Parental Leave toolkit - APSC Web viewIf you are interested in arranging a parent mentoring conversation, please contact HR at . ... Parental Leave toolkit Keywords: maternity parents

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About this ToolkitThere are many things to consider as a parent combining work and family responsibilities. This Toolkit is designed to provide parents and their supervisors with support before, during and following parental leave.

As well as information on obligations and entitlements, this Toolkit provides information on navigating parental leave, flexible work and support you may be able to access.

How to use this ToolkitThis toolkit is divided into seven sections providing information to employees and supervisors on various topics of parental leave. The toolkit can be read as a whole, covering the entire parental leave process or individual sections can be viewed for quick reference.

All information should be read in conjunction with the Australian Public Service Commission Enterprise Agreement 2015-2018 and the Commissions leave policy.

Your parenting experience Everyone’s individual parenting experience will be different. It is important to take into account your personal circumstances and career preferences when planning your leave and return to work. Ensure you understand sections that are most relevant to you in order to best support your family and career.

Further information or adviceIf you have any concerns or questions that remain unanswered please contact the HR team at [email protected] or 02 6202 3834.

Parents can also speak to a member of the Executive throughout their parental leave for further support.

Leave types 4

Can I take parental leave? 4

Parental leave types 4

Accessing other types of leave 5

Government assistance for parents 5

Planning your leave 6

Parental leave evidence 6

How do I apply for parental leave? 6

Staying in touch 7

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Staying in touch preferences 7

Accessing work while on leave 7

Keeping updated on career and development opportunities 8

Keeping in touch days 8

APSC parent days 8

Returning to the workplace 9

Flexible return to work arrangements 9

Your career 10

Control your career 10

How will parental leave affect my entitlements? 10

Support 11

Safety at work 11

Employee Assistance Programs 11

Parent to parent mentoring 11

Breastfeeding 12

Breastfeeding facilities 12

Lactation breaks 12

Ongoing care for your child 13

Finding suitable childcare options 13

Can I bring my children into the workplace? 13

Checklists 14

Employee checklist 15

Supervisor checklist 16

Case studies 17

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Can I take parental leave?If you have at least 12 months of continuous service recognised by the APS prior to the expected date of birth or placement of your child for adoption you can access paid Maternity and Parental Leave.

If you have less than 12 months of service or are a casual or intermittent employee, you may be able to access alternative leave arrangements. Work with your supervisor to find leave arrangements that will help balance your parenting and work responsibilities.

Parental leave typesA range of leave types may be available to you depending on your circumstances. All parents can access an initial 52 weeks unpaid leave. This is inclusive of any Paid Maternity, Supporting Partner, Adoption or Foster Care Leave listed below. Immediately following the initial 52 weeks leave you may request a further 52 weeks leave.

Paid Maternity Leave

Pregnant employees may access up to 16 weeks of paid leave at full pay or 32 weeks at half pay. This leave must commence 6 weeks prior to the expected date of birth unless a fitness for duty medical certificate is provided to your supervisor indicating relevant dates.

Unpaid Special Maternity Leave

USML is available to pregnant employees who suffer from a pregnancy-related illness or when the pregnancy has ended within 28 weeks of the child’s expected date of birth. Taking USML will not reduce your total amount of parental leave.

Paid Adoption/Foster Leave

Adopting or long-term foster care parents who are the primary carer may access up to 16 weeks paid leave at full pay or 32 weeks at half pay. This leave may start up to one week prior to the date of placement of the child.

Supporting Partner Leave

A supporting partner may access up to 15 days of leave with full pay to support their partner immediately following the birth, adoption or placement of a foster child.

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Leave types

Surrogate Parents

Surrogate birth parents have the same access to parental leave as other pregnant employees. Surrogate biological parents who take on primary carer responsibility of the child have the same access to parental leave as adopting parents.

All Commission paid parental entitlements must be continuous and cannot be broken by other forms of leave.

Both parents can take up to 24 months of combined parental leave. However, no more than 8 weeks of leave can be taken concurrently by both parents. This can be split into separate blocks of no less than 2 weeks.

