Human Resources
Frequently Asked Questions (FAQ)

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The information contained in these FAQs contains general information only. For more accurate HR advice about your specific circumstances, please refer to the HR policies in the University Policy Library or contact HR Local.

Career and professional development

I wish to apply for academic promotion. How do I do this?
Each year a series of information sessions is conducted for applicants intending to apply for promotion in that year. Prospective applicants are strongly encouraged to attend these sessions for advice about the promotions process and for tips about preparing your own application. The sessions are advertised via the University’s Staff News bulletin early in the year. Further information on academic promotions is also available on our website.
I would like to complete a training course. How do I apply to do this?
Log-in to Themis self-service and navigate to the Training Development section to initiate your application. Further information on the application process is available on our website.
What training courses are currently available for University staff?
People Capability currently offers training programs in five core areas:
  • Working in the University
  • Performance Development
  • Cultural Change
  • Leadership and Management
  • Academic Leadership Programs
All programs are free for University of Melbourne staff. The full range of programs available are listed in our course catalogue.
I have checked the course date on the website but I cannot locate it on Themis. Why?
If you have checked the website and found a training program you would like to enrol in but then cannot locate the specific date on Themis, this means the session has reached the maximum number of participants. You may wish to contact the program administrator to be put on the waitlist in the event that there is a cancellation. Alternatively, please enrol in the next available session.
Are any of the training programs compulsory for staff to attend?
I would like to cancel out of a training program. Is there a cancellation fee?
A $75 cancellation fee is applicable for non attendance or cancellations received within five business days of a program commencing. The fee will be charged to the employee’s business unit. Information on our cancellation policy is available on our website.
Where is the Staff Development Centre located?
Level 7, Alan Gilbert Building. Further information on the Staff Development Centre can be found on our website.
Am I able to use the Staff Development Centre for a training program I would like to run?
Yes, refer to the booking information outlined on our website for further information.

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Casual employment

I am on a casual contract. Can my supervisor/manager vary my working hours or cancel my casual contract?

Casual staff are engaged by the hour and paid on an hourly basis, which includes a loading in lieu of annual and sick leave (which casual staff members are not eligible to receive). Casual staff are engaged to work on an ad hoc or irregular basis, and each work period is a separate and distinct period of service.

Each distinct period of service must have a formal contract of employment showing the duties required, the number of hours that are anticipated to be required, the rate of pay for each class of duty required and a statement that any additional duties required.

Therefore, casual staff are engaged with no guarantee or expectation of work beyond the period of their current employment and a supervisor or manager can vary or cancel a casual contract without notice.

For casuals how do I receive a re-print of payslips?
Log-in to Themis Self Service. In the centre column under View Only, click on Payslip Information. From there your current payslip will show up. If you want to look at a previous payslip, select one from the Choose a Payslip drop-down menu in the top-left of the screen and click Go. Choose your pay slip and print as required.
Enquiries regarding temporary/casual employment not advertised through 'Job Search'?
The University of Melbourne does not require the advertising of all casual positions on the careers website. However, in order to attract candidates, a number of casual positions are placed on the Job Search board .

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Ceasing employment

How much notice do I need to give to resign?
  • For professional staff (both continuing and fixed term) and for academic staff on fixed terms contracts, two weeks written notice is required.
  • For continuing academic staff, six month's written notice of resignation is required.
Staff intending to resign should also complete the HR12—Advice of Cessation of Employment (.doc) form.
I have been advised that my current fixed term contract is coming to an end. Will I get paid severance?
Payment of severance is dependent upon the number, length and type of fixed term contracts under which you have been engaged. Refer to Leaving the University Procedure (MPF1143)—Completion of a fixed-term contract for further information. You should also contact your supervisor and/or Local HR Officer available for discussion of your particular circumstances.

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Harassment, bullying and discrimination

I feel I am being bullied by a colleague. What can I do?

The University of Melbourne is committed to providing a safe working place for all staff which is free from discrimination, bullying and harassment. The University regards claims of bullying as a serious matter and has policies and procedures in place to support the handling of any claims.

In the first instance, you should discuss your concerns with one of the University’s Bullying Prevention Advisors from outside your Budget Division/Faculty. The Bullying Prevention Advisors have been specially trained to assist staff with advice in resolution of bullying claims and/or in making a bullying claim. You may also wish to consider discussing your concerns with your supervisor or with a more senior line manager if appropriate to do so.

Refer to our website for further information on assistance available to staff and on the University’s policies and procedures for handling of bullying claims.

I want to make a complaint about sexual harassment. What can I do?

The University of Melbourne is committed to providing a safe working place for all staff which is free from discrimination, bullying and harassment. The University regards claims of sexual harassment as a serious matter and has policies and procedures in place to support the handling of any claims.

In the first instance, you should discuss your concerns with one of the University’s Sexual Harassment Advisors from outside your Budget Division/Faculty. The Sexual Harassment Advisors have been trained to assist staff with advice in resolution of harassment claims and/or in making a harassment claim. You may also wish to consider discussing your concerns with your supervisor or with a more senior line manager if appropriate to do so.

Refer to our website for further information on assistance available to staff and on the University’s policies and procedures for handling of harassment claims.

I believe I am being discriminated against in the workplace. What can I do?

The University of Melbourne is committed to providing a safe working place for all staff which is free from discrimination, bullying and harassment. The University regards claims of discrimination as a serious matter and has policies and procedures in place to support the handling of any claims.

