training and Professional Development – Employee Declaration form to their site leader by the end of week nine term four each year, stating that they have undertaken the equivalent of 37.5 hours (or pro rata for part-time employees) of training and professional development, will not be required to attend the worksite in week 10 of term four and will be provided with time off in lieu. Eligible SSOs who undertake a proportion of the approved training and professional development activities are required to be on duty for the remaining portion of the five days (pro rata period for part-time employees). Eligible SSOs who choose not to participate in the training and professional support strategy are required to present themselves for duty in the normal way. To support equitable access for country SSOs, from sites designated as country sites, up to 10 hours of travelling time can be claimed as professional learning hours. The VL623E Employee Declaration and VL623c Claim for Payment of Training and Development Activities forms are attached to the Training and Professional Support Strategy guidelines. An eligible SSO who is requested or required to perform work during week 10 of term four shall be provided with time off in lieu. In the event the time off in lieu is not reasonably available, that staff member shall be remunerated for the work done in that week at their ordinary rate of pay.
Resignation & retirement SSO Handbook
[Source: Edi: HR; Retirement and Resignation]
32
An SSO must give at least two weeks’ notice of resignation or intention to retire prior to the anticipated last day of duty. The VL156 Notice of Resignation or Retirement (non-teachers) form must be completed and forwarded through the Principal to the site Human Resources Consultant. For SSOs considering retirement or resignation it is advisable to discuss this with your accountant or financial advisor and superannuation fund. It is important that you get accurate and up-to-date advice beforehand as there have been changes to the retirement age which might have implications regarding access to superannuation.
Decision-making in schools & worksites SSOs have the right to be involved in decision-making in their workplace. You can become involved in several ways.
+ Staff meetings: SSOs are entitled to attend staff meetings. However, where staff meetings occur outside an SSOs ordinary hours of duty, attendance is voluntary and may be considered as hours worked where the SSO will be afforded the equivalent amount of time off in lieu at a time convenient to both the school and the SSO. As with all overtime, prior approval is necessary if attendance at meetings is to be counted as overtime + Non-teaching staff meetings: non-teaching staff should have regular meetings (for example fortnightly or monthly). Decisions made at these meetings can be forwarded to the Principal, relevant personnel, or committees through the administration officer or SSO representative + Committees: SSOs have the right to be nominated for most school committees. If elected, they have equal rights to teaching staff on these committees.
A E U R E P R E S E N TAT I O N O N M E R I T S E L E CT I O N PA N E L S Financial SSO members of the AEU have a right to nominate and be elected as the site’s AEU Sub-Branch Secretary. An elected Sub-Branch Secretary who wishes to be part of the merit selection panel must be merit selection trained. A trained AEU Sub-Branch Secretary has the right to be the AEU representative on merit selection panels for all advertised promotion positions in the worksite. It is not an expectation that the Sub-Branch Secretary sits on every panel. The AEU representative on a selection panel is always nominated before the peer panellist as gender representation on panels is taken into consideration with the appointment of the peer panellist panel member. SSOs who meet current AEU merit training requirements can be elected by the sub-branch as AEU representatives on selection panels for any positions requiring an AEU representative.
P E R S O N N E L A D V I S O RY C O M M I T T E E (PA C) [Source: Clause 3.5 - South Australian School and Preschool Education Staff Enterprise Agreement 2020, and the Personnel Advisory Committee Handbook]
PAC members are required to consult with and represent staff at the worksite in relation to human resource matters, including the development of the site’s human resources profile. The member of the non-teaching staff is required to consult with and represent all the non-teaching staff. When representing and consulting with staff, members of the PAC will have regard to relevant equal opportunity, work health and safety, work life balance and workload issues. Consultation also involves providing feedback in a timely manner to staff at the worksite.
SSO Handbook
Any financial member of the AEU can be elected as the AEU Representative on the PAC. The AEU Representative must be PAC trained (or undertake to do the training) and attends all PAC meetings. SSOs also have the right to be elected as the non-teaching staff rep on the PAC and they must be PAC trained or undertake to do the training. Non-teaching staff PAC Representatives should attend all meetings of the PAC.
