PROCEDURE
DEFENCE FORCE RESERVE LEAVE
Procedure | Responsibilities | Definitions | Related Legislation and Documents
1
PURPOSE
CQUniversity is committed to supporting Defence Force Reserve service. The procedures outlined below
enable employees to apply for, and be granted, Australian Defence Force (ADF) Reserve Leave in
accordance with relevant legislation.
2
SCOPE
This procedure is applicable to fixed-term and continuing academic, professional, TAFE Educational and
TAFE Professional staff. It does not apply to casual staff or unpaid adjunct or honorary appointees. Where
a staff member is employed on a part-time basis, the staff member shall receive paid leave on a pro-rata
basis.
3
EFFECTIVE DATE
4
LEGISLATIVE AUTHORITY
1 July 2014
Fair Work Act
5
PARENT POLICY
6
PROCEDURE
There is no parent policy.
Entitlements
6.1 In their first year of Defence Force Reserve Service eligible employees may apply for ADF Reserve
Service Leave at full pay for 30 working days per calendar year to cover initial recruit and trade training.
In any subsequent year, eligible employees may apply for Defence Force Reserve Service Leave at full
pay for 20 working days per calendar year.
6.2 Defence Force Reserve leave is based on a calendar year and is in addition to any other accrued
leave.
6.3 Defence Force Reserve leave on full pay is cumulative for two calendar years.
6.4 Recognising the diversity of Defence Force Reserve Service, Defence Force Reserve Service Leave
may be used to cover a range of Defence Force Reserve Service activities including, but not restricted
to:

recruitment and/or initial employment training courses;

training exercises;

a special school, class or course of instruction;

operational service;

continuous full time service with the Defence Force.
6.5 Additional paid leave may be granted where the University is eligible to receive payment under the
Australian Defence Force Reserves Employer Support Payment Scheme (ESP) and where the
employee is not replaced for the duration of their absence. Under the present Scheme, paid leave will
Defence Force Reserve Leave Procedure
Reference Number/Code: #
Effective Date: 01/07/14
Page 1 of 3
Once PRINTED, this is an UNCONTROLLED DOCUMENT. Refer to Policy Portal for latest version
CQUniversity CRICOS Provider Codes: QLD - 00219C
be granted until the completion of the period of service under which the payment is made, or to a
maximum of 78 weeks, whichever is sooner, provided that: the reservist has completed a qualifying
period of 14 days of defence service per year, taken as a single period or as multiple periods of at least
five consecutive days each; and the reservist undertakes defence service in periods of at least five
consecutive days.
6.6 Any further requirement for absence from duty for voluntary Defence Force Reserve Service will
normally be conducted as approved leave without pay.
6.7 Depending on the nature of Defence Force Reserve Service undertaken, eligible employees may also
access leave under the Natural Disaster Leave Procedures or Paid Outside Work Procedures.
Continuity of Service
CQUniversity will consider all approved Defence Force Reserve leave (up to a maximum of 12 months) and
leave without pay for Defence Force Reserve service as continuous service for the purpose of leave accrual,
superannuation, and other approved remuneration package benefits. TAFE Educational and TAFE
Professional staff who access leave without pay for Defence Force Reserve leave will have their service
recognised in accordance with Appendix 1 of the Leave Without Pay Procedure.
Conditions of Approval for Leave Applications
Under normal circumstances, employees should submit a Leave Application Form to the relevant head of
organisational area for approval to undertake Defence Force Reserve Service at least four weeks prior to the
commencement of such leave. Shorter periods of notice may be accepted depending on the nature of
Defence Force Reserve Service.
Documentation required:

Employees must notify their supervisor and People and Culture of their Defence Force Reserve
status.

At the start of each working year, employees must inform their supervisor of any anticipated Defence
Force Reserve service commitment for the next six to twelve months, even when specific dates are
unknown. Once specific dates are available, employees should notify their supervisor at the earliest
practicable opportunity.

Evidence of requirement for the employee’s attendance for Defence Force Reserve service shall be
submitted with the Leave Application. At the conclusion of the event, the employee shall submit
evidence of their attendance. This evidence may be in the form of a supplementary performance
review, course report, or similar, to their supervisor.

If requested, employees are to assist People and Culture with all necessary Australian Defence
Force ESP Scheme documentation.
Mutual Obligation
Knowledge Sharing
CQ University recognises that Defence Force Reserve Service provides valuable training and experience to
its employees. Where possible, Defence Reservists employed by CQUniversity should seek to take
opportunities within the University to demonstrate their skills, promote leadership, and share their knowledge
and experience.
Workplace Impact
CQUniversity Defence Force Reserve employees should seek to work constructively with their immediate
workplace supervisor to minimise the impact of absence within their normal workplace. This requires due
notice for absence, being considerate of workplace requirements when requesting leave, and proactive
sharing of information about Defence Reserve Service.
Defence Force Reserve Leave Procedure
Reference Number/Code: #
Effective Date: 01/07/14
Page 2 of 3
Once PRINTED, this is an UNCONTROLLED DOCUMENT. Refer to Policy Portal for latest version
CQUniversity CRICOS Provider Codes: QLD - 00219C
7
RESPONSIBILITIES
7.1
Compliance, Monitoring and Review
The Director, People and Culture is responsible for ensuring that these procedures comply with relevant
legislation and University requirements; are implemented and monitored, and are reviewed to evaluate
continuing effectiveness.
7.2
Reporting
The People and Culture Directorate are responsible for reporting as required in relation to the ESP Scheme.
7.3
Records Management
All records relevant to this document are to be maintained on an employee’s personal file.
8
DEFINITIONS
Continuous Service: a period of service at the University without a break (continuous employment).
Employee: a person employed by the University who has an ongoing or fixed term contract under the
terms of the Central Queensland University Enterprise Agreement 2012 (as amended or replaced from
time to time) and for TAFE Educational and TAFE Professional Staff employed under the terms of the
relevant Copied State Awards 2014.
Employer Support Payment Scheme (ESP Scheme): the ADF Reserves assistance payment to eligible
employers to offset the costs of releasing employees for Defence service.
Calendar year: defined as the period from 1 January to the 31 December in one year.
Refer to the University glossary for the definition of terms used in this procedure.
9
RELATED LEGISLATION AND DOCUMENTS
Related Legislation and Supporting Documents
Application for Leave - accessed via the Employee Self Service On-line (ESSO)
Australian Defence Force Reserves Employer Support Payment Scheme - Employer's claim form
Central Queensland University Enterprise Agreement
Copied TAFE Teachers Award State 2014
Copied Queensland Public Service Award State 2014 (Copied QPS Award State 2014)
Copied Employees Other Than Public Servants Award State 2014 (Copied OPS Award State
2014
Approval and Review
Details
Approval Authority
Administrator
Next Review Date
Vice-Chancellor and President (or delegate)
Director, People and Culture
01/07/17
Approval and Amendment History
Details
Original Approval Authority and Date
Amendment Authority and Date
Vice-Chancellor and President 24/11/05
Vice-Chancellor and President 10/07/09; 01/07/14
Defence Force Reserve Leave Procedure
Reference Number/Code: #
Effective Date: 01/07/14
Page 3 of 3
Once PRINTED, this is an UNCONTROLLED DOCUMENT. Refer to Policy Portal for latest version
CQUniversity CRICOS Provider Codes: QLD - 00219C