Leaving the University Procedure

Leaving the University Procedure Human Resources Workforce Management Handbook IMPLEMENTATION Aim This procedure prescribes the responsibilities, general conditions, processes and actions required for staff leaving their employment with the University of Adelaide consistent with the Workforce Management Policy and clause 6 of the University of Adelaide Enterprise Agreement. 1 Objectives 1.1 To ensure that all requests for leaving the employment of the University have been submitted and approved in accordance with this procedure. 2 Scope and Application 2.1 Inclusions This procedure applies to all staff members employed by the University, except where specifically indicated in this procedure, and should be read in conjunction with the relevant legislation, the University of Adelaide Enterprise Agreement, the employment agreement and related policies as published on the University of Adelaide website. 2.2 Exclusions Not applicable except where specifically indicated in this procedure. 3 Process: Giving notice and managing resignation 3.1 Staff Member a) Provide notice in writing to your supervisor of your intention to resign. The notice must be made: via the completion of the Resignation Advice Form (Appendix A) or in other written form. in accordance with the period of notice required in the University of Adelaide Enterprise Agreement Leaving the University (clause 6.1) or the relevant clause of your employment contract. b) Ensure that at the time of giving notice, you request any leave you are seeking to take before your resignation date. Continued Authorised by Chief Operating Officer Review Date: 5 February 2019 Page 1 of 5 Authorised by Chief Operating Officer Review Date: 5 February 2019 Page 1 of 5

3 Process: Giving Notice and Managing Resignation (continued) 3.1 Staff Member (Continued) c) Contact a HR Advisor to organise an exit interview if desired (please note this step is not compulsory). 3.2 Supervisor a) Sign the Resignation Advice Form and forward it to the Head of School/Branch for them to sign along with any other written documentation (e.g. letter of resignation). 3.3 Head of School/Branch a) Sign the acknowledgement section of the Resignation Advice Form. b) Forward the Resignation Advice Form to the Human Resources Branch together with any other written documentation (e.g. letter of resignation) no later than 1 week prior to the staff member s final pay fortnight to ensure it is processed in the correct pay. Late submissions will result in an overpayment and related costs will be charged to the School/Branch. 4 Process: Termination or renewal of a Fixed Term Employment Contract 4.1 Supervisor a) Advise the staff member in writing, before the contract expires, whether or not there is a continuing need for the position. If the current contract of employment is not to be renewed, the staff member s employment will cease at the end of the fixed term contract. For the notice periods refer to clause 2.3.14 of the University of Adelaide Enterprise Agreement or the relevant clause of the staff member s employment contract. If a further employment offer is to be made, refer to the University of Adelaide Enterprise Agreement Further Employment (clause 2.3.13). A staff member who is employed on a fixed term contract will be limited to a work activity that comes within the description of one or more of the circumstances referred to in accordance with the University of Adelaide Enterprise Agreement Limitations on the Use of Fixed Term Contracts (clause 2.3). 5 Process: Giving notice to end a Casual Employment Contract 5.1 Staff Member a) Advise your supervisor, giving at least one hour s notice of your intention to terminate your contract of casual employment (see definition). It is expected that an attempt will be made to provide reasonable notice as per clause 3.11.1.2 of the University of Adelaide Enterprise Agreement. 5.2 Supervisor a) Give at least one hour s notice to the staff member, if their contract of employment is to be terminated. It is expected that an attempt will be made to provide reasonable notice as per clause 3.11.1.2 of the University of Adelaide Enterprise Agreement. Authorised by Chief Operating Officer Review Date: 5 February 2019 Page 2 of 5

