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.

The Day Employer Commission Search Personal Proposed Bargaining Agreement | Employees in Workplace Question Proposed Agreements from the Organisation for Approved Annual Leave in Approval Notice Awards

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!”

Stadium Operator

How We Work

We take all the hassle out of your EA vote in 5 easy steps

FAQ

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.

  1. 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.
  2. CiVS then prepares the letter to all employees and the presentation for assistance with voting.
  3. We then create voter security depending on the method of voting to be used and distribute this to every employee.
  4. 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.
  5. 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?
In the past, running a vote in multiple locations was difficult as every site needed an individual ballot box. Now, no matter where your participants are located in the world, they can vote as long as they have access to a land line, a mobile phone signal or an internet connection. And you can be confident in the results as CiVS voting systems ensure every vote is unique, secure and confidential.

How do I run an EA vote for shift workers?
CiVS online voting solutions allow participants to vote 24 hours a day, 7 days a week. This is important when you have a large amount of shift workers, or people operating over different time zones, in your enterprise.

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?
All votes obtained by CiVS are confidential and no individual vote will be revealed. All voting data – contact details and votes – is stored securely right here in Australia.

How accurate are the results of a vote?
CiVS votes are accurate as each voter can only vote once across all channels.  So even when you offer multiple voting channels, each voter is only allowed one vote. Our system removes the possibility of human error in any vote removing the need for recount and scrutineering.

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.”
www.fairwork.gov.au

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
    the business
  • 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

Who oversees Enterprise Agreements in Australia?
An enterprise agreement must be approved by the Fair Work Commission of Australia before it can commence operation. The approval process includes an assessment which requires that each employee will be better off overall under the enterprise agreement when compared to the relevant modern award. The Fair Works Commission has a comprehensive website that covers every aspect of the bargaining process, the requirements of an enterprise agreement and more. Here is a link to the legislation and regulations for awards and agreements.

The Enterprise Agreement Voting Process – General
What is the voting process for an enterprise agreement?
A voting process starts when an employee is first able to cast a valid vote to approve an enterprise agreement. Prior to this, all information contained within the enterprise agreement would have been provided to all current employees (including those on leave for any reason) so that they can make an informed decision. The full voting process is explained in detail by the Fair Work Commission here.

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:

  1. Starting point – The process starts from a date when the employer initiates the bargaining process. This is called the notification time.
  2. + 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.
  3. 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.
  4. + 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.
  5. < 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?
Automated phone voting is the old-tech solution for employees to vote and is suitable for certain working environments. This still gives the benefits of electronic voting such as dealing with remote workforces, 24 hour, shift workers, etc and avoids the physical difficulties of a physical ballot. With CiVS proprietary software, we email, or post if necessary, a 6-digit username, a 4-digit PIN to each participant, and provide a 1300 telephone number to call. A recorded message will ask the participant to enter their Username and PIN using the telephone keypad. It will then ask the question and invite the respondent to vote by pressing “1 for yes” and “2 for no”.

Can I use SMS voting for an Enterprise Agreement vote?
SMS voting is convenient for many employees and is a great way for engaging a casual or flexible workforce and is effective in helping achieve a faster response rate. For SMS voting, CiVS links the participants mobile phone number to a unique profile we create. The participant does not need any other information to make their vote. To ensure a valid vote, if the voter replies with anything other than ‘yes’ or ‘no’, they are prompted to reply with ‘yes’ or ‘no’ to make their vote valid.

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.

Our Process

Why is it important to have an independent provider for your enterprise agreement voting services?
Having a non-aligned, independent voting provider provides clients with a service that ensures that every participant’s vote is held confidential from our client and is recorded as intended. If the vote outcome is close, each party will need to be assured that the voting process is robust, reliable and can be trusted. With over a quarter of a million votes under our belt, we believe our reputation for independence and reliability is second to none.

Preparing for your vote? Contact us now to arrange your proposal.

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