33
Grievance procedures [Source: The Department – Complaint Resolution for Employees Procedure and Personnel Advisory Committee Handbook] A grievance can arise because of personal or management conflict, an improper or unreasonable administrative action, or discrimination. If you have a grievance you can choose to deal with it in several ways, including a personal resolution, which is done by discussing or resolving the matter with the person responsible for the behaviour, seeking confidential advice from a line manager, Principal or AEU Sub-Branch Secretary regarding the options available. Alternatively, you can make an expression of concern, in cases where you do not wish to lodge a formal grievance, but you would like the behaviour to stop – relevant in cases where resolution might be possible through discussion of the issue(s) with your line manager, Principal or AEU Sub-Branch Secretary.
G R I E VA N C E S TO T H E PA C [Source: Personnel Advisory Committee Handbook] The PAC will at times be required to meet and consider and, where relevant, resolve issues in relation to human resource matters. SSOs are entitled to lodge a grievance with the PAC, which must be in writing.
F O R M A L G R I E VA N C E [Source: The Department Complaint Resolution for Employees Procedure] A formal grievance needs to be lodged in writing to your line manager or Principal. Complaints against the Principal go to their line manager who is generally the Education Director. You will be informed of the outcome of your grievance. Some points to remember: + The respondent has the right to know your concerns or allegations and has the right to respond + Grievances should be put to the respondent as soon as practical after the alleged incident or behaviour occurs + The grievance should be clearly defined + Make sure you document all incidents as soon as practicable and attach supporting documentation when lodging a grievance. Further information or advice is available from EDi: HR Complaints and Reviews Ethical Conduct Unit | 8226 1342 I education.ecu@sa.gov.au AEU Information Unit | 8172 6300 | info@aeusa.asn.au
SSO Handbook
PROCEDURES FOR PREVENTING AND SETTLING INDUSTRIAL DISPUTES
34
[Source: Clause 3.1 – South Australian Schools and Preschools Education Staff Enterprise Agreement 2020] The Clause 3.1 procedure aims to avoid industrial disputes, or where a dispute occurs, to provide a means of settlement based on consultation, cooperation and discussion and the avoidance of interruption to work performance. The first preference is to attempt to resolve the dispute at a site level by accessing your sub-branch and/or PAC processes. If the dispute cannot be settled at the site, contact the AEU Information Unit for further advice.
Work health & safety The Work Health and Safety Act 2012 exists to prevent employees from being injured or made ill at work. Like any law, it only works if it is used and enforced. The Department has a responsibility to ensure that all workplaces are safe and healthy for all including workers, volunteers, and others. This duty is enacted through ‘officers’ (those at Director level and above in head office and education offices) who must ensure that due diligence is met by The Department in their areas of responsibility. Site leaders do have a role to play as supervisors in ensuring that the workplace is safe, through identifying and responding to site risks. Staff, directly and through their elected health and safety representative (HSR), have a key role to play by raising with management locally and if necessarily with the Department Work Health and Safety Unit, any issues or hazards that are affecting, or may affect their health and safety at work. There is no need to be shy or hesitant about raising such issues. Hazards can be physical or psychological, or both. Lack of induction, isolation, work overload, threatened or actual violence or undemocratic decision-making processes etc. are just as much a part of the WHS picture as slips, trips, falls, manual handling, inadequately guarded equipment, or chemical exposure. Importantly, performing work that you have not been trained to do is also considered to be a WHS risk. Any staff member can be elected as the HSR by their colleagues. HSRs are elected for a three-year tenure and are entitled to access training each year of their term of office. Training is on full pay, and all costs are paid for by the site and reimbursed by the employer. Further information regarding HSR training can be accessed from the SA Unions website: www. saunions.org.au Dealing with concerns through your site manager, elected HSR, Department Health and Safety or if needed, the AEU through the Sub-Branch Secretary, should lead to resolution of the matter. If consultation does not lead to a resolution of the concerns, only the HSR can issue a Provisional Improvement Notice. This will lead to the involvement of SafeWorkSA. The AEU has an OHS&W Standing Committee, which discusses and acts on issues affecting members. Matters can be sent to the committee in writing via the AEU Branch Secretary or by a call to the AEU.
SSO Handbook
If you suffer an injury whilst at work, (whether it is physical, e.g., you slip over and bruise your knee, or psychological, e.g., you are verbally abused or harassed, or put under extreme stress due to excessive workloads etc.), fill out an ED155 Accident/Incident Report form and ask your HSR to submit a hazard notice. You are also entitled to lodge a claim for workers compensation if you cannot work or have expenses because of a work-related injury or illness.
