Resignation and retirement procedure

Intent and objectives

The purpose of this procedure is to provide information to staff and managers in how to manage the separation of employment in a timely and fair manner.

Scope

This procedure applies to all fixed term and continuing staff members.

Exclusions

This policy applies to resignation and retirement, but excludes separation of employment due to:

  • abandonment of employment
  • death
  • redundancy
  • termination of employment due to disciplinary procedures
  • redeployment

The procedure does not apply to casual staff members.

Procedure steps and actions

Resignation Procedure

Resignation Procedure

Responsibility

Timeline

1. Submitting a Resignation notice

A staff member who wants to resign must submit a notice of their resignation in writing to their manager or delegated authority.

Alternatively, they can use the notice of resignation form.

The notice period must be in line with those detailed in RMIT’s Resignation and retirement policy.

Once a notice of resignation has been tendered the University may not agree to its retraction.

Staff member

In line with notice period as stated in policy

2. Accepting the resignation

The manager will accept the notice of resignation and forward it to Human Resources. The delegated authority may approve to waive the notice period.

When accepting a resignation, the manager must also consider:

  • How will the workload be managed without the staff member?
  • Will Human Resources need to be contacted to discuss a recruitment of a replacement?
  • How will the announcement be made to other staff members?
  • How will a handover be conducted if a replacement is required?
  • RMIT property that needs to be collected from the staff member prior to their departure.

Manager/Delegated authority

Within five working days of receipt

3. Processing the resignation

Human Resources will:

a) Process the resignation and provide letters to the staff member and manager confirming the resignation date.

b) Process payments and/or superannuation once an acknowledgement that these letters have been received

c) Provide the manager with a ‘staff departure checklist’ as soon as the resignation has been announced.

d) Contact the departing staff member to undertake an exit interview and survey. The information obtained at the exit interview will be treated confidentially; however, trend data will be used to improve staff retention.

e) On request provide a written statement of employment. This states the date the staff member started with and departed from the University, and the position/s held. This will be sent to the staff member’s home address.

Human Resources

Within the fortnight of the departure date

The manager will:

a) Check the departing member’s objects on loan via a manager’s desktop report to ensure that any outstanding objects on loan (e.g. motor vehicles, laptops, mobile phones, parking permit, corporate credit cards etc) are returned before the staff member leaves. Refer to the University objects on loan procedure for further details.

Manager/staff member

As soon as the departure has been announced

b) Meet with the departing staff member shortly after the departure has been announced to arrange the collection of outstanding RMIT property.

c) Ensure the ‘staff departure checklist’ is completed and signed by the manager and staff member and returned to Human Resources.

Manager/staff member

On the departing staff member’s last day.

Retirement Procedure

Retirement Procedure

Responsibility

Timeline

1. Submitting a Retirement notice

Staff members wanting to retire are responsible for seeking independent financial/retirement advice. They should also seek advice from Human Resources before finalising their retirement plans.

A staff member who wants to retire must submit a notice of their resignation in writing to their manager or delegated authority. Alternatively, they can use the notice of resignation form

The notice period must be in line with those detailed in RMIT’s Resignation and retirement policy.

Staff member

In line with notice period as stated in policy

2. Accepting the notice of retirement

The manager will approve the notice of retirement and forward it to Human Resources. The delegated authority may approve to waive the notice period.

When accepting the notice, the manager must also consider:

  • How will the workload be managed without the staff member?
  • Will the Human Resources need to be contacted to discuss recruitment of a replacement?
  • How will the announcement be made to other staff members
  • How will a handover be conducted if a replacement is required?

Manager/Delegated authority

Within five working days of receipt

3. Processing the retirement application

Human Resources will:

a) Process the retirement and provide letters to the staff member and manager confirming the retirement date.

b) Process payments and/or superannuation once an acknowledgement that these letters have been received.

c) Provide the manager with a ‘staff departure checklist’ as soon as the retirement has been announced.

d) Contact the departing staff member to undertake an exit interview and survey. The information obtained at the exit interview will be treated confidentially; however, trend data will be used to improve staff retention

e) On request provide a written statement of employment. This states the date the staff member started with and departed from the University, and the position/s held.

This will be sent to the staff member’s home address.

Human Resources

Within the fortnight of the departure date

The manager will:

a) Check the departing member’s objects on loan via a manager’s desktop report to ensure that any outstanding objects on loan (e.g. motor vehicles, laptops, mobile phones, parking permit, corporate credit cards etc) are returned before the staff member leaves. Refer to the University objects on loan procedure for further details.

Manager

As soon as the departure has been announced

b) meet with the departing staff member shortly after the departure has been announced to arrange the collection of outstanding RMIT property.

c) ensure the ‘staff departure checklist’ is completed and signed by the manager and staff member and returned to Human Resources.

Manager/staff member

On the departing staff member’s last day.

4a. Applying to ease into retirement

A staff member who would like to enter into part-time employment prior to retirement must fill out an Easing into Retirement form and forward it to their manager or delegated authority for approval.

Staff member

4b. Accepting an easing into retirement application

In considering the application, the manager must take into account:

  • the operational requirements of the work unit, including the financial and strategic effects of the staff member’s reduced time fraction
  • the University’s staffing needs

If approved, the staff member’s work plan must be reviewed to suit the reduced time fraction.

Manager/Delegated Authority

Within the fortnight of the request

4c. Processing the easing into retirement application

Human Resources will process the application and provide a new contract to both the staff member and the manager (or delegated authority). This will reflect the terms of the agreement.

Human Resources

Within the fortnight of the request

5. Retirement gratuities

The manager should speak to Human Resources to confirm the staff member’s eligibility for a retirement gratuity.

The manager will then advise the staff member of their eligibility, and advise them to choose a gift for the gratuity amount.

The manager approves the choice of gift using the RMIT Corporate Card and should organise a department representative to purchase the retirement gratuity.

The manager will arrange for the gift to be presented to the retiree.

Manager/Delegated Authority

Prior to the retiring staff member’s departure

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