Guide to Fixed-term and Casual Employment

Guide to Fixed-term and Casual Employment

ACN 119 459 853

GUIDE TO FIXED-TERM AND CASUAL EMPLOYMENT ii

Contents

Foreword ............................................................................................................................................ iii

1. Scope ............................................................................................................................................. 1 1.1 Who is this guide for? ............................................................................................................... 1 1.2 What is the purpose of this guide? ............................................................................................ 1 1.3 What is the scope of this guide? ............................................................................................... 1 1.4 Reading this guide .................................................................................................................... 1

2. Types of Employment ................................................................................................................... 2 2.1 Types of employment under the VCEMEA ................................................................................. 2 2.2 Fixed-term contracts and the VCEMEA ..................................................................................... 2 2.3Whatisthedifferencebetweenafixed-termemployee,casualrelievingandcasualemployee? 2 2.4Whatloadingsarepayabletocasualandcasualrelievingemployees? ...................................... 4 2.5 Whatisthedifferenceinentitlementsbetweenanongoing,fixed-term,casualrelieving

and casual employee? .............................................................................................................. 4

3. Engaging Fixed-term Employees ................................................................................................ 5 3.1WhencanIengageanemployeeforaspecifiedperiodoftime? ............................................... 5 3.2 Examplesoffixed-term ............................................................................................................ 5 3.3 Whatdoes‘specificprojectforwhichfundingisavailableforaspecifiedperiodoftime’mean? ..... 6 3.4Whatdoesa‘specifictaskwithalimitedperiodofoperation’mean? ........................................ 7 3.5Whatdoes‘toavoidaredundancysituationmean’? ................................................................. 7 3.6Whatarenotvalidreasonsforafixed-termarrangement? ........................................................ 8

4. What do Courts Say about Fixed-term Employment? (The Legal Framework) ....................... 9 4.1 Contractsforaspecifiedperiodoftime .................................................................................... 9 4.2 Contractsforaspecifiedtask ................................................................................................... 9 4.3 A recent case – IEUvAustralianInternationalAcademyofEducationInc

(formerly King Khalid) .............................................................................................................. 11

5. The School’s Obligations to Fixed-term Employees ................................................................ 12 5.1 Before employment ................................................................................................................ 12 5.2 During employment ................................................................................................................ 13 5.3 Extendingafixed-termposition ............................................................................................... 14 5.4 Endingfixed-termemployment ............................................................................................... 14

6. Common Questions .................................................................................................................... 15

7. Scenarios ..................................................................................................................................... 17 7.1 Anemployeeisonleaveforoneyear ...................................................................................... 17 7.2 Appointingalearningsupportofficer(LSO) ............................................................................ 17 7.3 Accreditation to teach in a catholic school .............................................................................. 18 7.4 Endingafixed-termcontract .................................................................................................. 18 7.5 Anemployeereturnsfromparentalleavepart-time ................................................................. 18 7.6 Theschoolhasmorefixed-termemployeesthanfixed-termpositionsnextyear ..................... 18

8. GuidingPrinciplesforDealingwithFixed-termStaff .............................................................. 19

9. Further Information ..................................................................................................................... 20 9.1Whocanbecontactedforfurtherassistanceorinformation? .................................................. 20 9.2 What are some other useful resources? .................................................................................. 20

GUIDE TO FIXED-TERM AND CASUAL EMPLOYMENT iii

The CECV Guide to Fixed-term and Casual Employment(Guide)isaninitiativeoftheCatholicEducation Commission of Victoria Limited (CECV).

Fixed-termemploymentisalegitimatemeansbywhichemployeescanbeengagedforaspecifiedperiodoftimetosupportVictorianCatholicschoolsinthetaskofeducatingstudents.However,theengagementoffixed-termandcasualemployeesneedstobeinaccordancewiththeVictorian Catholic Education Multi Enterprise Agreement 2013(VCEMEA)duetotheimpactinsecureworkcanhaveonemployees.

ThisGuideisprovidedtosupportVictorianCatholicschoolstounderstandtheirobligationstofixed-termemployees,andtherequirementsoffixed-termemploymentundertheVCEMEA.

TheGuidealsofulfilsRecommendation4oftheCECVReportintoFixed-termEmploymentin Catholic Schools (Report):

The CECV will prepare a guide to fixed-term employment that will assist principals in managing the issues discussed within this Report.

IhopeyoufindtheGuideahelpfultool.

Stephen Elder ExecutiveDirector

Foreword

GUIDE TO FIXED-TERM AND CASUAL EMPLOYMENT 1

1. Scope

1.1 WHO IS THIS GUIDE FOR?ThisGuidehasbeendevelopedfor:

• employers • school principals• otherschoolleaderswithspecificresponsibilitiesforhumanresources,employmentofstaff

andmanagingstaffingmatters,forexampledeputyprincipals,businessmanagersandhumanresource managers.

1.2 WHAT IS THE PURPOSE OF THIS GUIDE?ThisGuidehasbeenpreparedtoassistschoolsinnavigatingtheirobligationsundertheVictorian Catholic Education Multi Enterprise Agreement 2013 (VCEMEA) and to ensure that schools are using fixed-termengagementsappropriatelyandwherenecessary,toensurefairoutcomesforemployees and schools.

This Guide aims to:

• provideaclearunderstandingofwhenyoucanandwhenyoucannotusefixed-termandcasualemployment under the VCEMEA

• giveanoverviewoftheentitlementsof,andobligationsto,fixed-termandcasualemployeesduringtheir employment

• answercommonquestionsregardingfixed-termandcasualemployment• providepracticalexamplesonhowtoengageemployeesonafixed-termandcasualbasis• providealistofresourcesrelatingtofixed-termemployment.

This Guide excludes consideration of principal contracts.

1.3 WHAT IS THE SCOPE OF THIS GUIDE?WhilemuchoftheinformationinthisguideisrelevanttoallemployeesinVictorianCatholiceducation, itdealsspecificallywithemployeescoveredbytheVCEMEAemployedforaspecifiedperiodoftimeunderClause11.2(fixed-term).

ThisGuidedoesnotdiscussobligationstoemployeescoveredbytheEducational Services (Schools) General Staff Award 2010 (Award),includinginstrumentalmusicinstructors,sportcoaches,orprimaryand secondary principals.

IfyouhavequestionsinrelationtoemployeesengagedonanAwardyoucancontacttheIRUniton (03) 9267 0431 or [email protected].

1.4 READING THIS GUIDEFor the purposes of this guide and for ease of reference throughout:

• theterm‘employer’willbeusedtorefertobothCatholicschoolemployersandschoolprincipals• theterm‘fixed-term’referstoemployeesemployedforaspecifiedperiodoftimeinaccordancewith

Clause 11.2 of the VCEMEA.


