Resources
Recruitment or employment
Selection Panel reports
- Principal Selection Resources
- Executive Class Selection Panel Report
- School Based Staff- Selection Panel Report
- School Checklist — Selection Documentation Retention
Offer of employment letters
Teaching service employment
- Offer of ongoing employment — leading teacher or learning specialist
- Offer of ongoing employment — teacher class
- Offer of fixed term employment — teacher class
- Offer of ongoing employment — education support class
- Offer of fixed term employment — education support class
School council employment
Health or medical
Teaching service employment
School council employment
Other
- Hire or Rehire Employment Checklist — to assist schools when hiring or rehiring a person — includes system actions
- Employment in a government school — Validation of Personal Information
- Employment in a government school — Validation of Personal Information
- Consent to Check and Release National Police Record
- Consent to Check and Release National Police Record
- Superannuation Choice of Fund — update via employee self-service (ESS). Refer to eduPay help for ESS. Only where ESS cannot be accessed, complete and submit this form Superannuation Standard Choice Form
- Request for Recognition of Prior Service for Leave Purpose
- Temporary resumption of an employee from family leave — draft letter for schools to use
- For assistance with short-term vacancies, please contact Schools Recruitment on 1800 641 943 or schools.recruitment@education.vic.gov.au
- Further information including policy for short-term vacancies is available on the Recruitment in Schools — Advertising vacancies page.
Staff management
Performance and development
Staff with priority status
- School Level Consultation — Potential Excess
- Identification of Excess Employee
- Application for Compassionate Transfer Status
Other
- Request for Change to Hours or Work Schedule
- Request for Change to Hours or Work Schedule FOR PARENTAL ABSENCE RETURN ONLY
- Leading Teacher or Learning Specialist Renewal or Non-Renewal
- Assistant Principal — Contract of Employment Renewal Advice
- Resignation or Retirement Notification
- Employee Change of Name or Address — use for address changes where the employee cannot access or use eduPay
Note: Employees can update their address details using Employee Self Service (ESS) on .
Leave or payroll administration
- Direct Credit of Salary Form — initial payroll entry*
- Payment of Allowances
- Higher Duties Allowance Form
- Application to Commute Long Service Leave or for Pay in Advance of Long Service Leave Application — used when commuting Long Service Leave (LSL) to cash or requesting pay in advance for LSL
- Long Service Leave Election Form — for an employee to request that LSL not be paid on cessation of employment
- Direct Credit Recall Request
- Replacement Payment Summary
*Note: Employees can update their banking details using Employee Self Service (ESS) on eduPay where the computer is logged onto the school or department network only. Select the following link for more information ESS eduPay.
Applying for leave
Applications for leave should be submitted through employee self-service (ESS) on .
In the situation where leave already submitted through ESS and approved on eduPay needs to be amended or deleted, use the Leave Amendment Form to request the change.
Where ESS cannot be accessed or used, an application will need to be made in writing using the appropriate form below:
- Parental Absence Application Form
- Application for Study and Related Leave
- Leave Application — for other leave types
Corporate users
Refer to eduPay Help for corporate users and to access the request form.
School users — school internal or administrative use
Below are templates that schools can use if they wish to assist in the collection of information for data entry and record management purposes. The templates should be downloaded and modified as necessary, to meet the specific requirements of the school.
Recruitment
HR administration access in eduPay and Recruitment Online
Principals may provide access to certain roles in eduPay and Recruitment Online for employees who undertake additional human resources (HR) or recruitment responsibilities. This process will also assign additional access to their own record if required. Use the eduPay security page available in Manager Self Service. The assignment of additional access is processed on eduPay following an overnight process.
Use the MSS-QRG-Security Management Guide (staff login required) for assistance and instructions for principals to manage eduPay additional access for employees in their school. Only the additional access relevant to the employee's position and role in the school is to be provided. This process is not used to provide employee self-service as this is automatically assigned.
All users with additional access are reminded that all information must be kept secure and only used in accordance with any privacy legislation requirements.
New or acting principal appointment — assign principal rights in eduPay
Where a new or acting principal has been appointed to the school, principal rights to eduPay will need to be assigned. Complete the Request for Principal Access to eduPay form (staff login required) and send to the fax or email address on the form.
Employee works at multiple school locations
Where an employee performs the HR role at multiple school locations, access cannot be completed by the principal. The eduPay multiple access request form must be completed.
Contractor or other non-employee access
Where access or a change of access is required for a contractor or other non-employee, the eduPay contractor access form must be completed.
Reviewed 26 March 2024