In the first instance, you should discuss your concerns with one of the University’s Discrimination Advisors from outside your Budget Division/Faculty. Advisors have been specially trained to assist staff with advice in resolution of discrimination claims and/or in making a bullying claim. You may also wish to consider discussing your concerns with your supervisor or with a more senior line manager if appropriate to do so.

Refer to our website for further information on assistance available to staff and on the University’s policies and procedures for handling of discrimination claims.

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Leave

How do I cancel any leave already approved in Themis?
Approved leave is unable to be cancelled via Themis. To cancel leave, please complete the form HR 10b—Application for Leave Cancellation and Replacement (.doc) noting clearly that this is a leave cancellation and forward this to your Local HR Team.
In relation to maternity leave and the return-to-work (RTW) bonus, which form do I complete and how much leave am I entitled to?

Prior to commencing leave, you are required to complete and submit the form HR 50a—Application for Parental Leave (.doc). The form HR 50B—Application for Return to Work Bonus (.doc) must be completed at least 6 weeks prior to your return to work and submitted to your Local HR Team.

For leave entitlement information, refer to Parental Leave Procedure (MPF1139)—Schedule A: Summary Table of Parental Leave Entitlements.

I am on a fixed term contract – will I still get paid maternity leave?
Paid maternity leave is subject to minimum continuous service periods (commencing from a minimum of one year’s continuous service) and is paid to both fixed term and continuing staff members. If your fixed term contract comes to an end part way through the maternity leave period and will not be extended, then you are entitled to maternity leave through to the last day of your employment contract. There is no entitlement to payment of any remaining period of paid maternity leave as at the date of cessation. Refer to Parental Leave Procedure (MPF1139)—Maternity leave.
Can I cash out my annual leave?
Excess annual leave (in excess of 40 days for full-time staff members and a pro-rata equivalent for part-time staff) can be cashed out, providing you also take an amount of annual leave equal to or greater than that cashed out. For more information, refer to Annual Leave Procedure (MPF1136)—Cashing out excessive leave balances.
Can I cash out my long service leave?
Long Service Leave can be cashed out, providing you also take at least the same amount of long service leave as is being cashed out. The minimum period which can be cashed out is 4 weeks (or 2 weeks if excess long service leave is being cashed out). Refer to Long Service Leave Procedure (MPF1138)—Cashing out long service leave for further information.
Can I work elsewhere while I am on leave (annual leave, long service leave etc)?
You are unable to work for other employers during periods of leave. The exception to this is Leave Without Salary - during which permission may be sought from your budget division to undertake other paid employment
My child is sick. What type of leave can I use to care for my child?
Up to 10 days per annum of paid leave is provided to you as Carers’ Leave – being up to five days of family leave per annum and up to five days of your Sick Leave balance. Further unpaid leave is available for this purpose after the paid leave is exhausted. For more information, refer to Family (Carer's) Leave Procedure (MPF1127)—Family (carer's) leave.
How do I apply for annual leave or other types of leave?
You can apply for most forms of leave (including Annual Leave and Sick Leave) via Themis Self-Service. For Maternity Leave or Leave Without Salary, a manual leave form will need to be completed and these are available from our website under HR forms.
I need to take time off to attend a funeral, does the University provide leave?
Up to two days of compassionate/bereavement leave is provided in the event of a death in your immediate family or household. Refer to Special Leave Procedure (MPF1141)—CCompassionate/bereavement leave. To attend a funeral of a friend or non-family member, you will have the option of utilising Annual Leave or Leave Without Salary.
I am on a fixed term contract, what happens at the end if I don't use all of my annual leave?
It is a condition of employment that you are required to utilise your accrued annual leave during the duration of a fixed term contract. Leave scheduling should be discussed with your supervisor. Any small amount of accrued annual leave remaining as at the end of your fixed term contract will be paid out to you upon cessation of employment.
Which public holidays are applicable at the University of Melbourne?
A list of the University holidays applicable at the University of Melbourne is available in the Leave Policy (MPF1135)—University holidays. Both Labour Day and Melbourne Cup Day are not applicable public holidays at the University of Melbourne. In lieu of these two public holidays, staff are provided with three days of leave between Christmas and New Year each year. Refer to the Principal Dates—Holidays on the University Secretary’s website for a list of the days the holidays fall on in any particular year.
Can I borrow leave / negative balance?
Subject to approval of your supervisor, small amounts of annual leave over and above the current accrual is able to be approved. You should discuss this request with your supervisor. It is also possible to purchase additional annual leave (known as the Reduced Working Weeks Scheme) in advance. Further information is available in the Reduced Working Week Leave Scheme Procedure (MPF1210).
What leave can I use to cover medical appointments?
You are able to use sick leave to cover medical appointments and should obtain a medical certificate from the medical practitioner to certify the absence. If the appointment will only necessitate a short absence away from work (eg 1 or 2 working hours), you should discuss with your supervisor ways in which this can be managed (eg. making up the time). For more information refer to the Sick Leave Procedure (MPF1140).
How do I enter fractions of leave?
For instructions on how to enter fractions of leave, refer to the Themis Reference—Applying for a partial day’s leave in Themis (.pdf).
How do I attach medical certificates or other supporting documentation to leave requests?
Medical certificates or other supporting documentation required for taking leave should be provided to your supervisor in the first instance and can then be scanned and emailed to your Local HR Officer.
How does and how much leave can I accrue?
  • Unused Sick Leave is cumulative from year to year and there is no limit to the amount of sick leave which a staff member can accrue. Refer to the Sick Leave Procedure (MPF1140).
  • Annual Leave over and above 40 days for full-time staff (and pro-rata for part-time staff) is subject to the University’s Excess Annual Leave provisions which take effect on 1 February of each year. At that time, you will be required to reduce your annual leave balance below 40 days (or pro-rata equivalent) or you will be placed on annual leave from 1 February until your balance has been reduced to the required level. For more information refer to the Annual Leave Procedure (MPF1136)—Excessive leave balances.
  • Long Service Leave over and above 19.5 weeks for full-time staff (and pro-rata for part-time staff) is subject to the University’s Excess Long Service Leave provisions which take effect on 1 June of each year. For further information see the Long Service Leave Procedure (MPF1138)—Excess long service leave.
Is there any way I can purchase more annual leave?
Yes, additional amounts of annual leave can be purchased in advance via the Reduced Working Weeks Scheme. Further information is available in the Reduced Working Week Leave Scheme Procedure (MPF1210).
How do I check my leave balances?
View your leave balances in Themis Self Service. You will find it under the Information column. You can also separately apply for leave via Themis Self-Service. Leave balances also appear on the bottom of each Payslip.

