- Notice periods
- Payment in lieu of notice
- Rescission of a resignation
- Termination payments
- Special studies leave
- Relocation assistance
- Return of University property
1. A resignation refers to an employee's voluntary termination of employment with the University other than by retirement, medical retirement, voluntary early retirement or abandonment of employment.
2. Refer to HR Delegations for the delegations relating to resignations.
3. The following notice periods apply when employment is governed by the University's current Enterprise Agreement unless the employee's individual contract specifically states otherwise. Notice periods may differ where employment is governed by other industrial instruments:
Professional employees Four weeks Academic employees Three months
4. At the request of the employee, a reduction in these notice periods may be approved by the relevant delegated officer.
Payment in lieu of notice
5. If an employee fails to give notice, the University has the right to withhold monies due to the employee up to a maximum amount equalling the employee's ordinary rate of pay for the relevant notice period.
6. Where the University does not require the employee to work out the notice period, payment instead of notice will be made. If the employee is only required to work part of the required notice period, the University will pay out the balance of the notice period.
7. Where an employee requests, and is granted, a reduction to their notice period, payment in lieu of notice will not be made.
8. Any payments in lieu of notice are calculated at the employee's ordinary rate of pay for the time they would have worked had their employment continued during the notice period.
Rescission of a resignation
9. After a written resignation has been accepted, the employee may apply to the delegated officer to have their resignation rescinded. In considering a rescission application, the delegated officer will consult with the employee's supervisor and have regard to the needs of the workplace and the circumstances surrounding the submission of the resignation.
10. All employees, other than casual employees, are entitled to be paid substantive salary (plus any allowances) up to and including their last day of employment, except for periods of unpaid leave taken prior to the resignation. Casual employees only receive payment for the hours actually worked.
11. Termination payments will be paid at the rate of the employee's substantive salary at the date of resignation. However, where employees have been receiving salary allowances (excluding allowances such as overtime, first aid, shift penalties and allowances in lieu of shift penalties) for 12 months or more immediately prior to resignation, termination payments will be paid at the rate of the substantive salary plus the salary allowance. Unless the relevant industrial agreement or the employee's individual contract specifically state otherwise, employees (other than casual employees) are eligible for the following termination payments:
- Annual leave - accrued annual leave up to a maximum of eight weeks.
- Annual leave loading - a pro-rata annual leave loading, calculated on the basis of working days of service from the preceding 1st January (or commencement date, whichever is the later) to the date of resignation.
- Long service leave (LSL) - accrued LSL.
12. Where a casual employee has an entitlement for LSL under the relevant state Long Service Leave Act, the casual employee will receive payment in lieu of accrued LSL.
Special studies leave
13. In accordance with the Special Studies Leave Policy, academic staff are required to complete a period of service following a period of special studies leave. Where an employee resigns before completing the required period of service they will be required to repay any financial assistance provided by the University as a result of the granting of special studies leave.
14. Employees who have received relocation assistance under the provisions of 5.5.1 of the Relocation Assistance Policy and resign within two years of commencing the appointment are required to repay the whole or part of the travel and removal assistance received.
15. Where the University initiates the relocation of an employee from their existing workplace to work at another SCU locality, the University reserves the right to recover all, or a portion, of the removal assistance provided. Recovery is determined on a case by case basis with regard being given to individual circumstances.
16. As part of the Relocation Assistance Agreement signed when relocation assistance is accepted, the employee concerned irrevocably authorises the University to deduct any repayment of travel and removal assistance from monies owed from salary, termination payments, accrued long service leave and annual leave.
Return of University property
17. Resigning employees are required to return all University property (eg. keys, staff card, charge cards, store items, tools and equipment) in their possession prior to resignation. Any outstanding library items should also be returned prior to resignation.
18. Supervisors must obtain a written resignation from the employee and refer it to the Head of Work Unit for acceptance. The resignation must be effective from close of business on a working day (ie not a public holiday or a day when the employee was not rostered to work) and the date of effect must be clearly stated on the written resignation.
19. After the resignation has been accepted by the Head of Work Unit it is referred to HR Services. If it is considered appropriate, an officer from HR Services will conduct an exit interview with the employee.
20. The employee will be advised in writing that the resignation has been accepted. The advice from HR Services will include:
- A reminder to return any keys or University property in their possession;
- Information concerning their superannuation options on ceasing employment;
- For professional employees, a reminder that payment in lieu will not be made on cessation for any flexitime or time-off-in-lieu balances, and a request to ensure flexitime and time-off-in-lieu balances are cleared prior to ceasing employment.
- Details of any monies that need to be repaid as a result of Special Studies Leave or Employee Relocation Assistance received.
21. A copy of the advice sent to the employee will be referred to the employee's Head of Work Unit together with a clearance report which should be completed prior to the employee's departure.
22. After completion by the work unit, the clearance report will be returned to HR Services for actioning and on forwarding to ITS for email and computer access to be deleted.
23. A completed clearance report is an audit requirement for all staff ceasing employment with the University. The completed form is filed on the employee's file.
24. HR Services will request written confirmation from the Head of Work Unit concerning outstanding leave applications and the clearance of flexitime balances for professional employees.
Updated: 06 November 2013