Employee Separation and Withdrawal of Notices to Cease Employment

Version Number

1.3

Implementation Date

25/10/2017

Scope

Department-wide

Purpose

​This procedure outlines the requirements placed upon managers, principals and employees when ceasing employment with the Department of Education and Training (DET), including the return of departmental property, revocation of computer access, finalisation of outstanding finance and administrative matters and the withdrawal of resignations.

Overview

​Not Applicable.

Responsibilities

​Employees, managers and principals are required to familiarise themselves with and follow the requirements of this procedure.

Process

​Employees, below the level of SES officer (and equivalent), who are ceasing their employment are required to:

  • Provide written notice of their intention to cease employment (Notice to Cease Employment form) in accordance with the required notice period within the relevant award or agreement (DET employees only).
  • Ensure that all information (both hard and electronic copies of official records, including those contained on electronic media devices) belonging to the department has been returned prior to their departure.
  • Ensure that all government property belonging to the department has been returned prior to their departure.
  • Understand their obligations not to improperly disclose or use confidential information gained in the course of their employment.
  • Certify, by signing the declaration contained within the Employment Separation Checklist (for employees below the level of SES officer, or equivalent), acknowledgement of their obligations under Chapters 12 and 13 of the Criminal Code, and the Queensland Contact with Lobbyists Code of Conduct if deemed necessary.

CEO and SES officers (and equivalents) who are ceasing their employment are required to:

  • Provide written notice of their intention to cease employment in accordance with the required notice period nominated within their contract of employment.  If the employment of the officer has been terminated or a contract extension not granted in accordance with the contract provisions, this notice is not required; however the procedure outlined below still applies.
  • Ensure that all information (both hard and electronic copies of official records, including those contained on electronic media devices) belonging to the department has been returned prior to their departure.
  • Ensure that all government property belonging to the department has been returned prior to their departure.
  • Certify, by signing the declaration contained within the Employment Separation Checklist (CEO and SES officers, or equivalent), acknowledgement of their obligations under Chapters 12 and 13 of the Criminal Code, and the Queensland Contact with Lobbyists Code.

Managers (including principals) of employees who are ceasing their employment are required to ensure that:

  • Appropriate written notification (Notice to Cease Employment form) of an employee’s intention to cease their employment has been received in accordance with the award or agreement (DET employees only) covering their employment; other employment arrangements (e.g. a contract of employment) where there is no award or agreement coverage; or the Industrial Relations Act 2016 (Qld) (if not specified in the award, agreement, or other employment arrangements).
  • Where the minimum notice has not been provided, the matter is referred to the authorised delegate to determine the appropriate action.  The authorised delegate must then advise Payroll Services of the outcome of this decision (via the Notice to Cease Employment form) to ensure the correct termination entitlements applicable to the employee are processed.
  • Payroll Services is provided with the Notice to Cease Employment form within 3 days of obtaining principal or approving officer approval in order to facilitate the payment of entitlements to the employee in a timely manner.
  • All information (both hard and electronic copies of official records, including those contained on digital media devices) belonging to the department has been returned prior to the employee’s departure.
  • All government property belonging to the department has been returned prior to the employee’s departure.
  • The employee has been made aware of their obligations once they leave their employment, as detailed within the relevant DET Employment Separation Checklist.
  • The employee has finalised their timesheet, outstanding TOIL balances, travel claims and/or corporate card accounts.
  • Action is taken to cancel the employee’s access to the department’s network, DET Information Systems, and that phone book details are removed from the department’s intranet.
  • Subscriptions to publications paid for by the department have been cancelled or transferred to another employee.
  • The Employment Separation Checklist has been fully completed and forwarded to the appropriate Regional Office, or in the case of Central Office and ECEC staff, sent to Payroll Services, for filing on the official employee record (regardless of the reason for separation) within 5 working days of separation.
  • An Employee Exit Survey (DET employees only) has been provided to permanent employees.
  • In cases other than employee initiated separations, the DET Employee Separation Checklist is completed and forwarded to the relevant section as outlined above.

Online Resources

Review Date

1/07/2014
Attribution CC BY

​Authorised delegate - refer to the departmental Human Resources Delegations (DET employees only). For Principals, this would be the Regional Director.

Digital/electronic media devices means any storage device that holds digital data including data, voice and video (e.g. magnetic disk, magnetic tape, optical disc and USB drive).

Information systems cover computers (including palm and handheld devices); telephones (including mobiles); removable digital media; radios or other high frequency communication devices; television sets; digital or analogue recorders (including DVD and video); cameras; photocopiers; facsimile machines; printers (and other imaging equipment); electronic networks; internet; email; web mail; and fee-based web services accessed by the individual.

Official records are any form of recorded information, both received and created, that provides evidence of the departmental decisions and actions while government employees are undertaking its activities. It can include emails that document departmental decisions and actions; handwritten notes documenting departmental decisions and actions; SMS messages that document departmental decisions and actions; version-controlled work instructions; data within a database that records business processes and actions; Agendas and papers presented at departmental meetings; general briefing notes to senior management; or minutes recorded during departmental meetings

Resignation means the formal notification of an employee advising of their intention to cease employment with the department.

Retirement means the formal notification of an employee advising of their intention to cease employment completely.