The Trusted Enterprise Agreement Voting System
Our Enterprise Agreement voting service is independent, secure and confidential, meaning every vote that’s collected is in safe hands.
Using one or a combination of our voting systems, you will be able to run your enterprise agreement vote smoothly, seamlessly, and fairly.
CiVS has completed over 1,000 ballots, the vast majority for Enterprise Agreements, collecting the votes of more than a quarter of a million people Australia wide.
Making Your Enterprise Agreement Voting Easy
Independent. CiVS, as a non-aligned, independent stakeholder, provides our clients with a service that ensures that every participant’s enterprise agreement vote is held confidential from our client and is recorded as intended.
Simple To Use. Completing an Enterprise Agreement vote has never been more straightforward with CiVS’ software being simple and easy to use.
Fully Supported. Our professional team are ready to support you every step of the way, so that your Enterprise Agreement vote runs smoothly and seamlessly.
Bespoke Software. CIVS has developed software built from the ground up for Enterprise Agreement voting.
Customised Solutions. Each agreement vote conducted is able to be customised to the needs of your enterprise.
Real-Time Dashboard. CiVS offer a participant-anonymous dashboard that provides participation rate and outcome progress data, accessible at any time throughout the vote.
Optional 24-Hour Voter Support Line and Voter Information Portal to ensure your employees have all the information and support they need.
Confirmation. Once a vote has been lodged, participants can check it immediately by clicking on an access link they’ll receive in a receipt email.
What Our Clients Say
“Everyone is very pleased with how CiVS has conducted our workplace ballot. I have had feedback from our Chairman and our CEO and they are both very pleased with the process. The feedback from our employees has been that the instructions to cast a vote were easy to follow, and the overall process was very simple. We have had a much higher voter turnout than in previous EA ballots, and I think this is largely due to us having used the CiVS modern platform.”
Government Owned Utility Organisation
“Many thanks to you for making our Enterprise Agreement vote easy for us. Nothing was a problem for you.”
An Australian University
“It has been great working with you! Managing an agreement voting process for such a large casual employees/workforce is not an easy undertaking and I would particularly like to thank you for the outstanding level of service you not only provided to me, but also your flexibility and willingness to support our casual employees.
When I initially contacted Mike to arrange the process, I told him that I hadn’t had a good experience in the past with other voting providers, but that is not the case with you and CiVS. We have definitely found a great partner for our future voting needs!”
How We Work
We take all the hassle out of your EA vote in 5 easy steps
CiVS Enterprise Agreement Voting
How does the CiVS voting process work?
CiVS manages enterprise agreement votes for organisations of all sizes across Australia. We pride ourselves on providing independent, secure and confidential online voting, SMS voting and phone voting services using our proprietary software.
Before we begin, our team speak with you to determine the best design of the voting environment to fit your unique needs. We customise our approach based on this initial discussion.
Once the structure of the voting environment is agreed, the next step is to create the voting environment to notify participants and collect their votes, close and declare the result.
Our process for all of this is simple.
- Simply provide CiVS with the employee list with contact details. It is very important that we are provided with the correct employee contact details to ensure every employee is contacted.
- CiVS then prepares the letter to all employees and the presentation for assistance with voting.
- We then create voter security depending on the method of voting to be used and distribute this to every employee.
- Employees then lodge their vote with CiVS. Participants can check their vote by clicking the ‘Check Your Vote’ button immediately after their vote is lodged, or by clicking on the access link in their vote receipt email. Our process ensures voter anonymity.
- CiVS aim to get the Declaration of Result to the client within the hour of the vote closing unless the vote closes outside working hours.
Clients can monitor the vote using our Real-Time Dashboard. This shows you the participation rate and outcome progress data, accessible at any time throughout the vote.
In addition to our standard support offering, we offer an optional 24/7 Voter Support Line and Voter Information Portal to ensure all participants have all the information and support they need.
How long does it take to prepare a CiVS voting system?
It takes less than 24 hours to get your vote prepared if need be, however, we are very meticulous about our processes and methodologies. Therefore, we find that 2 or 3 days’ notice ensures that the efficacy of the process and the veracity of the outcome are at any risk of being beyond doubt.
How do I run an EA vote simultaneously in different locations?
How do I run an EA vote for shift workers?
How secure is CiVS online voting?
Our Certified SSL voting software guarantees 256-bit encryption of all data, coupled with secure cloud-based server infrastructure. This ensures the online voting system is secure and confidential.
How does CiVS manage your data?
How accurate are the results of a vote?
Enterprise Agreements 101
What is an Enterprise Agreement?
The Australian Fair Work Commission has developed Awards that cover a whole industry or occupation and provide a safety net of minimum pay rates and employment conditions.
An enterprise agreement can provide more flexibility and benefits to employers and employees as they can be tailored to meet the needs of particular enterprises and their employees.
“An enterprise agreement is between one or more national system employers and their employees, as specified in the agreement. Enterprise agreements are negotiated by the parties through collective bargaining in good faith, primarily at the enterprise level. Under the Fair Work Act 2009, an enterprise can mean any kind of business, activity, project or undertaking.”
For example, an organisation may develop an enterprise agreement that addresses:
- rates of pay
- employment conditions, e.g. hours of work, meal breaks, overtime
- consultative mechanisms
- dispute resolution procedures
- deductions from wages for any purpose authorised by an employee.
