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(1) This Procedure is effective from 19 October 2023. (2) This Procedure outlines the processes for staff leaving their employment with the University. (3) This Procedure applies to all continuing and fixed-term staff employed by the University. (4) This Procedure is pursuant to the Employment of Staff Policy. (5) Staff may leave their employment or have their employment terminated by the University in accordance with the Deakin University Enterprise Agreement 2023 (2023 EA), an Executive Contract, or a Senior Staff Performance Contract. (6) All staff who wish to resign from the University must advise their leader in writing, of their intention to resign in accordance with the notice period specified in their contract of employment. (7) The leader may waive or reduce the period of notice at their discretion. (8) Following receipt of the staff member’s notification of resignation, the leader will submit the resignation advice including final date of employment through DeakinPeople, My Team tile. (9) People Services will confirm the staff member's resignation in writing to the staff member and their leader. (10) Staff may choose to retire from the University at any time after reaching the age of 60 years. (11) Eligible staff wishing to retire must provide written notification of their intention to retire, including the effective date, to their leader. (12) Following receipt of the staff member’s notification of retirement, the leader will submit the retirement advice, including effective date through DeakinPeople My Team tile. (13) Minimum notice of an intention to retire is the notice period specified in the staff member’s contract of employment. However, staff are encouraged to discuss any intention to retire as part of their regular DeakinAchieve conversation to support workforce planning and for the University to consider whether circumstances exist where a pre-retirements contract may be offered by the Chief People and Culture Officer. (14) The Chief People and Culture Officer or nominee may offer eligible staff members one of the following pre-retirement contracts: (15) A pre-retirement contract will only be offered to an eligible staff member by the Chief People and Culture Officer or nominee where they consider it to be mutually beneficial for the University and the staff member taking into account: (16) Where a leader is considering a pre-retirement contract as part of managing their workforce they must discuss this with their Senior People and Culture Partner and together submit a business case addressing clause 15 to the Chief People and Culture Officer or nominee for consideration and determination. (17) The Chief People and Culture Officer or nominee will determine the duration of any offer of a fixed-term contract based on the University’s anticipated length of time it will take to: (18) Where a staff member accepts an offer of a pre-retirement conversion, the leader and the staff member will determine the work hours and job responsibilities, ensuring that the arrangement meets the operational needs of the area. (19) Unless otherwise agreed by the Chief People and Culture Officer or nominee this pre-retirement contract will be considered a transition to retirement arrangement and at the end of the fixed-term contract the staff member's employment with the University will cease. (20) At the discretion of the relevant member of the Executive, the University may engage the staff member as a casual professional or sessional academic staff member following cessation of their pre-retirement contract of employment. (21) People Services will confirm the staff member's retirement in writing to the staff member and their leader. (22) Staff employed on fixed-term contracts leave the University at the conclusion of their contract and are not required to submit their resignation. (23) Staff employed on fixed-term contracts who wish to leave the University before the end of their fixed-term contract must do so in accordance with clause 6 of this Procedure. (24) Where a staff member fails to perform their usual duties without prior notice or approval from their leader, the leader will attempt to contact the staff member at the earliest possible time. (25) If the leader is unable to make contact with the staff member, the leader should contact People Services. (26) People Services will write to the staff member to: (27) If no response is received, the Chief People and Culture Officer or nominee will send a final letter to the staff member confirming the end of the employment relationship and the payment of the balance of any entitlements. (28) While the steps outlined in clauses 26 and 27 occur, the Chief People and Culture Officer or nominee may place the staff member on leave without pay. (29) An unauthorised and unexplained absence from work for a total period of two weeks or more will normally constitute an abandonment of employment. (30) Prior to the staff member’s departure: (31) Staff must return all University property in their possession (see Leaving Deakin Checklist). (32) Any outstanding debts or overpayments must be cleared prior to departure, in accordance with the Remuneration Procedure. (33) The relevant leader will contact the Chief People and Culture Officer as soon as possible following the death of a member of staff. (34) The Chief People and Culture Officer or nominee will advise the Vice-Chancellor and relevant member of the Executive and liaise with the organisational unit of the deceased staff member to offer assistance to the family of the deceased as appropriate. (35) The Chief People and Culture Officer or nominee will also arrange for support and counselling for other staff members as appropriate. (36) The Chief People and Culture Officer or nominee will liaise with the estate of the deceased staff member and organise for final payments to be made.Leaving Deakin procedure
Section 1 - Preamble
Section 2 - Purpose
Section 3 - Scope
Section 4 - Policy
Section 5 - Procedure
Resignation
Retirement
Expiry of a fixed-term contract
Abandonment of employment
Actions for leader and staff member prior to staff member’s departure
Death in service
Section 6 - Definitions