ByLawyers News and Updates

Sexual harassment – FED

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From 6 March 2023 sexual harassment in connection with work is prohibited by the Fair Work Act 2009. Aggrieved persons have rights to apply to the Fair Work Commission and, with some limitations, the Federal Courts.

Part 3-5A of the Fair Work Act 2009 prohibits sexual harassment of workers, persons seeking to become workers, and persons conducting businesses or undertakings, and provides for the granting of remedies when that happens.

An employer may be vicariously liable for sexual harassment of their employee or agent unless the employer can show that they took all reasonable steps to prevent it.

An aggrieved person who alleges they have been sexually harassed in connection with work, or an industrial association entitled to represent the industrial interests of an aggrieved person, may apply to either:

  1. the Fair Work Commission under s 527J of the Act to either make a Stop Sexual Harassment Order (SSHO) , or to otherwise deal with the dispute, or both;
  2. a Federal Court for orders for contravention of civil remedy provisions, under Division 2 of Part 4-1.

However, a court application can only be made if the parties have first attempted to resolve the matter through the Fair Work Commission, and the Commission has issued a certificate to that effect, unless the application seeks an interim injunction.

These provisions of the Act are in addition to, and do not exclude or limit, any rights a person may have under any state or territory law in connection with sexual harassment.

If the application is not solely for a SSHO, the Commission must deal with the dispute according to its powers under s 595 (2), other than by arbitration – namely via mediation or conciliation, or making a recommendation or expressing an opinion.

Stop Sexual Harassment Order

Where an application seeks a SSHO, if the Commission is satisfied that the aggrieved person has been sexually harassed and there is a risk of the harassment continuing, the Commission may make any orders it considers appropriate to prevent the harassment, except for a pecuniary order: s 527J(i).

In considering the terms of its orders, the Commission must take into account the outcomes of any investigation into the matter, any other procedures available to the aggrieved person and the outcomes if any, and anything else the Commission considers relevant.

Time limits

Any application to the Fair Work Commission under Part 3-5A of the Fair Work Act 2009 may be dismissed if it is made more than 24 months after the alleged contravention, or after the last of a series of contraventions is alleged to have occurred: s 527G of the Act, or such longer time as the Commission allows upon application.

A sexual harassment court application must be brought within 60 days of the s 527R(3)(a) certificate being issued by the Fair Work Commission, or such longer time as the court may allow upon application.

These amendments are under the Fair Work Legislation Amendment (Secure Jobs, Better Pay) Act 2022. The By Lawyers Employment Law guide has been updated accordingly.

Family and domestic violence leave – FED

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Family and domestic violence leave entitlements change for many employees from 1 February 2023, with paid leave replacing the previous entitlement to unpaid leave.

Full-time, part-time, and casual employees of non-small business employers, being those with 15 or more employees on 1 February 2023, are entitled to 10 days of paid family and domestic violence leave in every 12-month period of employment. It is not calculated on a pro-rata basis for casual employees and is all available up-front, which means a new employee has an immediate entitlement to the full ten days. The leave does not accumulate if not taken.

The same entitlement will apply to employees of small business employers, being those with less than 15 employees on 1 February 2023, from 1 August 2023. Until then, employees of small businesses remain eligible for the existing entitlement of 5 days of unpaid family and domestic violence leave.

The leave can be taken for any purpose relating to the impact of family and domestic violence, which might include relocating, attending court, or attending medical, legal, counselling, and financial advice appointments.

Employers cannot include information in an employee’s pay slip identifying they type of leave paid.

Family and domestic violence is defined as violent, threatening, or other abusive behaviour by an employee’s close relative, current or former intimate partner, or a member of their household that both seeks to coerce or control them and causes them harm or fear.

The leave can be taken during a period of personal or carer’s leave, or annual leave.

The notice and evidence requirements of s 107 of the Fair Work Act 2009 apply, including the requirement for the employer to maintain confidentiality: s 106C.

See the Fair Work Ombudsman website for more information.

The By Lawyers Employment Law commentary has been updated accordingly. Further updates will be applied when the entitlement extends to all employees in August.