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Maternity and parental leave

Prior to parental leave

I am confused about the different types of paid parental leave and what I am eligible to receive?

The University provides staff who have more than one year’s continuous service (excluding casual service) with paid parental leave in accordance with its policy located.

The University’s paid parental leave is either 14 weeks (for staff with more than 12 months continuous service), or 24 weeks (for staff with over 5 years’ continuous service). Subject to approval, the above leave entitlements are also able to be taken at half-pay for double the period.

Separately the Federal Government has introduced a “Paid Parental Leave Scheme”, which is administered by Centrelink. A staff member can apply directly to Centrelink at the same time as the University’s paid parental leave. The scheme provides for 18 weeks pay at the National Minimum Wage (not at your University of Melbourne salary level). Centrelink imposes its own eligibility and income test criteria and information about your eligibility should be obtained from Centrelink. The University is unable to give advice about your eligibility or entitlements under this scheme - however will act as a paying agent to forward these payments to you providing Centrelink assess you as eligible. You only need to contact Centrelink and they will contact the University if you are approved under this scheme.

Please refer to the Government Paid Parental Leave Scheme FAQs below for more information.

How much University-provided maternity/parental leave am I entitled to?

In summary (see detailed policy for further information), the University’s paid parental leave is either 14 weeks (for staff with more than 12 months continuous service – excluding casual service), or 24 weeks (for staff with over 5 years’ continuous service). Subject to approval, the above leave entitlements are also able to be taken at half-pay for double the period.

Further information about your entitlements for University-provided maternity/parental leave is available in the Parental Leave Procedure (MPF1139)—Schedule A: Summary Table of Parental Leave Entitlements (.pdf).

How much notice do I need to give my supervisor that I will be taking maternity/parental leave?
You must give the University at least ten (10) weeks written notice of intention to take parental leave. The notice should include the anticipated start and end dates of your leave and must be accompanied by evidence of the expected birth date or date of placement for adoption. You are also required to confirm the dates of the parental leave by completing an HR 50A form at least four (4) weeks prior to the intended start date. Further information is available in the Parental Leave Procedure (MPF1139)—Applications for parental leave.
What documentation do I need to provide prior to taking maternity leave?

You will need to complete an HR50A form – Application for Parental Leave which must be accompanied by evidence of the expected birth date or date of placement at least 4-weeks prior to the leave commencing. In the case of the birth of a child, this would be a certificate from your treating medical practitioner or midwife.

For notice information, refer to the Parental Leave Procedure (MPF1139)—Applications for parental leave.

Do I need to provide proof of birth or placement for my baby?
You must produce appropriate certification relating to the birth or placement of your child or, if requested by the University, the staff member’s legal relationship to the child.

Whilst on parental leave

I am part way through a 12 month maternity leave period and I don’t feel ready to return-to-work yet. Can I extend my maternity leave?
You can request to extend your initial parental leave by up to a further 12 months of unpaid leave. The total period of leave taken must not exceed 24 months. Further information is available in the Parental Leave Procedure (MPF1139)—Extension of leave and further family provisions.
Can I undertake work (full-time, part-time or casual) during my period of paid maternity leave?
You are unable to undertake any work—either for the University or another employer—during paid parental leave. Subject to the prior approval of your supervisor, you may undertake some work at the University during the unpaid (Leave without Salary) component of your parental leave period. Further information is available in Parental Leave Procedure (MPF1139)—Return to work during parental leave.
Can I increase my time fraction during maternity leave in order to be paid at a higher rate?
No, your time fraction during parental leave is the time fraction at which you were working immediately prior to commencing parental leave (or your time fraction prior to any adjustment made on health grounds during the period of your pregnancy).
Can I take other forms of paid leave (annual leave, long service leave) during my period of maternity/parental leave?

Yes—you can take paid or unpaid leave during maternity/parental leave provided the total period of parental leave does not exceed 52 weeks (or 24 months, if you extend your parental leave in accordance with Policy 108 section 2.3.8). You are able to take other forms of accrued leave as part of the parental leave period. You are required to firstly take the paid maternity leave period in one block, and this can then be followed by blocks of either annual leave or long service leave (if eligible). Leave applications are subject to your supervisor’s approval—so it is up to your supervisor to approve the taking of any forms of accrued leave, including annual leave or long service leave.

