Voluntary Separation of Employment

Policy

Category: Human Resources
Subject: Voluntary Separation of Employment
Division: Human Resources and Corporate Services
Policy Number: CA.52.01.124
Effective Date: March 21, 2016

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 gift from WDGPH.

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

Celebrations should be in keeping with a retiring employee’s wishes.  A portion of the gift may be used to fund retirement celebrations according to the retiree’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 the Agency, 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, City of Guelph parking permit, 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 us 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 Voluntary Separation of Employment
CA.52.01.123   Exit Interview 

CONTACT FOR INQUIRIES

Manager, Human Resources

APPROVED BY

Director, Human Resources and Corporate Services 


Procedure

Category: Human Resources
Subject: Voluntary Separation of Employment
Division: Human Resources and Corporate Services
Procedure Number: CA.52.02.124
Effective Date: March 21, 2016

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

Resignation
  • Employees who are resigning are asked to submit a written letter of resignation to their immediate Supervisor with as much advance notice as possible.  All individuals 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 the benefits provider(s), Service Canada, and OMERS for pension reasons (where applicable).
  • Refer to Appendix A – Resignation Worksheet (attached).
Retirement
  • Employees who are retiring 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 the benefits provider(s), Service Canada, and OMERS for pension reasons (where applicable).

MANAGER PROCESS

  • Refer to Appendix A – Resignation Worksheet, attached.

HR PROCESS

  • Refer to Appendix A – Resignation Worksheet, attached.

IT PROCESS

Refer to Appendix A – Resignation Worksheet, attached.

 

REFERENCES AND RELATED FORMS, POLICIES AND PROCEDURES

Corresponding Procedure:  CA.52.01.124 Voluntary Separation of Employment
CA.52.01.123   Exit Interview 

CONTACT FOR INQUIRIES

Manager, Human Resources

APPROVED BY

Director, Human Resources and Corporate Services 

APPENDIX A - RESIGNATION WORKSHEET

Employee Name: _______________________    Supervisor ____________________  

Last Day of Work ______________________     Department: ___________________

Employee Tasks

Complete?

Task

 

Provide a minimum of two (2) weeks of notice for resignation in writing to your direct Manager/Supervisor. 

 

Provide a minimum of four (4) weeks of notice for retirement in writing to your direct Manager/Supervisor. 

 

Communicate with your manager about your plans for taking vacation during your notice period and ensure all vacation requests are entered into the labour tracking system (as appropriate).

 

For retirements, discuss with your immediate Manager/Supervisor if you want a celebration or a retirement gift (as outlined by the policy).  A portion of the retirement gift payment may be used to fund the celebration at the employee’s request.

 

On the final day of active employment return all equipment, keys, fobs, ID cards, City of Guelph parking permit, files and any other WDGPH property in their possession to their immediate Supervisor and submit their final expense claim.

Manager Tasks

Complete?

Task

 

Accept an employee’s retirement/resignation in writing. 

 

Meet with the employee to confirm the status of current work assignments and make arrangements to ensure that the position’s responsibilities are covered.

 

Meet with their Director to determine replacement needs.  If replacement is required, follow process to commence searching for a backfill. 

 

Review employee vacation requests with the general guideline that all vacation requests should minimize Agency and service disruptions during the notice period.  Ensure all approved vacation requests are entered into the labour tracking system (as appropriate).

 

Complete an Employee Change Request (ECR) form and send to HR with appropriate signatures. 

 

Advise Information Technology (IT) of the employee’s departure date; identify any IT changes including employee replacement needs.

 

Prepare the retirement gift payment to the employee or organize a retirement celebration. The immediate Supervisor should ensure that celebrations are in keeping with the retiring employee’s wishes. A portion of the retirement gift payment may be used to fund the celebration at the employee’s request.

 

Meet with the employee on the final day of active employment to ensure the employee returns all equipment, keys fobs, ID cards, files and any other WDGPH property in their possession to their immediate Supervisor and submit their final expense claim.

 

Review, approve and submit the final expense claim to Accounts Payable for payment by direct deposit to the employee.

 

Provide Information Technology (IT) with fobs, keys and all systems equipment.

 

Return ID badges to Human Resources.

 

Return City of Guelph parking permit to Manager.

 

Ensure attendance system is up-to-date and complete.

HR Tasks

Complete?

Task

 

Advise the employee of the option for a confidential exit interview and arrange a meeting.

 

Advise the employee of outstanding vacation and compensatory time owed; the date their benefits end; the date of their final pay, information regarding their pension if required.

 

Prepare the final pay and provides the employee with a Record of Employment.

 

Advise the benefits providers of the date the employee’s benefits end.

 

Prepare and submits the pension plan application form to OMERS (as appropriate).

IT Tasks

Complete?

Task

 

Shut down system access, receive equipment from the immediate Supervisor as required.

 

Cancel the employee’s computer, phone, fobs, keys, access codes and all their system needs; also remove the employee from all lists.