• Section 1 - Purpose
• Section 2 - Application and Scope
• Section 3 - Resignation 
• Section 4 - Fixed Term Contract Ending
• Section 5 - Retirement and Pre-Retirement Contracts
• Section 6 - Abandonment of Employment
• Section 7 - Death in Employment
• Section 8 - Exit Administration
• Section 9 - Roles and Responsibilities
• Section 10 - Definitions

Section 1 - Purpose

(1) This Guideline outlines actions for staff to take when leaving the employment of the University of Wollongong (the University), including transitioning to retirement.

Section 2 - Application and Scope

(2) This Guideline applies to staff employed by the University.

(3) This Guideline does not apply to:

1. persons who hold honorary appointments and visiting academics to the University;
2. staff employed by other entities controlled by the University; and
3. staff employed at campuses of the University outside of Australia.

(4) This Guideline supports the Employment Life Cycle Policy, by providing guidance to staff and their Supervisors on the processes associated with leaving employment of the University.

Section 3 - Resignation 

(5) Staff resigning from the University must provide written notice to the appropriate delegate (refer to the Delegations of Authority Policy) within the notice periods specified in the University’s enterprise agreements, Award, or Individual Employment Contract. 

(6) The period of notice required for resignation for Professional staff (employed under University of Wollongong (Professional Services Employees) Enterprise Agreement 2023.

(7) The period of notice required for resignation for Academic staff (employed under University of Wollongong (Academic Staff) Enterprise Agreement 2023.

(8) The period of notice required may be varied by mutual agreement between the staff member and the appropriate delegate.

(9) Once accepted, the appropriate delegate will submit the resignation and approval to the People and Culture Division Helpdesk for processing.

(10) The People and Culture Division will email the staff member and their Supervisor to:

1. confirm acceptance of resignation;
2. provide a checklist of items to be completed prior to the last day of employment; and
3. provide details of how to participate in an exit interview or survey.

Section 4 - Fixed Term Contract Ending

(11) The University will provide a staff member on a fixed term contract notice in writing of its intentions to renew or not renew their employment upon the expiry of their contract in accordance with the information below:

(12) The Supervisor will take appropriate action as advised by the email to either confirm the fixed term contract will end or extend the fixed term contract for a further period provided it is compliant with legislative requirements.

(13) If the fixed term contract is to end, the staff member and their Supervisor will receive a copy of the conclusion of appointment email and follow the processes stated in Section 8.

Section 5 - Retirement and Pre-Retirement Contracts

(14) A pre-retirement contract may be negotiated between the University and a continuing academic or professional staff member.

(15) A pre-retirement contract will be for a fixed term period, up to five (5) years and cannot be extended for a further period.

(16) A pre-retirement contract is for the purposes of transitioning to retirement. The pre-retirement contract will allow:

1. a transition period between full time employment and retirement, enabling staff members to reduce their fraction so they can transition to retirement in a way that suits them;
2. the ability to provide mentoring and coaching to more junior staff in a targeted way;
3. for academic staff members, an opportunity to transition to an honorary academic position; and
4.  certainty around future arrangements for the staff member and University.

(17) The pre-retirement contract may include defined periods of annual leave or long service leave.

(18) A pre-retirement contract replaces any pre-existing contract of employment, and it is expected that a staff member will retire permanently at the end of the pre-retirement contract period.

(19) Staff who choose to retire are not required to have a pre-retirement contract but can retire by providing notice in writing as per the resignation process above.

Section 6 - Abandonment of Employment

(20) Abandonment of employment will be considered if a staff member:

1. does not attend work for an unreasonable length of time;
2. does not have a reasonable excuse for not attending; and
3. does not speak to their Supervisor to provide a reason for the absence.

(21) The Supervisor must make all reasonable attempts to contact the staff member and their emergency contact prior to contacting their Senior People Partner or People Advisor.

(22) The Senior People Partner or People Advisor will attempt to contact the staff member via phone and/or email.

(23) If no response has been received within two (2) days, the Senior People Partner or People Advisor will send a registered letter to the staff member's home address, requesting contact within five (5) working days and advising that failure to respond will be considered abandonment of employment.

(24) If no response is received within five (5) working days, a further registered letter will be sent to the staff member's home address to advise the staff member they have abandoned their employment, and their employment with the University will be terminated.

(25) The Senior People Partner or People Advisor will advise the Supervisor and the People and Culture Division of the termination.

Section 7 - Death in Employment

(26) The Supervisor will contact the Chief People and Culture Officer as soon as possible after being notified of the death of a staff member. 

(27) The Chief People and Culture Officer will advise the Vice-Chancellor and President and relevant members of the Executive.

(28) The Supervisor will notify fellow staff members of the death, in the appropriate manner, and provide information about support services for staff members.

(29) The Senior People Partner or People Advisor will liaise with the Supervisor to send correspondence to the deceased staff member's family or next of kin.

(30) People and Culture Operations will liaise with the estate and the deceased staff member's family to obtain the required relevant documentation to proceed with any final payments.

Section 8 - Exit Administration

(31) Prior to the staff member’s departure:

1. staff must return all University property to their Supervisor;
2. staff must clear any outstanding debts or overpayments prior to departure;
3. staff must reconcile any outstanding matters in relation to their employment (including any outstanding leave applications) with their Supervisor;
4. staff must ensure University documents and any important correspondence saved on personal drives are transferred to shared drives;
5. the staff members final pay will include any payment in lieu of leave entitlements (if eligible).

(32) Staff can access their final payslip via WebKiosk or via People and Culture Operations.

(33) Staff may access their income statements through MyGov.com.au. 

Section 9 - Roles and Responsibilities

(34)  The Supervisor must ensure that the staff member returns all University property prior to leaving their employment.

Section 10 - Definitions

(35) Definitions are consistent with the Employment Life Cycle Policy.