This would normally operate per the following example:

Dates Weeks Leave Type
1 Jan—17 Jun 24 weeks Paid Parental Leave
18 Jun—29 Jul 6 weeks Annual Leave
30 Jul—26 Aug 4 weeks Long Service Leave
27 Aug—31 Dec 18 weeks Leave With Salary (Unpaid Leave)
Do I need to make contact with my supervisor while I am on maternity/parental leave?

There is no requirement for you to regularly contact your supervisor while on maternity/parental leave. However, we would encourage you to keep in touch with your workplace during your leave and recommend that supervisors also make contact with employees on maternity/parental leave about any significant changes in the workplace or extend invitations to attend special work functions occurring over the period of the leave. It is your choice whether you wish to participate in any work-related functions/activities during your period of leave.

Prior to returning to work, you are required to make contact and confirm your return-to-work date and arrangements—ideally at least ten (10) weeks in advance.

I want to take Partner leave as the primary carer for my baby. What documentation do I need to provide to my supervisor?
Partners who are the primary carer of their baby are entitled to take 13 weeks partner leave (which is in addition to the 5 days leave granted to partners) in accordance with the Parental Leave Procedure (MPF1139)—Schedule A: Summary Table of Parental Leave Entitlements (.pdf). You will need to complete form HR50—Application for Parental Leave together with a Statutory Declaration or other requested evidence (for example, from your partner’s employer) outlining your primary carer status and details of any paid leave taken by your partner. Partner leave is required to commence no later than 3 months after the birth/placement of your baby.
What will happen to Parental Leave entitlements if I decide to resign?

Any entitlement to University paid parental leave will cease on your final day of employment. There is no entitlement to lump-sum payment of any unused portion of parental leave.

If you are also receiving the Government’s Paid Parental Leave payments, you will also need to notify Centrelink of your decision to resign. Subject to eligibility, Centrelink will then make arrangements for providing your Parental Leave Pay directly to you.

Returning to work

What is the University’s Return-To-Work (RTW) Bonus?

The RTW bonus is designed to facilitate re-entry into the workplace and may be used in any of the following ways:

  • an allowance to offset costs associated with parenting, such as childcare costs;
  • paid time release, to work reduced hours while maintaining full salary;
  • a grant to be used for re-establishing the staff member's career, such as for research, conference attendance or staff development opportunities.

Where a staff member is on maternity or adoption or permanent care leave and he/she has completed more than 12 months service at the date the leave is to begin, a return to work bonus of up to the equivalent of an additional 12 weeks salary will be paid upon the staff member's return to work at the University. Further information is available in the Parental Leave Procedure (MPF1139)—Return to work bonus.

If I am still receiving a Return-To-Work (RTW) Bonus from the University relating to a previous maternity/parental leave application and I am planning to take another period of maternity/parental leave (or a period of Leave Without Salary), what will happen to the RTW bonus?
As the payment is made to support you attending work, RTW bonus payments will cease when you cease attending work (i.e. upon commencement of the next period of leave). You will not be required to repay any monies paid to date, and will remain eligible for the payments to recommence when you return to work again (the full RTW bonus must be paid out within 12 months of the original RTW date). Any new RTW bonus will be unaffected by previous claims.
Will my increment date be shifted because I have been on maternity leave?
Your increment date will only be shifted for any leave without salary periods taken as part of your parental leave period. For example, if you take 24 weeks of paid parental leave at half pay for 48 weeks, and then 4 weeks of leave-without-salary, your increment date will be shifted by 4 weeks (being the leave-without-salary or unpaid period).
If I use my Return-To-Work (RTW) bonus as a paid time release to reduce my time fraction (for example to 3 days per week), is the new time fraction permanent?
No—once the RTW bonus has been fully exhausted, your time fraction will return to your substantive time fraction, unless you separately negotiate a permanent (ongoing, with no end date) or temporary (for a pre-agreed time period) change of time fraction with your supervisor. To alter your time fraction with your supervisor’s approval, you are required to complete a separate HR 6 form—Time Fraction Change (.doc).
In relation to maternity leave and the Return-To-Work (RTW) bonus, which form do I complete and how much leave am I entitled to?

Prior to commencing leave, you are required to complete and submit the form HR 50A—Application for Parental Leave (.doc). The form HR 50B—Application for Return to Work Bonus (.doc) must be completed at least 4 weeks prior to your return to work and submitted to your Local HR Team.

For leave entitlement information, refer to the Parental Leave Procedure (MPF1139)—Schedule A: Summary Table of Parental Leave Entitlements (.pdf).

