Office of Human Resource Services - Forms and Information

Orange Precinct, Building 12, Level 2 Casuarina Campus

(Internal mail box no. 26)

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Commencement of new staff

Full-time and part-time staff are required to complete this form on initial appointment with the University and to inform the Office of Human Resource Services (HRS) if any details need to be updated.

Use this form below to provide details of the financial institution into which you wish your pay to be deposited.Please make sure your details are absolutely accurate.

You may also request that HRS send nominated amounts from your salary to any of the following institutions:

  • Alice Springs Town Council
  • Child Support Agency
  • Darwin City Council
  • Housing Commission
  • Mutual Community
  • Territory Insurance Office
  • Power and Water Authority (PAWA)
  • Palmersion City Council

Lodgement deadline: requests to change details must be received by HRS two weeks prior to being actioned i.e. on Thursday of a pay week to take effect for the next pay day (a fortnight later).

If you intend closing the account that your salary is currently paid into it is recommended that you do not take this action until after your disbursement changes have been effected and you have checked that your new disbursement details are in place.

Disbursement details are shown on your payslips, available through StaffOnline.

Medical declaration: New employee's must complete this form prior to commencement at the University and forward to Recruitment together with their acceptance of the position.

Full-time and part-time staff are required to complete a district allowance declaration on commencement with the University.

Supervisor's Responsibilities

Supervisor's are required to undertake a number of duties related to providing support for new employees. Please use the following checklist to ensure these obligations are met.

Criminal History Check

Working with Children Clearance (Ochre Card)

Successfully obtaining the Ochre Card along with the Clearance Notice is obligatory for specified members of staff prior to obtaining employment with the University. Once employed, maintaining a current Ochre Card (valid for two years, unless a relevant change in circumstances results in a Clearance Notice being revoked), is mandatory for continued employment with the University.  Refer to http://www.workingwithchildren.nt.gov.au/ for the policy and procedures relating to the Ochre Card.

Working with Children Policy

Working with Children Screening and Clearance Procedures

Statistical data collection

The University is required to report statistical information to the Department of Education, Employment and Workplace Relations, the Department of Immigration and Citizenship, and the Australian National Training Authority each year. The information you provide on this form is confidential and secured on your personnel file in the University’s Human Resource Information System (HRIS). CDU Privacy Policy.

Change of Address

There are two methods of advising change of address details for your employee record:

For assistance in completing the change of address form please contact HRS on 8946 6904.  For StaffOnline access issues please email staffonline@cdu.edu.au with details of the problem.

IT accounts for for new staff
Please refer to the Office of Information Technology Management & Support (ITMS) website for information.

 

Salaries/allowances

District Allowance

Full-time and part-time staff are required to complete a district allowance declaration on commencement with the University.

If there are any changes in personal circumstances that may affect the payment of district allowance (e.g. all dependant children reach the age of 18 or details related to your spouse change), you must immediately submit an updated district allowance declaration and forward to HRS.

A statutory declaration should be returned with the District Allowance Declaration for changes related to the spouse or where confirmation of spouse's total earnings for the last six months is required. For assistance in completing the form or for further information regarding district allowance entitlements, contact 8946 6904.

Living Away From Home Allowance

A Living Away From Home Allowance (LAFHA) can arise in circumstances where an allowance is paid by an employer to an employee where the employee is required to live away from his or her usual place of residence on a temporary basis for more than 21 consecutive days in order to perform their employment duties.

The payment of the allowance must be in the nature of compensation to the employee for additional expenses incurred and/or disadvantages suffered because the employee is required to live away from his or her usual place of residence.

Living Away From Home Allowance Procedures

Incremental Progression

Progression through the salary scale will be based on an annual assessment of work performance as determined by the immediate supervisor in accordance with the University PDRS process. In addition to an annual assessment of work performance additional evidence will be required for Teaching Focussed Academic staff to progress between Steps 5 and 6 and Steps 8 and 9.