2. Types of Employment

2.1 TYPES OF EMPLOYMENT UNDER THE VCEMEATheVCEMEAprovidesfortheengagementofemployeesunderfivemodesofemployment.Theseareasfollows:

1. ongoing2. fixed-term3. casualrelieving4. emergency teaching5. casual.

2.2 FIXED-TERM CONTRACTS AND THE VCEMEAThe default form of employment under the VCEMEA is ongoing. This means that all positions requiredatschoolsshouldbeofferedonanongoingbasis,exceptwhereitisotherwisepermitted under the VCEMEA.

ThisisconfirmedbyClause11.1whichstates:

11.1 General provisions(a) Employment under this Agreement shall be of an ongoing nature, except as provided under

this agreement for:

(i) Employment for a specified period of time;(ii) Casual Relieving Employees;(iii) Emergency Teachers; or(iv) Casual Education Support, School Services Officers or CEO Employees (Casual Employees).

2.3 WHAT IS THE DIFFERENCE BETWEEN A FIXED-TERM EMPLOYEE, CASUAL RELIEVING AND CASUAL EMPLOYEE?

Employeeswhoarenotongoingorpermanentarefixed-term,casualrelievingorcasualemployees.Thedifferencebetweentheseformsofengagementallrelatetothelengthoftimethepersonisengagedfor.

Length of engagement

Table A – Teachers

Type of engagement Length of engagement Clause in VCEMEA

Emergency teachers 1–15consecutivedays Clause 57

Casualrelievingteacher 3–11consecutiveworkingweeks Clause 11.4

Fixed-term 11ormoreconsecutiveweeks Clause 11.2


TYPES OF EMPLOYMENT

Table B – Education Support and School Services Officers

Type of engagement Length of engagement Clause in VCEMEA

Casual 1–35consecutivedays Clause 11.7

Casualrelievingeducationsupport/ Casualrelievingschoolservicesofficers

7–11consecutiveworkingweeks Clause 11.5

Fixed-term 11ormoreconsecutiveweeks Clause 11.2

What does ‘consecutive’ mean?IntheVCEMEA,‘consecutive’referstoworkingdaysorweeksfollowingonfromeachotherthatanemployeeistobeengaged,butitdoesnotmeanthattheemployeehastoworkoneachofthesedays(continuityofservice).Theexamplesbelowarehelpfulinunderstandingthisconcept.

Table C – Examples

Scenario Type of engagement Reasoning on length of engagement

AteacherisaskedtoworkeveryMonday(1dayaweek)ataschool for3weeks.

Emergency teacher Theworkcovers15workingdays.

A teacher is called up on an ad-hoc basistoworkMonday(1dayaweek)ataschool.Thisoccursfor4weeksinarow.

Emergency teacher Theworkcovers4workingdays.

AteacherisengagedtoworkeveryMonday(1dayaweek)ataschool for4weeks.

Casualrelievingteacher The appointment is for greater than 15workingdaysbutlessthan11workingweeks.

Ateacherworks2weeksbefore theendofTerm2and2weeksat thebeginningofTerm3.

Casualrelievingteacher Theengagementisover15daysandis6weeks,inclusiveofschoolholidays.The school holidays are unpaid. The employeereceivesaloading.

Ateacherworks1week(5days)beforetheendofTerm2and 1weekatthebeginningofTerm3 (10 days in total).

Emergency teacher Theemployeewillworkforlessthan 15consecutiveworkingdays.

Ateacherworks5weeksbeforetheendofTerm2and5weeksatthebeginningofTerm3.

Fixed-term Thecontractwillbefor12weeks,whichisgreaterthan11weeks.Theemployeewillreceiveschoolholidaypaybetweenthe terms.

Ateacherisengagedtoworkfor a school term

Fixed-term Thecontractwillbefortheschooltermandtheschoolholidays,whichisgreaterthan11weeks.Theemployeewillreceiveschoolholidaypay.

Anaidisengagedtoworkandreplaceanemployeewhoison longserviceleavefor8weeks.

Casualrelieving Thecontractwillbefor8weeks, whichisgreaterthan35consecutivedays(casual)andlessthan11weeks(fixed-term).Theemployeewillreceive acasualrelievingloading.


TYPES OF EMPLOYMENT

2.4 WHAT LOADINGS ARE PAYABLE TO CASUAL AND CASUAL RELIEVING EMPLOYEES?

Theloadingspayabletocasualandcasualrelievingemployeesvaries.TableDisahelpfulguidetotheloadingspayable.

Table D – Loadings payable

Category of employee

Length of engagement

Loading Payment/ Minimum hours of engagement

Clause of VCEMEA

Casualrelievingteacher

3–11consecutiveweeks

20% of their assessed teacherlevel

Notapplicable–FTEbasedonscheduledclasstimeperweek

11.3

Casual education support employee

1–35consecutivedays

33.3% rounded to the nearest 10 cents of the lowestpaysubdivisionoftheclassification

2 hours for any attendance

64.5

Casual school servicesofficer

1–35consecutivedays

33.3% rounded to the nearest 10 cents of the lowestpaysubdivisionoftheclassification

4 hours for any attendance

67.6

Casualrelievingeducation support employee

7–11consecutiveworkingweeks

20% Notapplicable–FTEbasedon38-hourweek

11.3

Casualrelievingschoolservicesofficer

7–11consecutiveworkingweeks

20% Notapplicable–FTEbasedon38-hourweek

11.3

2.5 WHAT IS THE DIFFERENCE IN ENTITLEMENTS BETWEEN AN ONGOING, FIXED-TERM, CASUAL RELIEVING AND CASUAL EMPLOYEE?

Aswellaslengthofengagementandsalary,therearealsootherdifferencesinentitlementsbetweenongoing,fixed-term,casualrelievingandcasualemployees.TableE–EntitlementsbymodeofEmploymentprovidesasummaryofthesedifferences.AsTableEdemonstrates,genuinefixed-termemployeesundertheVCEMEAreceivethesameentitlementsasongoingemployees,exceptinrelationtoredundancy.Ifthefixed-termappointmentisnotcompliantwiththeVCEMEA,theremaybeaquestiononwhethertheemployeeisentitledtoaredundancypayment.

Table E – Entitlements by mode of Employment

Ongoing Fixed-term Casual Casual relieving

Receivesaloading ✗ ✗ ✓ ✓

Receivesaccidentmake-uppay ✓ ✓ ✗ ✗

Annualleave(ifapplicable) ✓ ✓ ✗ ✗

Schoolholidaypay(ifapplicable) ✓ ✓ ✗ ✗

Leaveloading ✓ ✓ ✗ ✗

Personalleave ✓ ✓ ✗ ✗

Examinationleave ✓ ✓ ✗ ✗

Parentalleave ✓* ✓* ✗ ✗

Notice of termination ✓ ✓** ✗ ✗

Infectiousdiseaseleave ✓ ✓ ✗ ✗

Degreeanddiplomaleave ✓ ✓ ✗ ✗

Redundancy ✓ ✗ ✗ ✗

*If they have completed 42 school weeks or 4 school terms of continuous service. **Notice at the end of the contract and on termination.


