Personnel and Employee Services

The structure of the Industrial Relations section altered in 1999. These structural changes were the result of the abolition of the Assistant Director (Employee Relations) position, the University’s withdrawal from the Australian Higher Education Industrial Association (AHEIA), and increased levels of activity related to restructuring of departments and faculties. A new position of Senior Industrial Officer was created as a result of the decision to withdraw from AHEIA. An appointment has been made for a twelve month period in the first instance. The Industrial Officer position was reviewed and its responsibilities now have a greater emphasis on restructuring and organisational change activities. The structure of the section is as detailed below:

The section deals with a broader range of human resource issues than the title of "Industrial Relations" infers. Areas of activity for the section include:

• Enterprise Bargaining
• Award Simplification Process
• Misconduct Investigations
• Conflict Resolution
• Performance Management
• Conduct in workplace issues
• Redundancy and Redeployment
• Policy Development
• Training and Development Activities
• Classifications
• Restructures
• National Cases affecting the University
• Presentations before industrial tribunals
• Industrial Advice
• Staff Management Advice

Enterprise Bargaining (Academic Staff)

The Academic Staff Agreement expired on 31 March 1999. Negotiations to replace this Agreement commenced with the National Tertiary Education Industry Union at the end of 1998 and continued throughout 1999. The University and the local branch of the union reached agreement on the majority of matters related to conditions by the end of the year. Outstanding matters largely relate to the agenda set by the federal office of the union irrespective of the views of staff or members of the local branch.

As a gesture of good will the University administratively applied two 1% salary increases to Academic Staff despite being unable to conclude enterprise bargaining negotiations.

The University's salary offer was as follows:

Enterprise Bargaining (General Staff)

The General Staff Enterprise Bargaining Agreement expired on 29 July 1999 and the University and Unions successfully negotiated a fifteen month replacement Agreement during 1999. It was certified on 17 December 1999 . The Agreement provides for the following salary increases:

Enterprise Bargaining (ELICOS Teachers)

The ELICOS Teachers Agreement expired on 30 June 1999. Negotiations for a replacement Agreement did not commence during 1999 pending discussions on the future of the ESL Centre. It is anticipated negotiations will take place in 2000.

Enterprise Bargaining (Childcare Workers)

Negotiations were commenced for the first Enterprise Bargaining Agreement to cover childcare workers. It is anticipated that an Agreement for Childcare Workers will be finalised in the first half of 2000.

Higher Education Contract of Employment Award 1998 (HECE Award)

Involvement in the implementation of the HECE Award continued throughout 1999. The HECE Award was also the subject of further consideration by the Australian Industrial Relations Commission (AIRC) to which written submissions were made.

Award Simplification

In accordance with the directions of the Australian Industrial Relations Commission the process of simplifying the General Staff Awards of the University has been ongoing throughout 1999. While it is unlikely to have any application to staff this has been a very time consuming exercise.

Redundancy, Voluntary Separation and Early Retirement

During 1999 there were twenty five redundancies/voluntary severances and five early retirements. In addition three staff sought redeployment. Successful placements were not found for two or the three. Redeployment options are being investigated for the third staff member.

Classifications

The Classification Review Committee met eleven times during 1999. A total of 41 reclassification applications were received during 1999 in addition to the 7 carried over from 1998. The assessment of these 48 reclassification applications during 1999 was as follows:

During 1999 there were seven reclassification appeals received. Details of the seven appeals are as outlined below:

Salary Progression

The Salary Progression Committee held three meetings during 1999. It considered 72 cases; of these 66 were successful, 3 applications were withdrawn, 1 application was ineligible, and 2 applications were referred to the Classification Review Committee. These were successfully reclassified.

National Industrial Relations Cases

The University withdrew its membership of the Australian Higher Education Industrial Association in 1999. As a consequence the University has been more actively involved in the national industrial relations cases that impact on higher education. National cases heard during 1999 covered the following matters:

Award Simplification HEGSS Award;

Award Simplification Post Compulsory Academic Conditions Award;

Award Simplification Research Only WA & Vic Award;

Academic Position Classification Standards Case;

NTEU application for a new general staff 12 level structure;

Higher Education Contract of Employment Award

Other

The Industrial Relations section web page was completed during 1999.

Participation continued in inter-University meetings between industrial relations practitioners of the four Western Australian universities. In addition the Group of 8 University industrial practitioners commenced regular telephone conferences.

Staff in the Faculty Personnel Teams are continuing to develop their knowledge of all aspects relating to the appointment, employment and payment of staff. They provide advice and guidance on a diverse range of personnel issues.

The Alesco Human Resource Information Management System has now been "bedded in" and staff have developed a sound knowledge of how the system functions, providing them with the ability to continually review and refine current procedures.

Implementation of the Alesco Recruitment Module has commenced, as has the recording of Academic Study Leave on Alesco.

