Hours of Work

1.1 Policy statement

Employees of the Office of the Information Commissioner (the Office) are employed under the Public Service Act 2008 (PSA).  The Information Commissioner, Privacy Commissioner and RTI Commissioner are appointed by the Governor in Council under the Right to Information Act 2009 or the Information Privacy Act 2009.  We adhere to the hours of work arrangements outlined in the Queensland Public Service Officers and other Employees Award 2015. We are committed to flexible work arrangements that will support you to achieve a balance between your professional and personal responsibilities, including needs arising from domestic or family violence.

1.2 Purpose

This document details the requirements for hours of work, attendance at work, reporting of absences to support the operational, business and client service requirements as determined by the Information Commissioner. This policy also details who may approve the various leave and attendance variations.

1.3 Effective Date

Approved by the Information Commissioner on 4 December 2017.

1.4 References

  • Public Service Commission and relevant industrial relations Minister Directives, Policies, Procedures, Awards and Legislation:
    • 19/16 Hours, Overtime and Excess Travel
    • 11/16 Attendance Recording and Reporting Requirements
    • 04/17 Recreation Leave
    • 03/16 Long Service Leave
    • 05/17 Special Leave
    • 06/17 Paid Parental Leave
    • 04/16 Sick Leave
    • 04/15 Support for employees affected by domestic and family violence
    • Commission Chief Executive Directive 10/17  Senior Executive – Employment Conditions  and 11/17 Senior Officers - employment conditions -Schedule 3 (Organisational Hours of Work Arrangements) – Queensland Public Service Officers and Other Employees Award – State 2015
    • Public Service Act 2008
    • Industrial Relations Act 2016
    • Public Service Commission Workload management – a guide for employees September 2017
    • Public Service Commission Workload management – a guide for managers August 2017
    • Office of the Information Commissioner - HR Policies
    • Code of Conduct for the Queensland Public Service
    • Office of the Information Commissioner - Certified Agreement 2015

1.5 Application

This policy applies to all employees of the office.

1.6 Responsibilities

Employees (AO3 to AO8)

  • You will accurately record your hours of work in Timekeeper. This includes meal breaks, starting and finishing times, at 5 minute intervals.  You may round to the nearest 5 minutes.
  • You will submit your timesheets promptly to your supervisor for approval at the completion of each fortnight period.
  • The Office will make your timesheets available for external auditing as required.
  • You will raise any issues relating to workload management directly with your supervisor.
  • You may access the Workload management - a guide for employees for guidance.

Supervisors

  • You are responsible for your work unit to meet the needs of the Office and clients while managing employees’ workload.
  • Where issues relating to workload management are raised, you will refer to the Workload management - a guide for managers for guidance.
  • You must ensure that employees are appropriately supervised at all times.
  • Subject to operational requirements, you will enable employees to take accrued time off to avoid forfeiting excess accrued time.
  • You must administer time records and leave in accordance with this policy.

Senior Human Resources Officer

  • You will ensure staff are aware of entitlements. You provide ongoing advice and guidance to the Commissioners and all employees, regarding hours of work, timesheets and the process for recording of hours of work.

Information Commissioner

  • You will ensure that workloads are managed appropriately and that decisions regarding hours of work are consistent and fair.

1.7 Office Hours

  • The Office’s business hours are 8:30am to 5:00pm Monday to Friday. You must arrange your hours of work in a manner that maintains essential external and internal customer service requirements during these times.
  • You may set flexible starting and finishing times, in agreement with your supervisor/manager.
  • The ordinary full time hours of work are:
    • 7 hours 15 minutes (7.25 hrs) per day
    • 36 hours and 15 minutes per week
  • You can access the Office from 7:00am to 6:00pm, Monday to Friday.
  • You may work a maximum of 9 hours 30 minutes (9.5) at ordinary time rates in any one day.
  • The Information Commissioner may direct starting and ceasing times of employees.
  • You must take a minimum 30 minute break between the third and sixth hour of duty.
  • The ordinary hours of duty for employees of the Office who are remunerated at the Senior Officer or Senior Executive levels (SO and SES) are those hours of duty determined by the Information Commissioner or delegate as per Directives Senior Executive Service and Senior Officers Employment Conditions. SO and SES do not have to complete a timesheet.

1.8 Accrued Time and Leave

  • This policy sets the scope for accessing and managing accrued time where it is convenient to the efficient operation of the Office.
  • Each work cycle consists of four weeks. The period end dates are available on the intranet.
  • You may accrue time, provided your supervisor has allocated sufficient work. Your supervisor must approve any additional hours you perform and ensure they meet operational requirements.
  • There is no limit to the amount of hours that you may accrue during each four week work cycle.
  • Before seeking to access accrued time off, you must give priority to acceptable work flows. Your supervisor will consider your request against the need for sufficient resources to service the work unit, clients and OIC generally.
  • You must obtain prior approval to access accrued time off.1
  • You may apply to access accrued time with a maximum of 3 days (21 hours, 45 minutes) within a work cycle; you may take the accrued time either consecutively or separately.
  • If you work less than 7 hours 15 minutes in one day, your accrued time balance will be deducted for the shortfall.
  • The maximum carryover balance of accrued time from one work cycle to the next is 36 hours, 15 minutes.
  • There is no capacity to go into a negative balance at any time.
  • There is no cash equivalent for accrued time.

