Protocol on Staff Long Service Awards

1. Long service awards are intended to acknowledge the loyalty and longevity of service of staff members and are not linked to salary or performance of the individual.

2. The values of long services awards are:

The values will not increase automatically every year but will be reviewed every three years in consultation with the unions

3. Eligibility for long service awards:

• Full-time staff members
• Part-time staff members who work at least 20 hours per week (the value of the awards are the same as for full-time staff members)
• Full-time or part-time (as defined above) staff members who are retiring within six months of their long service anniversary date.  

     Temporary staff members or those on the casual data base are not eligible.

4. The calculation for long-service is as follows:

•  The period for long service commences on the start date of employment where such employment has been unbroken, e.g. unbroken service would apply to a staff member who has served an internship of twelve months, continued immediately on a contract basis for six months and then been appointed immediately to a permanent position.  (Where an intern does not move immediately into a permanent contract, the date of service would commence from the date a permanent contract commences.) 
• Where a permanent staff member resigns from the University but resumes employment with the University within six months, the original start date will be regarded as the start date for the calculation of long service except that the period of absence will not count in calculating the length of service.   
• Where a permanent staff member takes unpaid leave, the period of unpaid leave does not count in calculating the length of service.

5. The options for the payment of the awards are as follows:

• Through payroll where the amount will be adjusted in such a way that the amount received after tax is the actual value of the award
  OR
• As a gift purchase to the value of the award which would not be taxed up to R5 000, the current value set by SARS for non-taxable gifts.

6. Those staff eligible for a long service award during the course of a particular year will, at the start of each year, be advised by HR that during the course of the year they will receive a long service award. Their manager/HoD will also be advised of this.

7. Human Resources will also issue an electronic communication to the Rhodes community with the names of those indentified for long service awards during the year and advising that the awards will be presented during a series of ceremonies throughout the year.   HR will also issue an electronic communication following each ceremony congratulating the relevant recipients.

8.  The awards will be made at early evening ceremonies in the Senior Common Room.  There will be at least three events during the year, usually in March, June and October.   Recipients will be invited to the ceremony closest to their anniversary dates.   

The ceremonies are usually attended by the Vice-Chancellor and the Director: Human Resources.

9. The evenings are organised by the Events Section of the Marketing and Communications Division who will personally contact recipients as regards their attendance and if they would like any particular guests to be invited.

10.  Recipients will receive a framed certificate and a letter of congratulations from the Vice-Chancellor at the ceremony and, after the event, a selection of photographs.

11. The payment of the award will be made through the payroll on the pay-date closest to the evening ceremony, either before or after the event. Those electing for a gift purchase should liaise with the HR Generalist assigned to the area in which they work.

Last update: October 2011

Approved after consultation with both unions.