Parents may also alternate primary carer responsibility to share the total period of unpaid leave, as long as they notify their supervisors. Alternating primary carer responsibility may impact your leave entitlements.

Accessing other types of leave Accessing other types of leave during parental leave does not extend a period of unpaid parental leave. Any leave listed below cannot be used whilst receiving government funded leave.

Annual and Long Service Leave

Annual and long service leave may be taken after your periods of paid leave at either full or half pay. This provides you with the opportunity to receive income following your paid parental leave.

Personal Leave Personal leave may be accessed by the primary carer and supporting partner for pregnancy or adoption related appointments. It may not be accessed during periods of unpaid leave. Generally, personal leave may not be accessed during unpaid leave.

Government assistance for parentsIn addition to the Commissions paid parental leave, the Australian Government offers several initiatives providing financial assistance to families raising children. The level of assistance provided per initiative depends on factors related to a family’s income and living situation. The most commonly accessed initiatives include Parental Leave Pay and Dad and Partner Pay. Payments for these are at the national minimum wage.

Parental Leave Pay offers up to 18 weeks of financial assistance for primary carer parents. Dad and Partner Pay offers up to 2 weeks of financial assistance to dads or partners caring for a

newborn or recently adopted child. DAPP can only be accessed during unpaid leave.

Consider visiting the Department of Human Services Website for eligibility and further information at: www.humanservices.gov.au/customer/subjects/payments-families.

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Discussing your parental leave intentions with your supervisor allows you to coordinate your preferred leave dates and current work tasks. You can ensure both you and your supervisor have enough time to plan ahead by providing at least 10 weeks notice prior to your intended commencement. Re-confirm your intended commencement date at least 4 weeks in advance so you can coordinate a handover and discuss any unfinished work tasks.

Pregnant employees planning to work within 6 weeks of their expected date of birth must discuss their intentions with their supervisor. A fitness for duty medical certificate indicating relevant dates must also be provided with their maternity leave application.

Parental leave evidence Your supervisor may ask for evidence of your upcoming parenting situation. Pregnant employees and their partners can provide a medical certificate to confirm their pregnancy. Adopting parents and their partners can provide adoption or long-term foster care documentation. Evidence requested of surrogate parents will depend on the parenting circumstances. Please contact [email protected] for inquiries related to evidence for surrogate parents.

How do I apply for parental leave? Once you have discussed your plans with your supervisor, follow the application process that applies to your specific parenting situation. If you are taking more than 8 weeks leave, you will also need to fill out an extended leave form.

Pregnant employees fill out the Maternity Leave application form and submit it to [email protected].

Adopting parents apply for miscellaneous leave - adoption leave through the ‘leave requests’ tab within Connect.

Supporting partners apply for miscellaneous leave - supporting partner leave through the ‘leave requests’ tab within Connect.

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Planning your leave

Surrogate parents apply for leave using the same methods above depending on your parenting situation.

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Maintaining contact with your supervisor enables you to have a positive and organised parental leave experience. A healthy relationship between you and your supervisor makes it easier to discuss factors that may affect your leave arrangements and return to work.

Staying in touch preferencesYou and your supervisor should work together to develop a plan for how you will stay in touch during your absence from the workplace. Questions to consider with your supervisor may include:

How will we maintain contact?

When or how often will we maintain contact?

Will I need to access my work emails?

Would I like to attend any work events or meetings?

Would I like team updates or to be informed of any changes to the workplace, team or staff?

Would I like to be notified of any upcoming training, social opportunities

You can expect to be contacted by your supervisor if a decision is made that will significantly affect the status or location of your pre-leave role.

Accessing work while on leaveYou may choose to access work resources while on parental leave. This can include access to the workplace or remote access to work systems such as emails. If you intend to access work resources while on leave, speak with your supervisor to discuss arrangements that suit you and your team’s needs. If a request has been approved, contact [email protected] and [email protected] with the work resources you intend to access.

