Studies Assistance

Studies assistance is available to eligible MOP(S) Act employees as outlined in the Enterprise Agreement and Interim Studies Assistance Guidelines.

Process for requesting studies assistance approval 

Follow these steps to ensure you have all the required information for processing an application.

1. Review the Studies Assistance Guideline to understand the criteria and suitability
2. Download the studies assistance approval template
3. The template should open a word document, copy this content into a new email
4. Complete the missing with your information
5. Send the completed template to your parliamentarian or authorised officer for their approval
6. Once you receive their written approval, save a copy of the email as an attachment
7. Complete the Studies Assistance application form
8. Attach the email to your application
9. Once you submit the form the PWSS Training team will process your application accordingly. We appreciate your patience as this may take a couple of business days. 

Studies assistance does not apply to training provided through the PWSS Academy or ad hoc training courses.

The final decision to approve or not approve studies assistance rests with the PWSS. If the PWSS does not approve an application, the reason for this decision will be provided in writing.

Eligibility for studies assistance

Ongoing or non-ongoing MOP(S) Act employees can apply for studies assistance as outlined in the Interim Studies Assistance Guidelines. Casual employees and volunteers are not eligible for studies assistance.

Courses covered by studies assistance

Courses or units within the Australian Qualifications Framework are covered by studies assistance, which includes:

• Certificate III or IV
• Bachelor degree
• Graduate diploma
• Masters degree

These courses can be from any Australian educational institution including nationally accredited training authorities and registered training providers.

Study leave

Paid study leave is provided up to a maximum of 5 hours per week. Any approved study leave may be pooled and accessed over the period of study. Unused study leave cannot be carried over to another period of study.
For example, if a period of study is 13 weeks and 5 hours per week has been approved, the total amount of leave pooled is 65 hours.

Study leave is to be recorded in PEMS. It is the responsibility of the applicant and their direct manager to maintain the compliance of study leave hours.

To record in PEMS: Open PEMS>Leave Requests>Leave nature: Miscellaneous Leave With Pay>Leave type: LWP-Other>Complete as required with dates>sent to approver.

Study leave is:

• calculated from the first official day of your period of study to the last day of the period (i.e. the last day of formal assessment for this period)
• not accrued during any official study breaks (i.e. mid-semester breaks)
• does not accrue if you take leave without pay during the study period.

The total amount of study leave you take cannot exceed your usual work hours for the current period of study. For example if you work 30 hours over the current period of study, that is the maximum amount of study leave you can take for the period.

Financial assistance

The maximum amount that can be claimed each financial year is $15,000 for full-time employees. For part-time employees, the amount of reimbursement will be pro-rata. The calculation is based on average hours worked during each study period.

Financial assistance example: for the period 1 July to 30 June, Sue has worked an average of 30.4 hours per week. The formula to work out financial assistance is average weekly hours worked x $15,000 / 38. The maximum amount of financial assistance available to Sue is $12,000 (30.4 x $15,000 / 38).

Claiming reimbursement for course fees

Reimbursement of fees will be processed upon evidence of successful completion of studies. To claim reimbursement the following documentation must be provided:

• Certified copy of results such as academic transcript showing successful completion or course or unit
• Copy of Commonwealth Assistance Notice (CAN) showing fees for each deferred unit, or, copy of receipt / tax invoice if units have been paid for up front.

The following items cannot be claimed for reimbursement:

• sports and student union fees
• general and administration fees
• fees for components of a course not successfully completed
• travel and accommodation expenses
• books, journals, newspapers, stationary and other materials
• costs of producing material for the course being undertaken
• graduation ceremony and regalia hire costs.

A new application for studies assistance and study leave must be submitted when transferring to a new office.

Employees who cease working under the MOP(S) Act before completing the study by way of automatic termination trigger are entitled to claim pro-rata reimbursement

Providing written support for an employee’s studies assistance application

Parliamentarian and authorised offices’ endorsement of the proposed course of study is the first step in the employee’s application process. In assessing the proposed study, it is important to consider:
•    The employee’s development needs
•    Any impact of study leave on the operational environment
•    How the employee will be supported to meet their study and work commitments
•    If the study is directly related to their duties, or will provide additional benefits to the office, and
•    Whether the chosen study represents value for money and appropriate expenditure.