AEU long-term plan sample: Primary school-based consultation

Long-term planning means:

  • development of workforce plans
  • the planning and organisation of the program of instruction in the school
  • organisation of teacher work including the face to face teaching requirements and the arrangements for collaboration, peer observation including feedback and reflection, and coaching
  • the planning and organisation of parent teacher report meetings
  • organisation of education support class work, including time in lieu and time to participate in the performance and development process
  • organisation of work of teachers in their first 12 months of teaching
  • the schedule of meetings occurring in addition to the seven hours attendance requirement for teachers set out in clause 24(3)(a) of the VGSA2017
  • organisation of classes including class sizes 
  • the structure of selection and other panels for the purpose of making recommendations to the principal.

Workforce plan means a document setting out the projected staffing needs of a school, including:

  • the education program of the school
  • predicted enrolment increase or decrease
  • the mix of ongoing and fixed term teaching and non-teaching staff
  • predicted staff absences due to leave or other reasons
  • any predicted departures of existing staff.

Exampleville Primary School

As per VGSA 2017 clause 12, please find the following information regarding the 2018 long-term planning and workforce plan for Exampleville Primary School.

Workforce plan

  • 2017 enrolment - 255
  • 2018 projected - 259
  • 2019 projected - 360
Name Classification Status Replacing Reason Intended return of person on leave
Sarah Principal Ongoing      
Judy Assistant Principal Ongoing      
Andrew Teacher Ongoing      
Paul Teacher Ongoing      
Linda Teacher Ongoing      
Raja Teacher Fixed-term 12 months Sue and new position 0.5 backfilling Sue and 0.5 Art class 2019
Jen Teacher Fixed-term up to 7 years Angie Family leave 2020
Julie Teacher Fixed-term 12 months Anne Leave 2019
Kerry Teacher Fixed-term 6 months John Leave July 2018
Joel Teacher Fixed-term 3 months Joe Leave Not known
Andrew C Teacher Fixed-term 12 months   Potential excess in music class only  
Nerissa ES (admin) Ongoing      
Jeff ES 0.8 (admin) Ongoing      
Maria ES SSP ongoing (under 7 years)      
Adam ES SSP funding ongoing (over 7 years)      

Organisation of classes including class sizes – see clause 25 of VGSA 2017

  Predicted enrolments Number of classes Class sizes
Prep 41 2 20 - 21
Grade 1 42 2 21
Grade 2 44 2 22
Grade 3 42 2 20-22
Grade 4 45 2 22-23
Grade 5 25 1 25
Grade 6 20 1 20
Music   12 x 60 min sessions  
Art   12 x 60 min sessions  
PE   12 x 60 min sessions  

Download sample template here*

*Please note after you have downloaded the sample you will need to replace the example content with your own school’s planning details.

The VGSA indicates that planning for class sizes be planned for the smallest class size possible within the following guidelines: 

  1. Prep - Grade 2: An average of 21 students per class.
  2. Grades 3-6: An average of 26 students per class provided that the average class size of 21 at P-2 is maintained.

Exampleville Primary School will have two classes at Grade 2 with 22 students. This has occurred in consultation with the sub-branch and consultative committee. This classroom teacher will receive a reduction in yard duty. Class sizes from 3-6 will be kept lower than an average of 26. 

Organisation of program of instruction and Organisation of Teacher Work, including those teachers in their first 12 months.

Teacher Attendance – see clause 24 of VGSA 2017 (the following clause applies to sub-headings below).

Teachers - Hours of attendance

Ordinary hours of duty in a week are 38 hours across 5 days. A teacher will be in attendance for a minimum of seven hours daily.

Bell times are:
8.55am: first bell-students move into classrooms 
9.00am:  classes begin
9.00am - 11.00am: class time
11.00am - 11.30am: recess
11.30am - 1.30pm: class time
1.30pm - 1.40pm: lunch eating time (students eat in their classrooms)
1.40pm - 2.30pm: lunchtime
2.30pm - 3.30pm: class time
3.30pm: school finishes  

Teachers are on duty at 8.50am, ten minutes prior to first pupil instruction session. The school day for teachers, finishes seven hours later at 3.50pm, except for three days per week where teachers must remain at school for an additional hour to ensure attendance for a 38 hour week.

