Expectant and New Parent Kit
October 2014
Introduction
The Expectant and New Parent Kit has been developed to assist and support you in balancing your work,
life and family responsibilities.
Additional information is also provided for supervisors as they often have a critical role in supporting and
valuing staff who are considering or expecting a child or those returning to work from parental leave.
This pack provides information through the following chapters:
• Chapter 1 – Considering your entitlements and obligations
• Chapter 2 – Health and Wellbeing
• Chapter 3 – Managing work and life during pregnancy and as a new parent
• Chapter 4 – Expectant Partners (for fathers to be and mothers who will not be the newborn’s primary
care giver)
• Appendix 1 – FAQs
• Appendix 2 – Recommended reading and other resources
• Appendix 3 – Contacts
• Appendix 4 – Forms
Need help? For clarification of any issues relating to leave and/or other entitlements, or assistance in
completing the Parental Leave Application forms, please contact Access HR on 9902 0400 between 9.00
am and 5.00 pm Monday to Friday (except University holidays).
2
Contents
Page
Chapter 1 – Considering your entitlements and obligations
4
5
6-7
8
9
10
11-12
13
14
15
16
17
18
• Pre-natal leave (fixed term and continuing staff)
• Parental leave entitlements (fixed term and continuing staff)
• Alternatives to receiving your 60% paid maternity leave (fixed term and continuing staff)
• Returning to work: Entitlements, obligations and options (fixed term and continuing staff)
• Casual and sessional staff
• Australian Government Paid Parental Leave Scheme and Baby Bonus
Chapter 2 – Health and wellbeing
• Safe pregnancy at work
• The family friendly workplace
• Breastfeeding and parenting facilities
• Staff counselling and the Employee Assistance Program (EAP)
Chapter 3 – Managing work and life during pregnancy and on your return to work
• Maintaining communication and contact during leave
• Childcare
• Useful strategies for supervisors
Chapter 4 – Expectant partners
• Entitlements and support for spouses
Appendix 1 – FAQs
Appendix 2 – Recommended reading and other resources
Appendix 3 – Contacts
Appendix 4 – Forms
19
20-21
22
23
24
26-27
28
29
30
3
Chapter 1
Considering your entitlements and obligations
Page
• Pre-natal leave
• Parental leave entitlements (fixed term and continuing staff)
5
6-7
• Alternatives to receiving your 60% paid maternity leave (fixed term and continuing
staff)
8
• Returning to work: Entitlements, obligations and options (fixed term and continuing
staff)
9
• Casual and sessional staff
10
• Australian Government Paid Parental Leave Scheme and Baby Bonus
11-12
4
Pre-natal leave
(fixed term and continuing staff)
Pre-natal leave entitlements
Monash University supports you if either you or your
partner are pregnant by allowing you time off work to
attend regular pre-natal visits to the doctor in
preparation for the birth of your child.
There is no limit on the amount of such leave,
provided the leave is supported by medical
certificates or other relevant supplementary
evidence.
Pre-natal leave is not deducted from annual or
personal leave.
How to apply for pre-natal leave
You can apply for pre-natal leave online through ESS. You must provide at least 7 days
notice to your supervisor of your intention to take leave.
For more information, see the Remuneration and Benefits Policy – Type of Leave (Pre-natal
and Parental Leave).
5
Parental leave entitlements
(fixed term and continuing staff)
Your entitlements
Fixed-term and continuing staff are entitled to 12 months parental leave. A staff member who has
completed as least 12 months’ continuous service immediately prior to commencing parental leave, and
who has already taken 12 months parental leave, may request an additional period of up to 12 months
unpaid parental leave, subject to the approval of the University.
Parental leave may not begin earlier than six weeks prior to the due date of the baby unless medical
evidence recommends otherwise. The number of weeks of paid and unpaid leave you are entitled to will
depend both on how long you have been working at Monash and the nature of your employment.
Refer to the Remuneration and Benefits Procedure – Types of Leave (Pre-natal and Parental Leave) for
further information. Application forms for parental leave are available online.
See the following page on how to determine your entitlements.
Adoptive parents: Parental leave for adoption is equivalent to that of a birth mother.
