Phased Retirement/Knowledge Transfer Procedure - 63.04.15
College Policy Number/Title:
Introduction
The Howard Community College phased retirement program is designed to provide a transition period between full-time work and retirement for faculty or staff with unique knowledge and competencies that the institution wishes to retain and transfer to a new faculty or staff member. The employee eligible for retirement voluntarily reduces their work schedule and workload to part-time, normally 50 percent of full-time, and receives a salary that is prorated accordingly. The employee in phased retirement will develop a work plan for or define the transition period, responding to the specific needs of a department.
Purposes
A phased retirement arrangement serves the purposes noted below.
- Workforce planning: assist the college in planning for projected faculty and staff retirement while maintaining a high level of expertise.
- Knowledge and competencies: provide continuity within academic and other departments by retaining important knowledge and competencies of long-term faculty and staff.
- Mentoring and training: provide mentoring and training of faculty and staff in a new position by experienced faculty and staff over a transition period.
Eligibility Criteria
The opportunity for phased retirement is not guaranteed and is dependent upon the needs and resources of the institution. Full-time faculty and staff who have worked at the college full-time for at least five years and are eligible to retire under one of the college’s retirement programs (see procedure 63.07.11, Retirement Programs) may apply for the phased retirement program based on the following criteria:
- The faculty or staff member has unique and unduplicated knowledge, competencies, and leadership qualities.
- The proposed work plan incorporates mentoring and training of faculty or staff.
- A phased retirement option is practicable and workable for the position and work plan.
Work Plan
A work plan must be submitted detailing how the teaching and other job responsibilities are structured for the part-time work schedule. The expected work schedule during phased retirement is 50 percent of full-time work; any exceptions to this percentage must be approved by the president. Any exceptions to the 50 percent must have a written explanation detailing why the excess over 50 percent is needed. The details of the work plan are negotiated among the employee, the supervisor, and the department head. For faculty, the work plan must incorporate all facets of normal, full-time faculty workloads including teaching, curriculum development, office hours, committee work, etc. Negotiations must take place and be incorporated into the application submitted by October 1. Exceptions to this application date may be allowed.
Application Process
Applications are available on the office of human resources HCC portal. The application, which includes a proposed work plan, is due to the area vice president or president by October 1 of the year prior to the beginning of the next fiscal year the employee plans to retire. Applications are considered on a case-by-case basis depending on college and departmental needs, budgets, and other planning processes. Applicants are notified by the end of January of the status of their requests.
Terms and Conditions
Agreements for approved phased retirement are made between the employee and the college for a one-year contract period, effective on the first eligible contract date for the next fiscal year or a mutually agreed upon alternate date . The agreement is typically for one year but there may be circumstances in which renewal for a second or third year may be considered. At the end of the approved contract period, the employee agrees to complete the retirement process.
During phased retirement, the salary rate remains the same but will be prorated for the percent of full-time. Benefits remain in place with the following exceptions: (1) benefits tied to salary are tied to the phased retirement salary including any retirement contributions; and (2) retirement benefits depend on arrangements made by employees with retirement plans (see next section). Leave plans are adjusted to accrue on a prorated basis for the percent of full-time. When an employee retires and is paid out for annual leave, the annual leave payout is paid at the full-time hourly rate.
Participants whose phased retirement crosses over fiscal years or have more than one year of phased retirement are subject to the regular performance appraisal system and are eligible for merit pay under that system, which is prorated for the percent of full-time workload.
Retirement Options and Coordination
It is entirely the responsibility of the employee to coordinate their retirement intentions with the Maryland State Retirement and Pension Systems (MSRPS) or one of the Optional Retirement Programs (ORP).
Age Discrimination in Employment Act (ADEA) Release
The phased retirement program is an optional benefit offered to eligible employees and is entirely voluntary on the part of participants; faculty and staff participants who elect to participate will be asked to sign an acknowledgement and release under the Age Discrimination in Employment Act (ADEA) confirming that their participation in the program is voluntary.
Effective Date: 06/30/22
President's Office Use: CHRO