I am on a fixed term contract—will I still get paid maternity leave?
Paid maternity leave is subject to minimum continuous service periods (commencing from a minimum of 1 year’s continuous service) and is paid to both fixed term and continuing staff members. If your fixed term contract comes to an end part way through the maternity leave period and will not be extended, then you are entitled to maternity leave through to the last day of your employment contract. There is no entitlement to payment of any remaining period of paid maternity leave as at the date of cessation.
What is the Government’s Paid Parental Leave scheme?
The Paid Parental Leave scheme is an Australian Federal Government funded entitlement for eligible working parents who become the primary carer of a newborn or newly adopted child. Further information is available at the Department of Human Services website—Parental Leave Pay.
Who is entitled to the Government’s Parental Leave Pay?
Working parents, including full-time, part-time, casual, contract and sessional employed workers may be eligible for Parental Leave Pay if they meet the scheme's eligibility criteria. Further information is available at the Department of Human Services website—Parental Leave Pay.
How much Government Parental Leave Pay will I receive?
Those eligible can receive up to 18 weeks of Parental Leave Pay at the National Minimum Wage (NB: This is a different rate from your University of Melbourne salary rate). The Parental Leave Pay is taxable. Further information is available at the Department of Human Services website—Parental Leave Pay.
How will I receive the Federal Government’s Parental Leave Pay?
From 1 July, 2011 and following Centrelink confirming your eligibility, the Government Parental Leave Pay will be provided to you via the University’s fortnightly pay.
Can I take Government’s Paid Parental Leave at the same time as I am on University-provided Paid Parental Leave?
Yes. Provided that you meet the Government’s eligibility requirements, you can receive Paid Parental Leave before, after or at the same time as your UoM parental leave entitlements. The Government’s Parental Leave Pay can commence from the date of birth or adoption, or a later date, must be taken in one continuous period and must be fully used before 12 months from the date of birth or adoption of your child.
Does the Government’s Paid Parental Leave scheme apply to me? How can I find out?
The Government’s Parental Leave Pay scheme is administered by Centrelink who can provide full details of their eligibility criteria and the income tests which apply. Further information is available at the Department of Human Services website—Parental Leave Pay.
I’ve heard the Baby Bonus still exists—what is the difference between Paid Parental Leave and the Baby Bonus?
Centrelink is continuing to pay the Baby Bonus under certain circumstances. Further information can be obtained from the Deparment of Human Services website—Baby Bonus.

New starters

As a new staff member, when will I get paid?
Both continuing and fixed-term staff as well as casual staff are paid fortnightly - with continuing and fixed-term staff being paid each second Friday and casual staff being paid on a Thursday every alternate week. View the pay dates web calendar to view the dates or download the payroll calendar.
How do I get my computer access and email started after I have commenced?
Creation of your IT account is linked to our Payroll process, so you will need to sign and return your letter of offer to your Local HR team before this process is able to commence. Once you have done this, the Local HR team will update your records and an overnight feed of data will be sent to IT to initiate IT access.
My probationary period is coming to an end. How will I know if I am confirmed?
During your probationary period, your supervisor will provide you with feedback about your progress against your probationary criteria. Before the end of the probation period, your supervisor will make a recommendation about the outcome of your probationary period and you will be given an opportunity to respond to this recommendation before the Head of Budget Division (or Probationary Panel) makes a final decision. Further information on Probation and Confirmation is available in the Probation and Confirmation Procedure (MPF1148) under the Melbourne Policy Library and on the HR website.

Staff cards

How do I / will I get a security/staff card?
All University employees are entitled to a staff card. The process for obtaining your card is as follows:
  1. Return your completed documentation—Once you have completed your commencement offer and payroll forms, return them to your Local HR Officer (HRO).
  2. Wait for processing / systems updates—Your HRO will update your information in Themis (the University’s HR information system). The staff card database is then updated overnight via a feed from Themis.
  3. Contact Security Reception—An Organisational Unit representative (for example, your supervisor or the department manager) should then contact Security Reception on Ext 53262 to ensure your details are available in the staff card database.
  4. Collect your card—Once you have confirmation that you are on the system, attend security reception at 213 Grattan Street for the capture of your image and production of your staff card.
  5. Overnight your card will be activated—Following the production of your card, the database will update the library and security systems overnight. You can then use your card for building access and register for a library account at a library service desk.
Does changing from casual to fixed term mean I need a new staff card?
Yes, you will be required to get a new staff card after signing and returning your new letter of appointment. Once the new offer and payroll forms have been returned to your HR Local Officer your details will be updated in Themis (The University’s HR information system). The staff card database will then be updated overnight via Themis. An Organisational Unit representative (for example, your supervisor or the department manager) should then contact Security Reception on Ext 53262 to ensure your details are available in the staff card database. Once in the system, you can attend Security Reception at 213 Grattan Street for the capture of your image and production of your staff card. Following the production of your card, the database will update the library and security systems overnight.

Themis

Themis is the integrated administration system which supports the documentation and management of Finance, Human Resources, Research and Environment, Health and Safety processes at the University. Further assistance with Themis, including ‘cheat sheets’ for common tasks, is available from the Themis help website.

How do I get access to Themis?
To obtain access to Themis, your supervisor must complete the Themis Responsibility Application Form
How do I access my payslips?
To access your payslip, log-in to Themis. In the left-hand column under Navigator, click on UOM Staff Self Service. Then in the centre column under View Only, click on Payslip Information to display your current payslip. To view an older payslip, select one from the Choose a Payslip drop-down menu in the top-left of the screen and click Go.
How do I reset my Themis and/or network/email password?
To re-set your password visit the Account Registration System page, login via staff and follow the prompts to reset your Themisprod password
How do I change my personal details in Themis? (including bank acccount details and how my name appears listed in the staff directory and the email directory)
To change information, log in to Themis, click on UOM Staff Self Service. In the centre column under My Information (Update your Details) there is a selection of actions including Bank Details etc. Click your desired link and follow the prompts.