Five days x 7 hours = 35 hours per week + 3 additional hours, including 2 hours of meetings adjacent to the school day. The remaining hour will be taken up by professional duties undertaken at school adjacent to the school day.

Teacher - Breaks

Teachers are entitled to a paid lunch break of not less than thirty minutes free from assigned duties between the hours of 11.30am to 2.30pm. 

A lunch break is part of a teacher’s other duties in the eight hour component under the 30+8 model.  

Teachers – Camps and time in lieu

A teacher who attends a camp that finishes mid-week is able to commence work after recess on the following word day after camp, as negotiated through the consultative committee.

A teacher can apply for time in lieu in line with the policy when attendance at events specifically related to school education occur on a weekend and have been pre-approved by the principal.

Teachers - Parent teacher interviews and time in lieu 

Interviews will take place in the second week of March and the third week of September. 

The interview sessions will be from 3.50pm to 6.50pm on Tuesday. To provide time in lieu for the additional hours worked on the Tuesday night, after school meetings during these weeks will be cancelled and teachers can leave the school premises during these weeks from 3.50pm except on the night of the interviews. 

It has been agreed that part-time staff whose day does not fall on a PTI day will attend (unless otherwise arranged) and will be provided with hour for hour TIL to be used by the end of the year. Consultation will occur between the individual teacher and the assistant principal as to the timing of the TIL being taken.

Teachers - Meetings

Teachers can be expected to attend up to two hours of meetings adjacent to the seven hours of daily attendance. These meetings will not exceed one hour unless otherwise agreed using the consultative provisions of the VGSA.

The following meeting schedule has been consulted on and agreed to:

  Monday Tuesday Wednesday Thursday Friday
1.     Staff meeting    
2.   Team level meetings   Staff meeting  
3. Curriculum area meeting    

Leadership meeting

Student engagement and wellbeing team meeting

OHS committee meeting

Peer observation reflection partners

4.   Team level meetings Curriculum area meeting    

Leadership meeting

Student engagement and wellbeing team meeting

OHS committee meeting

Peer observation reflection partners

School council

Staff meeting      
6.   Peer observation reflection partners Curriculum area meetings    

Staff meeting

School council sub-committee


Leadership meeting

Student engagement and wellbeing team meeting

OHS committee meeting

Professional learning

Peer observation reflection partners

School council

8.     Curriculum area meetings Team level meetings  
9.   Staff meeting Peer observation reflection partners    

On night’s where there are multiple meetings, staff attend their allocated meeting or meet with their peer observation partner.

Meetings will commence at 3.50pm and end at 4.50pm.

Attendance at meetings for part-time staff is pro-rata.

Teacher Work – See clause 22 of VGSA 2017 (the following clause applies to the sub-headings below)

From the commencement of the 2018 school year, a full-time teacher will be provided with 30 hours of time to undertake the work directly related to the teaching and learning program of their class(es) (such as face-to-face teaching, planning, preparation, assessment of student learning, collaboration, professional development, and peer observation including feedback and reflection) with the remaining eight hours available for other activities (such as yard duty, meetings, other duties and lunch). This will be pro rata for part-time teachers.

Organisation of teacher work including the face to face teaching requirements 

At Exampleville Primary School, face to face teaching is a maximum of 22.5 hours. The specialist program (Art/PE/Music) generates 3 x 60 minute non-face to face time a week for classroom teachers. Specialist teachers also teach a maximum of 22.5 hours. 

Grade splitting

Where a teacher is absent, they will be replaced by another teacher (CRT) where available. If there is not an available replacement teacher (and only under these circumstances) a grade split, whereby students from the absent teacher’s class are placed into other classes, may occur.

Grade splitting will be avoided at all times as it significantly impacts the learning program for students. Grade splitting should not occur more than twice per term per class and students will only be split amongst their grade levels.  

