1. Purpose

1.1 These procedures support the operationalisation of the University’s approach to supporting the conversion of

ongoing appointment to a fixed-term pre-retirement contract. These procedures provide guidance for eligible University staff members and senior officers of the University to ensure administrative responsibilities are fulfilled and policy principles are implemented effectively.

1.2 These procedures must be read in conjunction with the linked Conversion to a Fixed-term Pre-Retirement Contract - Operational Policy.

2. Scope and application

2.1 These procedures apply to ongoing full-time and fractional staff members of the University.

3. Definitions

3.1 Refer to the University’s Glossary of Terms for definitions as they specifically relate to policy documents.

A fixed-term appointment is an appointment which has a specific commencement date and a specific end date.

An ongoing appointment is employment for an indefinite period and is other than a fixed-term or casual appointment.

A pre-retirement contract is a fixed-term contract of employment entered into by the University with a staff member who has indicated a willingness to commit to a retirement date. A pre-retirement contract supersedes any pre-existing contract/s of employment. The term of a pre-retirement contract is normally up to a maximum of 5 years, except in circumstances where the staff member chooses to take their accrued leave entitlements during the term of the pre-retirement contract. In such circumstances, the pre-retirement contract may be extended for a period no greater than six months.

Preservation age is the age at which a person can access their superannuation upon permanent retirement from the workforce. A person’s preservation age is determined by the year the person was born.

A salary loading means an amount paid in addition to base salary. For the purposes of a pre-retirement contract with the University, a salary loading of 10 percent is payable on the staff member’s substantive base salary, that is, not the salary that applies to an acting position, secondment or other higher level of payment.

4. Procedures

4.1 While the University generally encourages the use of fixed term pre-retirement contracts, they are not an entitlement, and can only be agreed when the cost of the fixed term pre-retirement contract is offset by a resulting benefit or gain to the University.

4.2 Eligible staff members who are considering applying for conversion to a fixed-term pre-retirement contract should discuss their intention to apply with their supervisor before submitting their request.

4.3 When applying for a Fixed Term Pre-Retirement Contract, the following information needs to be specified:

(a) the position and level of appointment;

(b) the start and end dates of the contract;

(c) the hours of work; for example, the staff member can seek to work full-time, part-time or a combination of both over the term of the contract;

(i) if the applicant has a full-time ongoing appointment and seeks to reduce their time fraction for all or part of the term of the fixed term pre-retirement contract, whether or not they choose to contribute to superannuation at the full-time loaded rate (in which case the University will also pay the employer contribution at the full-time loaded rate);

(ii) if the applicant has a fractional appointment and seeks to further reduce their time fraction for all or part of the term of the fixed term pre-retirement contract, whether or not they choose to contribute to superannuation at the fractional loaded rate that applied immediately prior to the commencement date of the fixed term pre-retirement contact (in which case the University will maintain that rate of employer contributions);

(d) for recreation leave and long service leave (if applicable), whether or not the applicant seeks to:

(i) be paid out at the conclusion of the ongoing appointment at the unloaded rate and new accruals commence for the period of the fixed-term pre-retirement contract; or

(ii) carry over entitlements to the fixed term pre-retirement contract.

(e) confirmation that the applicant has sought independent financial and superannuation advice.

4.4 When making a request, eligible staff members must complete the Application for a Fixed-Term Pre-Retirement Contract form from the MyUniSC Leaving UniSC page (login required) and provide it to their supervisor for action.

4.5 When approved, the Director, People and Culture confirms in writing:

(a) the termination of the applicant’s ongoing appointment; and

(b) the terms and conditions of the fixed-term pre-retirement contract.

4.6 When application is not approved, the Cost Centre Manager advises the staff member of the decision.

5. Authorities and responsibilities

5.1 As the Approval Authority, Vice-Chancellor and President approves these procedures to operationalise the Conversion to a Fixed-term Pre-Retirement Contract - Operational Policy.

5.2 As the Responsible Executive Member the Vice-Chancellor and President can approve guidelines to further support the operationalisation of these procedures. All procedures and guidelines must be compatible with the provisions of the policy they operationalise.

5.3 As the Designated Officer the Director, People and Culture can approve associated documents to support the application of these procedures.

5.4 These procedures operate from the last amended date, with all previous iterations of procedures on conversion to a fixed-term pre-retirement contract are replaced and no longer operating from this date.

5.5 All records relating to the conversion to a fixed-term pre-retirement contract must be stored and managed in accordance with the Records Management - Procedures.

5.6 These procedures must be maintained in accordance with the University Policy Documents – Procedures and reviewed on a standard 3-year policy review cycle.

5.7 Any exception to these procedures to enable a more appropriate result must be approved in accordance with the University Policy Documents – Procedures prior to any deviation from these procedures.

5.8 Refer to Schedule C of the Delegations Manual in relation to the approved delegations detailed within these procedures.

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