Leaving Employment

Leaving Employment

SUMMARY

The Leaving Employment Procedure establishes the University’s process for all staff members who are leaving employment with Macquarie University, including the return of all University property.

PROCEDURE

Purpose

To ensure a consistent process is performed for:
  • staff members who are leaving employment with Macquarie University
  • the return of all University property.

Procedure

Staff members may leave employment by:
  • Resignation or retirement
  • Other Separations
    • end of fixed-term appointment
    • employer initiated terminations (e.g. redundancy, not meeting probation, termination on the grounds of illness, termination for unsatisfactory performance or misconduct)
    • abandonment of employment
    • death of a staff member

Additional information is in the Macquarie University Enterprise Agreement .

This procedure is of particular relevance to all continuing and fixed-term staff members of the University.

This procedure requires actions by the following: This procedure describes the steps involved in:

Staff Member

RESIGNATION OR RETIREMENT
Notify
Determine the applicable minimum notice period. The notice period is specified in either the Macquarie University Enterprise Agreement or your Letter of Offer. Reasonable notice will generally mean a minimum of two weeks.

Provide written notice of your intention to resign by way of letter or email to your supervisor and include the following information:
    • your name and Staff ID Number
    • the reason for your resignation
    • the end date of your employment
    • your signature.

Complete a Leaving Checklist
Receive from your Supervisor and complete the Leaving Checklist .

Return all University property to your supervisor on, or before, your end date.

Participate in an Exit Interview
Complete an exit interview.

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Faculty HR Manager or HR Representative

Provide Checklist
Provide the staff member’s Supervisor / Head of Department with a Leaving Checklist as soon as possible.

Forward the completed Leaving Checklist  to HR.

Note: As a guide, final payment will normally be within the pay run that includes the end date. Final payment for a staff member may be withheld until the checklist is received.

Supervisor

Discuss and Notify
You may negotiate a shorter or longer period of notice with a staff member. A staff member may accept or decline a shorter or longer notice period.

Within two working days of receiving a notification from a staff member , notify the following of the resignation and the final date of employment:
  • your own supervisor (or Head of Department if your supervisor is in another Department)

Supervisor or Head of Department

Within two working days of receiving a notification from a staff member, notify by email the following of the resignation and the final date of employment:
  • Payroll, HR
  • Staffing Advisor, HR
  • Faculty HR Manager or HR representative
  • your Local Information Technology team or Informatics (in relation to equipment)

Provide the original resignation letter or email to HR for processing and filing.

Provide the staff member with the Leaving Checklist as soon as possible and ensure completion.

Forward the completed Leaving Checklist  to your Faculty HR Manager or HR representative.

Return University Property
You may contact the Building Services Manager to determine if keys or cards to buildings are held by the staff member. Return all of the staff member’s items to the appropriate location.

Manage a Hand-Over
During the period of notice it is your responsibility to ensure the best interests of the University are met in relation to the transfer of knowledge and skills and/or an effective hand-over is performed.

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Payroll, HR

Process Final Payment
On receipt of the resignation letter and completed checklist:
  • calculate the final payment and process
  • advise the staff member of the final payment date. As a guide, final payment will normally be within the pay run that includes the end date. Final payment for a staff member may be withheld until the checklist is received
  • file all documents on the staff member’s file

Supervisor

OTHER SEPARATIONS
Notify
Notify the following of the end date of employment:
  • your supervisor (or Head of Department if your supervisor is in another Department)

Supervisor or Head of Department

Notify the following of the end date of employment:
  • Payroll, HR
  • the Faculty HR Manager or HR representative
  • your Local Information Technology or Informatics.

Complete a Leaving Checklist
Provide the staff member with a Leaving Checklist, or in the absence of a staff member, complete a Leaving Checklist.

Forward the completed Leaving Checklist to your Faculty HR Manager or HR representative.

Return University Property
Return a staff member’s University property to the appropriate location.

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Staff Member

Receive from your Supervisor and complete the Leaving Checklist.

Return all University property to your supervisor on, or before, your end date.

Faculty HR Manager or HR Representative

Provide Checklist
Provide the staff member’s supervisor/Head of Department with a Leaving Checklist as soon as possible.

You may contact the Building Services Manager to determine if keys or cards to buildings are held by the staff member.

Forward the completed Leaving Checklist to HR.

Note: As a guide, final payment will normally be within the pay run that includes the end date. Final payment for a staff member may be withheld until this form is received.

Payroll, Human Resources

Notify End of Fixed-Term Contract
Fixed-term contracts automatically end when not renewed. Give five weeks notice to fixed-term staff members prior to expiration of the contract.

Process Final Payment
On receipt of the relevant separation documents or on advice from HR and completed Checklist:
  • calculate the final payment and process
  • advise the staff member/supervisor of the final payment date. As a guide, final payment will normally be within the pay run that includes the end date. Final payment for a staff member may be withheld until the checklist is received
  • file all documents on the staff member’s file.

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Procedure Information

Contact OfficerSenior Leave Officer, Human Resources
Date Approved16 August 2011
Approval AuthorityHuman Resources Operations Manager
Date of Commencement16 August 2011
Amendment Historyn/a
Date for Next ReviewAugust 2014
Related DocumentsLeaving Checklist
Macquarie University Enterprise Agreement
KeywordsResignation, Leaving, Separation, Death

Asset ID = 422881

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