3. Engaging Fixed-term Employees

3.1 WHEN CAN I ENGAGE AN EMPLOYEE FOR A SPECIFIED PERIOD OF TIME?

EmployeesatCatholicschoolscanbeemployedonfixed-termarrangementsunderClause11.2(a)oftheVCEMEA,butonly for the reasons outlined in Clause 11.2(a).

11.2 Employment for a specified period of time(a) Employment for a specified period of time will only occur:

(i) when the position to which the Employee is appointed is to undertake a specific project for which funding has been made available to the Employer for a specified period of time;

(ii) when the Employee is employed to undertake a specific task which has a limited period of operation;

(iii) when the Employee is employed for a specified period of time, being not less than 11 weeks, to replace an Employee who is absent on approved leave;

(iv) when the Employee is employed for a specified period of time to replace an Employee whose employment has terminated after the commencement of the school year and the demands of the program or organisation of the workplace require the employment of a person for a specific period of time, provided that the period of appointment must not exceed the end of that school year;

(v) when the Employer has good reason to believe that, should the Employee not be employed for a specified period of time, then a redundancy situation will arise, provided that the period of appointment must not exceed the end of that school year;

(vi) when an Employee is employed as a Placed Teacher, Primary Principal or School Adviser;(vii) when an Employee is appointed to teach pursuant to a permission to teach issued by the

Victorian Institute of Teaching, provided that the duration of the term of appointment must correspond to the period for which permission has been granted.

3.2 EXAMPLES OF FIXED-TERM Examplesofreasonsforengaginganemployeeonafixed-termcontractare:

• toundertakeaspecificprojectforwhichfundinghasbeenmadeavailableforaspecifiedperiod oftime(e.g.aschoolreceivesfundingforachaplaincyprogramforaschoolyearandappoints achaplainonafixed-termcontract)

• toundertakeaspecifictaskwithalimitedperiodofoperation(e.g.aschoolistransferringtoa newcomputerserverbeforethenextschoolyear)

• toreplaceanemployeeonapprovedleavefor11weeksormore(e.g.astaffmembertakes parentalleaveforsixmonths)

• toreplaceanemployeewhoseemploymentwasterminatedafterthecommencementofthe school year (e.g. an employee resigns in Term 2 and is replaced until the end of the school year withafixed-termstaffmember)


ENGAGING FIXED-TERM EMPLOYEES

• toavoidaredundancysituation(e.g.anadditionalstaffmemberisneededintheclassroombuttheschoolhashaddecliningenrolmentsoverthelastthreeyearsandafurtherdeclineisanticipatedandwillresultinaredundancysituation.Thestaffmemberisappointedfixed-termforthelengthofoneschoolyearonly)

• PermissionToTeach(PTT)(e.g.thestaffmemberhasapermissiontoteachfromtheVictorianInstituteofTeachingandcanonlybeofferedafixed-termpositionfortheperiodofthePTT).

IfanappropriatereasonundertheVCEMEAisnotprovidedfortheemployeetobeonafixed-termcontractthenthestatusoftheemployeewillbeassumedtobeongoing.Thisisirrespectiveofthe letterofappointment.

3.3 WHAT DOES ‘SPECIFIC PROJECT FOR WHICH FUNDING IS AVAILABLE FOR A SPECIFIED PERIOD OF TIME’ MEAN?

Genuinefixed-termcontractsunderthisreasonoftheVCEMEAhavetwodistinctcomponents:

1. thereisaspecificproject2. thefundingfortheprojectisforaspecifiedperiodoftime.

Thelengthofthistypeoffixed-termcontractisoftenrelatedtotheperiodoftimethefundingisavailable.

ThereisacommonmisunderstandingthatStudentsWithDisability(SWD)fundingisareasontohaveallLearningSupportOfficers(LSO)onfixed-termcontracts.RefertoSection7.2ofthisguideforafurtherdiscussionofthisissue.

Anemployeeshouldonlybeofferedthistypeoffixed-termcontractwhentheemployeeisworkingonaprojectandtheschooldoesnotexpectthefundingtocontinuebeyondthespecifiedperiod(andtheleveloffundingwillnotcontinueyearonyear).Forexample:

Table F – Genuine and non-genuine reasons for a specific project for which funding is available for a specified period of time

Genuine fixed-term contract – for a specific project for which funding is available for a specified period of time

Not a genuine fixed-term contract – for a specific project for which funding is available for a specified period of time

✓ Aschoolreceivesadditionalfundingfrom TACforayear6studentwithadditionalneeds followingacaraccident.TheschoolusesthisfundingtoappointaLearningSupportOfficer(LSO)for10monthswhilethestudentcompletesprimaryschool.

✗ Allstaffassociatedwithdisabilityprogramsandstudentsupportareonfixed-termcontracts.

✓ AschoolreceivesanincreaseinSWDorLOTEfundingfor1year,whichisnotexpectedtocontinueintothenextschoolyear.TheschoolappointsanLSOorLOTEteacherfor1year.

✗ AnLSOisona10-yearrollingfixed-termcontractbecausefundingvariesslightlyfromyeartoyear.

✓ Aschoolreceivesfundingforachaplaincyprogramforayearandappointsachaplain onafixed-termcontractforaschoolyear.

✗ AllLSOsareworkingonprogramsforstudentswithadditionalneedswheretheprogramwillcontinue year on year

✓ Aschoolreceivesagrantoffunds(e.g.StephanieAlexandergardeningfundsornationalpartnershipfunding)andappointsstaffonafixed-termbasisto assist.



3.4 WHAT DOES A ‘SPECIFIC TASK WITH A LIMITED PERIOD OF OPERATION’ MEAN?

Whereanemployeeisengagedonafixed-termcontractforthereasonthattheyaredoingaspecifictaskwithalimitedperiodofoperation,therolemustbelinkedtoanidentifiabletaskthatisnotofanongoingnature.Thefixed-termnatureofthetaskshouldalsobeconnectedtothelengthofthecontract.

Thelegalframeworkisimportantinunderstandinghowtousethisreasonforfixed-termcontract. Somelegalinterpretationsoftheterm‘contractforaspecifiedtask’arediscussedinSection4.2below.

Foranemployeetobeofferedthistypeoffixed-termcontract,theschoolshouldbeclearonthetaskthepersonisperformingandnotexpectthatitwillberequiredtobeperformedyearonyear.Forexample:

Table G – Genuine and non-genuine reasons for a specific task with a limited period of operation

Genuinefixed-termcontract–Specifictaskwith a limited period of operation

Notagenuinefixed-termcontract–Specifictask with a limited period of operation

✓ AnICTprojectofficerisemployedfor6months torolloutanewserver.

