Retirement and Voluntary Separation of Employment

Policy

Category: Human Resources
Subject: Retirement and Voluntary Separation of Employment
Division: Human Resources and Corporate Services
Policy Number: CA.52.01.124
Effective Date: January 2, 2018

POLICY STATEMENT

To ensure continuity in the provision of its services, Wellington-Dufferin-Guelph Public Health (WDGPH) needs to maintain appropriate staffing levels when employees are voluntarily leaving the Agency. Employees who are planning to resign are asked to provide as much notice as possible in advance. This will allow WDGPH time to address replacement needs and minimize disruption in services.

SCOPE

This policy applies to all employees of WDGPH who resign (retire) their employ with the Agency.  

GENERAL INFORMATION

WDGPH wishes to ensure that departing employees receive all monies owed on their final pay and that timely Records of Employment are issued. WDGPH wants to ensure a seamless transition to employees who want to start receiving their OMERS pension if applicable. Employees should contact Human Resources regarding benefits and pension information prior to resigning with as much advance notice as possible.

Notice Requirements

Employees who are resigning, but not retiring, are asked to submit a written letter of resignation to their immediate supervisor at least two weeks of Notice before their last day of employment.

Employees who are retiring should provide at least four weeks of Notice in a written letter of resignation to their immediate supervisor. If an individual chooses to retire and does not give four weeks of advance notice, there may be a delay in when they receive their OMERS pension (as applicable).

Retirement Gift

Employees who are retiring are eligible to receive a cash gratuity from WDGPH.

  • Employees who retire and have less than 10 years of service are eligible for a gratuity of $200.
  • Employees who retire and have 10 or more years of service are eligible for a gratuity of $500. 

Celebrations should be in keeping with a retiring employee’s wishes. Celebrations may be held at a WDGPH facility where room availability permits. Celebrations hosted as a farewell coffee break may take place during working hours and attendees may drop in during their regular coffee break. Additional time needed for travel etc. should be taken as compensation time. Celebrations that are longer than a farewell coffee break should occur outside of business hours.

Vacation During Notice Period

WDGPH acknowledges that there is a need to balance the needs of the Agency as well as the individual when an individual resigns from WDGPH, in regards to vacation. Vacation may be taken during the notice period subject to approval by the manager. On the last day of active employment the employee is responsible for returning all Agency equipment, keys/FOBS, credit card, documents, etc. to their manager.

Generally speaking, individuals are encouraged to consider the amount of vacation that they are taking during their notice period to help minimize Agency and service disruptions; managers must manage this. Retirements, for example, typically come from highly qualified and specialized staff with unique skills and abilities and require the development of a thoughtful transition plan. 

REFERENCES AND RELATED FORMS, POLICIES AND PROCEDURES

Corresponding Procedure:  CA.52.02.124  Retirement and Voluntary Separation of Employment
CA.52.01.123   Exit Interview/Survey 

CONTACT FOR INQUIRIES

Manager, Human Resources

APPROVED BY

Director, Administrative Services


Procedure

Category: Human Resources
Subject: Retirement and Voluntary Separation of Employment
Division: Human Resources and Corporate Services
Procedure Number: CA.52.02.124
Effective Date: January 2, 2018

PROCEDURE

The purpose of this procedure is to enable Wellington-Dufferin-Guelph Public Health (WDGPH) to ensure continuity in the provision of its services by maintaining appropriate staffing levels when employees are voluntarily leaving the Agency.

EMPLOYEE PROCESS

Employee Process:

Resignations

  • An employees who resigns is asked to submit a written letter of resignation to their immediate supervisor with as much advance notice as possible. Employees are asked to provide at least two (2) weeks before their last day of employment.
    • This letter should clearly indicate ‘resignation’ in their resignation letter. This is requested because Human Resources is required to notify our benefits provider(s), Service Canada, and OMERS for pension reasons (where applicable).

Retirements

  • An employee who elects to retire should submit their resignation letter to their immediate supervisor and provide at least four weeks of notice before their last day of employment. If an individual chooses to retire and does not give four weeks of advance notice, there may be a delay in when they receive their OMERS pension (as applicable).   
    • This letter should clearly indicate ‘retirement’ in their resignation letter. This is requested because Human Resources is required to notify our benefits provider(s), Service Canada, and OMERS for pension reasons (where applicable).

Manager Process:

  • For all cases of resignations and retirements, the manager is required to complete an employee change request (ECR) clearly indicating the employee’s last day of employment which should be provided to Human Resoures as soon as possible.

REFERENCES AND RELATED FORMS, POLICIES AND PROCEDURES

Corresponding Procedure:  CA.52.01.124 Retirement and Voluntary Separation of Employment
CA.52.01.123   Exit Interview/Survey 

CONTACT FOR INQUIRIES

Manager, Human Resources

APPROVED BY

Director, Administrative Services