Annual closedown

The Vice-Chancellor has approved the closure of the University over the 2021/2022 Christmas/New Year period (except for areas where activities have been approved) and has granted all staff who would normally have worked (other than casual staff) a half-day concessional holiday on 24 December 2021.

All locations of the University will close from 12:30pm on Friday 24 December 2021, and will reopen on Tuesday 4 January 2022.

Each area will determine whether there are essential activities that must continue through the close down and whether staff are required to work during this period.

Academic staff teaching in Session 3 should discuss with their Head of School whether they need to work during the closedown. Some academic staff may be required to accommodate teaching activities that have been rescheduled to support student progression.  Approval is at the discretion of the Head of School and leave arrangements are managed between the Head of School and the staff member.

Some professional/general staff may be required to work during the close down to ensure that students’ queries are answered.  Supervisors will communicate further with affected staff.

Staff who are not required to work are strongly encouraged to take leave in January to have a chance to refresh and enjoy an extended break. The Vice-Chancellor has requested that no significant organisational, divisional or faculty meetings or initiatives take place in the first week of January to encourage an extended break where possible.

  • Public holidays and required leave

    Staff who are required for duty on 24 December 2021 or on any public holiday during the close down will be given equivalent time in lieu to be negotiated with their supervisor and taken within one month from that date.

    The public holidays and leave (or flexi-time for professional/general staff) that staff will be required to take during the Christmas/New Year period are as follows:

    DateDayHolidayNSWVIC & ACT
    24/12/2021FridayVC Half Day 12:30pmConcessional HolidayConcessional Holiday
    25/12/2021SaturdayChristmas DayPublic HolidayPublic Holiday
    26/12/2021SundayBoxing DayPublic HolidayPublic Holiday
    27/12/2021MondayAdditional Public HolidayPublic HolidayPublic Holiday
    28/12/2021TuesdayAdditional Public HolidayPublic HolidayPublic Holiday
    29/12/2021WednesdayNilIn Lieu of Bank Public HolidayAnnual Leave (or Flexi-Time)
    30/12/2021ThursdayNilAnnual Leave (or Flexi-Time)Annual Leave (or Flexi-Time)
    31/12/2021FridayNilAnnual Leave (or Flexi-Time)Annual Leave (or Flexi-Time)
    1/01/2022SaturdayNew Year's DayPublic HolidayPublic Holiday
    2/01/2022SundayWeekendWeekendWeekend
    3/01/2022MondayAdditional Public HolidayPublic HolidayPublic Holiday
    4/01/2022TuesdayNilNormal Work DayNormal Work Day
  • Leave Administration

    Concessional leave for 24 December 2021

    Staff who work the morning of Friday 24 December 2021 will not be required to work beyond 12.30pm except where required:

    • by their Head of Section to deliver classes or provide academic or support services which are important to ensure a high-quality student experience; or
    • for crucial activities such as responding to enquiries from prospective students regarding UAC offers.

    Staff who are required for duty on the afternoon of 24 December 2021 will be given time in lieu to be negotiated with their supervisor and taken within one month from that date.

    In the case of part-time staff who are required to work their normal hours on the morning of 24 December 2021, such staff will work their normal hours and, where applicable, shall not work beyond 12:30pm.

    Please note that the concessional holiday from 12:30pm is only available for staff who work on that day. Any annual leave or flexi-time taken on the morning of 24 December 2021 negates the concessional leave (that is, a full day’s leave or flexi-time must be taken).

    Longer periods of leave that encompass the close down and future leave

    Staff who wish to take leave either side of the close down period should submit their leave request via Web Kiosk for the whole period, including the close down period.

    There is no need to submit multiple leave requests ‘around’ the public holidays as the system recognises which are workdays and which are public holidays or weekends.

    Staff who do not have sufficient leave to cover this period, should contact Employee Services to discuss options for covering the close down.

    Also, staff who are planning to request leave for a date after 31 December 2021 should submit their leave for the close down period first to ensure they have sufficient leave to cover the break.

    Automatic leave bookings

    In January, the Division of People and Culture will make an automatic annual leave booking for the close down period for all staff, for days they would normally have worked.

