Staff Conditions of Employment Policy

Fact box


The purpose of this policy is to outline employment conditions at Alphacrucis College (AC). Conditions of employment at AC shall be in accordance with the Fair Work Act 2009.


All staff


Appointment level and classification for academic and administrative staff will depend on qualifications and experience, with commencement salary being negotiable within the range of classification. All AC staff are required to sign an employment contract under one of the following arrangements:
  • Casual
  • Permanent Full-Time: (five days per week)
  • Contract Full-time: (same as Permanent Full-Time but limited to a designated term from one month to five years)
  • Contract Part-time: (same as Permanent Part-Time but limited to a designated term from one month to five years)
The minimum rates for each classification are set by the Fair Work Act "New Modern Awards" and shall be the minimum rates applicable within the College. All salaries are subject to annual review and will be adjusted in January or July each year, in accordance with upwards movement in the Consumer Price Index over the previous year within New South Wales.

Salaries and wages shall be paid on a fortnightly basis by direct deposit into the employee's nominated bank account. Each payday shall fall on a Friday.


Payslips shall be issued in electronic form by email on or before the day each pay is due. Payslips shall include:

  • the employer's name
  • the employer's ABN
  • the employee's name
  • the date of payment
  • the pay period (beginning and end dates)
  • the annual rate of pay or hourly rate of pay (whichever is applicable)
  • the gross and net amount of payment
  • any loadings, allowances, bonuses, penalty rates, or other separately identifiable entitlement paid
  • the details of all deductions made, including salary sacrifice deductions, and/or salary packaging deductions
  • the amount of each superannuation contribution for the pay period and the name of the superannuation fund into which the contribution is made.


Superannuation shall be paid to an approved fund for all eligible employees in accordance with current Superannuation Guarantee Legislation. Staff members may exercise choice regarding their superannuation provider.


All staff eligible for annual leave will receive an annual leave loading payment in December each year. The loading will be equivalent to 17.5% of four weeks’ pay at the staff member’s salary rate immediately preceding the payment date. Staff whose employment ends before the December payment date or who have not completed 12 months service as at the end of the accrual year, will receive a pro rata payment provided that employment was not terminated on grounds of misconduct.


A staff member who at the direction of the College is absent overnight on College business will be paid an allowance to cover the costs of meals, accommodation and incidental expenditure in accordance with the Australian Taxation Office (ATO) guidelines as at 1 July each year. A staff member required to act temporarily in a position which is classified at a higher level than their substantive position for a continuous period of five working days or more will be paid an allowance equivalent to the difference between the staff member’s own salary and the minimum salary rate applicable to the classification of the acting position.

Reimbursement of Expenses

Employees may claim reimbursement for vehicle expenses when using their own vehicle for pre-approved College business at a per kilometre rate as approved by the Department Head. Employees may claim reimbursement for hospitality meal costs that are budgeted and pre-approved by their Department Head when entertaining official guests of the College.

A staff member who, at the direction of AC, is absent on College business shall be reimbursed for reasonable expenses upon proof of receipts to cover the costs of travel, meal, incidental expenses and/or accommodation if applicable. These reimbursements need to be claimed within three months from being incurred or before the end of the calendar year.

Salary Advancement

On completion of twelve months' paid service, staff members (except those paid at the highest salary step applicable to their classification level) will be eligible for advancement to the next salary step within their classification level unless their performance has been assessed as insufficient at their annual performance appraisal or their conduct has been found to be unsatisfactory. A decision to withhold a salary increment must be authorised by the relevant supervisor. If incremental progression is withheld or deferred, the staff member must be notified in writing of the reasons and given the opportunity to respond.


An ordinary working week at AC consists of 37.5 hours, from 8:30 am to 5:00 pm Monday to Friday, with a one-hour lunch break. AC recognises the increasing importance of flexible working arrangements in maintaining a diverse and adaptable workforce, as well as maintaining a healthy work-life balance. Accordingly, AC will consider staff requests for flexible working arrangements which may include, but are not limited to, home based work arrangements, flexible start and finish times, alternate hours of work that fall outside the span of ordinary hours or work part time if the employee falls into the categories set out in the Fair Work Act 2009. In negotiating this, supervisors must ensure that flexible working arrangements are:

  • fair and equitable for all staff;
  • aligned to the needs of the College;
  • consistent with the Fair Work Act 2009.

Requests for flexible working arrangements will only be denied on reasonable business grounds.

From time to time, employees may be asked to work extra hours, in which case time in lieu may be allocated to compensate for the additional hours worked, subject to approval by the employee’s supervisor. Time in lieu must be taken within one month of having been earned unless institutional priorities require a further delay, as determined by the employee’s supervisor.


Subject to terms and conditions as described in The Fair Work Act 2009, all permanent employees of the College, other than casual employees, are entitled to the following:

Public Holidays

Generally, no staff are required to work on public holidays. All permanent staff members nevertheless will be paid for public holiday days at their ordinary rate of pay.  If a staff member is required to work on a public holiday, they will be paid according to the New Modern Awards.

Annual Leave

All permanent full time staff members are entitled to four weeks paid annual leave each year plus a loading of 17.5% on the four weeks of holiday pay (pro rata for part-time staff). Leave is to be arranged with, and approved by, the staff member’s supervisor.

There will be an annual close down of AC for approximately two weeks at the conclusion of the academic year each December. It is a condition of employment that annual leave (approximately 5 days) is to be taken during this close down.

All annual leave will be taken within the calendar year unless prior arrangement is approved by supervisor.  However, with the approval of a staff member's supervisor, leave may be taken at an agreed time.

