Workload Planning and Management

Approval Date
1 June 2020
Approved By
Chief Executive
Next Review
30 November 2022
Deputy Chief Executive: People, Culture and Safety
Baldrige Criteria
Workforce focus

To define principles and responsibilities for ensuring Otago Polytechnic Limited’s (Ltd) workload is managed in a way that results in workloads are equitable, reasonable, and safe, considering individual needs, circumstances, and personal and professional development.


This policy applies to all Otago Polytechnic Limited (Ltd) staff except part-time academic staff (as defined by the TEU Academic Staff Collective Employment Agreement, Directors and Heads of College.

  • Employment Relations Act 2000 and all subsequent amendments
  • State Sector Act 1988 and all subsequent amendments
  • Education Act 1989 and all subsequent amendments
  1. The Chief Executive delegates the implementation of this policy to the Deputy Chief Executive: People, Culture and Safety.
  2. This policy is underpinned by a set of principles:
  • Workload will be equitable: Staff in comparable positions will have similar workloads
  • Workloads will be managed in a way that is transparent: Information of each staff member’s workload will be available to other staff within a work area. There is flexibility for Directors and Heads of College to determine how this is achieved.
  • Staff will have a reasonable workload: Workloads will be manageable within specified timeframes and to meet required deadlines and enable staff to maintain a balance between professional and personal life.  It is accepted that fluctuations in workload will occur in response to business and teaching patterns.
  • Workloads will be safe: Work should not cause mental, physical, or emotional harm to staff, or learners.
  • Workload planning and management will be comprehensive: All aspects of workload must be taken into consideration when planning and manging workloads.
  • Personal circumstances will be considered: Family responsibilities, cultural / community responsibilities, professional responsibilities, disabilities, and personal preference will be considered when planning and managing workload.
  • Workload will be allocated to make the best use of resources: To minimise duplication and unnecessary activity and include workload allocation as part of any change, development, or programme planning activity.
  1. Otago Polytechnic Ltd will provide a range of tools and supports to ensure the principles are understood and implemented.




Executive Leadership Team

·   Allocate and deploy resources to ensure this policy to be implemented

·   Setting expectations and prioritising resources

·   Ensuring workload is congruent with the institutional goals

Director: People and Culture

·   Implement this policy

Directors, Heads of College

·   Negotiating to have equitable, reasonable, safe, and transparent workloads for staff in their areas within the resources allocated

·   Establishing and monitoring staff members; workload prior to the beginning of each year, during performance reviews; and at other times as necessary where there are events that impact on workload on an ongoing basis

·   Consulting with staff and monitoring workloads are in accordance with the principles

All Staff

·   Indicating to Formal Leaders any intended changes, from their perspective, prior to workloads being established, e.g. leave without pay, temporary reductions in proportion, new course opportunities, etc.

·   Indicating, at an early stage to Heads of College / Director any issues affecting workload and/or their ability to carry out the work agreed.

  • Staff Development and Study policy
  • IEA, TEU and TIASA Employment Agreements
  • Flexible Work policy
  • Leave Management policy
  • Stress Prevention and Management policy
  • People and Culture Business Partners
  • People and Culture articles – Tūhono

megan gibbons signature

Approved by:
Dr. Megan Gibbons
Chief Executive