Legal Profession Uniform Law – WA

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The Legal Profession Uniform Law applies in Western Australia from 1 July 2022.

Overview

The Legal Profession Uniform Law Application Act 2022 applies the existing national Legal Profession Uniform Law (LPUL) in WA, together with subordinate legislation. it is intended to simplify and standardise regulation for legal practitioners. It brings WA into line with New South Wales and Victoria. The Uniform Law replaces the Legal Profession Act 2008 (WA).

The Uniform Law is governed by the Legal Services Council and the office of the Commissioner for Uniform Legal Services Regulation. Each participating jurisdiction has a representative on the council.

The council establishes the rules and policies that underpin the Uniform Law. The Commissioner oversees the dispute resolution and compliance functions of the Uniform Law.

The WA Legal Services and Complaints Committee and the Legal Practice Board continue to carry out complaint and investigation functions, grant practising certificates, and provide professional development.

While the Uniform Law makes many sweeping changes, the main effects on everyday practice concern costs disclosure and billing.

Costs disclosure

Disclosure obligations vary depending on the estimated legal costs in a matter.

Disclosure is not required where the total legal costs are not expected to exceed $750 excluding GST and disbursements. Where the total legal costs are not expected to exceed $3,000 excluding GST and disbursements, a law practice may use the prescribed uniform standard disclosure form contained in Schedule 1 of the Legal Profession Uniform General Rules.

Costs disclosure must be in writing and given to the client when instructions are taken, or as soon as reasonably practical after. It must include the basis on which legal costs will be calculated and an estimate of the total legal costs. It must include information about the client’s rights to negotiate the costs agreement, receive a bill, request an itemised bill, negotiate the billing method, and whether the costs are subject to a costs determination.

If there is any significant change the disclosure must be updated.

If a law practice fails to meet its disclosure obligations any cost agreement is void and the client is not required to pay the costs. The law practice cannot then commence or maintain any proceedings for recovery of costs until they are assessed, or any dispute determined by the Legal Practice Board. A contravention can also result in disciplinary action.

Where disclosure is made under the main disclosure requirements of the Uniform Law, a law practice must take all reasonable steps to satisfy itself that the client has understood and given consent to the proposed course of action for the conduct of the matter and the proposed costs.

Billing

The billing provisions of the Uniform Law do not apply if the client is a commercial organisation or government authority.

A bill may be expressed as a lump sum, or itemised. A client receiving a lump sum bill may request an itemised bill. The request must be made within 30 days after the date on which the legal costs became payable, and must be complied with within 21 days after receiving the request.

If the total amount of legal costs specified in an itemised bill is higher than the amount previously specified in a lump sum bill, the additional costs are only recoverable if the law practice previously told the client in writing that could be the case.

Each bill or covering letter accompanying each bill must be signed by a principal of the law practice, or nominate a principal of the law practice as the responsible principal for the bill.

A client may request progress reports on costs which must be provided within a reasonable period.

Lawyers may not charge for preparing or giving a bill or a progress report.

Bills must include a written statement setting out the client’s options to dispute the legal and the time limits applicable.

Interest may be charged on unpaid costs 30 days after a complying bill has been given if the bill contains a statement that interest will be payable and the rate chargeable. The maximum rate is prescribed, currently 2% above the cash rate target specified by the Reserve Bank of Australia at the time the bill was given.

By Lawyers updates

By Lawyers have made the introduction of the Legal Profession Uniform Law easy for our WA subscribers. Changes to By Lawyers publications to cover the LPUL include:

  • New costs agreements and short form costs disclosure for all WA guides and Federal guides. These are also available in 101 Costs Answers.
  • Updates to the Example Invoice Incorporating Notification of Client’s Rights – WA and the stand-alone Notification of Client’s Rights – WA precedents available on all WA and Federal matter plans.
  • Updates to the commentary on the requirements for professional executors in the Probate and Letters of Administration publications for WA.
  • Updates to the costs section in the Wills commentary including the Conflicts concerning practitioner’s own interests section and the Solicitors as executors section.
  • Updates to the WA trusts accounting section in the Practice Management guide
  • Relevant updates to 101 Costs Answers.

