Understand resignation review, last working day, clearance and settlement, and how an authorized administrator can end or reactivate one contract.
What happens when an employee resigns?
- Sign in and open Profile icon > My Account > My Records > Resignations.
- Submit the requested last working day and reason/details. The institution's resignation notice period and the form's validation govern the requested date.
- Institution Admin reviews the request and approves or rejects it. The employee can return to My Records to follow the status.
- After the last working day, Institution Admin completes the separation step. This starts clearance and final settlement rather than treating the employee's request as immediate account deletion.
- Relevant departments complete clearance, Finance calculates final earnings and deductions, and Finance processes the final settlement into the staff ledger.
Submitting a resignation does not itself deactivate portal access. The approved date and final separation/clearance process determine when the employment record and access are updated. The employee receives workflow notifications; email notifications are queued, and successful delivery depends on the configured email queue worker.
How does an administrator end or reactivate one contract?
Institution Admin can use the assigned contract's three-dot menu and select End Contract. They choose an internal reason category and may add private internal notes, then enter an employee-facing explanation and a future Last working day. The internal category and notes are for institution records; the employee notification contains the contract/end-date information and employee-facing explanation. Finance receives the settlement notification.
Before the scheduled last day, the administrator can cancel the scheduled end. On or after that date, the ending workflow records the selected appointment as ended and starts the applicable clearance. The profile's portal access is disabled only when the employee has no other active contract, employee/faculty profile, or access role that still entitles them to use the portal. The action changes to Reactivate where reactivation is allowed. Reactivation restores the contract's original term; an expired contract can then be renewed. Reactivation is blocked after final settlement has been processed unless Finance reverses that settlement.
Ending one contract is different from accepting an employee's resignation from the institution. It affects the selected appointment. A resignation or institution-wide separation is handled through the separate lifecycle workflow.