✗ AnLSOisemployedtoassistwithprograms forstudentswithdisabilitiesthataregoingto beongoing.

✓ Abuildingmanagerisemployedfor1yeartomanagethebuildingworksattheschool.

✗ AnICTprojectofficerisemployedfixed-term tomaintaintheserver.

✓ AnLSOisemployedfor1termtoassistwithaspecificstudentdealingwithadifficulttransitionbetweenschools(e.g.arefugee).

✗ A person is employed to organise a program thathasbeenontrialforthelast3years.

✓ Aschooliscelebratinga100-yearanniversaryandappointsastaffmembertoco-ordinatethecentenarycelebrationsfortheyear.

3.5 WHAT DOES ‘TO AVOID A REDUNDANCY SITUATION’ MEAN?Anappointmentofafixed-termemployeeunderthisclauseoftheVCEMEAistoavoidaredundancysituationthatmayotherwiseoccurifyouappointedanemployeeonanongoingbasis.Withchangeinenrolments,changingstudenttake-upofparticularsubjectsandtrialsatschoolstheuseofthisclausemustbelinkedwiththeschoolhavingagoodreasontobelievearedundancysituationwillariseattheend of the current school year. For example:

Table H – Genuine and non-genuine reasons for avoiding a redundancy situation

Genuinefixed-termcontract–Toavoidaredundancy situation

Notagenuinefixed-termcontract–Toavoid a redundancy situation

✓ A school employs an Italian teacher as 3 VCE studentsarestudyingItalian,buttheschoolwillnotofferItaliantojuniorclassesinthefuture.

✗Aschoolhas6staffonfixed-termcontractswhenthereisonlyapotentialredundancysituationforoneortwostaff.

✓Theschoolhasfallingenrolments,andtheschoolhasgoodreasontobelievethatnextyeartheschoolwillhaveonelessclass.Theschoolneedsanotherteacherthisyearandifanotherstaffmemberisappointedtoanongoingpositionaredundancysituationwilloccurnextyear.

✗Aschoolhashadmultiplestaffonfixed-termcontracts due to a potential situation for 3 consecutiveyears.

✓Aschoolreceivesadditionalfundingforprogramsfollowingayear6studentwithadditionalneedsjoiningtheschool.TheschoolusesthisfundingtoappointaLearningSupportOfficer(LSO)for10monthswhilethestudentcompletesprimaryschool.



3.6 WHAT ARE NOT VALID REASONS FOR A FIXED-TERM ARRANGEMENT?

Table I – Non-valid reasons for fixed-term arrangements

✗ Becausetheteacherisagraduate(first-yearteachers).

✗ Itisanewemployeeandyoumustbeonatrialbeforeyouareongoing(‘trybeforeyoubuy’).

✗ Fundingforstudentswithlearningdifficultiesvariesfromyeartoyear(funding).

✗ Learningsupportofficersarealwaysfixed-term.

✗ Anemployeecan’tbeongoinguntiltheyhaveaccreditationtoteachinaCatholicschool.

✗ Notallstaffintheschoolcanbeongoing.

✗ Toavoidmanagingemploymentconcerns.

✗ IfIsayastaffmemberisfixed-term,itwillbefixed-termundertheVCEMEA.

✗ Iinheritedallmyfixed-termstaffandIdon’tknowwhichstaffmemberstomakeongoing, sonoactionistaken.

✗ Wehavetherightquotaofstaffthatareongoing,sotherestcanbefixed-term.

✗ It’sthewaywehavealwaysdoneit(customandpractice).

✗ Idon’tknowtheemployeewellenoughtomakethemongoing.


4.WhatdoCourtsSayaboutFixed-termEmployment?(TheLegalFramework)

Courtsandtribunalshaveovertheyearsreviewedthelegitimacyoffixed-termcontractsandsomeimportantcaselawhasdevelopedinthisarea.Inparticular,courtsandtribunalshaveattimesconsideredtwotypesoffixed-termcontracts:

1. contractsforaspecifiedperiodoftime2. contractsforaspecifiedtask.

4.1 CONTRACTS FOR A SPECIFIED PERIOD OF TIMEFixed-termcontractsforaspecifiedtimeareunambiguousasthecommencementandenddatesareclear.However,wheretherehasbeenaseriesoffixed-termcontracts,andrenewalisamereformality(sometimesoccurringaftertheexpiryofacontract)theFairWorkCommissionmaynotacceptthatitisfixed-termasperthecontractandlooktothecharacteristicsoftheemploymentrelationship.1 This is demonstratedbythecasebelow.

D’Lima v Princess Margaret Hospital (1995) 64 IR 19.

Employment continued after contracts expired MsD’Limawasonaseriesoffixed-termcontractsfornearlythreeyearsatthePrincessMargaretHospitalforChildren.On1Decembershewasnotifiedthathercontractwouldendon11December.MsD’LimachallengedthedismissalandthecourtfoundthattherewasanacknowledgedpracticeofcontinuingemploymentevenifacontractexpiredandthatMsD’Limawasemployedcontinuouslyandnotforaspecifiedtime.

Lessons from this case:1. Makethestartandenddateofafixed-termcontractclear.2. Don’tsimplyextendanoldfixed-termcontractafterithasexpired.3. Reviewyourneedsandreasonsforfixed-termemploymentbeforeissuinganew

fixed-termcontract.4. Provideanewcontractforeachschoolyearorvarythecontractifafixed-termcontract

is extended during a school year.

4.2 CONTRACTS FOR A SPECIFIED TASKCourtsandtribunalshaveunderstooda‘contractforaspecifiedtask’tonormallyapplytoanidentifiableprojectorjob.2Itcoverssituationswhereanemployeeiscontractedtoworkonaparticularprojectorjobthatisidentifiableinitsownright,andnottoworkonothertasksoutsidethespecificreasonforemployment.Thatis,thetaskmustbedistinct,clearlyidentifiedanditshouldbeanarrowtaskinrelationtotherestoftheworkofthebusiness.Forexample,aschoolmayemployacomputerprogrammerforthetaskofdevelopinganewaccountingprogram;thiswouldconstituteaspecifiedtaskasitisaclearlyidentifiabletaskandseparatefromtheongoingday-to-dayworkoftheschool.However,ifaschoolemployedafinanceofficertoassisttheschoolaccountantthenthatworkisnotclearlyidentifiableandisongoingsoitmaynotconstituteaspecifiedtask.Thisscenarioisdiscussedfurtherinthecasebelow.

