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Leaving Deakin procedure

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Section 1 - Preamble

(1) This Procedure is effective from 5 September 2017.

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Section 2 - Purpose

(2) This Procedure outlines the process for leaving employment with the University.

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Section 3 - Scope

(3) This Procedure applies to all staff (other than casual staff) employed by the University.

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Section 4 - Policy

(4) This Procedure is pursuant to the Employment of Staff policy.

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Section 5 - Procedure

(5) Staff may leave employment or have their employment ceased by the University in accordance with clause 64 the Deakin University Enterprise Agreement 2017(EA), an Executive Contract, or a Senior Staff Performance Contract.

Resignation

(6) Any staff member who wishes to resign from the University must advise the relevant Head of Organisational Unit, either directly or through the staff member's manager, of their intention to resign in accordance with the notice period specified in their contract of employment.

(7) The staff member can submit their resignation directly through DeakinPeople or in writing to their Head of Organisational Unit who will endorse and date the resignation and forward it to the Human Resources Division (HRD).

(8) The Head of Organisational Unit may waive or reduce the period of notice. In such cases, the Head of Organisational Unit must record the revised notice period on the resignation letter prior to forwarding it to HRD.

(9) HRD will confirm the staff member's resignation in writing.

Retirement

(10) There is no compulsory retirement age at the University. Staff may choose to retire from the University at any time after reaching the age of 55 years.

(11) Eligible staff wishing to retire must provide notification of their intention to retire, including the effective date, to their Head of Organisational Unit.

(12) The staff member can submit their retirement notification through DeakinPeople or in writing to their Head of Organisational Unit who will endorse the written notification and forward it to HRD.

(13) HRD will confirm the staff member's retirement in writing.

Expiry of a fixed-term contract

(14) Fixed-term staff leaving the University at the conclusion of their contract are not required to submit a letter of resignation.

(15) Fixed-term staff considering a resignation prior to the end of their fixed-term contract must advise the University in writing in accordance with clauses 6 and 7 of this Procedure.

Abandonment of employment

(16) Where a staff member fails to attend work without prior notice or approval from their manager, the manager will attempt to contact the staff member at the earliest possible time.

(17) If the manager is unable to make contact with the staff member, the manager should contact HRD who will attempt to contact the staff member.

(18) The Executive Director, Human Resources will write to the staff member to:

  1. seek an explanation for their absence;
  2. advise the staff member that the University intends to treat their failure to present for work as an abandonment of employment unless they return to work or provide acceptable reasons for their absence;
  3. request a response within five working days.

(19) If no response is received, the Executive Director, Human Resources 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.

(20) While the Executive Director, Human Resources undertakes the steps outlined in clauses 18 and 19 above, they will determine whether the staff member will be placed on leave without pay.

(21) An unauthorised and unexplained absence from work for a total period of two weeks or more will normally constitute an abandonment of employment.

University property and debts

(22) Staff must return all University property in their possession (see Exit Checklist).

(23) Any outstanding debts or overpayments must be cleared prior to departure, in accordance with the Remuneration procedure.

Death in service

(24) The Head of Organisational Unit will contact the Executive Director, Human Resources as soon as possible following the death of a member of staff.

(25) The Executive Director, Human Resources 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.

(26) The Executive Director, Human Resources will also arrange for support and counselling for other staff members as appropriate.

(27) The Executive Director, Human Resources will liaise with the estate of the deceased staff member and organise for final payments to be made.

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Section 6 - Definitions

(28) There are no definitions arising under this Procedure.