Disbursal Pay

Only use the form below if you are unable to access StaffOnline to change details related to the financial institution where your pay is currently disbursed. Please forward the completed form to HRS for processing.

You may also request that HRS send nominated amounts from your salary to any of the following institutions:

  • Alice Springs Town Council
  • Child Support Agency
  • Darwin City Council
  • Housing Commission
  • Mutual Community
  • Territory Insurance Office
  • Power and Water Authority (PAWA)
  • Palmersion City Council

Lodgement deadline: requests to change details must be received by HRS two weeks prior to being actioned i.e. on Thursday of a pay week to take effect for the next pay day (a fortnight later).

If you intend closing the account that your salary is currently paid into it is recommended that you do not take this action until after your disbursement changes have been effected and you have checked that your new disbursement details are in place.

Disbursement details are shown on your payslips, available through StaffOnline.

Variation to General Ledger

This form is used to advise HRS of variations to the general ledger cost codes for either or both:

Variation to general ledger code

Lodgement deadline: A request received in HRS by Thursday of pay week will be actioned for the next pay period (two weeks later). For assistance in completing this form, contact us 8946 6904.

It is important to provide the date from which the change is required. Cost code changes can be processed retrospectively to the commencement of the current Charles Darwin University financial year (January). For instructions on processing cost code changes for previous years, contact Finance and Asset Services.

If the cost code change is not for a specified period (i.e. continuing) then it is not necessary to enter an end date in this section.

Overtime Claim

Use this form to apply for payment for overtime work performed. Overtime Claim for HEW8 and above requires Senior Manager/Executive Manager approval.

Higher Duties Allowance - (HDA)

This form is to be used when a staff member is appointed to temporarily perform all or partial duties of a higher classified position. (refer Clause: 20 CDU UEA 2011).

NB: No allowance will be payable unless the staff member performs the duties of the higher classified position for a period in excess of two weeks, or in excess of four weeks for a staff member whose position is designated as a "deputy" or equivalent of a more senior staff member.

UniSuper forms and resources

UniSuper forms and information are available from http://www.unisuper.com.au/members/forms-brochures

 

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Casual staff

Note: Casual staff are not to be employed by verbal arrangement. Casual staff employed post March 30, 2007 are required to provide timesheets.

Casual staff are hourly paid employees who work an irregular or regular pattern of hours. Casual staff who work a regular pattern of hours, the duration of the appointment must be for less than four months.

Casual staff members have no entitlements to recreation leave, sick leave or similar entitlements as the hourly rate includes a loading.

Reminder - Casual staff MUST have their signed and approved timesheets into their areas or to HRS by the required 'cut-off' date to be paid in the correct pay period.  Ask your administration officer for their 'cut-off' dates if not submitting to HRS.

Temporary/Casual Staff Hire

CDU approved service providers:

Chandler McLeod;

Jobwire;

Drake; and

Manpower


Please contact recruitment@cdu.edu.au for further assistance.

IT accounts for casual/temporary staff
Please refer to the Office of Information Technology Management & Support (ITMS) website for information.

 

Recruitment

The Vice Chancellor has established a Recruitment Review Committee to provide recommendations on all recruitment actions and discretionary allowances. The following forms should be used for all recruitment actions:

The Request for Recruitment Action form should be used for New, Vacant, Existing and Direct Appointments as well as Transfers and Contract Extensions.
This form must be accompanied by the Recruitment Justification form which goes to the Recruitment Review Committee for recommendation and then to the Vice Chancellor.

Allowances and employment contract changes will also be considered by the Committee and the Vice Chancellor. Please use the following forms. NOTE:  The forms below do not require Request for Recruitment Action or Recruitment Justification forms to be attached.

Position Profile and Position Risk Descriptor

Short listing and Interview

Position files are not closed until 10am the following working day (post closing date) to ensure that all mailed applications are received and processed accordingly.