Comparative CPD requirements

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In all states and territories of Australia legal practitioners are required, as a condition of their practising certificates, to participate in compulsory professional development and training. Although the requirements are reasonably uniform, the terminology differs. In some states the requirement is known as Continuing Legal Education (CLE), or Mandatory Continuing Legal Education (MCLE). In others it is known as Compulsory Professional Development (CPD). There are also different requirements for barristers and solicitors.

For consistency, Continuing Professional Development (CPD) is used in this guide.

In each jurisdiction, the relevant one-year period begins on 1 April and ends on 31 March.

The CPD requirements in each state and territory are summarised below:

AUSTRALIAN CAPITAL TERRITORY

Annual Mandatory Continuing Professional Development (CPD) = 10 units

Core Areas

A minimum of one CPD unit from each of the following areas:

  • Legal ethics and professional responsibility;
  • Practice management and business skills;
  • Professional skills; and
  • Substantive law and procedural law.

Section 47 of the Legal Profession Act 2006 (ACT) and the Law Society of the ACT CPD Guidelines.

NEW SOUTH WALES

Annual Mandatory Continuing Professional Development = 10 units

Compulsory Fields

A minimum of one unit per year from each of the following fields:

  • Ethics and Professional Responsibility;
  • Practice Management and Business Skills;
  • Professional Skills; and
  • Substantive Law.

Legal Profession Uniform Continuing Professional Development (Solicitors) Rules 2015 and s 52 of the Legal Profession Uniform Law (NSW).

NORTHERN TERRITORY

Annual Mandatory Continuing Professional Development (CPD) = 10 points

Core Competencies

A minimum of one point per year from each of the following mandatory competency areas:

  • Ethics and professional responsibility;
  • Practice management and business skills; and
  • Professional Skills in legal practice.

Schedule 2 of the Legal Profession Regulations 2007.

QUEENSLAND

Annual Mandatory Continuing Professional Development (CPD) = 10 units

Mandatory Core areas

A minimum of one unit per year in each of the following mandatory core areas:

  • Practical legal ethics;
  • Practice management and business skills; and
  • Professional skills.

Part 6 of the Queensland Law Society Administration Rule 2005.

SOUTH AUSTRALIA

Annual Mandatory Continuing Professional Development (MCPD) = 10 units

Required Areas

A minimum of one unit per year from each of the following required areas:

  • Practical legal ethics;
  • Practice management and business skills; and
  • Professional skills.

Legal Practitioners Education and Admission Council Rules 2018.

TASMANIA

Annual Mandatory Continuing Professional Development (CPD) = 10 units

Mandatory Core Competency Areas

A minimum of one unit per year from each of the following mandatory competency areas:

  • Practical legal ethics;
  • Practice management and business skills; and
  • Professional skills; and
  • Substantive law.

Law Society of Tasmania’s Practice Guideline 4 – Continuing Professional Development Scheme and s 56 of the Legal Profession Act 2007.

VICTORIA

Annual Mandatory Continuing Professional Development (CPD) = 10 units

Compulsory Fields

A minimum of one unit per year from each of the following compulsory fields:

  • Ethics and Professional Responsibility;
  • Professional Skills;
  • Substantive Law; and
  • Practice Management and Business Skills.

Legal Profession Uniform Continuing Professional Development (Solicitors) Rules 2015 and s 52 Legal Profession Uniform Law.

WESTERN AUSTRALIA

Annual Mandatory Continuing Professional Development (CPD) = 10 points

Mandatory Competency Areas

A minimum of one point per year from each of the following mandatory competency areas:

  • Practice management;
  • Professional skills;
  • Ethics and professional responsibility; and
  • Substantive law.

Legal Profession Act 2008, Legal Profession Rules 2009 and Legal Profession Regulations 2009.

Summary of continuing professional development activities

CPD Activity Activity format Formula
Max CPD Maximum number of CPD units that can be completed in a day.

  • TAS maximum = 6.
 N/A
Attendance Course, seminar, workshop, lecture, conference, discussion group, multimedia or web-based program.

