Exit Process

Staff may leave the institution in a number of different ways.

The protocol below provides more information related to these processes, farewells, purchase of gifts, and long service awards:

Protocol for Exit Process

Please note that all staff leaving the institution are required to submit a clearance document before leaving: Clearance Certificate

Rhodes University: Summary of exit processes and conditions associated with these exit processes
Types of exit processes	Terms of resignation	Farewell party	IT access	Library facilities		Exit interview
Resignation	Notice period as per contract of employment unless otherwise agreed to by employer. Resignation letter to HoD/manager for forwarding to HR. Discussion by HR with line manager before acceptance and terms of notice outlined.	At discretion of Head of Department, reasonable cost thereof from Departmental budget. Any gift purchased is done from contributions from colleagues.	Access to IT facilities will cease on last day of contract, e-mail continues for about 3 months. Staff member to configure own message in order to have personal and official e-mail redirected.	Access to library facilities will cease. All materials on loan to be returned by last day of employment.		Staff member will be asked to participate in exit interview process.
Contracts that expire	Resignation period as per contract. No notice of end of contract required.					If contract 3 years+, staff member will be invited to attend exit interview.
Retirement	HR initiates process when staff member reaches retirement age. Staff member can indicate early retirement, usual resignation period applies. Information related to retirement can be found at: Academic staff Support staff	Close to 15 years+ of service: Staff member contacted by Events Management Section Farwell function Farewell cheque Invitation to plant a tree	Only academics and senior management. Access is only given upon request and application needs renewal every 2 years.	Continued access provided resident in Grahamstown		Staff member will be asked to participate in exit interview process.
		Less than 14.5 years of service: Farewell function organised by Department/Division, cost borne by Department/Division Gift paid for by Department/Division
Dismissals for misconduct	Staff member will receive notification of dismissal and date of dismissal (this may be with or without notice).	None	Access to facilities ceases with immediate effect following dismissal.			No interview is conducted.
Dismissals due to poor work performance or incapacity	Following due process, the termination date is determined.
Dismissal for ill-health or injury		Close to 15 years+ of service: Staff member contacted by Events Management Section Farwell function Farewell cheque Invitation to plant a tree Less than 14.5 years of service: Farewell function organised by Department/Division, cost borne by Department/Division Gift paid for by Department/Division	Access to IT facilities will cease on last day of contract, e-mail continues for about 3 months. Staff member to configure own message in order to have personal and official e-mail redirected.		Access to library facilities will cease. All materials on loan to be returned by last day of employment.	Staff member will be asked to participate in exit interview process.
Dismissal due to disability
Dismissal due to operational requirements
Last updated: 13 March 2012