Retirement procedure

Note: This procedure will cease to apply after 1 October 2011. Further information about retirement arrangement arrangements will be published during the 2011/12 University year.

In this procedure:

Principles and standards

1. The following principles and standards apply to all procedures detailed in these Ordinances.

2. These procedures apply to all members of staff except those engaged on a claims basis and Graduate Teaching Assistant.

3. Where there is an issue as to the meaning of ‘academic freedom’ in any proceedings under these Ordinances, regard shall be had to the agreement with the University and College Union regarding the definition of academic freedom dated 31 July 2009.

4. The decision of the appropriate manager/panel on which procedure is to be followed shall be final.

5. The application of these Ordinances/Procedures may be modified by the Director of Human Resources in cases where a member of staff employed by the University works in, or is managed by employees of, a third party organisation, including in cases of secondment. In particular:

the Director of Human Resources may authorise managers employed by the partner organisation to take action under these procedures, in conjunction with, or in substitution for, appropriate University Managers;
where a member of staff raises a complaint about his/her treatment by a partner organisation or any of its employees, the University shall endeavour to deal with the complaint within the spirit of the Grievance Procedure, as far as is practicable to do so;
for the avoidance of doubt, action under these procedures may be taken in respect of the member of staff's conduct or performance during his/her work for the partner organisation.

6. An employee has the right to be accompanied by a fellow worker or trade union representative at any meeting under the formal stages of these procedures.

7. An employee may ask for meetings under the formal stages of these procedures to be postponed for up to one week, on one occasion only. Following such a postponement, the University reserves the right to proceed with the meeting in the employee’s absence.

8. The Director of Human Resources must be involved at all formal stages of these procedures. References to the Director of Human Resources include a designate of the Director of Human Resources.

9. Time limits (other than those for prior notification of meetings/disclosure of documentation before meetings) are indicative – there may be circumstances, particularly in the case of complex cases, where these are not realistic. If it is not possible to respond or take action within the time limits referred to in this Procedure, the employee should be given an explanation for the delay and told when a response can be expected. The time limits may be varied by mutual agreement in individual cases.

10. References to academic managers in these procedures means staff in the academic job families with line management responsibility.

1. Purpose and principles

1.1 The purpose of this procedure is to ensure that the University gives notice to employees that their employment is ending on the grounds of retirement and to consider requests from employees who wish to continue beyond their contractual retirement age.

1.2 The contractual retirement age is specified in the agreed Conditions of Employment but may be varied for individual members of staff.

1.3 An employee may ask for meetings under this procedure to be postponed for up to one week if their trade union representative (or fellow worker) cannot attend on the date given.

2. Scope

2.1 This procedure does not apply to dismissals taken under the procedure for:

probation;
discipline;
capability/performance;
the non-renewal of a fixed-term contract of employment;
redundancy;
ill health/incapacity;
or other dismissal procedures ‘for some other substantial reason’.

3. Procedure

3.1 Human Resources will write to the employee at least six months and not more than twelve months before their date of retirement giving the employee formal notice of their retirement and advising the employee of the ‘right to request’ to work beyond their date of retirement.

3.2 The employee can submit a request to work beyond the date of retirement, in writing, between 6 and 3 months prior to the retirement date. Requests to work beyond retirement should be sent in writing to Human Resources (using a form available from Human Resources) with a copy to their College Dean/Head of Service.

3.3 The employee may request that their employment should continue: (a) for a stated period; (b) until a stated date; or (c) indefinitely. All requests will be considered on an individual basis.

3.4 Human Resources will arrange a meeting between the employee, their College Dean/Head of Service (or designate) and their HR Business Partner to discuss the request. The meeting will normally be held within 14 days of receipt of their request or as soon as reasonably practicable.

3.5 The employee can, if they wish, be accompanied by a trade union representative or fellow worker. (Occasionally, the University may be able to agree to an employee’s request without a meeting.)

3.6 For staff in grades E and above, the Dean/Head will make a recommendation to the line manager Deputy Vice-Chancellor (for staff in Colleges) or the Registrar and Secretary (for staff in the Professional Services). For staff in grades A to D, the decision will be delegated to the College Dean/Head of Service.

3.7 Following the meeting, Human Resources will communicate the decision in writing, normally within 14 days of the meeting or as soon as reasonably practicable.

4. Appeal

4.1 An employee has the right of appeal against a decision made regarding their request made in accordance with paragraph 3.3 to continue working, provided their request was to continue working in their current job on their current working arrangements.

4.2 To exercise their right of appeal, the employee should write to the Director of Human Resources (with a copy to their College Dean/Head of Service) within 14 days of receipt of notification of the decision. Their appeal must be dated and state clearly the grounds on which the appeal is being made.

4.3 A further meeting will be held within 14 days of receipt of the appeal or as soon as reasonably practicable. The employee can, if the employee wish, be accompanied by a trade union representative or fellow worker.

4.4 The employee will be formally advised of the decision in writing within 14 days of the appeal meeting.

4.5 The decision of the appeal body shall be final.