  • TAS maximum = 3
  • WA maximum = 6
  • All other Jurisdictions = No limit.
 1 Hour = 1 CPD
Study Private study of audio/visual material recording of an event that occurred in the CPD year.

  • NT maximum = 5
  • QLD, VIC, ACT = No limit.
 1 Hour = 1 CPD
View View or listen multimedia or web-based program.

  • ACT – No limit
  • NT maximum =5
  • SA maximum = 5
  • TAS maximum = 5
  • WA maximum = 4.
 1 Hour = 1 CPD
Private Private study of audio/visual material update solicitor’s knowledge and skills.

  • ACT – No limit
  • NSW maximum = 5
  • NT maximum =5
  • QLD maximum = 5
  • VIC maximum = 5.
 1 Hour = 1 CPD
Research Research, preparation or editing of a legal article.

  • ACT maximum = 5
  • NSW maximum = 5
  • NT maximum =5
  • QLD maximum = 5
  • SA maximum =5
  • TAS maximum = 3
  • VIC maximum = 5
  • WA maximum = 5.
 1,000 words = 1 CPD
Activity preparation Preparation of CPD activities.

  • ACT maximum = 5
  • NSW maximum = 5
  • NT maximum =5
  • QLD maximum = 5
  • SA maximum =4
  • TAS maximum = 4
  • VIC maximum = 5.
 1 Hour = 1 CPD
Presenting. Presentation of a CPD activity.

  • ACT maximum = 5
  • NT maximum =5
  • QLD maximum = 5
  • SA maximum =4
  • VIC maximum = 5.
 1 Hour = 1 CPD
Present WA Presentation of a CPD activity and commentator.

  • WA maximum = 6.
 1 hour – 2 CPD
Membership actives Membership of legal committee, taskforce or practice section of a law association or similar body.

  • ACT maximum = 3
  • NSW maximum = 3
  • NT maximum =3
  • QLD maximum = 3
  • SA maximum =5
  • TAS maximum = 3
  • VIC maximum = 3.
 2 hours = 1 CPD
Graduate study Post graduate study.

  • NT maximum = 5
  • TAS maximum =5.
 1 Hour = 1 CPD
Specialist Completion of a specialist accreditation program. 10 points incl compulsory
Practice Management Completion of practice management course. 10 points incl compulsory

Anti-money laundering – All states

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Anti-money laundering policy

Commentary on the importance of law firms having an anti-money laundering policy has been added to the By Lawyers Practice Management guide. This new section of commentary assists firms to deal with the risk of money laundering and suggests procedures that can be adopted to reduce those risks.

This new commentary contains links to the Anti-Money Laundering Guide for Legal Practitioners published by the Law Council of Australia. There are also links to helpful guidance materials published by the various state Law Societies.

By Lawyers Practice Management guide

The Practice Management guide provides assistance for all firms, whether start-up, breakaway, or well established. It covers the following main areas:

  • How to perform a Legal Practice Health Diagnostic Check – a very useful tool for identifying existing strengths and areas where the firm can improve, or as a check-list for start ups.
  • Business planning for a law firm – including a SWOT analysis and environmental scan.
  • Ethics and professional responsibility – crucial to establishing and maintaining reputation and managing risk.
  • The solicitor/client relationship – how to value and manage client relationships.
  • The essentials of managing the work performed by law firms including, matter and data management, financial management and trust accounting.

The publication also contains many helpful precedents, such as:

  • Example costs disclosures.
  • Example invoices.
  • An example mission statement for a law firm.
  • A risk management plan.
  • Employment forms – including an application for employment and a new employee check-list.
  • An example asset register.
  • Forms for conducting file reviews.
  • Document safe custody records.
  • An example law firm client satisfaction survey.

Costs agreements – All states

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Enhanced automation of Costs agreements for LEAP users

As part of By Lawyers ongoing objective to provide seamless and intuitive entry of information in our precedents, the automation of all Costs agreements has been enhanced.