Personal/Sick Leave

All permanent full time staff members are entitled to two weeks (10) days personal leave per year (pro rata for part-time staff). A doctor’s certificate will be required for absences of more than one day. Unused personal leave shall accumulate from year to year.

Compassionate Leave

Up to five days compassionate leave may be granted upon the death of an immediate family member.

Parental Leave

Staff are not required to have exhausted existing Annual and Long Service Leave accruals before commencing Parental Leave. Parental Leave in excess of two weeks must be taken in a continuous unbroken period.

Staff may take up to 52 consecutive weeks’ unpaid parental leave. A staff member is entitled to return to the position that tey held immediately before taking parental leave.

A staff member may apply to extend their period of approved parental leave no later than four weeks before the end of their existing period of approved leave. Extended leave may be granted subject to operational needs.

Long Service Leave

Long Service Leave is paid in accordance with the Long Service Leave Act 1955 and the Long Service Leave Agency in the applicable state.

Leave without Pay

AC may approve leave without pay as is considered appropriate.

Community Service

Staff members may request from the Executive up to two weeks community service leave annually (in addition to annual leave) for approved activities, such as Australian Defence Force Reserves. If a staff member is required to undertake jury duty they are entitled to leave and payment in accordance with the Fair Work Act 2009 (Cth) sections 108-112.

Professional Leave

This includes leave for ministry, teaching, professional and/or educational activity initiated by the staff member. The cost of this activity is generally covered by the individual. Any monies received for this activity remain the property of the individual.

Professional leave may be included in the workload of the individual providing:

  • the person has been employed as a member of AC staff on a permanent basis for one year or more;
  • it does not exceed two weeks per year (in addition to annual leave);
  • it is directly related to the individual’s professional role at AC;
  • it clearly benefits the College through activities such as: marketing, student recruitment, AC community engagement programs, research and scholarship advancement, training workshops, etc.

For periods of ministry leave two days and less, staff members are required to obtain the approval of their supervisor. However, leave approved by a supervisor may not exceed five days total in a calendar year. For periods of ministry leave longer than two days, staff members are required to obtain the recommendation of their supervisor and formal approval from the Executive for this leave. The application must include details of the leave activity and how it meets all the criteria outlined above.


AC invests in the professional development of staff through the following:

1. Professional Development Workshops

The Learning and Teaching Committee develops an annual schedule for Professional Development Workshops for academic staff. The Executive also provides professional development opportunities for the purpose of enriching the spiritual and academic life of the College. These workshops or professional development activities may be presented by an AC staff member or external specialist. 

2. Individual Research Development

AC provides the following mechanisms to support scholarship and research for academic staff:

  1. Colloquia. This provides opportunity for academic staff and postgraduate research students to present their current research. All academic staff (whether full-time, part-time or sessional) are encouraged to participate in the Colloquia;
  2. Special Studies Program Leave. See Special Studies Program Leave Policy;
  3. Conference participation and support. See Research and Scholarship Policy;
  4. Participation in relevant academic fellowships.

3. Individual Professional Development

The annual Staff Performance Appraisal provides opportunity for all staff to discuss individual professional development needs. See Staff Management Policy.

4. Further Education

AC encourages full time and part time permanent staff to continue with further education by providing tuition fee discounts for any AC course dependent upon length of continuous service with AC:

Pro rata Tuition Fee Discounts for PPT staff


Permanent full time staff tuition fee discount

Not more than 1 year - 15%*

More than 1 year but no more than 2 - 30%*

More than 2 years but no more than 3- 45%*

More than 3 years but no more than 4- 60%*

More than 4 years - 75%*

1 day

0.2 x 15=3%

0.2 x 30=6%

0.2 x 45 =9%

0.2 x 60= 12%

0.2 x 75 =15%

2 days

0.4 x 15=6%

0.4 x 30=12%

0.4 x 45=18%

0.4 x 60=24%

0.4 x 75=30%

3 days

0.6 x 15=9%

0.6 x 30=18%

0.6 x 45=27%

0.6 x 60=36%

0.6 x 75=45%

4 days

0.8 x 15=12%

0.8 x 30=24%

0.8 x 45=36%

0.8 x 60=48%

0.8 x 75=60%

Further, spouses and children of full time employees are eligible for a 60% discount off the percentage specified. Example: Spouse and children of an employee who has not worked more than 1 year would be entitled to a discount of 60% of 15%, which is 9%.

* Less partnership fees if applicable.


This award recognises the dedicated contribution of AC staff members. Experience, commitment and dedication are values that AC chooses to celebrate. Awards will be presented for continuous service of:

  • 10 years or more;
  • 20 years or more;
  • 30 years or more.


AC recognises dedicated service based on the following criteria:

  • for staff on permanent (full-time or part-time) contracts only;
  • permanent staff excludes Fellows, post-retirement contracts, sessional lecturers and casual staff;
  • continuous service overall, rather than continuous service in a certain position;
  • calculated by a full academic calendar year;
  • a break in service is usually defined as more than three months and excludes paid leave, such as: study, administration, parental, compassionate, sick, sabbatical or long service leave.

Responsible for implementation

Vice President Operations

Key stakeholders

All staff


Staff Conditions of Employment Procedure

Tuition Fee Discount

An employee who wishes to study at AC must submit, in writing, a request to their supervisor. The request should have the name of the course of study, the delivery mode they will undertake and the relative discount requested. If the supervisor approves this, it will be sent to HR where final checks will take place. Finally the HR manager will inform both the Registry and Finance Department.

Dedicated Service Award

The Human Resources Officer will maintain a service record and notify the staff member concerned when they are eligible for a Dedicated Service Award. The awards will be issued, as near as possible, to years of service date. A presentation ceremony will be organised as appropriate.