Human Resources Services Division

HUMAN RESOURCES SERVICES DIVISION

PARTNERSHIP (SERVICE LEVEL) AGREEMENT 2007

PARTNERSHIP (SERVICE LEVEL) AGREEMENT CONTROL SHEET
Purpose/Scope / To define the agreed services and standards provided by Human Resources Services Division to the Senior Executive, Faculties, Institutes and Divisions, and the responsibilities of our clients in the provision of these services.
QUALITY CONTROL INFORMATION
Ownership / Human Resources Services Division
Approved by / Chief Operating Officer
Distribution / Senior Executive
Deans
Divisional Directors
Faculty General Managers
Institute Directors
Version No / 1.00
Date / 27/08/2007
Other Relevant Information

INDEX

SECTION 1 PURPOSE OF THE AGREEMENT 4

SECTION 2PARTIES COVERED BY THE AGREEMENT 4

SECTION 3SCOPE OF THE SERVICES 4

1.0Strategic Services 4

2.0Employment Life Cycle7

2.1Employment (Appointments)7

2.2Work Arrangements 9

2.3Performance Management, Recognition and Learning 10

2.4Workplace Relations12

2.5Employment Advice13

2.6Occupational Health and Safety15

2.7Equal Employment Opportunity and Diversity20

2.8Leaving Deakin20

3.0Systems and Information21

4.0Committees23

SECTION 4MANAGEMENT OF THE AGREEMENT24

SECTION 5CHANGES TO THE AGREEMENT24

SECTION 6AGREEMENT OF THE PARTIES24

SECTION 1PURPOSE OF THE AGREEMENT

The purpose of this Partnership (Service Level) Agreement (this Agreement) is to establish a common understanding of the service arrangements provided by Human Resources Services Division.

This Agreement details:

• services provided by HRSD
• the levels to which the services will be provided
• the responsibilities of the client to help attain these levels of service

SECTION 2PARTIES COVERED BY THE AGREEMENT

The parties covered by this Agreement are:

Service Provider

• Human Resources Services Division (HRSD)

Clients

• DeakinUniversity (Deakin)
• Senior Executive
• Senior Managers
• Faculty General Managers (FGMs)
• DeakinPrime
• Callista

SECTION 3SCOPE OF THE SERVICES

This agreement provides a comprehensive listing of all of the services offered by HRSD. It should be noted that how the services are delivered are expressed in generic terms as there will often be a need to meet the requirements of individual clients through negotiated arrangements that suit their specific needs.