With the use of the ‘LEAP for Word’ add-in and the creation of new LEAP fields, the By Lawyers Costs agreements precedents now offer LEAP users the following features:

New Questions – LEAP for Word add-in

Intuitive questions for inserting applicable fee scale, fixed fee and initial amount to be held in trust. The questions appear in the LEAP for Word panel:

 

Simply complete the required information and click the ‘Update Document’ button for this information to populate in the correct location:

 

For further information on using the LEAP for Word add-in, see the document ‘Working with By Lawyers precedents’ available in Folder A on all By Lawyers Guides.

Hourly rates – New LEAP fields

When charging professional fees on an hourly rate, the rates for relevant staff members now populates automatically from the ‘Rates’ information completed for each staff member in the ‘Staff Members’ section of your firm setting:

Disbursements – New LEAP fields

The ‘Disbursements’ section now populates from the information completed in the ‘Disbursements’ tab within ‘Firm Details’:

 

Estimate of total professional fees and disbursements – New LEAP fields

The ‘Estimate of total professional fees and disbursements’ section now populates from the information completed in the ‘Accounting’ tab within ‘Matter details’ in each matter:

Please do not hesitate to get in touch if you have any questions: askus@bylawyers.com.au.

Lawyers doing immigration work – FED

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Removal of dual registration requirement

Barriers to lawyers doing immigration work have finally been lifted. From 22 March 2021 amendments to the Migration Act 1958 (Cth) remove the requirement for lawyers to also be registered as migration agents before doing immigration work for their clients.

Amendments to the Migration Act

Australian legal practitioners who hold an unrestricted practising certificate, as defined in the Migration Act, can now conduct immigration matters as part of their usual practice, with no requirement to register as migration agents under the Act.

Amendments to the Act by the Migration Amendment (Regulation of Migration Agents) Act 2020 effectively define an ‘unrestricted’ Australian legal practitioner as one who has completed their compulsory period of supervised practice after first being admitted. Those who hold an ‘unrestricted’ practising certificate are permitted to give immigration assistance in connection with legal practice without being registered as migration agents. They will no longer be able to be registered migration agents: s 276 of the Act.

Newly admitted Australian legal practitioners still within their supervision period may still become registered migration agents. In fact those practitioners may not provide immigration assistance to their clients unless they are registered migration agents. Their dual registration may continue for up to 4 years. This is intended to facilitate such lawyers doing immigration work while completing their supervision period.

The definition of Australian legal practitioner in s 275 of the Act, as amended, excludes lawyers who are admitted but who do not hold a practising certificate. It also excludes lawyers who are eligible to practice under the law of a country other than Australia or New Zealand. Those practitioners will need to register as a migration agent to be able to give immigration assistance in Australia.

Regulation

‘Unrestricted’ Australian legal practitioners are not subject to regulation by the Office of the Migration Agents Registration Authority (OMARA), whereas registered migration agents – including those who are ‘restricted’ Australian legal practitioners – are.

To be registered as a migration agent, an eligible ‘restricted’ Australian legal practitioner must satisfy the requirements of s 289A of the Act.

A registered migration agent must notify OMARA in writing within 28 days of becoming a legal practitioner, with a penalty of 100 penalty units for failure to do so: see s 312 of the Act. They will then be de-registered by OMARA.

Forms

From 22 March 2021 a legal practitioner who wishes to commence providing immigration assistance and has never been issued a Migration Agent Registration Number (MARN), will
need to complete the Australian Legal Practitioner Number (LPN) form from the Department of Home Affairs website. Al link to this form is available on the Immigration matter plan.

Appointment of a Registered Migration Agent, Legal Practitioner or Exempt Person, form 956 allows the holder of an Australian Legal Practising Certificate to advise the Department of Home Affairs that they have been appointed by a client to provide immigration assistance under the Migration Act 1958 and, if applicable, to receive documents on their behalf.

The By Lawyers Immigration Guide has been updated accordingly. This publication is available to assist lawyers doing immigration work for their clients.

Invoice recitals – All states

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The precedent invoice recitals from the By Lawyers reference publication 101 Costs Answers have been added to various other matter plans. This makes an enormous amount of valuable, drafted By Lawyers content more readily available to all users.

