Human Resources

University Policy on Recognition of Prior Service

Policy No.
Human Resources
Authoring Organisational Unit
Human Resources - Central Unit
Date Approved
19/12/2007 Revised 20/07/2017
Next Review Date
Approving Body
Senior Deputy Vice-Chancellor And Registrar

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The University of Western Australia

University Policy on: Recognition of Prior Service

Purpose of the policy and summary of issues it addresses:

This policy defines the University's practice of recognising an employee's previous employment service (prior service) for leave purposes with reciprocal organisations. The policy outlines the eligibility provisions for commencing employees at the University of Western Australia.

This policy does not apply to casuals.


"Approved Delegate" means a person with the granted authority to act on behalf of the Vice Chancellor with varied levels of authority in line with the University's Delegations.

"Continuous service" means a period of service with no more than a two week break between completing service with the reciprocal institution and commencing at the University.

"Employee" means a person employed by the University who has an ongoing or fixed term contract under the terms of the following Agreements (as amended or replaced from time to time): Academic Staff Agreement and Professional and General Staff Agreement.

"Qualifying service" means the period of service required in order to qualify for certain benefits and/or bonuses at the University.

"Reciprocal institution" means other Australian public universities, The University Club of Western Australia and the Western Australian Public Service. Only these institutions have a reciprocal arrangement for recognising prior service for some leave purposes.

"University" means The University of Western Australia.

Policy statement:

The recognition of prior service is based on completed years of service and is on a reciprocal basis with no transfer of funds between the University and the previous employer.

1 Eligibility

1.1 Employees, who immediately prior to their appointment at the University were employed by a reciprocal organisation, may be entitled to recognition of this service for leave purposes.

1.2 Employees should discuss and request recognition of prior service prior to commencement at the University and within eight weeks of commencing.

1.3 Provided Clause 12 is followed, the entitlement will be recognised when there has been continuous service (i.e. no more than a break of two weeks since completing service with the reciprocal institution and commencing at the University).

1.3.1 The Approved Delegate can approve a greater break (such as when leave has been taken prior to the employee's commencement with the University).

1.4 Any prior service which is subsequently taken when employed at the University will be paid at the rate of salary applicable at the time the leave is taken.

1.5 The University only recognises years of service from the employer immediately preceding the employee's appointment at the University. However, this includes recognition of any prior service which was previously recognised by that employer.

1.6 Recognition of prior service with Commonwealth/State/Territory public services (other than Western Australia) and other instrumentalities, authorities, institutions or organisations (e.g. CSIRO or the Australian Vice-Chancellor's Council) is by negotiation between the employee and the University at the time of the employee's appointment.

2 Long Service Leave

2.1 The University has an arrangement with reciprocal institutions for recognition of service for Long Service Leave purposes.

2.1.1 Any service recognised by reciprocal organisations immediately prior to the date of appointment is regarded as qualifying service by the University.

2.1.2 Previous employers are obliged to pay out any full entitlements accrued.

2.1.3 Where the employee has cleared, or received payment in lieu of, entitlements from a previous employer, this is not transferable as an entitlement to this University.

2.1.4 Regardless of a staff member's previous accrual rate (for example some institutions accrue their full entitlement at seven years), recognised Long Service Leave credits will be recalculated to accrue at the University rate of 487.5 hours (pro-rata) for ten years' continuous service in accordance with the Long Service Leave Policy.

2.1.5 Employees are required to work for a minimum period of three years prior to accessing an accrued entitlement. Access to accrued Long Service Leave prior to three years is at the discretion of an Approved Delegate. In the event of retirement, retirement due to ill-health or death within the first three years of appointment to the University, transferred long service leave entitlements will be included in the calculation of payments for uncleared long service leave credits.

3 Personal Leave

3.1 The University has an arrangement with reciprocal institutions for recognition of service for Personal (Sick and Carers) leave purposes.

3.1.1 Personal Leave credits accrued with a reciprocal organisation immediately prior to the date of appointment to the University are transferable up to a maximum of 40 working days or 300 hours.

4 Recreation Leave

4.1 Previous employers are obliged to pay out all accrued recreation leave entitlements upon termination of employment.

4.2 Recreation leave credits accrued with a reciprocal organisation immediately prior to the date of appointment to the University are not normally transferable.

4.2.1 In exceptional circumstances, and at the request of the employee and the endorsement of an Approved Delegate, monies representing accrued recreation leave may be transferred to the University (this only applies to transfers with WA Government departments). Where funds are transferred from the reciprocal organisation, but do not cover the same period of leave with the University, the period of leave will be proportionately reduced.

To apply for Prior Service to be recognised:

- Complete all sections of the Recognition of Prior Service Form within eight weeks of commencement;

- Obtain authorisation from the appropriate Approved Delegate; and

- Send the form to Human Resources, M350 for processing.

Related forms:

Request of Prior Service Form

TRIM File No:


Contact position:

HR Services - Recruitment

Related Policies or legislation:

UP07/224: Long Service Leave

UP07222: Personal Leave (Illness, Injury and Caring)

Professional and General Staff Agreement 2014

Academic Staff Agreement 2014

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