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Pay queries

Who do I contact to discuss my pay query?
You should forward all your pay queries to your Local HR Officer.
How do I see my payslips?
To access your payslip, log-in to Themis. In the left-hand column under Navigator, click on UOM Staff Self Service. Then in the centre column under View Only, click on Payslip Information to display your current payslip. To view an older payslip, select one from the Choose a Payslip drop-down menu in the top-left of the screen and click Go.
How do I change my personal details including bank account in Themis?
To change information: log in to Themis, click on UOM Staff Self Service. In the centre column under My Information (Update your Details) there is a selection of actions including Bank Details etc. Click your desired link and follow the prompts.
How do I obtain a copy of my payment summary (previously group certificate)?
Log into Themis via staff self service. Click on payment summary in View only section. The Self Printed Payment Summary screen will display. Specify the payment summary you would like to re-print. Click on the Go button, then print. For further information view the Themis Reference Card - Re-printing your payment summary (.pdf)
I have now finished paying my FEE-HELP (formerly HECS) loan. How do I get my FEE-HELP tax deductions stopped?
To have your FEE-HELP tax deductions stopped you will need to complete a new tax declaration form which you may obtain from your Local HR Officer. Once completed, please return the form to your Local HR Officer for processing.
How do I make additional tax (withholding) payments?
Fortnightly staff members can commence, vary or cease their additional voluntary contributions to their UniSuper accounts on a fortnightly basis. Contributions can be made on a before-tax (salary sacrifice) or after-tax basis. Staff members are required to complete the UniSuper Regular Voluntary Contribution Election Form and the University’s HR32A form (.doc). The completed forms should be forwarded to your Local HR Officer for processing by the Superannuation Team in Human Resources.
How do I salary sacrifice gym, carparking etc?
Visit the salary packaging information on our website for further information on salary packaging options to assist you in understanding these schemes and to clarify any issues. It is suggested that you seek independent financial advice prior to making financial decisions then complete and submit the signed HR32 form (.doc) to the relevant provider or area (eg. Melbourne University Sport etc.) for initial approval and processing. Once approved, the relevant provider or area will advise HR Common Services for final processing. Enquiries regarding this form can be made to the provider or your Local HR Officer. You will receive confirmation from HR that your application has been accepted and processed then the packaging will commence.
How do I find out my salary information, HEW level, etc?
To access your payslip, log-in to Themis. In the left-hand column under Navigator, click on UOM Staff Self Service. Then in the centre column under View Only, click on Payslip Information to display your current payslip. On your completed payslips under taxable earnings your HEW level and salary will be displayed.
What are the pay dates for fortnightly, casual?
Pay dates can be viewed on the payroll calendar (.pdf)
When is the Time Keeper cut off?

All payment lines in a timecard must be approved (by all approvers) by the electronic cut-off deadline to ensure payment on the next payday. For Casual staff payments: 4.00pm on the Monday of the casual pay week (i.e.: the Monday before the casual payday). For Fortnightly staff payments: 4.00pm on the Tuesday of the fortnightly pay week (i.e.: the Tuesday before they get paid).

A list of payment dates and cut-off deadlines is available on our website under Pay.

How do I check if my timecard is approved?
Access Themis Self Service. On the main page under Worklist you are able to view if your Supervisor has approved your timecard for a specified period.
How do I read a payslip?
Access your payslip via Themis Self Service. Your payslip details all components of your salary and any relevant loadings, taxation deductions, superannuation contributions and deductions to any approved third parties – including superannuation, parking, University House membership, union deductions etc. Any back-payments or deductions (retro entries) will be separately itemised on your payslip. Further assistance with pay queries can be directed to your Local HR Team.

Superannuation

How can I contact UniSuper?
UniSuper contact details are available on the UniSuper website. Their Helpline number is 1800 331 685.
How can I make voluntary contributions to superannuation?
Please contact your Local HR Officer to obtain a Voluntary Contribution form.
Can I have my employer superannuation contributions paid to my own superannuation fund?
In accordance with Clause 47 of The University of Melbourne Collective Agreement 2010, employer superannuation contributions are paid to Unisuper - the superannuation fund that is dedicated exclusively to employees who work in the higher education and research sector. In relation to any additional voluntary contributions you wish to make, you are able to make payments to a superannuation fund of your own choice.
Who can I contact with superannuation queries?
Superannuation queries should in the first instance be directed to your Local HR Officer.
Can I reduce my member contributions?
From 1 July 2006, members can elect to reduce contribitions from 7% (or 8.25% pre-tax) to 4.45%, 4%, 3%, 2%, 1% or 0%. Prior to making a decision in relation to this, you are encouraged to seek advice from Unisuper in relation to the implications of reducing member contributions – this includes a loss of some benefits and services otherwise available.
I have been in Australia on a temporary 457 visa and am now leaving the country permanently. How do I get a super refund leaving Australia permanently?
If you are permanently leaving Australia, you may be able to access your superannuation benefits. Claimed benefits are generally subject to a 35% tax. Further information on claiming your superannuation benefits is available from Unisuper.
How do I transfer super out and in?
Transferring superannuation out prior to retirement is limited to a number of situations including death, a terminal medical condition, permanent incapacity, unclaimed money payment and as a departed temporary resident. Please contact Unisuper for further information. Transferring superannuation in by rolling other superannuation funds into Unisuper can be done at any time by completion of a rollover form available at the UniSuper website.
I am already a member, why do I have to complete a new UniSuper form?
The University of Melbourne needs to have access to the superannuation options you are selecting in order to ensure that your deductions are correctly recorded here at The University of Melbourne. The University is unable to access forms which were completed during employment with other employers.
I am thinking of retiring. Who do I talk to about my super?
Employees who are thinking about retiring are encouraged to seek advice from Unisuper (or their alternative superannuation provider) and an independent financial advisor. Unisuper conducts frequent seminars on transitioning to retirement and other related topics which are advertised in the University’s Staff News throughout the year and on our website. Further information is also available from UniSuper.
How do I view my superannuation details online?
Unisuper provides for online access at their website. You will need to first register to obtain a login and password to use this service.
What are the superannuation rates?