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1

SECTION 3SCOPE OF THE SERVICES

1.0, 2.0-2.8, 3.0, and 4.0 refers

1.0Strategic Services

No / Service / Service Level / Responsibilities of Client
1.1 / Values and Behaviour atDeakinUniversity (Deakin)–develop strategies that will ensure that Deakin’s organisational culture reflects Deakin’s fundamental assumptions and values about what behaviours are appropriate throughout the organisation and that reflect and support Deakin’s strategic plan. / Relevant projects or other tasks which identify values and behaviours at Deakin completed to the satisfaction of the Vice-Chancellor and the Senior Executive.
Completion of any relevant operational plan targets within specified timeframes. / Clear direction provided by the Vice-Chancellor, members of the Senior Executive, Deans, and Divisional Directors.
Involvement as required in consultation activities and provision of feedback to HRSD during consultation periods.
Ensure appropriate representatives/nominees are available to participate in consultation activities.
1.2 / Workforce Planning - develop a Workforce Plan for Deakin by establishing a baseline plan through analysis of data on key factors influencing Deakin, build workforce plan around this and Deakin’s strategic plan. / Provision of advice and support on the planning of future workforce needs to the satisfaction of the Vice-Chancellor, Senior Executive, Deans and Divisional Directors as required.
Undertake research and analysis of appropriate workforce planning at Deakin to the satisfaction of the Vice-Chancellor or client making request. Following this planning phase, provide the Vice-Chancellor with an annual Workforce Planning report each year.
Completion of any relevant operational plan targets within specified timeframes. / As per 1.1
1.3 / Organisational Design - determine appropriate structures and job design to meet organisational goals and Workforce Planning requirements. / Assisting Deans, Divisional Directors and other senior managers in determining appropriate structures to meet organisational goals and Workforce Planning requirements as required.
Completion of any relevant operational plan targets within specified timeframes. / As per 1.1
1.4 / Leadership and Management Framework - develop framework identifying skills, capabilities and expertise required for Deakin’s leaders and managers. / Relevant projects or other tasks which identify skills, capabilities and expertise required for Deakin’s leaders and managers completed to the satisfaction of the Vice-Chancellor and the Senior Executive.
Completion of any relevant operational plan targets within specified timeframes. / As per 1.1
1.5 / Staff Development Framework - develop framework identifying skills, capabilities and expertise required of Deakin’s workforce that will support the achievement of Deakin’s mission, core commitments and goals and enhance the branding of “the difference is Deakin”.
Development of annual staff development program which meets identified Deakin strategic priorities and faculty and divisionaldevelopment needs. / Relevant projects or other tasks which identify skills, capabilities and expertise required of Deakin’s workforce that will support the achievement of Deakin’s mission, core commitments, goals and branding completed to the satisfaction of the Vice-Chancellor, the Senior Executive, Faculties and Divisional directors.
Completion of any relevant operational plan targets within specified timeframes.
Program published by 28 February each year in consultation with IT&L and ITSD. / As per 1.1
1.6 / Staff Policy Framework - develop a staffing policy framework which supports Deakin’s strategic plan. / Undertake regular strategic reviews of Deakin’s staffing policies and amend or re-develop as appropriate to the satisfaction of the Vice-Chancellor and the Senior Executive. / As per 1.1
1.7 / Industrial Framework - develop industrial relations strategies to assist in achievement of organisational goals – collective agreements, individual agreements. / Industrial relations strategies developed and implemented to the satisfaction of the Vice-Chancellor and the Senior Executive.
Completion of any relevant operational plan targets within specified timeframes. / As per 1.1
1.8 / Remuneration and Benefits Framework - develop a remuneration and benefits strategy to assist in achievement of organisational goals. / Relevant projects or other tasks undertaken to develop a remuneration and benefits strategy to assist in the achievement of organisational goals completed to the satisfaction of the Vice-Chancellor and the Senior Executive and other relevant stakeholders.
Completion of any relevant operational plan targets within specified timeframes. / As per 1.1
1.9 / OH&S Framework - develop a framework for the University that incorporates faculty/division OHS plans to consolidate the University’s OHS management systems. / Completion of any relevant operational plan targets within specified timeframes. / As per 1.1
1.10 / HR Strategic Analysis – provide and analyse appropriate data using HR metrics, benchmarking etc to assist our clients in achieving relevant operational objectives, relevant Deakin strategic objectives and other staffing targets. / Collate data and undertake analysis to the satisfaction of the Vice-Chancellor, Senior Executive, Deans, Divisional Directors and other senior managers as required. / As per 1.1

2.0Employment Life Cycle

2.1Employment (Appointments)

Operational and Administrative Services

No / Service / Service Level / Responsibilities of Client
2.1.1 / Advertising arrangement, including organising payment of advertising accounts. / Advertisements will be processedon a weekly cycle. Cut off isstrictly12 noon Wednesday to meet external advertising deadlines.
Jobs at Deakin web only advertisements can be published at any time by negotiation.
All advertisements will be proofed by HRSD for accuracy and consistency of information and to ensure appropriate approvals obtained.
HRSD can provide advice regarding placement of advertisements where requested by client. / Accurate electronic advertising pro forma, correctly formatted position description and signed and approved Recruitment Authority and Position Details form (if required) to be provided to HRSD by 12 noon Wednesday.
Note:Where Senior Executive approval required, this must be obtained prior to 12 noon Wednesday.
2.1.2 / Providing access to applicant information for job vacancies. / Applicant information provided to client within 3 working days following the position closing date unless otherwise negotiated with the client.
2.1.3 / Interview arrangements
Interview arrangement, including travel and accommodation, for Senior Appointments. / Interview arrangements made within 5 working days following receipt of advice from client of short-listed applicants.
Interviews for senior appointments will normally be undertaken six weeks after the shortlist has been received depending upon the availability of panel members. / Accurate and timely completion of required documentation to HRSD.
For senior appointments, provision of contact details for external panel members.
2.1.4 / Requesting written referee reports / Requesting written referee reports for Level D and other senior appointments as necessary. / Client to follow DeakinRecruitment procedures as appropriate.
2.1.5 / Other appointment administrative services / Provision of other administrative assistance, including obtaining police checks, as negotiated with the client.
2.1.6 / Issuing new or varied employment contracts, including Australian Workplace Agreements. / Accurate documentation sent within 3 working days from receipt of approved documentation unless otherwise required by the client. / Accurate completion of required documentation to HRSD.
2.1.7 / Probationary support / Provide client with relevant advice and documentation regarding a staff member’s probationary period. Written notification to staff member where satisfactory completion of probationary period. / The relevant managers to advise HRSD of length of probation period and of any performance concerns which arise during a staff member’s probationary period and to seek further advice.
2.1.8 / Notification of fixed term appointment end dates to clients and staff members. / Client notified 8 weeks in advance of pending contract expiry (or as otherwise required). Written advice to staff within 5 working days of HRSD receiving management decision. / Prompt response to the notification of pending contract expiries (no later than 6 weeks prior to the expiry date of fixed term appointment or as otherwise specified).
2.1.9 / Immigration assistance / Complete all relevant immigration paperwork within specified timeframes and provide assistance to Deans or other senior managers as required. / Provide supporting documentation in accordance with Department of Immigration and Citizenship requirements and organise any relevant payments.
2.1.10 / Participate in interview/selection panels / Participate in interview/selection panels where there is an anticipated and recognised need to include HR expertise.
A HRSD representative will be present for all senior appointment interviews. / Notification by client of the date of interview.
2.1.11 / Record, update and store position and staff details / Information to be entered into HRMS within 5 working days of receipt of information from client, unless otherwise negotiated. / Accurate completion of required documentation to HRSD.
2.1.12 / Staff induction service / Organise relevant induction processes within specified timeframes, including:

• provision of the induction checklist for local induction
• email notification for participation in online induction
• meet and greet at corporate induction.

/ Clients should arrange delivery of local induction program to new staff
2.1.13 / Reporting of senior academic appointments to Council and Academic Board. / Provide reports to Director, Policy & Planning by the agreed dates. Dates to be agreed in Jan of each year.

2.2Work Arrangements

General Advice

No / Service / Service Level / Responsibilities of Client
2.2.1 / Provision of advice and review of the remuneration of specified groups, including senior appointments, as required. / Response provided within timeframe agreed with the client. / Accurate explanation of enquiry.

Operational and Administrative Services

No / Service / Service Level / Responsibilities of Client
2.2.2 / Payment of fortnightly salary and allowances / Salaries paid by 2nd Thursday of each pay period. Reconciliations and relevant statutory payments completed within required timeframes. / Clients to complete and submit accurate documentation to HRSD no later than 3pm on Wednesday of the week prior to pay week.
2.2.3 / Processing out of cycle payments / Incorrect and late payments processed and paid as negotiated. / Client to complete and submit accurate documentation to HRSD. Where a client error occurs,a charge of $50 per transaction may apply.
2.2.4 / Provision of payment summaries / Payment summaries will be supplied to all staff by 14 July of each year. / Staff to ensure lodgement with HRSD of accurate and complete tax declaration forms and address details.
2.2.5 / Processing salary deductions / Authorised deductions processed in fortnightly payroll, reconciled and forwarded to appropriate body. / Accurate completion of required documentation to HRSD.
2.2.6 / Processing leave / Leave requests that are unable to be processed via StaffConnect are processed within 20 working days or as otherwise agreed with the client. / Utilisation of StaffConnect facility where possible and, when necessary,accurate completion of required documentation to HRSD.
2.2.7 / Processing superannuation / Administer superannuation in accordance with the relevant scheme's regulations, including establishment and termination of superannuation details. Corrections completed by next pay period. / Accurate completion of required documentation to HRSD.
2.2.8 / Processing salary packaging / Salary packaging to be processed within the pay period of completed documentation received. / Accurate completion of required documentation to HRSD.
2.2.9 / Provision of salary packaging support / Provide information regarding salary packaging options. Liaison with salary packaging providers as required.

2.3Performance Management, Recognition and Learning

Performance Management

No / Service / Service Level / Responsibilities of Client
2.3.1 / Provision of advice in relation to performance management issues including unsatisfactory performance / Timeframe for resolving the matter determined in consultation with client / Accurate explanation of the performance management issue and active participant in resolution of matter.
2.3.2 / Undertaking reviews of PPR processes in faculties and divisions / Review of PPR processes undertaken when requested by the Senior Executive or other senior management. / Provision of information regarding the PPR process as requested by HRSD.