6 Process: Termination of Employment (excluding casual staff) 6.1 Head of School/Branch a) Seek support and advice from an HR Advisor before any action is taken to terminate a staff member s employment. b) Follow the steps in accordance with the relevant clauses of the University of Adelaide Enterprise Agreement which include: 2.5: Probation, Tenure and Confirmation 6.2: Notice of Termination of Employment 6.3: Termination without Notice for Serious Misconduct 6.5: Unauthorised Absences 6.6: Incapacity to Perform Duties 8.1: Unsatisfactory Performance 7 Process: Redundancy/Retrenchment 7.1 Head of School a) Determine the need to make a position redundant as per clause 6.7 of the University of Adelaide Enterprise Agreement. Any staff member who has accepted a voluntary redundancy is not to be re-employed with the University for a period of two years from the date of termination, unless otherwise authorised by the Vice- Chancellor and President as per clause 6.7.10 of the University of Adelaide Enterprise Agreement. Any staff member who has been retrenched is not to be re-employed by the University for a period of one year from the date of termination, unless otherwise authorised by the Vice-Chancellor and President as per clause 6.7.13 of the University of Adelaide Enterprise Agreement. 8 Process: Staff Initiated Redundancy 8.1 Staff Member a) Apply to your supervisor for a voluntary redundancy if you believe your position is no longer required by the University as per clause 6.7.10 of the University of Adelaide Enterprise Agreement Staff Initiated Redundancy. 8.2 Supervisor a) Seek support from a HR Advisor for the next steps in the process. Authorised by Chief Operating Officer Review Date: 5 February 2019 Page 3 of 5

9 Process: Retirement 9.1 Staff Member a) Advise your supervisor of your intention to retire and follow the steps set out in the Resignation Process (Section 3) or b) If you are eligible and wish to apply for a Pre-Retirement Contract refer to the Pre-Retirement Contract Procedure). An intention to retire is understood as an intention to resign from the University. 10 Definitions Contract of Casual Employment A contract of casual employment is a contract between the University and a casual academic or professional staff member, who is engaged and paid by the hour or session. 11 Useful information and resources 11.1 University related documents and policies University of Adelaide Enterprise Agreement (as amended) Recruitment Policy Workforce Management Policy Performance, Development and Promotion Policy Behaviour and Conduct Policy Health, Safety and Wellbeing Policy Titleholder Conferral of Honorary Roles Procedure 11.2 Related legislation Age Discrimination Act 2004 (Cth) Disability Discrimination Act 1992 (Cth) Equal Opportunity Act 1984 (SA) Fair Work Act 2009 (Cth) Privacy Act 1988 (Cth) Racial Discrimination Act 1975 (Cth) Sex Discrimination Act 1984 (Cth) Work Health and Safety Act 2012 (SA) Work Health and Safety Regulations 2012 (SA) 11.3 Useful Web-links Delegations of Authority HR Recruitment HR Service Centre Authorised by Chief Operating Officer Review Date: 5 February 2019 Page 4 of 5

RESIGNATION ADVICE FORM Please complete, SCAN and EMAIL to Human Resources Branch, Division of Services and Resources This form must be used by a staff member to advise of their resignation from the University. (If the staff member has provided a personal resignation letter it should be attached). Appendix A Please ensure this form is forwarded to your supervisor at least 2 weeks before your resignation date to ensure that final monies can be processed in the next available pay following your resignation date. STAFF MEMBER DETAILS Staff ID School/Branch Title Family name Given names Position Title RESIGNATION DETAILS Work phone Resignation date / / (This is your last day of paid employment, the date you intend to separate from the University.) Leave Please ensure that any leave taken prior to the resignation date is entered and approved in Staff Services Online (SSO), at least two weeks prior to your resignation date. Workers Compensation I have a current workers compensation claim in progress with the University? Yes No TAX: PAYMENT SUMMARY (Group Certificate) I have checked my mailing details on SSO to ensure I will receive my Payment Summary Yes EXIT INTERVIEW If you wish to have an opportunity to attend an exit interview please contact an HR Advisor (ext 31111) to organise a meeting time. RE STAFF MEMBER S SIGNATURE I have advised my supervisor of my intention to resign/retire and confirm that all above details are correct. I will return all University property (including equipment and ID, building access and credit cards) prior to my last day with the University. Signature... Date... ACKNOWLEDGEMENT Supervisor I acknowledge receipt of the Resignation Advice Form and the notice period is in line with the Enterprise Agreement. I confirm that any leave taken up to and including the resignation day will be entered and approved in SSO at least two weeks prior to the resignation date. Supervisor s Name:...Signature:... Date:... Head of School/Branch I note that any overpayment that may arise due to the late entry and approval of leave will not be recovered and will result in a budgetary impact to the area. Name:... Signature:... Date:... Authorised by Chief Operating Officer Review Date: 5 February 2019 Page 5 of 5