Other leave accrual: During the period of paid parental leave, normal leave accrual occurs as per a
normal period of service for up to 26 weeks. After that period, leave will not accrue for the remainder of the
period of parental leave.
6
Parental leave entitlement calculations
(fixed term and continuing staff)
Length of
Service
Paid leave entitlement
Unpaid leave entitlement
at least 24
months of
service
• Leave for a continuous period of 52 weeks comprising
14 weeks' leave at 100% pay (to conclude no later
than 14 weeks following the date of delivery)
• 38 weeks' leave at 60% pay.
• You may request a further period of up to
52 weeks' unpaid parental leave to
commence immediately following the
conclusion of the initial period of 52 weeks'
parental leave, subject to the approval of
the University.
12-24
months of
service
• Leave for a continuous period of 52 weeks comprising
14 weeks' leave at 100% pay (to conclude no later
than 14 weeks following the date of delivery)
• Leave at 60% pay at the rate of 3.16 weeks for each
completed month of service after the first 12 months,
plus unpaid leave for any remainder of the continuous
52-week period.
• You may request a further period of up to
52 weeks' unpaid parental leave to
commence immediately following the
conclusion of the initial period of 52 weeks'
parental leave, subject to the approval of
the University.
less than
12
months
• Leave at 100% pay at the rate of 1.16 weeks for each
completed month of service (to conclude no later than
14 weeks following the date of delivery).
• Unpaid leave for the remainder of the
continuous 52-week period after the birth of
your child.
You can also use the Maternity Leave Calculator to estimate how many weeks of paid leave your are
entitled to. You should contact Access HR for an accurate assessment of your entitlements on 9902 0400.
7
Alternatives to receiving your 60% paid maternity leave
(fixed term and continuing staff)
If you are entitled to a period of paid leave at 60% of your ordinary rate of pay (see previous page), you
may either take the leave or select one of the following return to work options:
Option 1
Option 2
Option 3
Lump Sum or fortnightly
allowance
Have child care fees paid in lieu of your 60%
paid maternity leave
Top up your salary while
working part-time
You may choose to return to work
and receive payment in lieu of the
60% paid maternity leave you would
otherwise have received.
You may choose to return to work and have childcare
fees paid through salary sacrificing. This is up to the
value that you would have received through your 60%
paid maternity leave entitlement.
You may choose to take this
payment in one of two forms:
If you choose this option:
You may choose to return to
work on a reduced fraction
(subject to the agreement of the
University) and top up your
salary (up to 100% of pay) with
the unexpired portion of your
60% maternity leave entitlement,
provided that you have already
taken at least 26 weeks' paid
maternity leave and remain on a
reduced fraction.
a) a single lump sum payment; or
b) fortnightly payments as if you
were still on maternity leave
and receiving 60% of your
ordinary pay for the number of
weeks you are entitled to. (This
is in addition to the salary that
you are earning on your return
to work)
Superannuation: is not paid on the
lump sum or fortnightly payments.
a) you must use a Monash childcare facility (see
the section of this document on childcare); and
b) the end date of your childcare cover must be no
later than 52 weeks after you commenced you
maternity leave
Superannuation: staff are not entitled to
superannuation paid on the money used for childcare
benefits.
Note: if you choose this option and the value of the
childcare is less than what you would have been
entitled to had you not returned to work, the University
will not make up the shortfall.
Note: It is up to you to determine which option suits your financial situation best and the University cannot
provide financial planning or taxation advice.
If you choose this option the end
date of this must be within 52
weeks of the first day of your
maternity leave.
Superannuation: is paid on the
“top up” amount so long as the
top up does not exceed your
substantive fraction.
8
Returning to work: Entitlements, obligations and options
(fixed term and continuing staff)
Entitlements
At the end of a period of parental leave, you are entitled to resume
work on the same substantive classification, fraction of employment
and salary and with commensurate duties as applied prior to the
commencement of your parental leave.
You may also request changes to your fraction of employment or
another flexible working arrangement. For more information, see the
Workforce Management Procedure – Flexible working arrangements
for parents and carers and the University’s Work Life procedures .
For further questions please contact Access HR.