All enterprise agreements must be reviewed and approved by the Fair Work Commission before they are set in place.
The enterprise agreement is required to specify a nominal expiry date or time frame that will not be more than 4 years from the date the Commission approves the agreement.
When were Enterprise Agreements introduced?
Enterprise Bargaining Agreements were first introduced in Australia under the Prices and Incomes Accord in 1991 (Mark VII). They later became the centrepiece of the Australian industrial relations system when the Accord was next revised in 1993 (Mark VIII).
What are the benefits of an Enterprise Agreement?
An enterprise agreement can be tailored to a specific work place and can offer additional benefits to employees over and above the basic Award for that industry. A successful enterprise agreement will ultimately benefit both employers and employees. Some possible results could be:
- Increased ownership of both employers and employees in the employment process
- Simplification of the employment process
- Broader job classifications, and classifications that can be tailored to the exact roles performed in
- Increased flexibility for work hours, rosters and operations
- Increased innovation
- Increased productivity
- Reduced administration costs
- Better procedures for handling employee grievances
What are the three types of Enterprise Agreement?
There are three different types of Enterprise Agreements [Link to article on What is an Enterprise Agreement?] which apply depending on which parties are involved. Under the Fair Work Act 2009, an enterprise can mean any kind of business, activity, project or undertaking.
Single-enterprise agreement – A single enterprise agreement is made between a single employer and employees employed at the time the enterprise agreement is made. This agreement also applies to single interest employers as deemed by the Fair Work Commission such as employers that are in a joint venture, a common enterprise, a franchise or are in related corporations.
Multi-enterprise agreement – A multi-enterprise agreement is made between two or more employers and employees employed at the time of the agreement and who will be covered by the agreement.
A good example of where this might be used would be contractors working together in the oil and gas industry.
Greenfields agreement – This is an enterprise agreement made in relation to a new enterprise of the employer or employers before any employees are employed. This can either be a single enterprise agreement or a multi-enterprise agreement. The parties to a Greenfields agreement are the employer (or employers in a multi enterprise Greenfields agreement) and one or more relevant employee associations (usually a trade union).
For more information from Fair Work Australia, please click here.
What happens when an Enterprise Agreement expires?
Enterprise agreements still continue to operate after their nominal expiry date until they are replaced or terminated by the Fair Works Commission.
Fair Work Commission | Enterprise Agreements Quick Resources
The Fair Work Commission has excellent resources for Enterprise Agreements including step by step processes, compliance and their date calculator.
Here are the links:
- Making compliant agreement applications (PDF)
- 10 tips for agreement making
- Making a single-enterprise agreement: step by step guide (PDF)
- Single enterprise agreement date calculator
- Making a single enterprise agreement legislative
- Varying a single enterprise agreement legislative checklist
- Enterprise Agreement Benchbook
Who oversees Enterprise Agreements in Australia?
The Enterprise Agreement Voting Process – General
What is the voting process for an enterprise agreement?
What is the key timing for running an EA vote?
Enterprise Agreement Timelines
Understanding the timing for a single Enterprise Agreement vote is critical as there is a very specific process that must be followed for your enterprise agreement. In essence, the process is as follows:
- Starting point – The process starts from a date when the employer initiates the bargaining process. This is called the notification time.
- + 14 days – The first step is to give employees a notice of employee representational rights which has to be done within 14 days of the notification time. This form needs to be correctly prepared and ideally handed to every employee covered by the agreement – full time, part time, casual including those on sick leave etc.
- Bargaining – The bargaining process begins and needs to follow the various rules for good faith bargaining. In essence, one or more meetings need to be held with all employees to explain the central points of the agreement, and then further meetings held with bargaining representatives to negotiate.
- + 21 days – Holding a Vote – Once negotiations have finished – even if an agreement has not been reached – a vote must be conducted, and all employees covered by the agreement can vote for it. The voting cannot start until at least 21 days after the last notice of employee representational rights has been provided.
a. 7 days prior to the vote – Employees must be given the proposed agreement and other material incorporated into it or referred to in it. They must have the opportunity to discuss this if they have any questions. They should also be advised the time and place of the vote and how the vote will take place.
- < 14 days – Vote Outcome – If a valid majority of employees vote in favour of the agreement, then the employer and at least one employee representative must sign and date the enterprise agreement. This outcome needs to be submitted to the Fair Works Commission and must meet all their requirements to receive approval. An EBA will not be approved by the Fair Work Commission unless they are satisfied that the employees are better off overall under the agreement, than they would be under the relevant modern award.
There is an excellent tool developed by the Fair Work Commission to determine your specific dates. You can find it here – Single Enterprise Agreement Date Calculator
Can I use phone voting for an Enterprise Agreement vote?
Can I use SMS voting for an Enterprise Agreement vote?
Can I use online voting for an Enterprise Agreement vote?
Yes, you can use online voting for an Enterprise Agreement vote. Ideally online voting should be conducted in a secure and confidential voting environment by an independent third party. In this way, you can be certain that the outcome is trusted by all stakeholders.
Why is it important to have an independent provider for your enterprise agreement voting services?
Preparing for your vote? Contact us now to arrange your proposal.