Premier & Cabinet

Type:
Department of Premier and Cabinet Circular
Identifier:
C2007-41
Status:
Archived

C2007-41 Guidelines for Establishing Alumni Programs

Detailed Outline

The Retirement Intentions Survey (June 2006) highlighted that new strategies are needed as agencies manage the challenges posed by an ageing workforce. Developing strategies that focus on recruitment, retention and building workforce capability are important to ensure ongoing high quality service delivery. One such strategy is the establishment of an organisational Alumni Program which can create ongoing linkages with former employees who have a strong affinity with the objectives of the agency. The Public Sector Workforce Office has developed some information to assist NSW public sector agencies establish an Alumni Program within their agency or as part of a co-ordinated program across a wider group of agencies.   The Alumni Program Guidelines contain general information and advice.  Agencies will need to develop specific alumni programs which meet their needs.   The Public Sector Workforce Office, NSW Department of Premier and Cabinet can assist agencies to apply the guidelines.  For further information, contact Susan Shaw on 9228 3056. Robyn KrukDirector General Issued :  Workforce Strategy (Public Sector Workforce Office)Contact :  Susan ShawEmail : [email protected] no : (02) 9228 3056 Facsimile: (02) 9228 4704Website :  www.dpc.nsw.gov.auFile no : PSM/009811-001Date : 30 September 2007 This circular has not superseded any other Memorandum/Circular ______________________________________________ Alumni Program Guidelines What is an 'Alumni Program'? Alumni Programs are a useful means of maintaining links with former and retired employees.  Such programs promote the transfer of skills, knowledge and expertise and strengthen links for recruitment or capability development purposes.  Alumni Programs can create linkages and networks with former employees who have a strong affinity with the objectives of the agency when they: retire from the workforce work in other organisations take a temporary break from the workforce. These Alumni Program Guidelines are for information purposes only. Agencies should consider the full range of agency specific issues that will need to be managed when establishing an alumni or similar program.  Agencies also retain responsibility for ensuring that any program operates consistently with existing policy and employment legislation.  Why establish an Alumni Program? It is well understood that the public sector will be facing recruitment challenges as the workforce ages and mobility increases. There is increasing competition for particular skill sets and experience. An Alumni Program can provide a useful means of developing an agency's capabilities by: enhancing organisational development programs by involving the alumni in mentor programs, coaching and other organisational capacity building programs promoting the organisation's services and agendas to alumni still working or active within a sector using the expertise and knowledge of former, experienced employees providing an additional mechanism to attract potential candidates for positions, via the alumni database ensuring that potential employees recruited back to the organisation have maintained a higher level of currency concerning sector knowledge and issues. Establishing an Alumni Program Gain agency support for an Alumni Program:  Confirm the program's goals such as marketing, promotions, fund raising, volunteer recruitment or satisfaction and morale indicators. Obtain resources to establish a program - a person to organise events, prepare communications, organise the logistics and to manage the database. Identify the program 'owner' or co-ordinator. Establish some specific procedures for the management of the Alumni Program such as: Registration processes which are open to all employees retiring or resigning from the organisation. The registration process should also ensure that the alumni are clear about the benefits of membership and that their expectations are appropriately managed. Distributing information about job opportunities at the agency (the alumni network would be a supplementary channel to standard public sector recruitment procedures). Promoting appropriate short term vacancies. Facilitating participation in the agency's mentoring program. Alumni Eligibility: Employee participation in an Alumni Program is entirely voluntary.  Generally, retiring or resigning employees join an Alumni Program by registering for it.  Joining the program will indicate that the former employee is interested in receiving information about agency activities and job opportunities, including short term vacancies. Embed the Alumni Program processes: Link the registration process to the other organisational exit processes such as surveys, interviews or formal handovers. Configure the alumni database to link with other human resource databases in order to maintain relevant records. Communication of the Alumni Program ensures that activities are aligned to the organisational objectives and maximises support, for example consider: Consultation with line managers so that the program is aligned with organisational requirements and the potential value to the organisation is maximised. Internal communications to ensure all staff understand the purpose of the Alumni Program such as newsletters, team briefings, information packs. Dedicated website information to build knowledge and links. Consultation and direct communications with those who have already left the organisation so they have a full understanding of the benefits of joining the Alumni Program, including: facilitating knowledge transfer maintaining ongoing links with the agency strengthening professional and social networks ensuring currency with the sector providing opportunities to phase into retirement or to provide meaningful work post-retirement. Monitor the effectiveness of the Alumni Program by establishing measurable targets linked to key objectives for the program: Determine the measurements for success and analyse results Obtain feedback from management, employees and alumni Assess the work environment for indicators of change and the need to realign the Alumni Program. Evaluate the effectiveness of the Alumni Program:  After a period of time, perhaps two years, the program should be reviewed to consider its overall impact and, if necessary, modify its operations.  