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Staying in touch

Keeping updated on career and development opportunitiesLetting your supervisor know your career and development ambitions allows them to keep you informed of opportunities you may be interested in. Also consider subscribing to APS and APSC job notifications to keep up to date with career opportunities as they become available by visiting https://www.apsjobs.gov.au/emailmejobs.aspx.

Keeping in touch days Keeping in touch days provide an opportunity for you to refresh your skills, stay up to date and facilitate a smooth return to work. Parents can access up to 10 keeping in touch days at their full rate of pay per year of parental leave. You can use keeping in touch days during unpaid leave and whilst accessing government funded financial assistance. Discuss with your supervisor when would be best to arrange keeping in touch days.

APSC parent days The APSC regularly holds a number of parent days for current parents and those considering parenting, adopting, or becoming supporting partners. These provide you with an opportunity to share experiences and insights into the challenges of parental leave and how they can be overcome. We encourage you to become a part of the Commission’s parent group as it can provide greater avenues for support for you and your family. If you are interested in attending APSC parent days please see the intranet events calendar and email [email protected] indicating your interest.

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To ensure a smooth return to work, provide your supervisor with at least 4 weeks’ notice of your return or intention to adjust your return date. If you intend to return to work within 6 weeks of giving birth, you must provide your supervisor with a fitness for duty medical certificate providing as much notice as possible.

On returning from parental leave, you are entitled to return to your pre-parental leave position. Where the pre-parental leave position no longer exists, you are entitled to an available position for which you are suited at the same APS classification. You and your supervisor should work together to identify your most suitable options for your return.

Flexible return to work arrangementsWe maintain a ‘flexible by default’ approach when it comes to flexible work requests. When considering flexible work arrangements, think about how it may affect work undertaken by you and your team. You may find a gradual return to work easier than returning to your previous working arrangements. Work with your supervisor to find flexible work arrangements that best facilitate your return to work.

Flexible work arrangements may include adjusting the time, location and tasks of work. Decreasing the number of hours in your work week is only one way to balance your parenting and work commitments. You may prefer to shift your start and finishing times to better align with your parenting responsibilities. The Commission can accommodate remote access for employees who will be working from home. WHS must be considered when approving a request to work from home. Please complete a RAS form and email [email protected] to arrange remote access.

Trialling a flexible work arrangement enables you and your supervisor to assess its suitability and make adjustments.

Your supervisor will consider all requests for flexible work and adjustments to your return date and reply within 21 days. If requests cannot be fulfilled, they may propose alternative arrangements to

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Returning to the workplace

meet the needs of your team. If your request is refused and you are not satisfied with the reasons provided, please contact HR.

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Parents returning to the workplace have access to a wide range of support and career advancement options suiting various career and lifestyle preferences. This ensures your career is not negatively impacted by your parenting responsibilities.

Control your careerYour supervisor will arrange a performance conversation before commencing leave and following your return. Your conversations should include a career planning session that will allow you to identify your career path and ensure an equitable career trajectory. Identifying possible training, project or job opportunities can help you and your supervisor make your career fulfilling.

Studying while on parental leaveParents undertaking study whilst on parental leave can access support to help balance study and parenting responsibilities. Consider discussing with your supervisor about how we can support your study whilst on leave.

How will parental leave affect my entitlements? As parental leave does not break your continuity of service, you will be eligible for annual pay rises in accordance with the Commission’s current Enterprise Agreement. You will also continue to accrue Long Service, Annual and Personal Leave whilst on paid parental leave. If paid parental leave is taken over 32 weeks at half pay, leave types will only accrue for the first 16 weeks.

Employees on parental leave are also eligible for salary advancements through classification pay points given satisfactory performance has been sustained.

SuperannuationEmployer superannuation contributions will be paid to accumulation superannuation funds during parental leave for up to 52 weeks. Please contact your super fund or seek independent financial advice for more information on superannuation in relation to your individual circumstances.

