from Stacey Peterson, Human Resources Director
In order to allow for transition planning due to retirements or resignations, I’d like to provide an update regarding timing of employee notification as it relates to leave requests.
The Department Head team agreed at its September meeting that we need and appreciate as much notification as possible when an employee is planning to retire or resign. In order to meet operational needs, we want to ensure that we have practices in place that allows time to fill behind separating employees.
In the past, once an employee gave notice of retirement or resignation, they were allowed limited leave time between notification and date of separation. This was in order to prevent the request for extended absence before an employee separated. As employees plan to leave the organization, there is institutional knowledge to be shared and transition of work, so it’s important to have employees available.
While well-intentioned to enhance continuity, this practice ended up having the effect of reducing the lead time in notification, as employees were concerned they would not be allowed to take previously planned vacations, etc. once they gave notification. We want to alleviate this concern.
To provide clarification on the update to this practice: You are encouraged to give as much lead time as possible when notifying your supervisor of your retirement or resignation. This will not prohibit you from taking pre-planned vacation in the time between the notification and the date of separation.
Employees may also be granted up to two weeks of vacation leave for unplanned vacations after notification, where extended notice is provided, and the employee will still be available to provide a transition. Also, employees are not prohibited from requesting the use of sick leave for illness or health related appointments after giving notice.
We appreciate your courtesy in allowing departments sufficient notice to begin the recruitment to find a qualified replacement and we don’t want to have practices in place that prevent effective transition planning.