The Shortlist Rating Report must be provided as soon as possible after the process has been conducted.

Applicants who have not been short-listed will be notified immediately after the Shortlist Rating Report is received. Please note that in order to make the necessary arrangements HRS require:

HRS will not action requests made outside of these timelines.

NOTE: The employing faculty/division is required to complete and forwarded the Position Risk Descriptor form to Recruitment, together with the request for recruitment action form, for inclusion in the application pack.

New Appointment - Shortlisting and Interviewing

The Preliminary Shortlist Assessment form is for use by individual Selection Committee Members to make notes about each application prior to meeting as a group to determine who should be shortlisted. This form should be included by the Chair with the application packs sent to members. It is not necessary to keep this form and it should be disposed of with due consideration given to maintaining confidentiality.

The Shortlist Rating Report is to be completed by the Chair of the Selection Committee as agreed by all members of the Committee.

It provides a summation of each applicant's suitability for interview and the agreed shortlist ratings. It is also used to inform recruitment of who should be contacted and other interview arrangements.

The Interview Assessment form is for use by individual Committee Members to record their assessment of interviewee responses during each interview. This worksheet can then be referred to during group discussion when finalising the Committee Summation and Recommendation for Appointment form.

The Committee’s Summation and Recommendation for Appointment form provides a summation of each applicant's suitability for the position and what distinguishes the preferred candidate(s). This is completed by the Chair, signed by Committee Members and authorised by the Area Manager and must be accompanied by completed Record of Referee Response forms.

Selection Committee Toolkit

The purpose of this document is to assist line managers at Charles Darwin University (CDU) in managing the recruitment and selection process. It covers the planning stages of recruitment right through to assessment and making an offer, and includes related web links and templates. 

Reference Checks

Appointments and letters of offer

HRS will produce a Letter of Offer for the new appointee only after all the fully completed selection documentation is received. To ensure accuracy of documentation and depending on HRS workload, this may take up to 5 working days. If the selection committee is aware of any situation that may delay the successful applicant receiving their Letter of Offer (e.g., successful applicant is temporarily out of the country) please ensure that HRS is notified immediately.

It is the responsiblity of the area to ensure that they are aware of the date that the new employee starts and are suitably prepared.

Appropriate notification periods for internal transfers or recruitment actions must be negotiated with the departing area’s manager. Additionally, the amount of notice required by external candidates to exit current positions must be taken into consideration.

Please note that HRS is not obligated to meet any timeline for processing outside of these conditions. For example, if an area identifies that they want their applicant to start work the following day, HRS is not obligated to increase the priority of processing to meet these demands.

All external applicants who are entitled to relocation as part of their appointment will require a minimum of one month notice to relocate. Those applicants with Immigration processes will require a minimum of eight weeks notice.

Removalists

Approved furniture removalists for relocations: Move Dynamics Removal Management System. Requests to use the services of any other removalist company must have the cost centre manager's approval and the General Manager, Human Resource Services approval.

Links to Department of Immigration and Citizenship

Secondments

The Partnership Agreement between Charles Darwin University and the Northern Territory Government allows for the temporary secondment from one employer  (either CDU or NTG) to the other for an agreed period. Go to http://www.cdu.edu.au/government/staff-sharing-framework.html for full details of the types of arrangements that are possible under this Agreement. HRS should be involved early in this process and are contactable by emailing recruitment@cdu.edu.au or phoning 8946 6904. Secondment arrangements outside of this Partnership Agreement may be possible but involves different administrative arrangements and initial contact should be with the Director, HRS.

 

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Academic promotion

Academic staff are invited by the Academic Promotions Committee to apply for academic promotion.

Date for submissions for Academic Promotions to be advised by 'all-staff' email. Queries can be directed to Alec Fraser, Executive Officer, Secretariat, Human Resource Services (HRS) alec.fraser@cdu.edu.au

The Academic Promotions Committee also holds an information seminar for academic staff who intend to apply for a promotion. Prospective applicants are notified of the date for this session via 'all-staff' email.