Obligations
Return to work intention: If you wish to return to your previous position you must provide confirmation of your intention at
least four weeks before your intended return date. If you wish to request a flexible working arrangement as part of your
return to work from parental leave, you are required to submit a Flexible Return/Extension of Parental Leave Application
form at least six weeks prior to your intended return date.
60% paid parental leave: Before you can take advantage of the paid parental leave period at 60% pay, you must enter into
a deed with the University that specifies that you agree to return to work for a period equivalent to:
a)
the period of leave taken at 60% pay (irrespective of the staff member's return to work fraction); and/or
b)
the period it takes for the staff member to earn salary equivalent in aggregate to the cash value of the return-towork conversion option benefit received.
This Return to Work Deed is a separate form that is completed and submitted at the same time as the Application for
Maternity Leave form.
9
Casual and sessional staff
Staff who have casual or sessional appointments at Monash may also be entitled to unpaid
parental leave. If you are a “long-term casual” staff member as defined below, you may be
entitled to 12 months unpaid parental leave and, if so, may be entitled to request a further
period of up to 12 months unpaid parental leave after the initial leave period.
.
Note: long-term casual is defined as
casual professional staff, sessional
teaching associate staff, casual research
assistants or casual trades and services
staff who have been employed by the
University on a regular and systematic
basis for a sequence of periods of
employment during a period of at least 12
months.
10
Australian Government Paid Parental Leave Scheme and
Newborn Upfront Payment
Government assistance to parents of newborn children
The Australian Government provides financial assistance to the
parents of newborn children. This can take the form of either Parental
Leave Pay or the Newborn Upfront Payment and Newborn
Supplement.
Paid Parental Leave Pay
Parental Leave Pay provides financial support for up to 18 weeks to eligible parents of a newborn or recently
adopted children. Parental Leave Pay is at the rate of the National Minimum Wage, for a maximum of 18 weeks,
and is in addition to the parental leave entitlements provided by Monash*.
Dad and Partner Pay
If you have a baby or adopt a child on or after 1 January 2013, you or your partner could be eligible for Dad and
Partner Pay.
Dad and Partner Pay is a new payment for dads or partners caring for a new child (including adopting parents and
same-sex couples). If you are an eligible working dad or partner, you can get up to two weeks of governmentfunded pay at the rate of the National Minimum when you’re on unpaid leave from work or are not working.
*Current as of October 2014
11
… or Baby Bonus
Alternatively you may wish to receive the Baby Bonus. This is a payment made in 13 fortnightly
instalments).
Note: You cannot receive Parental Leave Pay and Newborn Upfront Payment and Newborn Supplement
payment for the same child. If you are eligible for both Parental Leave Pay and the Newborn Upfront
Payment and Newborn Supplement you can access the Paid Parental Leave Comparison Estimator to
help you make an informed decision about which payment to claim.
Other Government payments
The Australian Government also contributes to families through the Family Tax Benefit.
Contact: For more information contact the Department of Human Services on 13 6150
12
Chapter 2
Health and wellbeing
Page
• Safe pregnancy at work
14
• The family friendly workplace
15
• Breastfeeding and parenting facilities
16
• Staff counselling and the Employee Assistance Program (EAP)
17
13
Safe pregnancy at work
Where possible, it is advisable to speak with your doctor regarding the kind of work you do and any
concerns you may have. Information is available to those considering pregnancy, who are pregnant or
who are breastfeeding within the OHS Information Sheet 18 – Pregnancy and Work.
In particular consider:
• The impact of chemicals you may be working with
• Ionizing and non-ionizing radiation
• Animals you may be coming into contact with
• Relevant immunizations you may need and
biological hazards
• The degree of manual handling required in your
work duties
It is recommended that you notify your Supervisor, Safety Officer, Bio-Safety Officer, or Radiation Safety
Officer (RSO) as soon as possible about your pregnancy, so that an assessment and appropriate
modifications can be made to your work, in order to minimise any risks to your pregnancy. You may
request that information regarding your pregnancy remain confidential.
Contact the Occupational Health Nurse Consultant for confidential medical information.