35
Work-related travel
U S I N G P R I VAT E M OTO R V E H I C L E S F O R S C H O O L BUSINESS
[Source: Commissioner’s Determination 3.2 – Employment Conditions – Remuneration – Allowance and Reimbursements] No SSO is required under any circumstances to use their private motor vehicle for official purposes. However, if an SSO agrees to do so, approval must be granted before the journey commences. Principals are permitted to grant approval for SSOs to use private vehicles for school business and to authorise reimbursement of expenses from school funds. The conditions relating to eligibility to use private vehicles and the rates applicable for reimbursement are contained in Commissioner’s Determination 3.2. It is the responsibility of the Principal to see that the appropriate insurance cover is held by the owner of the vehicle prior to the use of the vehicle for school purposes as no liability is accepted by The Department for property damage to private vehicles. The owner of a private vehicle is required to ensure that adequate cover exists in the event of a claim arising from an accident. The vehicle Registration and Third-Party Bodily Insurance Policy covers this requirement.
S A G OV E R N M E N T F L E E T V E H I C L E S [Source: Commissioner’s Determination 3.2 - Employment Conditions – Remuneration – Allowance and Reimbursements] SSOs may hire or drive a state fleet vehicle for work-related activities, such as travelling to or from the city and country locations for training activities. Hiring arrangements may differ at various worksites and SSOs will need to check with their Principal or administration officer to determine those arrangements. Licence requirements and conditions apply as per the hiring conditions of state fleet vehicles.
Contacts S E RV I C E
PHONE NUMBER
EMAIL ADDRESS
AEU Information Unit
8172 6300
info@aeusa.asn.au
Shared Services
8462 1333
PayrollCustomerServiceEducation@sa.gov.au
SSO Handbook
or the contact number on your payslip
36
Ethical Conduct Unit
8226 1342
education.ecu@sa.gov.au
Employment Assistance Program (EAP)
see EDi –HR – EAP for current providers
Office of the Commissioner for Public Sector Employment
1800 317 333 publicsector@sa.gov.au
Work Health and Safety Unit
8226 1440
education.whs@sa.gov.au
People and Culture Services (HR)
8226 1356
education.hr@sa.gov.au
Department forms Many of the applications and claims for leave, allowances and change in time can be completed through the Employee Information Kiosk (EIK) + ED008 Private Motor Vehicle on Government Business – Approval to Use + ED029 Claim for Reimbursement of Meal and Accommodation Expenses + ED155 Accident/Injury Report Form + ED161 General Purpose Claim Form + ED161KI General Purpose Claim Form (Kangaroo Island Vacation Travel) + ED222 Application to Drive a School Bus + RR1101 Vacation Advice Form + VL075 Change to an existing Appointment of an Ancillary Staff Member + VL075B Work Pattern (Roster) Update Only + VL115 Claim for Locality Allowance (all staff) + VL154 Application for Leave of Absence/Sick Leave/Annual Leave/Retention Leave + VL156 Notice of Resignation or Retirement + VL157 Application for Special Leave – Parental (Leave for Maternity/Adoption/Child Rearing) + VL158 Application for Long Service Leave + VL187 Application for Reclassification + VL187a Reclassification Submission + VL187N Notification of Appeal Against Classification Decision + VL197 Application for Special Leave (including without pay) + VL207 Additional Hours Register + VL233 Employment Declaration Form + VL515 SSO Application for 52 Weeks Payment (Opt In/Out) + VL606L Statement of Overtime Worked + VL613 First Aid Allowance Application Form + VL615 On-Call Allowance Application Form + VL616 On-Call Allowance Claim Form + VL623 Miscellaneous Services Claim Form + VL628 Bank Account Details (for payment of salary) + VL719 Placement Request (Ancillary Staff) + VL731 Request for SSO/GSE Supplementation Form + VL780 Claim to Access Time Banked Hours for Payment of a Public Holiday that Falls on the First or Last Day of a School Term
SSO Handbook
+ VL623A Car Travel Reimbursement
37
aeusa.asn.au
aeusa@aeusa.asn.au
08 8172 6300
aeusa
aeunionsa
Authorised by Matthew Cherry, AEU Branch Secretary, Australian Education Union | SA Branch, 163 Greenhill Road, Parkside SA 5063.
Updated Feb 2024. Disclaimer. Although every effort has been made to ensure that the information contained in this document is accurate, changes to policies and procedures, enterprise agreements, awards, Commissioner’s Determinations, Standards and Guidelines can occur over time. As a result members may need to access and check available sources including those found on the Department for Education website or contained in Department Circulars, Fact Sheets and Forms to ensure that the information provided in this handbook is current and accurate.