Development and Training

No / Service / Service Level / Responsibilities of Client
2.3.3 / Administration of training and development program / Accurate and timely administration of training program including engaging trainers and organising bookings, registrations, administration of course fees, databases etc. / Accurate and timely information on requirements
2.3.4 / Marketing of training and development program / Development and dissemination of information regarding training and development programs. / Dissemination of information as appropriate within faculty / division.
2.3.5 / Evaluation of training / Preparation, collation and analysis of course evaluation within 1 month from date of training. / Completion of course evaluations and surveys as required by HRSD.
2.3.6 / Administration of leadership and management programs / Undertake all aspects of administration including calling for nominations, notification of successful applicants through to program conclusion and program review. / Completion of nomination forms and online registration: includingprovision of budget code for course payment within required timelines.
2.3.7 / Administration of mentoring partnership program / Undertake all aspects of program administration including calling for nominations, notification of successful applicants through to program conclusion. / Completion of nomination forms. Within required timelines
2.3.8 / Provision of training and development advice / Provide advice on internal training course suitability and content and availability of appropriate external courses. / Accurate explanation of request.
2.3.9 / Facilitate area specific training / Provide advice and support to area, undertake and arrange training as required. / Accurate explanation of training needs and expectations.
Area specific training funded by client.
2.3.10 / Notification of GCHE / Notify budget centres of GCHE status of relevant staff every six months
Provide annual report to DVC(A) regarding GCHE completion rates and any outstanding issues. / Client is responsible and accountable for ensuring participation and completion of GCHE for relevant staff.

Reward and Recognition

No / Service / Service Level / Responsibilities of Client
2.3.11 / Administration of VC Professional Development Awards / Undertake all aspects of program administration including calling for nominations, recommendations to Vice-Chancellor, notifying successful applicants through to program conclusion. / Completion of application forms and return to HRSD in a timely manner.
2.3.12 / Administration of AVCC Training Programs / Undertake all aspects of program administration including calling for nominations, notification of successful applicants through to program conclusion. / Completion of application forms and return to HRSD in a timely manner.
2.3.13 / Administration of Staff Service Awards / Provide client with relevant advice and documentation regarding staff member’s service eligibility. / Client to arrange delivery of presentation.

2.4Workplace Relations

Advice and Interpretation

No / Service / Service Level / Responsibilities of Client
2.4.1 / Provision of advice in relation to the interpretation and implementation of the collective agreement or AWA. / Initial response provided within 2 working days of receipt of request. More complex advice provided in accordance with agreed timelines. / Accurate explanation of enquiry
2.4.2 / Provision of industrial relations advice including assistance with individual grievance and disputes / Initial response provided within 2 working days of receipt of request. More complex advice provided in accordance with agreed timelines. / Accurate explanation of enquiry
2.4.3 / Represent Deakin in relation to staffing matters at internal and external forums / Appear on behalf of Deakin as required by the Vice-Chancellor, Senior Executive or other senior managers.
2.4.4 / Provision of advice to appropriate senior managers on changes to relevant legislation / Written advice regarding proposed legislation and impacts for Deakin within 10 working days of announcement.
Further written advice as required once legislation enacted.
2.4.5 / Provision of advice to appropriate managers on relevant new case law / Written advice on the new case law within 10 working days of receiving advice of decision.

Major Workplace Change

No / Service / Service Level / Responsibilities of Client
2.4.6 / Provision of strategic advice on planning and management of organisational change. / Initial response within 5 working days of receipt of request.
Further advice provided as agreed / Provide timely and appropriate information as required.
2.4.7 / Provision of advice and supportduring the implementation of organisational change – including attendance at staff meetings, advice regarding consultation, staffing principles and redundancy provisions. / Advice and support provided with agreed timelines, negotiated with client as required
Timelines as agreed with client
2.4.8 / Provision of advice, support and referrals for staff during redeployment stage of organisational change. / Advice and support as required
2.4.9 / Work with relevant senior managers to develop new organisational structures and position descriptions or amend current position descriptions as part of an organisational change process. / Timeframe to be negotiated. Standard timeframe for completion would usually be 3 weeks. / Provide timely and appropriate information as required.

Workforce Design and Planning

No / Service / Service Level / Responsibilities of Client
2.4.10 / Provision of advice and support to Deans and Divisional Directors (and senior managers) preparing faculty/division succession plans and career development strategies. / Provision of advice and support to the satisfaction of Deans and Divisional Directors (and senior managers).
Annual review of plans to be completed and report provided to the Vice-Chancellor by 31 March each year. / Accurate explanation of needs and provision of relevant data.
2.4.12 / Provision of evaluation and classification service of general staff positions including processing of job evaluation request and position descriptions. This includes personal classification requests. / Evaluations to be completed:
1. Applications requiring no further clarification - within 3 weeks;
2. Other applications - within 5 weeks;
3. Where client submits multiple applications, including restructures – time frame for completion should be negotiated with HRSD.
Note: Or other times as negotiated / Completed and accurate job evaluation documentation provided to HRSD.
2.4.13 / Provision of administrative support in relation to general staff job evaluation appeals / Provide support as required

2.5Employment Advice