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Leaving Deakin procedure

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Section 1 - Preamble

(1) This Procedure was approved by the Vice-Chancellor on 29 March 2004 and incorporates all amendments to 2 September 2014.

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

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Section 2 - Purpose

(3) This Procedure outlines the process for ceasing employment with the University.

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Section 3 - Scope

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

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Section 4 - Policy

(5) Refer to the Employment of Staff policy.

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Section 5 - Procedure

(6) University staff may cease employment or have their employment ceased by the University in accordance with the Enterprise Agreement, an Executive Contract, a Senior Staff Performance Contract (SSPC) or an Australian Workplace Agreement (AWA).

Resignation

(7) Any staff member who wishes to resign from the University must advise the relevant head of the organisational area, 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 or AWA.

(8) The staff member can submit their resignation directly through Deakinpeople or in writing to the head of the organisational area who will endorse and date the resignation and forward it to the Human Resources Division (HRD).

(9) The head of the organisational area may waive or reduce the period of notice. In such cases, the head of the organisational area must record the revised notice period on the resignation letter prior to forwarding it to HRD.

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

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

(12) Any outstanding debts or overpayments must be cleared prior to their departure.

Retirement

(13) 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.

(14) Eligible staff wishing to retire must provide notification of their intention to retire, including the effective date, to their head of organisational area.

(15) The staff member can submit their retirement notification through Deakinpeople or in writing to the head of the organisational area who will endorse the written notification and forward it to HRD.

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

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

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

Expiry of a fixed-term contract

(19) A fixed-term staff member leaving the University at the conclusion of his or her contract is not required to submit a letter of resignation.

(20) A fixed-term staff member considering a resignation prior to the end of their fixed-term contract must advise the University in writing in accordance with clauses 7 and 8 of this Procedure.

Abandonment of employment

(21) Where a staff member fails to attend work without prior notice or approval from his or her manager, the manager shall attempt to contact the staff member at the earliest possible time.

(22) 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.

(23) Should this fail, the Executive Director, Human Resources Division will write to the staff member seeking an explanation for their absence and requesting a response within five working days.

(24) If no response is received, the Executive Director, Human Resources Division will send a final letter to 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.

(25) While the Executive Director, Human Resources Division investigates the staff member's absence, he/she will determine whether the staff member will be placed on leave without pay.

(26) If a response has not been received within the specified timeframes, the staff member will be considered to have abandoned their employment and the Executive Director, Human Resources Division will send a final letter confirming the end of the employment relationship and the payment of the balance of any entitlements.

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

Death in service

(28) The Head of the Organisational Area will contact the Executive Director, Human Resources Division as soon as possible following the death of a current member of staff.

(29) The Executive Director, Human Resources Division will advise the Vice-Chancellor and relevant member of the Executive and liaise with the organisational area of the deceased staff member to offer assistance to the family of the deceased as appropriate.

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

(31) The Executive Director, Human Resources Division 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

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