1 Andersen v Umbakumba Community Council(1994)126ALR121,125‒126(vonDoussaJ).2 Qantas Airways Ltd v Fetz(1998)84IR52,66.


WHATDOCOURTSSAYABOUTFIXED-TERMEMPLOYMENT?(THELEGALFRAMEWORK)

Hewitt v ACTek Custom Engineering Pty Ltd [PR904665] par 19-20

A specified taskMrHewittwasemployedbyACTekCustomEngineeringPtyLtd,anelectronicandcommunicationengineeringoragnisation,forwhatthecompanysaidwasafixed-termcontracttocompletethespecifictaskofdevelopingaPCpointofsalesoftware.DuringthedeterminationofwhetherMrHewittwasonafixed-termcontractforaspecifiedtasktheTribunalmadesomeimportantstatementsoutlinedbelow:

An employee’s ‘contract of employment must be for a specified task; it must be a contract under which the employee is to carry out a specified task’.

‘If an employee is engaged to work, for example, on a large scale urban road development such as the Melbourne CityLink project, that has no relevance in determining whether that employee’s contract of employment is for a specified task. However, if, for example, an employee was to be engaged under a contract which specified that their sole task was to develop the tolling system in relation to the road development project, this would be a matter of particular relevance in an assessment of whether ... [they were employed for a specified task in the event of their termination]’ ... the phrase ‘a specified task’ should be interpreted narrowly so as to cover only situations where an employee has been engaged under a contract to perform a project or job which is distinct or identifiable in its own right. The task to which the original employment contract relates should be self-contained and not leave open the possibility of the employee performing any work outside the realm of the specific task for which the employee is being employed. That is not to say that an employee engaged under a contract for a specified task could not agree, during the performance of the contract, to undertake some other work for the employer that was peripheral to the original contract. In those circumstances, a question might arise as to whether there has been a variation of the terms of the original contract.

Lessons from this case:1. Ifyouaregoingtoengageanemployeeforaspecifiedtask,makesureitisclearlyidentifiable.2. Makesurethepersondoesnotperformtheongoingday-to-daydutiesofyourschooloutside

thespecifiedtask.


WHATDOCOURTSSAYABOUTFIXED-TERMEMPLOYMENT?(THELEGALFRAMEWORK)

4.3 A RECENT CASE – IEU V AUSTRALIAN INTERNATIONAL ACADEMY OF EDUCATION INC. (FORMERLY KING KHALID)

Independent Education Union of Australia v Australian International Academy of Education Inc. [2016] FCA 686In2016theFederalCourtofAustraliafoundthatanindependentIslamicSchoolhadcontravenedclauses 10.2 and 10.6 of the Educational Services (Teachers) Award 2010,whenitemployedmoreteachersonafixed-termarrangementthanitwasallowedtoundertheAward.

TherelevantclausesoftheAwardthatrelatetofixed-termemployment,whicharesimilartothoseofVCEMEA,areoutlinedbelow:

10.2 Terms of engagement(c) Wheretheemployerengagestheemployeeonafixed-termbasis,theletterofappointmentwill

informtheemployeeofthereasontheemploymentisfixed-term,thedateofcommencementand the period of the employment.

10.6 Fixed-term employmentAnemployeemaybeemployedforafixedperiodoftimeforaperiodofatleastfourweeksbutnomorethan12monthsoneitherafull-timeorpart-timebasisto:

(a) undertakeaspecifiedprojectforwhichfundinghasbeenmadeavailable;(b) undertakeaspecifiedtaskwhichhasalimitedperiodofoperation;or(c) replaceanemployeewhoisonleave,performingotherdutiestemporarilyorwhoseemployment

hasterminatedafterthecommencementoftheschoolyear.Providedthatwherethereplacementarrangementextendsbeyond12months,thefixed-termemploymentmaybeextended for up to a further 12 months.

TheCourtfoundthatin2012theschoolemployed14teachersonfixed-termcontractswhenitwasonlyallowedtoemployfiveandwasthereforeinbreachofClause10.6oftheAward.ForthisbreachtheCourtimposedafineof$7,500foreachoftheninebreaches,amountingto$67,500.

TheCourtalsofinedtheschoolatotalof$12,000forbreachingClause10.1oftheAwardforfailingtonotifyitsteachersofreasonsfortheirengagementbeingfixed-term,asisrequiredunderClause(10.2)(c)oftheAward.

Lessons from this case:1. Makesureyourfixed-termcontractsareforthereasonsprovidedforbytheVCEMEAorAward.2. Don’thavemorefixed-termemployeesthanyouhavevalidreasons.3. Makesureyouprovidefixed-termemployeeswiththereasonsfortheirfixed-termappointment.


5.TheSchool’sObligationsto Fixed-term Employees

5.1 BEFORE EMPLOYMENTEnsure the position is fixed-term in natureBeforeastaffmemberisappointedunderafixed-termcontract,theschoolshouldensureitiscompliantwiththeVCEMEAandhasagenuinereasonforthecontracttobefixed-term.Ifyouareuncertainifthepositionshouldbefixed-termyoucancontacttheIRUniton92670431.

Ensure the candidate knows the position is fixed-termIfapositionisfixed-termyourschoolshouldknowthispriortoadvertisingandmakeclearintheadvertisementthatthepositionisfixed-termandthelengthofthefixed-termposition.Inanyinterviewyoushouldalsoexplaintothecandidatethereasonthepositionisfixed-terminnature.

Salary assess the teacher/Confirm the appropriate levelIfthepositionisateachingposition,theschoolshouldundertakeasalaryassessmentfortheteachertoensuretheyareonthecorrectpaylevel.Salaryassessmentscontinuetoberequiredforallemployeesoncommencementofemploymentandforfixed‐termemployeesatthecommencementofeach new contract of employment.

To assist in the salary assessment of the teacher you can use the Salary Assessment Calculator availableontheCEVNwebsite.

Ifthepositionisanon-teachingpositiontheschoolshouldensurethepositionisatthecorrectlevelwithintherelevantEducationSupportorSchoolServicesstructureasperAppendices6and7oftheVCEMEA.Schoolsareencouragedtodothiswitheveryappointmentasrolescanchange,ascanstructureswithintheschool,andmanyschoolsareonlynowbecomingfamiliarwiththeVCEMEAdescriptorsforEducationSupportEmployeesandSchoolServicesOfficers.Ifyouneedassistance you can contact the IR Unit on (03) 9267 0431 or [email protected].

Prepare a letter of appointment Clause12oftheVCEMEArequiresemployerstoprovideeachemployeewithaletterofappointmentuponengagement.TheletterofappointmentmustincludespecificinformationoutlinedatClause12.1(a)–(c).Inadditiontotheserequirements,Clause12.1(d)requiresfurtherandspecificinformation tobeprovidedtoanemployeewhoisappointedonafixed-termcontract.