14
The family friendly workplace
Monash University has a number of policies and procedures in place to facilitate the
successful combination of work and family responsibilities:
•
Workforce Management Procedure – Flexible working arrangements for parents and
carers
•
Workforce Management Procedure - Work Life (Breastfeeding)
•
Workforce Management Procedure - Work Life (Children in the Workplace)
•
Workforce Management Procedure - Work Life (Home-based Work)
•
Workforce Management Procedure - Work Life (Job-Share)
•
Equal Opportunity Policy
For further information, please contact Access HR on 9902 0400 between 9.00 am and 5.00
pm Monday to Friday (except University holidays).
15
Breastfeeding and parenting facilities
Breastfeeding
The University’s Workforce Management Procedure Work Life (Breastfeeding), supports those women who
continue to breastfeed on their return from maternity
leave.
The University will provide reasonable flexibility for
mothers to take paid lactation breaks during their
workday and, where practicable, provide access to
suitable parenting facilities to breastfeed and/or express
and store breast milk. This includes facilities with a
power point, lockable door, chair, nappy change area,
hand-washing facilities, refrigerator and breast pump
storage area.
Parenting facilities
It is recommended that you discuss breastfeeding facilities with your supervisor before
commencing maternity leave to allow time for suitable arrangements to be made.
16
Staff counselling and the Employee Assistance Program
(EAP)
Returning to work after maternity leave can be a
difficult transition in terms of managing work and
family expectations.
The University offers a combined
internal/external Employee Assistance Program
(EAP) that provides private and highly
confidential professional counselling and
services. EAP focuses on the early assessment
and prevention and/or remediation of personal
problems experienced by staff or members of
their families.
Pregnancy Helpline
The Australian Government also provides assistance through the Pregnancy, Birth and Baby Helpline
which can be reached on 1800 88 24 36. To learn more visit www.health.gov.au/pregnancyhelpline
17
Chapter 3
Managing work and life during pregnancy and on
your return to work
Page
• Maintaining communication and contact during leave
19
• Childcare
• Childcare options
• Childcare Entitlements
20
21
• Useful strategies for supervisors
22
18
Maintaining communication and contact during leave
One way to avoid skill reduction and a sense of isolation that you may feel during periods of parental leave
is for you and your supervisor to agree on maintaining contact. Some strategies to consider are as follows.
1. Ensure that you have been given the choice as to whether
you want to be contacted during this time (other than when
the University is obliged to contact you by law)
2. Make sure that your email address is kept on the work
unit's email network, so that you receive relevant work
based information
3. Request that information such as faculty updates,
operational plans or any major procedural or structural
changes proposed or taking place in the workplace are
forwarded to you
4. Consider retaining professional memberships to maintain
your skills and knowledge
5. Attend the work unit's social events, for example, farewells,
birthday lunches and annual or Christmas parties
6. You may wish to discuss and agree to other options for
maintaining communication and contact during leave with
your supervisor
19
Childcare options
Childcare at Monash
On returning to work, you may wish to consider taking advantage of the University’s childcare services.
The University sponsors five on-campus child care services across three campuses, with salary packaging
arrangements available. If you are considering using Monash University sponsored child care centres, you
are encouraged to place your name on the waiting list as soon as possible.
Special Needs
Monash University’s Elwyn Morey Centre is widely recognised as providing high quality early childhood
intervention programs and services to children aged birth to 6 years with significant developmental delay
and disabilities and their families.
The Elwyn Morey Centre Early Childhood Intervention Program is situated within the Faculty of Education,
Monash University Clayton Campus.
To locate child care
providers, contact your
local council or visit the
Australian Government
My Child website for
locations of all childcare.
For more information on child care options:
• Australian Government My Child
• National Quality Framework For Early Childhood
Education & Care
• Monash University Family and Child Care Monash
University Family Life Resources
20
Childcare entitlements
Both Monash and the Australian Government provide benefits to parents who use childcare services
Salary Packaging at Monash
Government entitlements
Fees payable for the use of child care services at
a number of Monash related child care centres
are exempt from Fringe Benefits Tax and may be
salary packaged. These include:
Child Care Benefit
Where child care services have Australian Government approval ,
the Child Care Benefit is passed on to families through a reduction
in child care fees. Most long day care, family day care, before and
after school care, vacation care, some in-home care and
occasional care services offer approved care.
All eligible families can get up to 24 hours of Child Care Benefit for
approved care per child per week. The amount of Child Care
Benefit you are eligible to receive is income dependant.