Staff members appointed for an initial period of two years or more and whose salaries are funded from the University recurrent funding are required to join the Defined Benefit Division and Accumulation Super (2) as a condition of their employment. The employer contribution rate is 17% of a member's gross salary. The standard rate of member contributions is 7% (or 8.25% pre-tax).

From 1 July 2006, members can elect to reduce the level of member contributions to 4.45%, 4%, 3%, 2%, 1% or 0%. The Accumulation Super (1) accepts the contributions the University is required to make for staff under the Federal Government Superannuation Guarantee legislation. Employees who do not qualify for membership of Defined Benefit Division and Accumulation (2) will have 9% of their annual salary contributed by the University to Accumulation Super (1) as part of the Superannuation Guarantee. There is no compulsory member contribution to this plan. To check your applicable superannuation rate, please contact your Local HR Officer.

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Performance reviews (Performance Development Framework - PDF) and Increments

My increment was due on 1 January and still hasn't been paid. Who can I contact, or was it entered in Themis?
In the first instance, you should contact your supervisor who will need to undertake a PDF discussion with you, and then enter the PDF outcome rating in Themis prior to the increment being paid. If, after this process has occurred, the increment has not been paid to you, you should contact your Local HR Officer. Further information on the awarding of increments is available in the Salaries, Loadings and Benefits Procedure (MPF1170)—Increments and accelerated increments.
I am a casual staff member. Do I need to do PDF?
No, casual staff are not required to participate in PDF. However, if your casual employment is of a duration of greater than 6 months, you should discuss with your supervisor whether participation in PDF may be relevant.
What is the PDF process and where do I go for help in dealing with performance issues?
Regular training sessions are available and all staff and supervisors are required to attend a PDF training session as part of the University’s induction process prior to participating in the PDF process. Further information on PDF is available on our website. More complex performance issues should be discussed with your Local Human Resources Manager/Consultant.
When is my first PDF due? (eg is it 12 months after probation/ confirmation?)
Your first PDF should be completed within your first 12 months of employment. Some departments conduct PDF reviews for all staff during a set time period (eg. February of each year), while other departments complete PDF reviews in accordance with individual increment dates. You should discuss with your supervisor the timing of your next review.
As an academic on a 5 years probationary period, am I required to do PDF?
Yes, your PDF discussions with your supervisor will form an important part in the feedback and coaching which is provided to assist you with the academic probationary process. The PDF discussion will be conducted at least annually and this will provide you with an opportunity to discuss with your supervisor how you are progressing against your specific probationary criteria as specified in your letter of appointment. More information on the processes is available on our website: Academic Confirmation—Information for Applicants.
Where does the completed documentation go, where is it stored?
The PDF discussions are confidential between a staff member and the supervisor (or subsequent supervisors). Both you and your supervisor will have access to the full PDF review. Only the PDF outcome rating (eg. “Satisfactory”, “Good”, etc) and an overall comment about your performance is entered into Themis and can be viewed by more senior line managers and Human Resources.
Do I still get an increment if I am away on long service leave or maternity leave etc?
Your increment date may be shifted if you have had Leave Without Salary periods of greater than three months. A full PDF discussion will occur at the new date - allowing the increment to proceed following completion of the PDF review. Further information on the awarding of increments is available in the Salaries, Loadings and Benefits Procedure (MPF1170)—Increments and accelerated increments.
My supervisor keeps deferring my PDF, what should I do?
PDF discussions are required to be conducted at least annually. If your supervisor has failed to set a date after direct requests, you may wish to contact your Local HR team to assist with scheduling a discussion with your supervisor.
Why do I keep getting PDF reminder emails?
PDF reminder emails are sent to both the staff member and the supervisor each week if no PDF outcome rating has been entered by the supervisor. If you are currently receiving these emails, you should contact your supervisor to schedule a time for your PDF discussion. If you and your supervisor believe that the discussion has already occurred and the outcome rating has been entered in Themis – but you are still receiving emails – then you may wish to contact your Local HR Officer to discuss the timing of the next PDF.
I am on temporary transfer to another University department, what increment will I return to?
You should discuss your increment with your supervisor upon your return to your substantive position. Your increment level will be reviewed having regard for a number of factors including the timing of the review date and the length of the temporary transfer. Further information on the awarding of increments is available in the Salaries, Loadings and Benefits Procedure (MPF1170)—Increments and accelerated increments.
I have had my PDF, why hasn't my salary increased?
If you and your supervisor have already conducted the PDF discussion, it may be because one of two reasons.
  1. It may be that the outcome rating is yet to be entered in Themis by your supervisor. If this has been completed, or if your PDF discussion is more than six months overdue when the rating is entered, you should contact your Local HR Officer to discuss resolving this issue.
  2. Or it may be because you have reached your increment ceiling and you are now at the top of your level.
I am at the pay ceiling. Why do I still need to do PDF?
PDF is about setting objectives to assist and direct you in your work, and about providing feedback to you to both recognise your work achievements and to assist you to improve your future performance. PDF is also about career development and planning. For all of these reasons, PDF is an important tool and PDF reviews are conducted at least annually.
I have been rated as “unsatisfactory” - what happens now?