Evaluation techniques could include surveying managers and alumni; reviewing the appropriateness of resourcing; cost benefit analysis; comparison with other alumni programs benchmarks; and the alumni program's strategic alignment. How might an agency use an Alumni Program to fill a short term vacancy? Employee Eligibility An employee who has been retired on a medical basis is generally not eligible to be re-employed, although the individual circumstances could be considered on a case by case basis. There is no guarantee that a short term placement opportunity will be provided to an alumni.  Equally there is no obligation on the alumni to accept a position offered if it does not suit their personal circumstances or job preferences. While joining an Alumni Program is voluntary, to accept a position under the program alumni members will need to: provide a resume of their experience and qualifications and details of referees demonstrate compliance with any mandatory checks that apply to the position being offered. Gaining a position through the Alumni Program An Alumni Program does not apply for the filling of new positions, but to the recruitment of staff to existing unfilled positions in the agency.  An Alumni Program can provide an additional means of accessing appropriately qualified people but their employment must be consistent with all relevant legislation, statutory requirements and public sector and agency workforce policies and employment. Only vacancies that are appropriate should be advertised exclusively through the Alumni Program.  Managers will need to balance a number of considerations if offering a project or temporary position to an alumni including the benefits of providing existing staff members with developmental opportunities. Agencies should determine an appropriate internal selection process.  Merit selection may apply, depending upon the position and the length of the engagement.  Refer to the Personnel Handbook for further advice. Consistency with existing employment legislation All employment under the program must be consistent with relevant legislation and workplace standards.  In recruiting former staff to fill short term or temporary positions, public service agencies are bound by the Public Sector Employment and Management Act 2002 (PSEMA), and provisions that specify the requirements and obligations on agencies in engaging temporary and casual employees (note 1).   Agencies that do not fall within the jurisdiction of Part 2 of the PSEMA will need to refer to any counterpart legislation.   Agencies must also demonstrate consistency with their own existing policy regarding advertising short term vacancies to ensure that the position is genuinely unfilled before it is advertised through the Alumni Program. In deciding whether a position is offered on a temporary or casual basis, the agency should consider the job role and the period of short term employment or project work. It is likely in most cases that the creation of a short term vacancy meets the criteria of 'casual' employment.  There will be other agency specific policies and employment processes which will need to be considered when engaging an alumni into a position for example: As part of the agency's responsibilities for the safety of all employees, appropriate health and safety assessments including medical declarations. If uniforms are required for the position, the agency will need to develop a consistent process applying to all alumni and ensure that this operates within the parameters of existing industrial arrangements.  Agencies should also note that former public servants with broken periods of service can access all untaken sick leave (refer to Crown Employees (Public Service Conditions of Employment) Reviewed Award 2006, Clause 80d) and a re-employed staff member may also be granted their forfeited sick leave (refer to PSEMA, Section 98). Impact on superannuation and other income Agencies must advise individuals to obtain independent financial advice about their superannuation and other income sources prior to accepting a paid position via the Alumni Program.  Voluntary Redundancy The existing policy on voluntary redundancy applies to former employees who are engaged under the Alumni Program.  That is, employees are bound by an undertaking to refund that proportion of the severance payment applying to the period of reemployment should they be reemployed in any capacity (including employment in a temporary, part time, casual, consultancy or contracting capacity) during the period covered by the separation payment.  See Memorandum No. 96-5 Policy on Managing Displaced Employees. Note 1: See Commentary and Guidelines on Temporary Employment (Part 2.4) and Casual Employment (Part 2.6)

Overview

Compliance

Not Mandatory

AR Details

Date Issued
Sep 30, 2007
Review Date
Jun 13, 2024
Replaces
Replaced By

Contacts

Contact
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Phone
02 9228 5555
Publishing Entity
Department of Premier and Cabinet
Issuing Entity
Department of Premier and Cabinet