• Monash Caulfield Child Care Association Inc
• Monash Children's Centre Clayton
• Monash Community Family Co-Op Ltd
Clayton
• Windermere Early Leaning Centre (Peninsula)
• Elwy Morey Centre
Further information on the salary packaging
option and its procedure may be found at Salary
Packaging Procedure and Salary Packaging
Application Child Care Fees.
Child Care Rebate
The Child Care Rebate is a different payment from the Child Care
Benefit. To receive Child Care Rebate you must first claim the
Child Care Benefit for approved care. This rebate assists parents
with out-of-pocket expenses for approved child care, which are
your total child care fees less the Child Care Benefit you receive.
While the Child Care Benefit is based on your income, the Child
Care Rebate is not.
It is strongly recommended that staff members seek financial advice
Further information can also be obtained from The Department of Human Services
21
Useful Strategies for Supervisors
Supervisors play a critical role in supporting and valuing staff who are considering or expecting a child or returning to work
from parental leave. Best practice might include the following.
•
Effective communication strategies ensure that the staff member is informed of developments that take place while she is absent.
•
While the staff member is on parental leave, supervisors should never require the staff member undertake professional development
during this time. However, the staff member may wish to do so.
•
Supervisors should assist the staff member in maintaining her career momentum over this period by discussing strategies prior to, during
and on return from parental leave to avoid ‘career stagnation’. For example, a supervisor may encourage an academic staff member to
apply for a grant upon finding out she is pregnant so that she can put people and resources in place to work on the research during her
period of parental leave.
•
Supportive supervisors should encourage flexible working arrangements, including the choice of working days and hours and the option
of working from home where possible. They should also highlight that a staff member returning from parental leave has a right to her
position or equivalent position.
•
Some staff are capable of increasing their return to work hours after a period of time. It is useful to be able to review and adjust working
hours from home after a trial return to work period.
•
All elements of the staff member's workload should be adjusted in line with the relevant fraction or flexible work arrangement. Supervisors
of academic staff must ensure that the proportions allocated to the three key areas of academic activity - research, education and service
- are discussed and agreed at the time the staff member requests a change in employment fraction or flexible work arrangement. The
supervisor and staff member will also agree to adjust the staff member’s research performance expectations to reflect the agreed
workload allocation and amended working hours.
•
The Gender Equity Toolkit provides practical strategies for supervisors to attract, retain and develop female staff.
•
As a supervisor, you play a critical role in determining the culture of your workplace, so take steps to promote a culture of acceptance and
mutual support.
•
Returning to work can be quite isolating. Regular work unit meetings allow for useful information exchange and should be re-scheduled
wherever possible to take place when the staff member can attend.
•
Hold a discussion with your staff member to ensure that she fully understands the impact on salary and entitlements of their parental
leave.
•
It is critical that return to work positions are well considered, designed and communicated with staff.
•
Arrangements are regularly assessed and fine-tuned in line with agreed work unit key performance indicators.
If you would like further advice, please contact Access HR on 9902 0400.
22
Chapter 4
Expectant Partners
Page
• Entitlements and support for spouses
24
23
Entitlements and support for spouses
Parental leave for spouses and domestic partners
The University supports staff whose spouses or domestic partners are
the birth or adoptive parents of children through paid leave
entitlements and other support mechanisms.
Leave entitlements
Eligible staff are entitled to:
• 5 days paid and 10 days unpaid leave to assist the birth mother before and after
the birth of their child (pro-rata based on employment fraction)
• Up to 52 weeks of unpaid parental leave if you are the primary carer for your
child
• Pre-natal leave to attend medical appointments
Support
Supporting your partner during this time and adjusting to this change in your life can be challenging at
times. Remember that the Employee Assistance Program (EAP) is available to you and can help you
manage the transition smoothly.
24
Appendices
Page
• FAQ
26-27
• Recommended reading and other resources
28
• Contacts
29
• Forms
30
25
Appendix 1 - Frequently asked questions (page 1 of 2)
Hopefully many of the questions you may have had been answered in this kit. Here are some further
questions and answers you may find useful
When can I start my period of maternity leave & can I work during a period of parental leave?