During 1999 a full audit of long service leave entitlements for all staff was undertaken in preparation for inclusion on the Alesco system.

Procedures for administering the 3 yearly performance reviews for Academic Staff should be finalised early in 2000.

2.3.1 System Administration

The System Administration team manages system access, security, specialist reporting, system maintenance and upgrades, the Web Self Server and maintains the HR Web pages. The Web Self Server, was finalised in December 1999 and to be implemented in 2000 will provide employees with access to personal details and payslip information. In addition, specifications for procedures to process timesheet payments via Excel has commenced. A great deal of effort was applied to Y2k testing and this provided a smooth, troublefree transition into the new millennium. In addition, retrospective wage rises were applied during the very hectic pre-Xmas period.

Human Resource representatives worked with team representatives to ensure a consultative approach to continuing improvements for processes, reporting information and so on.

2.3.2 Payroll Administration

During 1999 it has been a great challenge to adapt to the way in which Alesco managed the salary increases for academic and general staff. Two salary increases for April and July 1999 were processed in December. The September 1999 increase was processed in the second pay in January 2000.

Total group certificates issued for 1998-1999 was 7166.

2.3.3 Salary Packaging

In October the Australian Taxation Office approved novated car leases for inclusion on the list of items that could be salary packaged. The leases are organised through Easifleet Management in Victoria Park. Information seminars at which representatives from Easifleet Management and Precedent Financial Services spoke were held over a week on campus, at QEII Medical Centre, Royal Perth Hospital and Fremantle Hospital. By the end of December, 15 employees were salary packaging novated car leases.

In October, a part-time salary packaging assistant was appointed. In November the Assistant’s hours were increased to full time in order to assist the Superannuation Section.

At the end of 1999 there were approximately 590 employees salary packaging up from 500 a year earlier. The percentages for different combinations were as follows:

2.3.4 Superannuation

During the year there was an increased number of member inquiries on superannuation and related matters. Main areas for inquiries were:

• Information and assistance relating to the options of the SSAU Plans, Defined Benefit Plan and the Investment Choice Plan.
• Clarification of the Government’s policy and UniSuper’s processing of the Superannuation Surcharge Tax and the implications of the tax on members’ benefits.
• Requests for estimates of members’ superannuation benefit entitlements plus details and information relating to ex-gratia payments for members considering redundancy/early retirement offers.
• Information and clarification on the Government’s amended preservation rules applying to superannuation benefits effective 1 July 1999.

Following introduction of the SSAU Investment Choice Plan there were 296 requests from UniSuper for salary and member information data in the first six months of 1999. The benefits for a further 78 resigning/retiring staff members were processed in the same period.

There was an increase in the submission of claims for SSAU Disablement Benefits by members. While only seven members actually submitted claims another six members required assistance and detailed information on this aspect of SSAU membership.

From July 1999 the superannuation function became part of Human Resources. The transfer has provided improved exchange of information particularly with the HR Personnel Teams (for new staff & resigning/retiring staff), Industrial Relations (in cases of redundancy offers & possible disablement claims) and System Management (superannuation data reports).

Two Superannuation Officers Network Group meetings were held in 1999. In May Ron Champion, Chief Executive Officer UniSuper, discussed issues relating to the administration of superannuation both at the university level and UniSuper. All WA Unis Superannuation Officers attended a training sessions held at Curtin University with Ian Edwards, Counselling Manager UniSuper, during October.

The Annual Superannuation Retirement Planning Seminar presented by Ian Edwards, Counselling Manager UniSuper was held in October with lower numbers due a late date change. It was agreed the seminars will be held in November in future years.

Increased workloads and the extended sick leave of the Superannuation Clerk limited attendance at the Association of Superannuation Funds Australia (ASFA) seminars in 1999. In November the Superannuation Officer attended the Annual National ASFA Conference in Melbourne, met with Superannuation Officers from other Universities, and had a half-day session with UniSuper staff at their office.

The December peak period for processing SSAU/TESS Benefit statements for retiring/resigning staff was made more difficult because of the retrospective salary adjustment (& superannuation contributions) on the 5th December and 19th December. This caused delay in the issue of the statements to members. But statements and associated papers were made to all retiring staff and staff receiving redundancy payments by 24 December.

Safety Committees and Personnel

The Safety and Health Office (SHO) provided an executive service to the University Safety Committee, Radiation Safety Committee and Biosafety Committee. Minor works funding totalling $110,000 was provided to these committees to ensure the University meets its necessary statutory and other requirements. Discussions with safety equipment suppliers resulted in the University securing a 20% discount on safety cabinets, 40% on safety signs and 30% on all safety showers and eyewashes.

A further seven safety and health representatives were appointed.

