STRICTLY CONFIDENTIAL

EJRA model letter ML3 to be used under revised Procedure in force from 30 September 2015

EJRA notice for academic staff with individually agreed retirement date

For academic staff:

  • who have passed the EJRA; and
  • have an extended EJRA date agreed by the EJRA Committee since the introduction of the EJRA procedures on 1 October 2011.

to be sent by head of division or equivalent to employee two years before their retirement date or, if that is not possible, at the earliest opportunity.

Dear [employee]

Noticeof retirement date

I am writing to remind you that your retirement date will be [dateyear] on which date your employment with the University will terminate.

The purpose of writing to you so far in advance of your retirement date is to allow you ample time to consider your options and, if you wish, to discuss them with the University [for joint appointments: and with your college] [where applicable: and with the NHS].

You may, of course, simply elect to retire to full pension either on your retirement date or earlier if you choose, in accordance with the rules of the pension scheme to which you belong and subject to the provision of the appropriate notice. The Pensions Office is available to provide such pensions information as you may require. If you do elect to retire before your due retirement date, I would be grateful if you could notify me of your intended retirement date as soon as you are able and, at any rate, within any period of notice laid down in your letter of appointment or any amending letter.

You also have the option to make a request to continue to work at the University beyond your retirement date. However, please be aware that, in accordance with Section VII of the Procedure laid down by Council, a further extension for staff with a retirement date later than the EJRA will only be granted in the extremely rare event that it is required to address unforeseeable circumstances that have frustrated the purpose for which the original extension was granted.

If you consider that you meet this requirement, you may, if you wish, apply for an extension in accordance with the normal procedure. Full details of the Procedure are available at

In outline, the key elements of the Procedure are:

  • If you do decide to make a request, the normal deadline for doing so is 12 months before your retirement date, that is,[date]. Before you submit your request, you will first need to consult with your Head of Department or equivalent and other interested parties. I am of course also available should you wish to have an informal discussion with me.
  • You should submit your request to the Director of Human Resources for consideration by the EJRA Committee appointed by the Personnel Committee.
  • The EJRA Committee will take the decision regarding any request in respect of employment with the University. [For joint appointments: In the case of joint appointments, the college will make its decision according to its own regulations and procedures].
  • The request will be considered in the light of the ’Aims’ of the University’s Employer Justified Retirement Age (EJRA) policy and of the type of matters that the Committee will take into account in making their decision, both of which are set out in the Procedure to which I drew your attention above.

If you are to be granted a further extension in employmentand if you have not already stepped out of your substantive post, you will be expected to do so and to take up a newly-created, fixed-term post, on a grade appropriate to the duties to be delivered, which would allow the refilling of your substantive post.

This letter is formal notice that your employment under your current contract will terminate on [retirement date] (unless you give notice to leave your employment at an earlier date).

However, if you request an extension to employment which is agreed by the EJRA Committee, we will discuss with you the withdrawal of this notice of termination with your agreement and the arrangements for employment under the new contract.

I am copying this letter to [head of department] [for joint appointments: and to [Head of House/Senior Tutor at college]].

Yours sincerely,

[Head of division]

Cc:

[A signed and dated copy of this letter should be kept on file]