Teacher professional practice days

From the commencement of the 2018 school year, each teacher is entitled to one day per term (four days per year) release from their scheduled duties to focus on any of the following areas: 

  • planning
  • preparation
  • assessment of student learning
  • collaboration
  • curriculum development
  • relevant professional development and peer observation including feedback and reflection (see sub-clause 12 (a)). 

At Exampleville Primary, it has been agreed through consultation that teachers will meet with a member of the principal class regarding the timing and focus of their professional practice day per term, each term. Where the timing or focus are not agreed to, the timing will be determined by the principal and the focus of the day will be determined by the teacher consistent with the areas above.  

Teacher peer observations

As agreed through the consultative committee, peer observations at Exampleville Primary will occur within teaching team areas. For 2018, staff can select their own teaching peer support from within their teams. Discussion will occur between the peer observation partners to determine the timing and focus of peer observations prior to the observation. 

The 'Exampleville Primary evidence observation sheet' must be filled in and kept for each observation. Time will be provided for peer observation pairs, either through team meetings or staff meetings for feedback and reflection.

Organisation of work of teachers in their first 12 months of teaching

At Exampleville Primary School, teachers in their first 12 months of teaching will teach a maximum of 20.5 hours face to face.

Yard duty

The maximum amount of yard duty for a full time teacher at Exampleville Primary school is 75 minutes. This will consist of three sessions across the week. Yard duty will be shared equitably across the teaching staff (pro rata for part-time staff) and is considered as part of a teacher’s 'other duties' under the 80 = 8 model. All teachers will have at least a 30 minute lunch break each day between 11.30am - 2.30pm.

Education support staff will not be responsible for a yard duty area.  

Positions of responsibility

Positions of responsibility, including any allocated time-allowance and special payment, will be revised through the consultative committee by the end of Term 3.

A list of positions of responsibility swill be internally advertised at the end of Term 3 and expressions of interest requested. If there is more than one applicant, a merit based selection process will take place, including the use of a selection panel where appropriate, taking into account the requirements of the organisation duty and qualifications and experience of each applicant. 

If an organisational duty remains unfilled following the above process, the principal can allocate a duty to any teacher.  

The structure of selection and other panels for the purpose of making recommendations to the principal.

At Exampleville Primary, selection panels for all staff positions (teachers and ES) will comprise a minimum of three people:

  • principal or principal nominee
  • an elected staff representative
  • an elected union representative.

At least one panel member should have merit and equity training, and provision should be made for gender representation – where this is difficult, the consultative committee will discuss and advise. Where possible the panel should include an employee from the same employment classification as the position being advertised. 

Education Support (ES) staff attendance – see clause 24 VGSA 2017

Education Support Staff - Hours of work A full time Education Support employee will be in attendance for a minimum of 7.6 hours daily between 8.00am - 6.00pm from Monday to Friday to a maximum of 38 hours. Each staff member will have their start and finish times outlined in their contract, based on their role and personal circumstances. All part-time staff arrangements will be pro-rata.

Education Support Staff - Time in lieu In line with the VGSA 2017, an education support employee who is required to attend outside of normal hours will receive time in lieu. Attendance outside of normal hours by agreement will receive time in lieu by prior arrangement as set out in Exampleville Primary School’s TIL policy, which indicates that prior approval must be given. At Exampleville Primary School, education support staff who attend camps will receive 7.6 hours of time in lieu for every night spent on camp. Attendance at camps will occur through consultation between the principal and ES employee and attendance cannot be required.

Education Support Staff - Breaks All education support staff will receive a 30 minute (unpaid) lunch break between the hours of 11.30am - 2.30pm. For ES staff in the office, a roster will be developed by the business manager in consultation with ES staff.

Education support staff – Performance and development process All ES staff will be provided with time to access an electronic device and undertake work in relation to their performance and development plan. Periodic release from duties will also be made available at the beginning of the performance and development cycle, mid-cycle and immediately prior to the end of cycle for the purpose of undertaking the work required to participate in the performance and development process.