Safety Awards

The UWA safety awards were introduced in 1999 to acknowledge the contributions made to occupational safety and health at the University by Faculties, Departments, Sections and also individuals. They also seek to facilitate the sharing of these approaches and achievements between different work area. The Department Safety Award was presented to Chemistry and Individual Safety Awards presented to both Dr Allan McKinley (Chemistry) and Mr Rob Greenhalgh (Mechanical and Materials Engineering).

Planning Processes

The SHO participated in a number of strategic planning sessions resulting in strategic and action plans for the coming year.

Staff from SHO regularly met safety personnel from other Western Australian universities to exchange safety information and experiences. A comparison of safety performance statistics for WA Universities was prepared for the years 1996 to 1998. Attempts are being made to obtain similar benchmarking information from other Australian Universities.

Two SHO staff members attended the Australian Vice-Chancellors' Committee Occupational Health and Safety conference in Melbourne on July. A paper on safety issues with laser pointers was presented.

Assistance was provided to the University community in preparation and contingency planning for potential effects from the Y2K problem. There were no equipment or system failures with safety and health implications.

During 1999 the personal radiation monitoring system for nearly 300 University radiation users was changed from film badges to thermoluminescent dosimeters.

Health Promotion and Employee Assistance

A health promotion working party was formed to bring together interested parties to assist in examining the feasibility of a coordinated and specific health programme for University staff.

A men’s health programme comprising of five information and discussion sessions was piloted in early 1999 with financial support from an Equity Initiative grant. The health promotion initiative was very well received and had a total attendance of 182 persons.

Tenders were called to provide University Employee Assistance for counselling and critical incident support for two years commencing at the start of 2000. Successful tenderer was Davidson and Trahaire.

During 1999 there were 267 accidents and incidents reported at the University resulting in 93 workers’ compensation claims for which 30 people required time off work — a total of 401 work days lost. This is in comparison to 1998, when there were 208 accidents and incidents reported resulting in 113 workers’ compensation claims for which 32 people required time off work with a total of 402 workdays lost. The SHO promotion early in the year to improve reporting standards is considered to be the main factor in the increased number of accidents and incidents reported in 1999.

The most significant incident in 1999 was a chemical explosion within an undergraduate student laboratory. Fortunately no one was present at the time.

Equity Adviser Scheme

In early 1999 eighteen newly appointed Equity Advisers undertook a customised two-day training workshop. An extensive Equity Training Manual was prepared for the workshop.

A number of equity adviser network activities took place:

• Professor Alan Robson hosted a lunch to thank the previous Equity Advisers.

• Four lunchtime information and training sessions were held involving HR staff, Student Services and staff from the WA Equal Opportunity Commission.

• A grievance database was established and a regular analysis of grievance statistics presented to the Executive Deans, the EOAC and the SDVC.

• An end of year lunch with the SDVC was held to discuss grievance trends and explore new strategies for dealing with equity complaints.

• Articles about the Equity Advisers were featured in a number of University publications.

• The Equity Advisers implemented a number of pro-active strategies within their Faculties.

• Support was given for the Equity Advisers to attend the EEO conference and other external training programs.

• Three Equity Adviser Newsletters were published.

• The Advisers supported Harmony Day and other student-based activities to raise awareness of the Scheme.

Sexual Harassment Contact Officers

Thirteen new Sexual Harassment Contact Officers were appointed and trained. A brochure and letter about sexual harassment was sent to every member of staff and posters were distributed throughout the University. Support was provided through network meetings and newsletters, and a joint workshop for Contact Officers and Equity Advisors was held with Curtin University.

Equity Initiatives Scheme

In 1999 six projects were funded through the Equity Initiatives Scheme. These were:

Women into Academic Surgery –to improve the access, participation and outcomes for women as teachers of undergraduate and postgraduate surgical students, and academic surgeons.

Increasing Employment Opportunities for People with Disabilities – through the creation of an informative web site with links to the Employability Database.

Rural and Isolated Students Recruitment Project – a joint project by the Faculties of Arts and Science, to increase applicants from the northwest of WA.

Mentoring Scheme for New Staff from Diverse Cultural Backgrounds – to provide support and mentoring to new staff from different cultural backgrounds.

Inclusivity in Diversity – to assist academics to modify course information to meet the needs of students from non-English speaking backgrounds.

Mentoring and Improved Support Structures for Non-English Speaking Background Women Postgraduate Students – based in the Faculty of Agriculture.

Database on Women’s Skills and Experiences

A questionnaire and database on women’s skills, experiences and interests is nearing completion. The database will assist chairs of committees to select women to participate in University decision-making processes, working parties and other projects.

Gender Targets

Executive Deans were requested to establish five-year targets in relation to Ph.D completion rates by gender and field of study across Australia. The aim is that within five years the proportion of women academic staff recruited will equal the women studying for a Ph.D in any discipline.

Key Strategy: System Management