This information includes:

• thereasontheemploymentisfixed-term.Thelettershouldidentifythereasonforthepositionbeingfixed-termbyreferencetothereasonspermittedbyClause11.2(a)–reasonsforfixed-termcontracts.

• therelevantcircumstancesthatgiverisetothefixed-termappointment.Ifthepersonisreplacinganotherstaffmember,thelettershouldsetoutthecircumstances.Iftheemployeehasbeenengagedforaspecifiedtaskorproject,thattaskorprojectshouldbeidentified.

• the date of commencement of employment and the date of cessation of employment.• wherethecontractistorelieveastaffmemberonapprovedleave,therightsundertheVCEMEA

oftheemployeebeingreplaced.


THESCHOOL’SOBLIGATIONSTOFIXED-TERMEMPLOYEES

Staffonparentalleaveandlong-serviceleave,forexample,haverightsrelatingtotheirreturntotheirposition.Theirreplacementisentitledtoknowaboutthoserightssotheycanunderstandwhattheirprospects are for future employment

Thisinformationenablesstafftounderstandthenatureoftheirfixed-termcontractandtoraiseanyconcerns.

Duration of appointmentIfaschoolisemployingsomeoneonafixed-termbasisforaschoolyear,theperiodofengagementshouldbeforthewholeschoolyear.Thismeanstheenddateofthefixed-termcontractisthelastdaybeforethenextschoolyearattheendoftheschoolholidays,NOTthelastdayofterm4.

ThisisimportantasitensurescompliancewithClause11.2(b)whichstatesthatthedurationofaperiodofanengagementforafixed-termemployeemustnotbesettoavoidpaymentofentitlements(suchasfornon-termweeks)whichwouldotherwisebepayabletoanongoingemployee.IfforexampleyouemploysomeoneonlytothelastdayoftermyouwouldbeinbreachoftheVCEMEAandbedenyingtheemployeeentitlementsastheywouldhaveabreakinserviceandcouldpossiblylosetheirpersonalleaveentitlements.

5.2 DURING EMPLOYMENTDuringthecourseofafixed-termcontractaschoolhasfurtherobligationstofixed-termemployeesthatrelate to entitlements and further appointments.

InductionAllnewlyappointedemployees,includingfixed-termstaff,shouldbeprovidedwithaninductionupontheircommencementofemployment.Clause23oftheVCEMEA,whilstnotanexhaustivelist,hasmattersthataninductionshouldcoverincluding:

• materialsrelevanttotheethosandmissionoftheschool• provisionofandtrainingonschoolpolicyandproceduresdocuments• identificationoflinesofsupportandcontactpersons• salary assessment information.

Entitlements Toprotectfixed-termemployeesandtoavoidtheabuseoffixed-termengagementstheVCEMEAstates:

• fixed-termcontractsmustnotbesettoavoidpaymentofentitlements(suchasfornon-termweeks)whichwouldbeotherwisepayabletoanongoingemployees(Clause11.2(b))

• fixed-termemploymentcountsasservice(Clause11.2(c)).

Further appointmentsToensurefixed-termemployeeshaveanopportunitytobecomeongoing,schoolshaveobligations tonotifyandinterviewfixed-termemployees.TheVCEMEAstates:

• onapplication,afterthreeschoolyearsinoneschoolonfixed-termappointmentsanemployee willbegivenpreferenceforanyappropriatevacancyinthatschool,allotherthingsbeingequal(Clause 11.2(d))

Thisdoesnotmeanapersonwhohashadthreefixed-termcontractsisautomaticallyconvertedtoongoingafterthreeyears.Italsodoesnotmeanthatwherethereisanothermoresuitablecandidate(whoisbetterskilledorqualified)thatyoumustappointthepersonwhohasbeen fixed-term.Itmeansthatwhereyouhavetwoequalcandidates,preferenceshouldbegivento theemployeewhohasbeenfixed-term.


THESCHOOL’SOBLIGATIONSTOFIXED-TERMEMPLOYEES

• employersmustnotifyemployeesonfixed-termcontractsinwritingofapositiontheymaybequalifiedforpriortoitbeingadvertisedandmustinterviewtheemployeeiftheyapply(Clause11.2(e)).

5.3 EXTENDING A FIXED-TERM POSITIONIfanemployee’sfixed-termengagementneedstobeextended,e.g.thepersonbeingreplacedextendstheirleave,yourschoolstillhasobligationstothefixed-termemployee.Iftheextensionisforanotherperiodwithinthecurrentschoolyear,yourschoolshould:

• notifythefixed-termstaffmemberoftheperiodofextensionandthereason• confirmthroughaletterofvariationtheextension,providedthatboththeschoolandthefixed-term

staffmemberagreeontheextension.

Iftheextensionisforanotherschoolyear,yourschoolshould:

• notifyallfixed-termstaffmembersinwritingofapositiontheymaybequalifiedforpriortoitbeingadvertisedandmustinterviewtheemployeeiftheyapply(Clause11.2(e))

• conductaninterviewprocesswhichcanbeinternalcandidatesonlyorinternalandexternalcandidates

• gothroughthenormalappointmentprocessincludingsalaryassessment,issueanewletterofappointment,updatethereasonandcircumstancesforthefixed-termemployment(ifnecessary)etc.

5.4 ENDING FIXED-TERM EMPLOYMENTEmployersmustnotifyanemployeebyletter,notlessthansevenweekspriortotheconclusionofthecontract,iftheirfixed-termcontractwillnotbeextended.Iftheletterisnotissuedwithinsevenweekstheemployeewillbepaidanypartofthesevenweeks’noticenotprovided(Clause11.2(f)).


6. Common Questions

What is the right balance of fixed-term and permanent employees?

Thereisnorightbalanceorquotaoffixed-termemployeestoongoing employees.

UndertheVCEMEA,thedefaultformofemploymentisongoing andapositionisonlyfixed-termifitisgenuinelyrequiredforone ofthereasonsforfixed-termemployment(Clause11.2(a)).

Schoolsareencouragedtoreviewtheirfixed-termarrangements aspartoftheirworkforceplanningeachyear.

How do I end a fixed-term contract at the end of the fixed period?

UnderClause11.2(f)anemployeewhowillnotbeextendedorimmediatelyre-employedmustbesentaletteradvisingthemthattheiremploymentisterminating.Thismustoccuratleastsevenweekspriortotheendoftheircontract.

Ifanemployeeisnotgivenatleastsevenweeks’notice,theemployeeisentitledtopaymentforanypartofthesevenweeks’noticenotprovided.

How do I end a fixed-term contract before the end of the fixed period?

Ifaschoolhasengagedanemployeeforafixedperiodandwants toendtheircontractearly,theschoolshouldcontacttheIRuniton(03) 9267 0431 or [email protected].

Aschoolcanterminateafixed-termcontractpriortotheendofthefixedperiodofappointmentpursuanttoClauses13and19oftheVCEMEAduetoperformance,capacityorconductissues.

