Guideline - Transitional arrangements for the conversion of

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					Guideline - Transitional arrangements for the conversion of
temporary employees to permanent status HR Policy B52
The Conversion of Temporary Employees to Permanent Status HR Policy B52 (the Policy)
has been introduced to facilitate maximising permanent employment under Public Service
Commission Directive 15/08 Temporary Employment.

The directive requires Queensland Health to review the temporary status of all employees
who have completed a minimum of three continuous years of service in the same or similar
role, with the aim of converting the employees to permanent status wherever feasible.

Queensland Health is committed to the appropriate use of temporary employment and the
maximisation of permanent employment.

WHAT YOU NEED TO DO

Identify all temporary staff who have completed a minimum of three years
continuous service in the same or similar role

By 30 November 2009 District/Division HR units are to identify all temporary staff who will
have completed a minimum of three years continuous service in the same or similar role on
or before 30 November 2009 (refer to the Policy for clarification regarding the same or
similar role).

The HR unit may request a standard report from HR Informatics that details all temporary
employees who will complete three years continuous service by a certain date.

Further investigations are required by each district/division to determine if an employee
meets the criteria for conversion to permanent status, such as assessing if the combined
total breaks in employment in the same (or similar) role during the previous three year
period has not exceeded three months.

Review all identified temporary staff to determine eligibility for conversion to
permanent status

By 31 December 2009 the HR unit, in conjunction with the relevant line managers are to
finalise a review of all identified temporary staff who as at 30 November 2009 have
completed a minimum of three years continuous service in the same or similar role to
determine each employee s eligibility to be converted to permanent status.

A conversion of temporary employee to permanent status criteria checklist form available
on QHEPS may be used to assist with the review process.

Determining an employee s eligibility for conversion to permanent status

A temporary employee who as at 30 November 2009 has completed a minimum of three
years continuous service in the same or similar role is eligible to be converted to permanent
status when all of the following assessment criteria are met:

      ·     The employee has performed the same (or similar) role for a minimum three
            continuous years of service.




Guideline   HR Policy B52                                                         Page 1
      ·     The combined total of breaks in employment in the same (or similar) role during
            the previous three year period has not exceeded three months.
      ·     The employee was originally appointed based on merit*.
      ·     There is on-going work for the employee.
      ·     On-going budget is available.
      ·     The employee has been assessed as meeting the agreed performance
            objectives of the role in question.

*Note: During the transitional period, a temporary employee may be converted to
permanent status even if the role was not advertised, as required under the Recruitment
and Selection Directive 3/09. However, the temporary employee must have been subject to
a merit process, which requires a minimum of two selection techniques (refer to HR Policy
B1). At the completion of the transitional period, temporary employees (above base-
grade) must have been subject to an open merit process (eg the role has been advertised
on the Smart Jobs and Careers and Health Services Bulletin).

Queensland Health requires a criminal history check to be undertaken prior to any person
being appointed permanently or when the period of temporary employment exceeds three
months. Prior to the conversion of any temporary employee to permanent status, it is to be
confirmed that a criminal history check has been undertaken. When a criminal history
check has not previously been done, an employee is not to be converted to permanent
status until a criminal history clearance is received.

Circumstances when conversion to permanent status is not feasible

In some circumstances it is not feasible to convert a temporary employee to permanent
status, these include but are not limited to:

      ·     When ongoing budget provision is not available, for example, when a project role
            is funded for a specified period with no reasonable anticipated renewal of
            funding.
      ·     The temporary employee is replacing an employee absent on leave who is
            expected to return to the role.
      ·     Fluctuating service delivery needs.

Completion of review

By 31 December 2009 all identified temporary staff who as at 30 November 2009 have
completed a minimum of three years continuous service in the same or similar role are to
be advised in writing of the review determination made regarding the employee s eligibility
to be converted to permanent status.

A conversion of temporary employee to permanent status criteria checklist form available
on QHEPS may be used to provide written notification to the employee.

Review outcomes

When it is determined a temporary employee has satisfied the eligibility criteria for
conversion to permanent status, the employee is to consent to the conversion of their




Guideline   HR Policy B52                                                         Page 2
status. The date of the appointment to permanent status is effective from the date of
approval of the appointment by the delegate.

When it is determined a temporary employee is not eligible for conversion to permanent
status, the written notification is to include the reasons for non-conversion. In cases when
the employee continues to be engaged in the role in a temporary capacity, a further review
process is to be conducted in 12 months from the initial review.

What if there is no permanent position number available to place the employee
against?

In situations when a temporary employee is converted to permanent status but no
permanent position number is available to place them against in the establishment, when it
is approved by the delegate, the employee may be placed against a surplus position
number in the interim period. When a permanent position number in the same role and
classification becomes available in the work unit, the employee may be placed against that
position in the Establishment Report by completing the Employee Movement Permanent
form.

Does HR Policy B52 replace the direct appointment provisions under the Recruitment
and Selection HR Policy B1?

No. The direct appointment provisions under HR Policy B1 provide the delegate with the
discretion to directly appoint a temporary employee to permanent status after a period of
two years, when specific criteria have been met. Refer to section 13.3 of HR Pol icy B1.

HR Policy B52 details the mandatory requirement for agencies to review the employment
arrangements of all temporary employees by 30 November 2009, where they have been in
the same or similar role for 3 cumulative years. Where this and other criteria are met, the
temporary employee is to be converted to permanent status. Refer to PSC Directive
Temporary Employment 15/08.

Base grade employees

The delegate may appoint a temporary base grade employee to permanent status when:
     ·   The employee was appointed on a temporary basis via a merit process
     ·   The employee has met the agreed performance objectives of the role
     ·   There is ongoing budget provision available.

Post transitional arrangements

Temporary Employment reports are to be requested by District/Division HR units on an
ongoing basis to identify temporary staff who will have completed a minimum of three years
continuous service in the same or similar role from 1 December 2009.

When the review is finalised, the employee is to be notified of the decision in writing within
28 days of becoming eligible for conversion.




Guideline   HR Policy B52                                                            Page 3
Where can I get further details?

For further details regarding this process, refer to:

      · Conversion of Temporary Employees to Permanent Status HR Policy B52
      · Directive 15/08 Temporary Employment
      · HR Policy Team, HR Branch phone 3237 1465




Guideline   HR Policy B52                                                 Page 4

				
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