    Professional/general staff wishing to take their flexi-leave for any of the close down period must request this via Web Kiosk by 31 December 2021.

    Processing of the automatic annual leave bookings will be finalised by 9 January 2022.

    Working during the close down

    After 9 January, staff who were required to work during the close down will need to submit, via Web Kiosk, a request to reverse the booked leave. Their supervisor will receive this request and will be able to recommend the reversal via Web Kiosk, thereby confirming the requirement to work.  The recommendation will escalate to the Executive Dean or Executive Director for approval.

    Follow the steps below to submit a request to reverse leave via Web Kiosk:

    • Hover over “Home”
    • Select “My Leave”
    • Click on the “Leave History” tile
    • Enter dates to cover the applicable period
    • Click “Find”
    • Click “Reverse” next to the applicable leave record
    • A summary screen will appear - Click “Reverse”

    This will send a request for approval to reverse the leave to your supervisor who can then action it from their Web Kiosk.

    If you were only required to work for a few hours, you will need to reverse the booking and then submit a new request for the number of hours being taken as leave.

    Example: You normally work 7 hours on the particular day but you only worked 3 hours, therefore you will need to submit a new leave request for 4 hours.

  • Pay Arrangements – December/January

    Annual leave loading for eligible staff will be paid on the payday of 9 December 2021.

    Online Web Kiosk timesheet submission dates will be as advised by your timesheet approver.

    Web Kiosk timesheet approval deadlines, and deadlines for submission of Casual/Penalty/Overtime Claim Forms and Timesheets to Employee Services, are as outlined below.

    1. Payday – 9 December 2021

    • Casual/Penalty/Overtime Claim Forms and Timesheets must reach Employee Services by 5.00pm on Monday 29 November 2021.
    • Timesheet approval deadlines for timesheets submitted via Web Kiosk will be 11.00am on Tuesday 7 December 2021.

    2. Payday – 23 December 2021

    • Casual/Penalty/Overtime Claim Forms and Timesheets must reach Employee Services by 5.00pm on Monday 6 December 2021.
    • Timesheet approval deadlines for timesheets submitted via Web Kiosk will be 11:00am on Tuesday 14 December 2021.

    In the event of any variation to the Salary Claim Forms/Timesheets submitted, an amendment must be submitted as soon as possible.

    3. Payday - 6 January 2022

    • Casual/Penalty/Overtime Claim Forms and Timesheets must reach Employee Services by 5.00pm on Wednesday 15 December 2021.
    • Timesheet approval deadlines for timesheets submitted via Web Kiosk will be 11:00am on Tuesday 4 January 2022.

    In the event of any variation to the Salary Claim Forms/Timesheets submitted, an amendment must be submitted as soon as possible.

    Any questions?

    Should you have any questions concerning the 2021/2022 leave and pay arrangements, please contact:

    Employee Services via dpc@csu.edu.au.

    Further information regarding 2021/2022 Public Holidays relevant to Charles Sturt employees can be found on our Public holidays page of our website.

  • Frequently asked questions

    Why do we close down?

    The close down provides an opportunity for staff to have a break, although we know that there are some who have to work during the close down period each year.  From a staff perspective, the physical and psychological benefits of taking leave are well documented.  We’re often tired by the end of a year and time off gives us a chance to recharge.  Staff who are not required to work are strongly encouraged to take leave in January to have a chance to refresh and enjoy an extended break. The Vice-Chancellor has requested that no significant organisational, divisional or faculty meetings or initiatives take place in the first week of January to encourage an extended break where possible.

    What if I have to or want to work during the close down?

    If you have to work during the close down, the arrangements are the same as last year.  The Division of People and Culture will book leave for the close down and if your supervisor confirms that you are required to work, you can request a leave reversal in Web Kiosk.

    If you want to work but you’re not required by your supervisor to do so, you will need to take leave.

Information about the arrangements for leave administration and timesheet deadlines in the weeks leading up to Christmas will be provided in due course.

Further information regarding public holidays relevant to Charles Sturt employees.