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Your career

Safety at work We want to ensure you remain safe and healthy throughout your parental leave experience. Parents and supervisors should be aware of the APSC ‘health, safety and wellbeing’ Intranet page providing information on workstation assessments, Employee Assistance Programs and various healthy living resources.

We understand that there are risks within the workplace that may be unsafe for employees during or after their pregnancy. If it is deemed unsafe to perform your current role we will work with you to move you to a safe job at the same status. If no safe job is available employees with more than 12 months continuous service can access miscellaneous leave at full pay for the remainder of their risk period. If you do not have 12 months continuous service or are a casual/intermittent worker you may access unpaid miscellaneous leave for the remainder of the risk period.

Employee Assistance Programs Employees and their immediate family members can access up to six free counselling sessions with Optum to help them through the challenges of parenting. You can also request to speak with counsellors who have a high level of experience and understanding of Indigenous culture. The EAP is accessible 24/7 by calling Optum on 1300 361 008 in Australia or +61 3 9658 0025 from overseas.

Parent to parent mentoringParents commencing leave are able to gather insights and clarify uncertainties from those who have experienced parental leave. If you are interested in arranging a parent mentoring conversation, please contact HR at [email protected].

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Support

Access to breastfeeding facilities and paid lactation breaks provides you with the flexibility and peace of mind to remain comfortable and productive at work.

Breastfeeding facilities Parents can comfortably breastfeed, express and attend to children using either the parent’s room or the first aid room located on level 5 of the Treasury building. Both rooms are private, lockable, and hygienic and provide parents with easy access to amenities such as a bed, baby change table, sink and fridge.

Where these facilities are not accessible, parents may utilise other suitable rooms for breastfeeding or expressing. A room can be considered suitable if it is private, lockable from the inside, provides appropriate seating and has nearby access to a fridge, sink and storage facilities. Each level contains either a kitchen or tea room providing a sink and fridge for parents to easily access. Toilets and shower rooms are not suitable facilities for breastfeeding, expressing or maintaining lactation equipment.

Parents should ensure facilities for breastfeeding or expressing remain tidy and accessible to other staff. This includes removing any expressed breastmilk at the end of each day and labelling your containers. Please contact [email protected] regarding any equipment, facility or cleanliness related issues as soon as practicable.

Lactation breaksPaid lactation breaks are an important part of maintaining your wellbeing and do not need to be recorded. Parents will also be able to make appropriate arrangements to breastfeed or express at external facilities if Commission facilities are not available. Have a discussion with your supervisor or HR to identify suitable arrangements that meet the needs of you and your team.

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Breastfeeding

We are committed to supporting staff with family responsibilities and understand that it may be a difficult transition when returning to work. Our flexible workplace practices allow employees to better manage their parenting responsibilities alongside work expectations.

Finding suitable childcare options Finding the right childcare options for your family may be difficult. The Commission will have priority access and discounted memberships to the Abacus Childcare Centre located on the ground floor of the Treasury building. The centre contains breastfeeding and expressing facilities that members can access throughout the day. For more information including opening hours and membership please visit https://commsatwork.org/services/children/abacus.

Alternative childcare options can be found using the following Australian Government websites: www.mychild.gov.au or https://www.careforkids.com.au .

Can I bring my children into the workplace?There are a number of situations where parents may want to bring children into the workplace. Examples may include childcare arrangements not going to plan or a partner bringing your child into the workplace after work. If reasonable measures are taken to ensure other employees are not disrupted while working, you may bring your child into the workplace. Work with your supervisor to make arrangements that are suitable for you and your team.

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Ongoing care for your child

Employees and supervisors should consider using these checklists to prompt thinking and discussion prior to, during and returning from leave.

Please contact HR if you require further assistance in interpreting any part of this Toolkit. The following checklists can help you plan your parental leave.

