Policies and procedures

Policy No.
Human Resources
Authoring Organisational Unit
Human Resources - Central Unit
Date Approved
26/06/2007 Revised 25/09/2014
Next Review Date
Approving Body
Senior Deputy Vice-Chancellor And Registrar

The University of Western Australia

University Policy on: Acting Arrangements

Purpose of the policy and summary of issues it addresses:

This policy explains the principles to consider when providing the opportunity for staff to act in temporarily vacant positions. It defines the types of acting arrangements and the different advertising requirements to be met depending on the duration of the arrangement.


"Employee" means a person employed by the University.

" University" means the University of Western Australia

Policy statement:

Acting opportunities arise when substantive occupants of positions take periods of leave (for example parental leave, long service leave or recreation leave) or take up opportunities to perform other roles (for example acting in a higher position, temporary transfer or secondment).

When deciding how to backfill these positions, supervisors/ managers must consider the operational effectiveness of maintaining the number of appropriately skilled employees while still providing opportunities for professional development to less skilled or experienced employees.

1 Types of acting arrangements

There are three levels of acting arrangements - short, medium and long term. In order to fill the vacant role most effectively, it is important that all employees who may be interested in acting in the position are made aware of the opportunity. A supervisor / manager may choose to rotate staff through a long term vacancy as a means of providing professional development to a number of people. In this case, appropriate advertising and selection procedures must be followed.

2 Advertising Requirements

There are different requirements for advertising acting opportunities depending on the length of the vacancy. These are summarised below.



Advertising requirements

Short term

Up to and including 3 months

No advertising required. *

Medium Term

Between 3 and 6 months

Circulation of a call for Expressions of Interest within the Faculty/Directorate

Long Term

Over 6 months

Circulation of a call for Expressions of Interest throughout the University or in some circumstances an external advertisement if necessary.

* Filling of short term vacancies can be done at the discretion of the supervisor / manager. However, they are encouraged to share opportunities for development amongst all eligible employees.

3 Full or partial duties for Higher Duties Allowance

3.1 The supervisor / manager must identify if all the duties of the position are to be performed by the successful applicant. If only partial duties are required, they must determine the percentage of the duties to be performed and identify the appropriate level of allowance to be paid.

4 Expressions of Interest

4.1 An Expression of Interest must include the following information:

  • The expected term of the vacancy
  • Position Description
  • Closing Date for applications.

4.2 Only current University employees are eligible to apply for positions advertised as Expressions of Interest. They are advertised in the Careers at UWA website, (


Applicants must submit a written application demonstrating how they can meet the requirements of the position and include a CV. Applications are not required to address each selection criteria.

The selection committee review all applicants and shortlist those to be interviewed. However, if there is only one applicant or an obvious choice has emerged they may be recommended without interview.

A brief selection report, together with all other documentation should be completed and securely stored within the school / work area.

The Supervisor should inform all applicants of the outcome and give feedback to applicants if requested.

The supervisor submits a completed Higher Duties Allowance form to HR Services (M350).

5 Other considerations

This policy should be read in conjunction with clause 6.7 of Schedule E of the Professional and General Staff Agreement, which states that the Director Human Resources may direct that a redeployee be placed in a position for which they are suitable.

Related forms:

Higher Duties Allowance form

TRIM File No:


Contact position:

HR Services - Recruitment

Related Policies or legislation:

UP07/211 Higher Duties Allowance