When completing these processes, the supervisor will identify:
the mode of employment as fixed-term, and
the reason for fixed-term employment. This must comply with one of the reasons set out in the Employment of Fixed-Term Staff Policy.
4. Expiry of a Fixed-Term Contract
Three months prior to the expiry of a staff member’s fixed-term contract, a Fixed Term Expiry Advice (FTEA) form will be presented to the nominated supervisor via Staff Connect as a task. An email notification will also be sent with a link to the form.
The FTEA form provides the nominated supervisor with the relevant information concerning expiry of the staff member’s fixed-term employment contract(s) and provides decision options. These employment decisions include:
(i) Further fixed-term contract;
(ii) Convert to continuing, with or without advertisement (refer to Section 6 of the Employment of Fixed-Term Staff Policy);
(iii) Contract end.
The Staff Connect Self Service Guide – Fixed Term Expiry Advice provides further information relating to the different contract options. Once the nominated supervisor decides on an employment option, the form is submitted and will be assigned to a HR staff member to review and initiate the relevant workflow process.
5. Advertising the Position
It is the responsibility of the nominated supervisor to complete the FTEA form in a timely manner, including the employment option being proposed. If a decision is made to advertise the position, it should be noted that sufficient lead time will be required to ensure that all steps involved in the recruitment and selection process can be undertaken within the time frame required.
6. Provision of Notice
If it is recommended to not offer the fixed-term staff member a further contract, the recommendation must be received in time to enable the provision of appropriate notice to the staff member. The provision of notice in such circumstances is a requirement of the Australian Catholic University Staff Enterprise Agreement 2017 - 2021.
The Employment of Fixed-Term Staff Policy (Clause 4.5) outlines the notice periods required to provide written notice. In the absence of timely advice of such notice, the University may be obliged to make payment in lieu of the requisite notice of termination to a fixed-term staff member.
7. Waiver of Recruitment and Selection Policy
If the recommendation seeks the waiver of the normal Recruitment and Selection policy requirements in relation to the advertising of employment opportunities, justification for this waiver should be included on the FTEA for the delegated officer’s consideration.
8. Revisions made to this Procedure
Major, Minor or Editorial
9. Further Assistance
Any staff member who requires assistance in understanding this policy should first consult their nominated supervisor who is responsible for the implementation and operation of these arrangements in their work area. Should further information or advice be required staff should visit Service Central.