1.9 Overtime and Time of in Lieu

  • You may be required to perform work outside the spread of hours or in excess of nine-and a-half hours, exclusive of meal breaks, on any one day.
  • The Information Commissioner must authorise the overtime work before you perform it.
  • In the absence of prior approval, the Information Commissioner must subsequently be satisfied that it was essential for the proper conduct of public business that you work overtime and that you could not have reasonably performed it within your ordinary work hours.
  • If you have approval to work overtime and finish after 7pm, the DECS will give you a taxi voucher for your transportation home.  It is your responsibility to call a taxi service and arrange to be collected at the front of the workplace and transported directly to your home.
  • You must retain and return the taxi receipt to the Executive Coordinator for administrative processing.
  • The Office will administer all entitlements to overtime and excess travel in accordance with the hours, overtime and excess travel directive.

1.10 Reporting Absences

In accordance with the Queensland Employment Standards in the Industrial Relations Act 2016, and the current directive about Sick leave, you must notify your supervisor as soon as you become aware that you will be absent from work.

You should communicate:

  • the reason for the absence
  • the expected duration of the absence

If you are able, you should also advise your supervisor of any relevant operational information ie appointments, meetings, deadlines.

If the supervisor contact is unavailable, please notify your supervisor’s manager or the DECS.

You must support an application for sick leave of more than three (3) days by providing a medical certificate or alternative documentation acceptable to the Information Commissioner.

1.10 Leave approval delegations

Director Engagement and Corporate Services

Leave actionDirectiveUnit/teamDelegate

Sick Leave

Bereavement Leave

Pre-Natal Leave

Directive 04/16 - Sick Leave

Directive 01/16 - Special Leave

Directive 26/10 - Paid Parental Leave

External Review
  • AO3 - AO8
Supervising Assistant Information Commissioner
  • SO Assistant Information Commissioner
Right to Information Commissioner
  • RTI Commissioner
Information Commissioner
Privacy
  • AO7 - AO8
Privacy Commissioner
  • Privacy Commissioner
Information Commissioner
Audit and Evaluation
  • Audit and Evaluation AO3 - AO8
Director, Audit and Evaluation
  • Director, Audit and Evaluation
Information Commissioner
Engagement and Corporate Services
Information and Assistance
  • AO6 - AO7
Manager, Information and Assistance
  • AO8
Director, Engagement and Corporate Services
Training and Stakeholder Relations
  • AO6 - AO7
Manager, Training and Stakeholder Relations
  • AO8
Director, Engagement and Corporate Services
Corporate Services
  • AO3 - AO4 Business Services Staff
Business Services Manager
  • AO3 Executive Coordinator
Director, Engagement and Corporate Services
  • A06
Director, Engagement and Corporate Services
  • Director, Engagement and Corporate Services
Information Commissioner
Leave actionDirectiveUnit/teamDelegate

Recreation Leave

Directive 04/17 - Recreation Leave

External Review
  • AO3 - AO8
Right to Information Commissioner
  • SO Assistant Information Commissioner
Right to Information Commissioner
  • RTI Commissioner
Information Commissioner
Privacy
  • AO7 - AO8
Privacy Commissioner
  • Privacy Commissioner
Information Commissioner
Audit and Evaluation
  • Audit and Evaluation AO3 - AO8
Director, Audit and Evaluation
  • Director, Audit and Evaluation
Information Commissioner
Engagement and Corporate Services

Information and Assistance

  • AO6 - AO8
Manager, Information and Assistance
  • AO8
Director, Engagement and Corporate Services    

Training and Stakeholder Relations

  • AO6 - AO7
Manager, Training and Stakeholder Relations
  • A08
Director, Engagement and Corporate Services

Corporate Services

  • AO3 - AO4 Business Services Staff
Business Services Manager
  • AO3 Executive Coordinator
Director, Engagement and Corporate Services
  • A06
Director, Engagement and Corporate Services
  • Director, Engagement and Corporate Services
Information Commissioner
Leave actionDirectiveUnit/teamDelegate

Long Service Leave

Directive 03/16 - Long Service Leave

External Review
  • AO3 - AO8
Right to Information Commissioner
  • SO Assistant Information Commissioner
Right to Information Commissioner
  • RTI Commissioner
Information Commissioner
Privacy
  • AO7 - AO8
Privacy Commissioner
  • Privacy Commissioner
Information Commissioner
Audit and Evaluation
  • Audit and Evaluation AO3 - AO8
Director, Audit and Evaluation
  • Director, Audit and Evaluation
Information Commissioner
Engagement and Corporate Services

Information and Assistance

  • A06 - AO7
Director, Engagement and Corporate Services
  • A08
Director, Engagement and Corporate Services

Training and Stakeholder Relations Team

  • A06 - AO7
Director, Engagement and Corporate Services
  • A08
Director, Engagement and Corporate Services

Corporate and Executive Services

  • AO3 - AO4 Business Services Staff
Director, Engagement and Corporate Services
  • AO3 Executive Coordinator
Director, Engagement and Corporate Services
  • AO6
Director, Engagement and Corporate Services
  • Director, Engagement and Corporate Services
Information Commissioner
Leave actionDirectiveUnit/teamDelegate

Special leave including Domestic Violence Leave

(Bereavement Leave excepted)

Directive 05/17 - Special Leave

Directive 04/15 Support for employees affected by domestic and family violence

All Units

Information Commissioner

Paid parental leave

(Pre-natal leave excepted)

Directive 06/17 - Paid Parental Leave

All Units  Information Commissioner

1 The S3.1.4(d) Public Service Officers and other Employees Award  - State 2015 requires that accrued time off be taken with the prior approval of the relevant supervisor.