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Checklists

Employee checklist

Before Leave Inform your manager of your parenting situation and intention to take parental leave as early as

you are comfortable. Consider arranging a discussion with the HR team to discuss leave arrangements that best meet

your parenting and working responsibilities. Discuss your intention to commence parental leave with your supervisor at least 10 weeks in

advance. Engage openly with your supervisor during performance conversations and discuss your staying

in touch preferences and career plans. Consider contacting HR about accessing a parent mentor. Consider what you may want to discuss in your pre-leave performance conversation. Confirm your leave dates with your supervisor in writing at least 4 weeks prior to your intended

commencement date. Submit your Maternity Leave application form to HR or a parental leave application via Connect. If you intend to take more than 8 weeks of leave complete an extended leave form outlining

your absence as parental leave. If you intend to access Commission ICT systems whilst on leave please contact

[email protected]. Contact Property ([email protected] ) and Finance ([email protected]) to discuss

any APSC property you may have including your personal security pass and credit cards. Set up an out of office email. Work with your supervisor to prepare for a handover meeting.

During Leave Contact your supervisor regarding any changes to your circumstances that may affect your leave

or return to work. Consider becoming a part of the Commission’s parent group. Consider registering for APS and APSC job notifications to keep up to date with career

opportunities https://www.apsjobs.gov.au/emailmejobs.aspx. Consider discussing flexible work preferences or keeping in touch days that may support your

return. Contact your supervisor to confirm or adjust your return date providing at least 4 weeks notice.

Following your return Communicate openly with your supervisor regarding your adjustment back into the workplace

and any support you may need. Consider what you may want to discuss in your constructive performance conversation with your

supervisor (career goals, development and expectations). Understand how the Commission can support your breastfeeding and childcare responsibilities

on returning. Consider contacting HR about becoming or accessing a parent mentor.

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Supervisor checklist

Before Arrange a time to discuss your team member’s intended leave dates, ensuring you and your

team members understand the notice requirements outlined in the planning parental leave and returning to the workplace sections.

Arrange a performance conversation to discuss contact preferences and your team member’s career plans.

As workplace related risks may be heightened during pregnancy, ensure your team members health, safety and wellbeing is maintained.

Arrange a time to discuss staying in touch preferences with your employee. Arrange a performance conversation prior to your team member’s commencement of parental

leave. Ensure your employee has provided written notice of their intention to access parental leave at

least 10 weeks prior to their intended commencement date. Refer to the job analysis and design Intranet page for information on identifying and addressing

gaps from parental leave. Ensure your employee has confirmed their intended parental leave dates in writing at least 4

weeks prior to commencing leave. Arrange a handover meeting with your team member.

During Leave Contact your team member regarding changes that may affect their leave or return, such as

changes to their supervisor, location or work. Discuss any flexible work preferences that may support your team member’s return. Work with your team member to arrange a keeping in touch day schedule if they have expressed

an interest in keeping in touch days. Ensure your team member remains aware of any developmental opportunities and support that

may be available, including if they are studying. Contact your team member to confirm their intended return dates at least 4 weeks prior to

their intended return date. Advise the IT, property and HR teams of your employee’s upcoming return.

Following your team members return Make time for regular performance conversations to support your team member’s transition

back to work. Ensure your team member’s physical and mental health is maintained.

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Accessing and planning leave Michael

Michael is has requested to take 4 weeks of leave to support his partner following the birth, providing his supervisor with 10 weeks notice. He has been working continuously in the APS for over 12 months.

Michael and his manager discuss his leave intentions and agree that 3 weeks of Supporting Partner Leave and 1 week of Annual Leave will be taken immediately after the birth. They also agree to Michael attending pregnancy related appointments using personal leave or accrued flex. His manager also advises Michael to contact Centrelink about whether he is eligible for Dad and Partner Pay.

Natasha

Natasha is due to give birth in 12 weeks. She has been working with the APS for six months and has asked to arrange her upcoming leave with her manager. Since Natasha does not have more than 12 months of continuous service with the APS, she is ineligible for paid maternity leave from the Commission yet she can access unpaid maternity leave for 52 weeks. Natasha had decided to use her annual leave at half pay and then revert to unpaid maternity leave for the remainder of the 52 weeks. This allows Natasha to receive income throughout her parental leave arrangements.