The useful library of invoice recitals provides assistance to practitioners and support staff when preparing invoices in any matter. These recitals, which detail the work usually completed in a variety of matter types, are now available on each relevant matter plan. The appropriate recital appears directly below the invoice precedent.

Invoice recitals are provided for the following areas of law:

  • Conveyancing
  • Criminal
  • Employment
  • Enduring guardianship NSW
  • Estates
  • Family law
  • Injuries, works compensation, victims support
  • Insolvency
  • Leases
  • Mortgage
  • Power of attorney NSW
  • Retirement villages NSW
  • Sale and purchase of business
  • Security of payments NSW
  • Wills

101 Costs Answers is located in the Reference materials folder on every By Lawyers matter plan. It contains practical, detailed commentary on all aspects of legal costs and disbursements. It also contains fully compliant costs agreement precedents for all common areas of law.

Certificates of title – NSW

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The NSW Government has approved the cancellation of all remaining paper certificates of title as part of the implementation of electronic conveyancing. All remaining paper certificates of title are expected to be cancelled in April 2021. Certificates of title will then no longer be evidence of indefeasible title. The By Lawyers Conveyancing and Property guides will be amended accordingly at that point.

Implications

  • For solicitors and conveyancers any lien held over a certificate of title as a form of security for payment of costs will become ineffective.
  • Equitable mortgagees holding certificates of title as security will need to make alternative security arrangements.

Alternative security for professional costs 

  • A solicitor’s lien over all client documents created or obtained in the matter.
  • Creating a charge for the repayment of costs over the client’s real property which entitles the firm to lodge a caveat on title until all costs are paid.
  • Authority to pay professional fees and disbursements from client funds held in the trust account.
  • Guarantee clause for the performance of the agreement by a guarantor, and creating a charge over the guarantor’s real property.

All By Lawyers Costs Agreements provide for these methods of security.

Alternative protection for lenders 

  • Lien over other documents or assets held by the borrower to secure the repayment of the loan.
  • Ensuring that loan agreements contain a right to register a mortgage.
  • Lodging a caveat.

The By Lawyers Mortgages (NSW) Guide contain a ‘Mortgage Linked Loan Agreement’ that is linked to the mortgage and incorporates the provisions found in the By Lawyers ‘Registered Memorandum AJ843928’. A copy of the memorandum of common provisions is recorded at NSW Land Registry Services and can be used at no additional cost by our users.

The By Lawyers Mortgages (NSW) Guide also covers caveats and contains an ‘Acknowledgement of debt – Caveatable Interest’ that creates an interest in the borrower’s real property entitling the lender to register a caveat on the property to secure repayments.

Cancellation of ALL certificates of title

Keep an eye out for the upcoming cancellation of ALL certificates of title, paper and electronic, in NSW. This will see the removal of the requirement to lodge consents and changes to the requirements relating to verification of identity, right to deal and retention of proper evidence.

There will be another Obiter post from By Lawyers when our guides are updated for these developments.

Retainer instructions – Practice management – All states

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A folder containing ALL of the By Lawyers Retainer Instructions precedents has been added to the Practice Management guide.

One of the most important tasks when acting in all areas of law is taking the initial instructions. At the commencement of the engagement with the client it is crucial to take accurate, comprehensive instructions covering every necessary aspect of the matter, so the scope of the retainer can be agreed, the issues identified and understood and the client properly advised.

Every By Lawyers matter plan has these Retainer Instructions precedents, drafted and refined by experienced practitioners to make this critical process as efficient as possible. They assist practitioners to obtain all relevant information up-front.

To make it easier to access these key precedents, especially when seeing new clients where a file has not yet been opened, all 123 of them are now available from a dedicated Library of retainer instructions in the By Lawyers Practice Management guide, under Folder A: The Practice.

This enhancement will greatly assist our website subscribers, making all the Retainer Instructions available via a single subscription to the Practice Management guide, at no additional cost. For users accessing By Lawyers via the exclusive arrangements with LEAP Legal Software, the availability of these precedents all together in one guide makes it very easy to save or print the relevant Retainer Instructions for any matter type to use in the initial conference with a client even before a dedicated client file is opened.

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