View related process: Academic Staff Promotion Procedures

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Health, safety and environment

The following forms are available to download. For further information on using these forms please refer to Health, Safety and Environment website.

 

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Record of Remote Delivery/Weekend Allowance

Remote locality allowance

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Leave

Annual Recreation and Personal Leave (includes: Sick Leave and Carer's Leave) should be applied for through StaffOnline.

Community Service Leave

Community Service Leave (CSL) may be taken as a combination of paid and unpaid leave. Leave under this clause of the Agreement is for staff to contribute to and service the community in a variety of eligible community service activities. Eligible Community Service includes such activities as voluntary emergency management activity, jury service, defence force training, participation in a major sporting event.

Staff Community Service Leave Procedures

Long Service Leave

The University recognises the contribution of its staff members to the University's activities over a long period of time. As part of this recognition, eligible staff are entitled to Long Service Leave (LSL) after a continuous employment period of seven (7) years or more.

Staff Long Service Leave Procedures

Return to Industry Leave

Teaching Focused Academic Staff working predominantly in Vocational Education and Training courses, previously employed in industry, may be granted up to 12 months leave without pay to return to their industry, appropriate to their teaching, in order to keep abreast of new skills and trends within the industry. (Refer Cl. 64 CDUUEA 2011)

Application for Return to Industry Leave (RTIL)

Staff Return to Industry Leave Procedures

Paid Parental Leave

What is the Paid Parental Leave scheme?

The Paid Parental Leave scheme is available to eligible working parents who have a new baby or adopt a child on or after the 1 January 2011. The taxable Parental Leave Pay can be received in conjunction with other types of employer provided leave. Alternatively, eligible parents may choose to receive Baby Bonus, which will continue to be available.

To assist you with making a decision about which payment best suits your current financial circumstances you can use the Paid Parental Leave Comparison Estimator. The estimator assumes that you are eligible for both Parental Leave Pay and Baby Bonus. You should check your eligibility for both payments before using the estimator.

Paid Parental Leave scheme for working parents

Leave Planning

Leave planning is a local activity between an employee and their Supervisor. All employees are required to submit an annual leave plan by 31 March covering the dates on which paid annual leave is to be taken. (Refer: 44.6.1 of CDU and Union Enterprise Agreement 2011). The Staff Leave Planning form should not be sent to HRS but should remain with the Supervisor.

 

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Performance development

Academic and general staff participating in the performance development process must use the following forms:

Performance and Development Review System (PDRS) - PLANNING

Performance and Development Review System (PDRS) - REVIEW

PDRS User Guide for Planning:

PDRS User Guide for 'Planning" form

 

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Probation

cl. 29 Probationary Employment; specifically cl. 29.5 and 29.6: 

29.5    All staff employed by the University (with the exception of casual staff) will be required to complete a probationary employment period unless otherwise notified in writing.  Staff entering into a second or subsequent contract for the same role will not normally have to serve a second probationary employment period unless the initial period was less than that required of a ongoing probationary staff member. 

29.6    The following periods of probation apply to all employees:

  • General staff appointed as ongoing: six (6) months;
  • General staff up to and including HEW 5: three (3) months;
  • Research Active and Research Academic Staff: three (3) years; and
  • Teaching Focused Academic Staff: two (2) years

 An employee engaged on a fixed term contract (FTC), who is subsequently appointed to an ongoing position, shall be deemed to have all time employed under the contract count as time under the new probationary employment period.  That is, when the new offer of ongoing employment is made, any time served under a FTC shall count toward the probationary employment period under any new employment arrangement. This arrangement does not apply to staff moving between employment groups such as general to teaching or VET to Higher Eduction (other than Teaching Focused Academic Staff in a VET/HEd move). 