Ifaschoolnolongerhasdutiesfortheemployeetoperform,theycanpayouttheircontractorfindalternativeworkfortheremainder of the contract.

If a school encounters this situation they should contact the IR Unit for assistance.

How do I engage someone who is employed for a term?

Thelengthofaschooltermwillalwaysbeimportantwhendecidinghowtoemployanemployee.TheIRUnit’sgeneraladviceis:ifyouareemployingsomeoneforawholeterm,itincludestheschoolholidays.

Asatermisgenerally10weeks,youemploytheemployeefor 12weeksonafixed-termbasis.Theemployeewillthenreceive pro-rataentitlementsincludingtheschoolholidays.Thisavoidsfurthercomplicationsifthefixed-termperiodisextended.


COMMON QUESTIONS

How do I engage someone who is employed for a year?

Ifaschoolisemployingsomeoneonafixed-termbasiswhileanemployeeisawayfortheschoolyear,theperiodofengagementshouldbeforthewholeschoolyear.Thismeanstheenddateofthefixed-termcontractisthelastdaybeforethenextschoolyear(orterm)attheendoftheschoolholidays,NOTthelastworkingdayofterm.

After three fixed-term contracts does the employee convert to ongoing?

No,notautomatically.

Clause11.2(d)oftheVCEMEAstatesthatemployeeswhohavebeenataschoolforthree(3)yearsonfixed-termappointmentswhoapplyforanappropriatepositionwill,allotherthingsbeingequal,begivenpreference to other applicants.

Thisdoesnotmeanapersonwhohashadthreefixed-termcontractsisautomaticallyconvertedtoongoingafterthreeyears.Italsodoesnotmeanthatwherethereisanothermoresuitablecandidate(whoisbetterskilledorqualified)thatyoumustappointthepersonwhohasbeenfixed-term.Itmeansthatwhereyouhavetwoequalcandidates,preferenceshouldbegiventotheemployeewhohasbeenfixed-term.

How do I balance employees on leave?

Balancingemployeesonleave(plannedorunexpected)andclasses isnotalwayseasybutbelowareafewthingsthatcanhelpmake this easier:

Open communication: Communicatingwithstaff,beforetheygoonleaveandbeforetheirreturn(iftheyareonlongperiodsofleave)assistsinreducingmisunderstandings.Ifanemployeeisonleaveforpersonalreasons,havingarelationshipwhereinformationissharedgivestheschool,theemployeeandthefixed-termemployeemorecertainty.

Preferencefixed-termappointmentsovercasualrelieving:If an employeeisonleavefor9–11weeksandtheymaypossiblyextendtheirleave,considerappointingthereplacementemployeeonafixed-termarrangementtoincludetheschoolholidays.Thiscanreduceworkloadbecauseiftheappointmentisextended,acasualrelievingemployeewouldneedtobeconvertedtofixed-termandcalculationsmadetoensuretheyhavenotbeendisadvantaged.Otheradvantagesincludereducingadministrationincontractrenewals.Thisalsocreatesstabilityintheclassroomandenablesahandoverperiod.

Consider a handover: Ifyoucan,itisalwaysbeneficialtobuildintimeforahandoverbeforeorafterextendedleavebetweentheongoingandfixed-termemployee.Thiscanenableasmoothtransitionforstudentsandassistthetransitionofanyemployeebacktowork,especiallyiftheleavehasbeenforpersonalreasons.

Refer to Section 8.


7. Scenarios

BelowaresomecommonscenariosandanswerstoquestionstheIRUnitcommonlyreceivesregardingfixed-termemployees.

7.1 AN EMPLOYEE IS ON LEAVE FOR ONE YEARAn employee takes long service leave for the school year, 30 January–20 December, and a replacement employee is required.

Theschoolshouldappointafixed-termemployeeinaccordancewithClause11.2(a)(iii).Thelengthofengagementwillbe30Januaryuntil29January(exampledatesonly)thefollowingyearastheemployeeisentitledtopaidschoolholidays.Thecontractdoesnotendon20December.Theemployeeshouldbesalaryassessedandreceivealetterofappointment.

7.2 APPOINTING A LEARNING SUPPORT OFFICER (LSO) An LSO at my school has been on a fixed-term contract for three years because of enrolments and funding. I am about to appoint them on another fixed-term contract.

Making the LSOs ongoingIfaschool’senrolmentsorSWDfundingareincreasing,itmayappointalloftheLSOsonongoingcontracts.

Forschoolsthathaveconcernsaboutenrolmentsorfundingdecliningsignificantly,whethernowor inthefuture,itmaystillbepossibletomaketheLSOsongoing.AsmostLSOsarepart-time,onewaytodealwithsmalldeclinesinenrolmentorfundingisthroughClause15oftheVCEMEAwhichallowsanemployertovarythehoursofapart-timeemployee.SignificantdeclinescanbedealtwiththroughClause15and/orthroughtheredundancyprovisions.Ifyouareuncertainifthepositionshouldbe fixed-termyoucancontacttheIRUniton(03)[email protected].

Fixed-term contractWhilethereisnosetratioorquotaforongoingtofixed-termemployees,ifallLSOsattheschoolarefixed-termduetofundingyoushouldreviewyoursituation.AschoolshouldnotappointanLSOtoafixed-termcontractbecauseofenrolmentorfundingchangeswithoutreviewingthesituationandthetermsoftheVCEMEA.Whenschoolshaveissueswithenrolmentsorfunding,therearetwopossiblereasonsundertheVCEMEAtoappointanLSOtoafixed-termcontract:

1 Redundancy: Wheretheschoolhas‘goodreasontobelievethat,shouldtheemployeenotbeemployedforaspecifiedperiodoftime,thenaredundancysituationwillarise’thenitmayappoint(orre-appoint)oneormoreLSOsonafixed-termcontractforreasonofredundancy.Itisimportantthatschoolsshouldnothavemorepeopleonfixed-termcontractsthanisnecessarytoavoidthelikelyredundancies.Inotherwords,LSOsshouldbeongoing,exceptasmanyasareneededtobeonfixed-termcontractstoavoidlikelyredundanciesattheendoftheschoolyear.

2 Aspecificprojectforwhichfundingisavailableforaperiodoftime:Ifaschool’sSWDfundinghaschangeddramaticallyandthefundingwillbeputintoaspecificproject,someoftheLSOs maybeappointedonafixed-termbasisiftheyareworkingontheproject.AnexampleofLSOonafixed-termcontractforthisreasonincludesaschoolthatreceivesadditionalfundingfromTACforayear6studentwithadditionalneedsfollowingacaraccident.TheschoolusesthisfundingtoappointaLearningSupportOfficer(LSO)for10monthswhilethestudentcompletesprimaryschool.