Natasha’s manager also advises her to contact Centrelink about whether she is eligible for the government-funded Paid Parental Leave Scheme. Natasha finds out that she is eligible and contacts Centrelink to coordinate payment details.

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Case studies

Special Maternity LeaveSophie

Sophie is 32 weeks pregnant and has been an APS employee for two years. Unfortunately, she has had a number of health issues during pregnancy which has caused her to use up all her sick leave. Her doctor has now advised it would be best if she goes on strict bed rest. Sophie provides a medical certificate to her manager that outlines she is not fit for work. Her manager grants special maternity leave without pay until her paid maternity leave begins. 1

Staying in touchNatasha

Natasha is due to commence maternity leave and has flagged with her supervisor that she would like to stay in touch. Her manager has agreed to maintain contact via email and inform her of any important changes, such as staff movement or any social events she may like to attend.

Natasha has also joined the Commission’s parent group and will attend its regular meetings for updates from the Deputy Commissioner. She is also informed by her manager about paid keeping in touch days and how this is an option she may wish to consider for maintaining corporate knowledge during her absence.

Returning to the workplaceMichael

Following the birth of his son, Michael has returned to work from his agreed leave. He has indicated that his partner will remain the primary carer for their newborn but he would like to access flexible working arrangements to support her.

Michael and his supervisor agree to his request for part-time working arrangements where he will work 8 day fortnights over the next 3 months. His supervisor has also worked with other members in the team in redistributing work tasks to meet team goals. Although he works in a busy area of the Commission, both Michael and his manager hope these mitigation strategies will ensure he is not recalled to work on his days at home.

Natasha

Natasha notifies her supervisor six weeks beforehand of her intention to return to work. She has requested to gradually return to her full time position, initially starting with 3 days per week for the first 6 months of her return. After this period, Natasha will see how her daughter is adjusting to childcare and request an extra one or two days a week with the centre manager depending on how she is going. Natasha and her manager agree to this arrangement, which balances her work and family commitments.

1 Fair Work Act (2009), Sect 80 (1a) http://www.austlii.edu.au/au/legis/cth/consol_act/fwa2009114/s80.html

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Managing your careerMichael

Michael is studying a Certificate 3 in training and development, which is being supported by the Commission through the approval of study leave. Michael’s supervisor has also made arrangements that support him to continue his study arrangements whilst on leave. As a result, Michael can continue to balance his work and study commitments and complete his certificate on time.

Natasha

Before she went on maternity leave, Natasha and her supervisor had a performance discussion in which Natasha outlined where she needs to develop her skills further. Six months on, Natasha’s manager becomes aware of a two-day financial services course that would be of great benefit to the work area and align with Natasha’s development goals. She emails Natasha to let her know of the opportunity and outlines she can attend using two of her paid keeping in touch days. The offer is strictly voluntary and provided on the understanding that Natasha may be unable to arrange alternate care for her baby. Natasha responds that she would like to take up the offer and attends the course.

Breastfeeding in the workplaceNatasha

After returning to work, Natasha continued to breastfeed and needed time to express during the workday. Natasha’s supervisor is aware and supportive of her accessing paid lactation breaks throughout the day. Natasha’s supervisor understands that planning these in advance is difficult and agrees these breaks will not be recorded and are flexible. Natasha prioritises her work tasks and manages her time accordingly. She accesses the parent’s room or first aid room, both of which are private, lockable, hygienic and have a fridge where she can store expressed milk throughout the day.

Flexibility Michael

After returning to work, Michael finds some days difficult as his son is often up many times during the night and Michael spends hours trying to settle him. The interrupted sleep is having an impact on his ability to function effectively and he wants to discuss this with his manager. They work together and agree to a flexible arrangement that will support Michael meet his work responsibilities. They agree to set up a remote working arrangement, where Michael can work from home on days that have been particularly challenging. He records his hours and provides them to his manager fortnightly. The arrangement gives Michael the ability to work flexibly during a challenging personal period of his life.

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