Commencing Maternity Leave
Your parental leave may commence no earlier than six weeks before the certified expected date of birth, unless medical evidence
recommends otherwise.
If medical evidence recommends an earlier date, paid maternity leave may commence from the recommended earlier date.
Working During a Period of Parental Leave
By returning to work a staff member cancels a period of parental leave.
With the exception of paid spouse/partner birth leave, all forms of parental leave must be taken in a continuous period. Paid
spouse/partner birth leave, which must be taken within the period commencing one week prior to the expected date of birth and
concluding not later than six weeks after the birth, is not required to be taken as a continuous period.
Am I entitled to annual leave, long-service leave or sick leave during a period of maternity leave?
Annual leave and long service leave
Wit the exception of annual or long service leave taken to top up salary during a period of parental leave at 60% pay, if you are on
paid or unpaid parental leave and you take annual or long-service leave, this is considered to be a return to work event and as such
will cancel your parental leave and prevent you from resuming it. In this way if you intend to use your annual or long-service leave, it
is best to apply for it at the end of your parental leave.
Sick leave
If you are on unpaid maternity leave and have accrued sick leave entitlements and you become ill as a result of your pregnancy or
childbirth, you are entitled to be placed on sick leave for the period of illness, subsequent to the expiration of paid maternity leave,
provided a medical certificate or statutory declaration is provided.
26
Appendix 1 - Frequently asked questions (page 2 of 2)
What happens with my super while I’m on maternity leave?
During the 14 weeks of 100% paid maternity leave
Your super is paid as normal and your average service fraction remains unchanged for the purpose of Death and Disability benefit.
During the period of 60% paid maternity leave
Your super is paid at the reduced fraction of 60% and your average service fraction that is used in the calculation of Death and
Disability benefits will be reduced.
During any period of unpaid maternity leave
Your super payments cease and this period is not counted as service for the purpose of calculating Death and Disability benefits.
Further questions regarding superannuation should be directed to the Superannuation Office, on 990 29497 or
superannuation@monash.edu.
What happens with my Academic Probation during my maternity leave?
What happens to probation during maternity leave?
Academic staff members who take maternity leave during their probation period may elect to have the end dates of their probation
period deferred.
The probation end date is deferred by the amount of leave that does not count towards service. In the case of maternity leave, this is
any period of maternity leave in excess of 26 weeks, paid or unpaid.
Example:
Mary has a probation period that ends on September 1st 2011.
Mary begins her 12 months of maternity leave on January 1st 2011, and will return to work on January 1st 2012.
After 26 weeks (6 months) of maternity leave, Mary is on leave that does not count towards service which means that the remaining
6 months of her maternity leave does not count towards service.
Mary’s probation end date is deferred by 6 months and will end on March 1st 2012.
27
Appendix 2 - Recommended reading and other resources
Suggested books
• What to Expect When You're Expecting, Sharon Mazel
• Up the Duff, Kaz Cooke
Suggested websites
• www.betterhealth.vic.gov.au
• www.healthdirect.org.au/pbb
• www.health.gov.au/pregnancyhelpline
• www.bubhub.com.au/
• www.thepregnancycentre.com.au
• www.essentialbaby.com.au
Smartphone Apps
• My Pregnancy
• Bub Hub
• Baby Bump (also has useful info for expectant dads)
• Pregnancy Centre
28
Appendix 3 - Contacts
Access HR
• Phone: +61 3 9902 0400
• Email: hr@monash.edu
• http://www.adm.monash.edu.au/human-resources/contact/
Employee Assistance Program
• Phone: 1800 350 359
• http://www.adm.monash.edu.au/workplace-policy/staffwellbeing/employee-assistance/
29
Appendix 4 - Forms
Parental leave forms
• Application for Leave
• Application for Maternity Leave
• Flexible Return/ Extension of Parental Leave Application
Form
• Flexible Working Arrangements Request Form
• Home-based Work Agreement
• Return to Work Deed
30
Image attribution
Some of the images used in this presentation are sourced from the Flickr creative commons and
are attributable to the following people
• Page 18, we now need call waiting - The Wu's Photo Land
• Page 20, Family Childcare - familymwr
• Page 23, Baby Daddy - jrayfarm1980
• Page 27, iphone - William Hook
31