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Professional Development

Staff Study Reimbursement Scheme

The Staff Study Reimbursement Scheme Application form is to be used by staff applying for study for which they will seek reimbursement on successful completion of that study. The application form only needs to be completed at the commencement of the proposed study. Please note this form is not to be used by Lecturers wishing to enrol in the GCTLHE - refer information below).

Staff Study Reimbursement Scheme Application

The Staff Study Reimbursement Scheme Claim for Payment form is to be used by staff to seek reimbursement of course fees on successful completion of study.The Staff Study Reimbursement Scheme Claim for Payment form is to be completed at the end of each semester.

Staff Study Time Release (form no longer in use).Staff Study time release authorisation has been incorporated into the Staff Study Reimbursement Scheme Application form. Other types of staff study time release should be negotiated with the staff member and their Supervisor.

Graduate Certificate of Teaching and Learning in Higher Education (GCTLHE) Information about the Graduate Certificate of Teaching and Learning in Higher Education.

Please note: Lecturers wishing to undertake GCTLHE simply need to enrol in the course through the normal student enrolment process. Student Administration will inform Human Resource Services (HRS) of the enrolment to arrange payment of course fees by HRS.

Funding for GCTLHE teaching reflief. The (GCTLHE) funding provides support to Schools for the cost of some teaching relief to cover the period when eligible Level A and B Academic staff are undertaking the Graduate Certificate in Teaching and Learning in Higher Education (a probationary requirement for all commencing Level A and B lecturers). The level of support granted will be to a maximum of $1,200 per staff member undertaking a unit in GCTLHE each semester. Staff who wish to fast-track the course may undertake two units per semester, pending unit offerings. However, the maximum part-time teaching relief is limited to $1,200 per semester. Remaining costs will be met by the School.

 

Please submit the Funding Application form, ensuring you have attached a completed Casual Employment Advice detailing teaching relief required to the Office of Human Resource Services (HRS), Orange Precinct, Building 12, Level 2, Casuarina campus.

Graduate Certificate of Teaching and Learning in Higher Education (GCTLHE) Funding Application

Graduate Certificate of Teaching and Learning in Higher Education (GCTLHE) - Funding Application Process

 

Staff Professional Development Leave (SPDL)

Charles Darwin University actively encourages staff to advance their professional development and offers staff the opportunity to apply for Staff Professional Development Leave (SPDL).

Staff Professional Development Leave (SPDL) Approval Process

Staff Professional Development Leave (SPDL) Application

Staff Professional Development Leave (SPDL) Supervisor's report

Staff Professional Development Leave (SPDL) Outcomes Report

Staff Professional Development Leave (SPDL) Financial and Administration Report

Staff Professional Development Leave (SPDL) Application Guide

Staff Professional Development Leave (SPDL) Guide to Financial Assistance

 

Staff Professional Development Leave (SPDL) example forms:

SPDL Application (example form)

SPDL Outcome Report (example form)

International Conference Funding

International Conference Funding provides support for staff members to deliver a major paper once every two years.

International Conference Funding Application  also refer to Guidelines for Travel on Official UniversityBusiness (Finance and Asset Services)

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Honorary Appointments Process (HAP)

The University offers a comprehensive and relevant range of honorary appointments. Faculties and areas wishing to support a new application must ensure that the appropriate application form is completed and forwarded to Secretariat and Records Manager, HRS.

For current HAP appointees the following template must be used when completing your HAP report.

To renew an existing HAP appointment please complete and forward the following application form with the completed HAP Report, to Secretriat and Records Manager, HRS.

View related procedures:

Honorary Appointments Procedures (HAP)

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Cessation of employment

The checklist below is to be used by staff ceasing employment with the University who have been employed on a continuing or fixed-term appointment.

Removal of computing access, voicemail and telephone account form to be forwarded to ITMS so that removal of access will be effective on date of cessation.

Your feedback about your experience working at CDU would be greatly appreciated.  Information on how you can provide this feedback is available at:

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