Leaving Monash Procedure – Resignation and Exiting the University

Parent Policy

Leaving Monash

Preamble

This procedure outlines the process staff should follow when resigning from the University, including the staff member’s obligations to ensure that all University-owned equipment is returned prior to their departure. It also outlines ways that staff are able to provide exit feedback on a voluntary basis.  The University encourages staff leaving the University to provide feedback about their reasons for leaving and to better understand the variety of experiences of working at the University.  The exit questionnaire results are used in considering how to improve the experience of working life at Monash.

This procedure applies to all fixed-term and continuing staff at Australian campuses.

Definitions

Dean or Divisional Director: means the Dean of the Faculty or Director of the Division (or Executive Director) or his or her nominee in any case where the Dean or Divisional Director has formally nominated a person to act as his or her nominee for the purpose.

Employee Self Service (ESS): is the online Employee Self Service system which provides staff members with easy and private access to personal and current employment information held by the University.

Exit Interview: can be requested by the staff member in addition to the Exit Questionnaire to provide feedback when leaving the University. Exit Interviews are structured, face-to-face interviews with a trained representative from Monash HR. 

Exit Questionnaire:  is a standard format questionnaire which is the primary mechanism available for staff to provide feedback when leaving the University. 

HR Business Partner: is a member of Monash HR who operates as a strategic partner responsible for providing a range of human resources services for an assigned Faculty or administrative Division. HR Business Partners are located within a HR Service Hub.

HR Service Hub: is the centre for human resources services and activities within a Faculty or Divisional Cluster.

Faculty or Divisional Cluster: refers to a cluster of Faculties and/or administrative Divisions that is serviced by a particular HR Service Hub. The Faculty or Divisional Clusters at the University are (1) Central Portfolios & PVC Gippsland, (2) Research & Information Services, (3) Social Sciences & Creative Arts, (4) Engineering & Sciences, (5) Arts, Education & Law and (6) Biomedical Sciences.

Head of unit: head of an academic or organisational work unit, for example Head of School, Head of Department or where applicable, a person acting as his or her nominee.

Relevant Enterprise Agreement: means the Enterprise Agreement that applies to a particular staff member. The Monash University Enterprise Agreement (Academic and Professional Staff) 2009 will apply to academic and professional staff at the University and, depending on the services provided by a trades and services staff member, the Monash University Enterprise Agreement (Trades and Services staff - Building and Metal Trades Staff staff) 2009 or the Monash University Enterprise Agreement  (Trades and Services Staff - Catering and Retail, Cleaning and Caretaking, and Miscellaneous Services Staff) 2005 will apply.

Supervisor: means the person who is responsible for the supervision of staff member(s) and in most cases this will be the immediate line manager.

Resignation

The following is a step-by-step procedure for staff resigning from the University.

Step 1: Staff member provides notice of intention to resign in accordance with the relevant notice period

Staff members wishing to resign their employment from the University must provide written notice to their supervisor of their intention to resign, preferably by completing a Notice of resignation [Word] or [PDF].  Notice periods for resignation vary depending on the staff member’s employment contract. The period may be reduced or waived with the prior approval of the Dean or Divisional Director. 

The relevant notice periods are outlined in the tables below.

Academic staff

Unless otherwise stipulated in a staff member’s contract of employment:

Professional Staff and Trades and Services Staff

Unless otherwise stipulated in a staff member’s contract of employment:

The resigning staff member must also apply for any leave that will be taken during the notice period no later than two weeks before his/her resignation date.

Staff should apply for leave via ESS, or attach an Application for Leave form [Word] or [PDF] to the Notice of resignation [Word] or [PDF].  Where possible, staff members resigning employment should take any outstanding annual and/or long service leave during the period of notice.

Step 2: The supervisor acknowledges the resignation

The supervisor will:

• acknowledge the resignation (and sign the Notice of resignation [Word] or [PDF], if provided);
• ensure that any early release date has been approved by the Dean or Divisional Director; and
• submit the resignation notification or completed Notice of resignation [Word] or [PDF] to the HR Business Partner.

Step 3: Monash HR initiates appropriate staffing action

The HR Business Partner, in conjunction with HR Operations, will commence processing the staff member’s termination details.

Step 4: HR Business Partner notifies the staff member of the exiting process

The HR Business Partner will:

• notify the staff member in writing of the requirement to complete all items in the Exit Checklist [Word] or [PDF] prior to leaving the University; and
• invite the staff member to complete the online staff exit questionnaire via a link provided in the letter.

Step 5: Staff member and supervisor complete the Exit Checklist

In order to ensure that the staff member’s final termination payment can be accurately reconciled, the staff member and the supervisor must ensure that the completed and signed Exit Checklist [Word] or [PDF] is returned to the HR Business Partner prior to the staff member leaving the University.

Step 6: Staff member may complete the Exit Questionnaire

Whilst it is optional to participate in this process, the University encourages staff to complete an exit questionnaire to assist the University to improve future experiences for staff members.   The survey can be conducted online.

The staff member may complete the exit questionnaire either prior to or at the time of departure from the University. The staff member may also contact their HR Business Partner to request a face-to face exit interview.   The exit will be conducted by the HR Business Partner or another trained Monash HR representative.

Collation and Use of data

The University will seek to obtain objective and confidential feedback from staff who are voluntarily terminating their employment.

Data collected through this process is confidential and will not be used in a manner that allows identification of an individual staff member unless the express authority of that individual is obtained. Reports will only be produced where the sample size ensures the anonymity of the participants.  Reports will be generated by Monash HR and major trends will be reported to the Executive Director, Monash HR and the relevant HR Service Hubs.

Responsibilities

Staff member

The resigning staff member is responsible for:

• providing notice of resignation (preferably by completing a Notice of resignation [Word] or [PDF]);
• applying for any leave that will be taken during the notice period; and
• completing the Exit Checklist [Word] or [PDF], including returning all University property and settling any outstanding debts prior to his/her departure.

Supervisor

The supervisor is responsible for:

• ensuring that the staff member’s early release date is approved by the Dean or Divisional Director (if applicable);
• acknowledging the written notice of resignation and submitting it to the HR Business Partner; and
• ensuring the Exit Checklist [Word] or [PDF] is completed and authorised, including that all University property has been returned by the staff member and all outstanding debts settled prior to the staff member’s departure.

HR Business Partner

The HR Business Partner is responsible for:

• reviewing the notice of resignation and ensuring that HR Operations receive the information in a timely manner for processing;
• reminding the supervisor to complete the Exit Checklist [Word] or [PDF];
• ensuring that the completed Exit Checklist [Word] or [PDF] is provided to HR Operations prior to the staff member’s termination date;
• notifying the staff member in writing on final pay matters and exit processes; and
• if trained in exit interviews, interviewing the staff member (if the staff member has  chosen to participate in a face-to face exit interview) or organising an interview with a trained interviewer through the Staff Development Unit.

HR Operations

HR Operations is responsible for:

• processing the staff member’s termination of employment;
• acknowledging the receipt of a Notice of Resignation (via the template email and responding by return email to the HR Business Partner;
• advising the HR Business Partner of the staff member’s termination of employment date, effective pay period and pay date;
• ensuring the final pay is processed in a timely and only following receipt of a completed Exit Checklist [Word] or [PDF]; and
• sending the final payslip to staff member.

Related Enterprise Agreement Clauses

• Monash University Enterprise Agreement (Academic and Professional Staff) 2009

Related Forms

• Notice of resignation [Word] or [PDF]
• Exit Checklist [Word] or [PDF]

Related Documents

• Information Privacy Act 2000 (Vic)