This is a CONTROLLED document for internal use only.

Any documents appearing in paper form are not controlled and should be checked against the
electronic SharePoint version prior to use.

Document Scope: Hospital-wide Administration

Document Type: Policy; Procedure
Approved on 2016-09-30
Next Review Date: 2019-09-30

Resignation of Employment Version: 3

1.0 Introduction

This policy outlines the process when an employee notifies the Hospital of their intent to terminate their employment.

This policy does not apply to employees who are choosing to retire from employment. These individuals should refer to
the Retirement from Employment policy.

This policy does not apply to Physicians and Dentists. These individuals should refer to the Physicians and Dentists
Departing SickKids policy or the Retirement from Employment (Physicians and Scientists in the DC Pension Plan) policy.

2.0 Policy

An employee planning on ending their employment contract with the Hospital shall give notice to their immediate
manager. The recommended length of notice is dependent on the employee’s position within the Hospital. The
termination date must be the last day worked at the Hospital.

3.0 Procedure

3.1 Notice of Resignation

Notice of resignation should be provided in writing by an employee to his/her immediate manager. Vacation, personal and
lieu time is paid out upon termination and cannot be used to extend the notice of resignation. The following are
recommended minimum timelines for written notice of resignation:

Management and Leadership positions One (1) month notice

Professional and Technical positions Three (3) weeks notice
Administrative and Support positions Two (2) weeks notice
Staff not returning from Maternity, Parental, Four (4) weeks notice
Adoption, Personal leaves of absence
Fixed term contracts Based on terms as listed in the employment
agreement

Resignations, once submitted, are binding on the employee and the Hospital and cannot be changed except by mutual
agreement.

3.2 Exit Survey/Interview

An exit survey process exists for all permanent employees resigning from the Hospital. The exit survey is an opportunity
for exiting employees to provide feedback, in confidence, on their experience working at SickKids. The exit survey is
extremely valuable to the Hospital as it provides information and is used to continuously improve the work practices and
the employee culture at SickKids. Information collected from the survey is shared with Senior Management, and when
relevant, Human Resources may inform leaders of critical issues identified to ensure this input is used to make
improvements at the Hospital.
©The Hospital for Sick Children. All Rights Reserved. This document is specific to SickKids internal activities at the time of printing. SickKids does not
accept responsibility for use of this material by any person or organization not associated with SickKids. No part of the document should be used for
publication without appropriate acknowledgement.

Page 1 of 3
This is a CONTROLLED document for internal use only. Any documents appearing in paper form are not controlled and should be checked against the
electronic SharePoint version prior to use.

Document Scope: Hospital-wide Administration

Document Type: Policy; Procedure
Approved on 2016-09-30
Next Review Date: 2019-09-30

Resignation of Employment Version: 3

Exiting employees are encouraged to participate in the Exit Survey and complete the questionnaire online. An invitation to
participate will be sent electronically to the exiting employees’ SickKids email address and by mail to the home address,
once the Manager submits the Resignation through MyPay. Exiting employees also have the option to complete an Exit
Interview in person with their Manager, Director or HR Partner. Managers are expected to inform exiting employees
about their options and make the appropriate arrangements for the exit survey and interview to be completed. The exit
interview questions are located online.

4.0 Authority/Approval Levels

The following lists the authority levels involved and their function/role in the Resignation of Employment policy.

Authority Function/Role
Manager/Director  Obtains resignation documentation from employee.
 Inform the exiting employee that they have the option of completing an Exit
Survey and will be sent an email asking them to complete the online exit
survey or that an in person exit interview can be arranged with the Manager,
Director or HR Partner.
 As soon as possible following receipt of the written resignation, the
manager/director inputs termination record into the MyPay system,
attaching a copy of the resignation document. Note; the termination date
is the first day the individual is no longer an employee of the Hospital.
 Ensures that the resignation is communicated in the workplace as
appropriate, notifying other service areas for the purposes of discontinuing
service and property retrieval.
 Completes Manager/Director responsibilities in accordance with the
Termination Checklist, including file retention (refer to Hospital policies on
Privacy & Confidentiality of Information, Records Retention & Destruction
and Employee Personnel Files.
 Provides the departing employee with the Information Form for Voluntary
Separations.
 Obtains the employee’s Hospital identification badge and returns it to the
Badging Office.
 Obtains all other Hospital property from the employee on their last working
day.
Human Resources  Ensures a copy of the resignation documentation is attached to the
transaction on MyPay.
 Processes the termination transaction on MyPay and forwards a copy of the
employee’s Record of Employment to Services Canada.
 Ensures to meet with the exiting employee prior to their last day worked if
they have requested an in person exit interview with the HR Partner.
 Collaborates on vacancy management with the manager.
 Collect, analyze, report aggregate results and retain data from the exit
survey

©The Hospital for Sick Children. All Rights Reserved. This document is specific to SickKids internal activities at the time of printing. SickKids does not
accept responsibility for use of this material by any person or organization not associated with SickKids. No part of the document should be used for
publication without appropriate acknowledgement.

Page 2 of 3
This is a CONTROLLED document for internal use only. Any documents appearing in paper form are not controlled and should be checked against the
electronic SharePoint version prior to use.

Document Scope: Hospital-wide Administration

Document Type: Policy; Procedure
Approved on 2016-09-30
Next Review Date: 2019-09-30

Resignation of Employment Version: 3

5.0 Related Policies/Documents/Resources

 Retirement from Employment

 Physicians and Dentists Departing SickKids
 Retirement from Employment (Physicians and Dentists in the DC Pension Plan)
 Privacy & Confidentiality of Information
 Records Retention & Destruction
 Employee Personnel Files
 Termination Checklist
 Exit Survey: Exit Interview Tool
 Information Form for Voluntary Separations

6.0 Terms and Conditions

SickKids reserves the right to modify, discontinue, suspend or improve any of its plans, programs, policies or statements
at its sole discretion and SickKids' decisions on any and all matters relating to the operation, administration,
implementation and interpretation of its plans, programs, policies or statements shall be final.

Contact Information

If you have any questions about this policy, please speak with your Manager or contact aSK HR at 416-813-6680 or at
ask.hr@sickkids.ca.

©The Hospital for Sick Children. All Rights Reserved. This document is specific to SickKids internal activities at the time of printing. SickKids does not
accept responsibility for use of this material by any person or organization not associated with SickKids. No part of the document should be used for
publication without appropriate acknowledgement.

Page 3 of 3