SCENARIOS

7.3 ACCREDITATION TO TEACH IN A CATHOLIC SCHOOLAn employee at my school does not have their accreditation to teach in a Catholic school and I intend to appoint on a fixed-term basis.

NothavinganaccreditationtoteachinaCatholicschoolisnotareasonforemployingsomeoneonafixed-termbasisundertheVCEMEA.Thereasonsthatanemployeecanbefixed-termareoutlinedinClause 11.2(a).

7.4 ENDING A FIXED-TERM CONTRACT An employee has been employed on a fixed-term contract to replace an employee on approved leave and I don’t have a position for the employee next year.

Clause11.2(f)requirestheschooltogivethefixed-termemployeeaminimumofsevenweeks’noticeiftheyarenotgoingtobere-engaged.However,assoonasitbecomesclearthattheschoolwillnotbeabletorenewafixed-termcontracttheschoolshouldnotifythefixed-termemployeeusingthetemplates on the CECV website.

Ifaschoolhasnotbeenabletogivetheemployeetherequiredsevenweeks’noticeunderClause11.2(f)theremainderofthenoticenotprovidedwillneedtobegivenandpaidbytheschool.

7.5 AN EMPLOYEE RETURNS FROM PARENTAL LEAVE PART-TIMEAn employee is returning from parental leave on a part-time work agreement next year for three days a week. The employee has a right to resume their full-time position the following year. I need to employ a fixed-term employee for the remaining two days a week.

Youcanrunarecruitmentprocesstoback-filltheongoingemployee’stwodaysaweek.ThereplacementwillbeengagedunderClause11.2(a)(iii)oftheVCEMEAasareplacement.

7.6 THE SCHOOL HAS MORE FIXED-TERM EMPLOYEES THAN FIXED-TERM POSITIONS NEXT YEAR

I have five fixed-term staff on replacement contracts for staff on approved leave. Next school year I have only four staff on approved leave.

UndertheVCEMEAyoumustnotifyallfixed-termstaffmembersinwritingofapositiontheymaybequalifiedforpriortoitbeingadvertisedandmustinterviewtheemployeeiftheyapply(Clause11.2(e)).

TheIRUnitgenerallyrecommendsthatyouconductaninterview/recruitmentprocessattheschooltoappointthefourfixed-termstaffforthenextschoolyear.Youcandecidetojustruntherecruitmentprocess internally or open it up to external applications.

Youshouldnotifyyourfixed-termstaffofthesituationassoonasyouareawaresotheycanmakeappropriate steps to secure future employment and plan ahead.

http://www.cecv.catholic.edu.au/Industrial-Relations/Template-Letters/Notice-of-Conclusion-Letters


8. Guiding Principles for Dealing withFixed-termStaff

Managingfixed-termpositionscansometimesbedifficult.BelowaresomeprinciplestoensureyouarecompliantwiththeVCEMEA.

Open communicationHavingopencommunicationwithstaffisvitaltoreducedisputation.Itisimportantfortheprincipalandotherrelevantstafftohavediscussionswithemployeesbeforetheygoonleaveandbeforetheirreturn.Itisalsoimportanttobeopenwiththefixed-termemployee,withoutbreachingtheprivacyofanyotheremployee,astothereasonoftheirfixed-termengagement.Forexample,ifanemployeeisonleaveforpersonalreasons,havingarelationshipwhereinformationissharedgivestheschool,theemployeeonleaveandthefixed-termemployeeanunderstandingofthesituation,andcanprovideallthoseinvolvedwiththeknowledgetomakearrangements.

Training for employeesItisimportantthattheemployeesinvolvedintherecruitmentprocessunderstandthefixed-termclauseswithintheVCEMEA.Thiswillavoidincorrectreasonsbeingusedtoappointemployeestofixed-termpositions.

Keep accurate recordsItisimportantthatindividualscompletingthelettersofappointmentknowthetermsoftheVCEMEAsotheycanrecordthecorrectreasonforthepersonbeingfixed-term.Oftenthecontractofemploymentistheonlydocumenttoexplainwhysomeoneisfixed-termandasprincipalsandstaffchangeitisimportanttohaveaccuraterecords.Thepersoncompletingthecontractattheschoolisnotalways the person doing the salary assessment or entering the information into OSR. It is important that all recordsareconsistentandthismeanstheappropriateindividualsunderstandingthetermsoftheVCEMEA and communicating.

Review your workforce planItisimportanttoregularlyreviewtheneedsoftheschool.Asenrolments,funding,staffingandcircumstanceschange,sowillyourneedsinrelationtofixed-termemployees.Withtheday-to-daymanagementofaschoolitcanbedifficulttofindtimetositbackandlookatthebiggerpictureand howeverythingfits.

Toconductaworkforceplanyouwillneedtoreviewthecurrentandprojectedenrolmentsatyourschool,yourbudgetpositionanddeterminethenumberofFTE/staffyourequiretooperateyourschool.IfyouhaveincreasingenrolmentsandnotenoughFTEforthepositionsyouneed,youwillbeappointingnewstaff.Thesemustbeongoing,exceptwhereyouarepermittedtoappointfixed-termstaffforoneofthereasonssetoutintheVCEMEA.Ifyouhavemorestaffonfixed-termcontractsthanthestaffonapprovedleaveyouwillneedtobeabletoshowthattheadditionalfixed-termpositionsareproperlyfixed-termforoneofthereasonsallowedundertheVCEMEA.

TheVCEMEAhasmechanismswithinittodealwiththevarietyofsituationsandschoolsoftenhavemorethanoneoptionsoitisimportanttoreviewandseekassistanceasrequired.

Seek assistanceTheIRUnitassistsschoolswithworkforceplanning.Ifyouareuncertainonwhatyoucanorcan’tdo, orjustwanttoconfirmanddiscussacourseofaction,youcancalltheIRUniton(03)92670431.


9. Further Information

9.1 WHO CAN BE CONTACTED FOR FURTHER ASSISTANCE OR INFORMATION?

Industrial Relations (IR) UnitCatholic Education Commission of Victoria (CECV) Ltd228VictoriaParade,EastMelbourneVIC3002Phone: (03) 9267 0228www.cecv.catholic.edu.au

9.2 WHAT ARE SOME OTHER USEFUL RESOURCES? Victorian Catholic Education Multi Enterprise Agreement 2013 CECV IR Unit – Report into Fixed-term Employment in Victorian Catholic Schools CECV template letters of appointment

http://www.cecv.catholic.edu.au/getmedia/e728ccbb-dac1-4822-9607-7c5cb8abdae9/VCEMEA_2013.aspx

http://www.cecv.catholic.edu.au/Industrial-Relations/Template-Letters

Guide to Fixed-term and Casual Employment

Documents

Transcript of Guide to Fixed-term and Casual Employment