You will be required to attend additional discussions with your supervisor about steps to improve your performance which may include commencement of a Performance Improvement Plan (PIP) under the University’s policies and procedures. You will be provided with the opportunity to comment on any steps to be taken or PIP objectives to be set. If you would like to do so, you can bring a support person to these discussions.

Further information of the Performance Improvement Plan is available in the Performance Planning and Review Procedure (MPF1147)—Performance improvement plan.

Can I appeal or change my rating?
You should discuss with your supervisor any aspects of the PDF discussion with which you are in disagreement. Failing this, you should discuss the matter with a more senior manager or the Local HR Manager/Consultant in your Budget Division. If after all efforts have been exhausted at the local (Faculty) level, you can request to have a decision reviewed in accordance with the Review of Actions Procedure (MPF1176).
I have multiple assignments, do I have to do a PDF review for each assignment?
Although you will have a supervisor for each position or assignment – the supervisor of the primary assignment will be responsible for completion of your PDF in consultation with the supervisor of any secondary position. If you are uncertain which assignment is nominated as the primary assignment, you should contact your Local HR Officer.

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Recruitment

I am an applicant. How can I request further information regarding the status of my job application?
As an applicant, you will be emailed to acknowledge receipt of your application and also whenever the status of your application changes (eg. shortlisted, interviewed etc) during the process. Any further queries regarding the vacancy should be directed in the first instance to the contact person listed on the first page of the position description for the vacancy.
I would like to work at the University of Melbourne. Where can I find information about job vacancies and how to apply?
Our vision is for the University of Melbourne to be recognised as being a great place to work. The University places advertisements on our website. Further information regarding vacancies and registering for positions is available in the careers section on our website.

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Travel

How do I book travel?
All domestic and international travel should be booked and approved through the University Travel Portal. Please note, staff should no longer be filling in HR18 forms to obtain approval for travel.
How do I claim travel expenses?
There are three ways in which you can pay for travel:
  1. University Purchasing Card—This is the preferred option. If you are a frequent traveller you should arrange for a Purchasing Card to be allocated to you.
  2. A Per Diem (ie. Per Day) Travel Allowance—A Per Diem Declaration form has to be signed by an approver with sufficient financial delegation authority. The Declaration form can be obtained from the Travel Portal website.
  3. Claim a reimbursement.
How / who should approve travel / how do I amend an approver?
Refer to the Travel Procedure (MPF1178)—Travel approval for information about persons that can provide approval for travel.
When do I need to undertake a risk assessment
The Travel Portal User Guide will provide more information on how to conduct a risk assessment when travelling on University business.

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Visas

My working visa is due to expire shortly. Who do I contact?
In the first instance, please contact your Local HR Officer. Please ensure that you do this at least three months prior to the expiration of your current visa.
I am on a 457 visa but would like to apply for permanent residency. Where can I find out more about this?
Further information regarding applying for an employer-sponsored Permanent Residency Visa (subclass 856) is available from the Department of Immigration and Citizinship (DIAC) website. DIAC has a number of strict eligibility criteria for granting or a PR visa which you should check carefully. Prior to applying for PR visa, please discuss your application with your supervisor and then with your Local HR Officer.
I want to bring a visitor to the University. What type of visa will they require?
It is important that the correct type of visa is arranged for visitors prior to their arrival in Australia. The type of visa required is dependent upon a number of factors, including:
  • the length and dates of the stay
  • the type of activities the visitor will be engaged with (eg. delivering a guest lecture, research collaboration etc)
  • whether the visitor will receive any form of payment.

As an example: if an academic visitor from an overseas university is visiting Australia for a period of one month and will not be paid any form of remuneration, a letter of invitation would be issued from the University of Melbourne and a visiting academic visa (subclass 419) would be applied for and granted prior to the visit.

In the first instance, please contact your Local HR Officer. Please ensure that you do this well in advance of the visit.

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Working conditions and benefits

Where can I find out information about my working terms and conditions?
You can find a complete list of Conditions of Employment, The University of Melbourne Collective Agreement 2010 and other HR policies on our HR Policies page.
How do I organise my car parking to commence?
Refer to the information on Staff Parking on the Property and Campus website.
Where can I learn about my salary packaging options, eg. how can I package gym membership, how to salary package glasses/contacts, laptops / PDAs?
Refer to the information on Salary Packaging on our website, or enquire with the relevant University supplier.
If I have concerns about my work or conditions, who can I speak to?
In the first instance you should refer to your supervisor. If this is not appropriate you may refer to your local HR representative.
Can I have my private health insurance deducted from my salary?
The University can process payroll deductions for Australian Unity, HBA and Medibank Private health funds. The University of Melbourne does not endorse or recommend any particular health fund, and you should contact the appropriate health fund to make arrangements for cover and deductions (if applicable).

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Additional Information / Other

Who is my Local HR contact?
Refer to the HR local contacts list on our website.
Where can I find a copy of the collective agreement 2010?
You can view and download the Collective Agreement from the Conditions section of our website.
Where can I find more information about Human Resources and the University’s Human Resources policies?
Who can my financial institution contact re an employment check?
Please provide your financial institution with the name of your Local HR Officer. It would be appreciated if you also contact your Local HR Officer in advance to advise them of your permission and request.
I have had an accident at work, what should I do?
In the first instance, you should advise your supervisor and complete an incident report via the process outlined on the Safety website as soon as possible but within 30 days of the incident occurring. Refer to the following information on the Safety website for further information and guidelines: I need to report an incident.

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