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Administrative Staff Personal Procedures

Leaves

Annual Leave of Absence

Annual leave dates granted to full-time administrative staff are 30 (thirty) working days and are valid between 01/01/XX and 31/12/XX. The annual leave is calculated by adding 2,5 days per month. A maximum of 30 days of annual leave may be transferred from an academic year to another.

The leaves of absence are defined by taking into account the date that the administrative staff commenced his or her duties, excluding the first six months, and are proportional to the length of the service period. Academic staff is required to have at least 15 calendar days of continuous leave of absence once a year.

Administrative staff members wishing to take a leave of absence submit their request via http://newportal.emu.edu.tr where information regarding personal annual leave records may be found.

Requests for a leave of absence should be submitted by the relevant staff member in an online fashion and "method of fulfilling duties" during the absence of the relevant staff should be explained in detail. However, in unavoidable situations, the form for leave of absence may be filled in by the line manager of the staff member wishing to take a leave of absence.  Following the submission of the leave form, the unit manager automatically receives a message which reads "Staff member name surname has applied for a xx day leave between date1 and date2".

Upon receiving the message, the unit manager visits the same address at his/her own portal, and sees the "Awaiting List" of staff members waiting for approval. Once the unit manager approves the names of the staff members "Awaiting" for approval for a leave of absence, the relevant staff member/s receives the automated message which reads "The requested leave of absence between date1 and date2 has been approved by your unit manager".  At the same time, the relevant Vice Rector's Office to which the unit is attached or General Secretary's Office receives the automated message which reads "The leave of absence requested by Staff member Name Surname at Unit Title between date1 and date2 has been submitted for your approval".  In line with the message sent, the Rector's Office visits the same address at the relevant portal and sees the "Awaiting List" of staff members waiting for approval for the requested leave of absence. Once approved, the relevant staff member receives the automated message which reads "The requested leave of absence of xx days between date 1 and date 2 has been approved by the Rector's Office."

Returning back from the annual leave 

Upon returning back from the annual leave, the return of the relevant staff member should be approved via the portal by the unit manager.

Leave of absence during pregnancy and birth

All staff members, except those who are on tenure contract due to the starting date of their employment during the Higher Technology Institute period, who pay premiums to the Cyprus Turkish Social Security Department are subject to the provisions of the Cyprus Turkish Social Security Law if they cannot work due to pregnancy and birth reasons.

The relevant staff member visits the doctor on the 24th week of the pregnancy and receives a document certifying pregnancy. In this way, she can benefit from the right of using 56 days of leave of absence before birth straightaway. (If the relevant staff member receives a medical report stating that she can work until the last two weeks and wishes to do so, latest by three weeks before the birth, she submits the medical report after having its back stamped by the relevant Faculty/School and a petition to the Personnel Office Directorate stating that she wishes to work until the last two weeks of her pregnancy and transfer 42 days of her pregnancy leave to the period after birth

The relevant unit sends the report and the petition to the Personnel Office Directorate via the relevant Faculty/School.

The Personnel Office Directorate updates the online records of the relevant staff member based on the report and the petition, and sends the information to the Social Security Department for relevant procedures.

Female staff members who give birth are granted a two-hour breastfeeding leave (one hour in the morning and one hour in the afternoon period) per day for a period of nine months. The relevant staff member is required to inform the relevant Dean's or Director's Office in advance about the daily time of the breastfeeding leave, both for the morning and afternoon period of the day.

Returning back from leave of absence due to pregnancy and birth

Upon the completion of the pregnancy leave, the relevant staff member goes back to her duties in the relevant unit. The Personnel Office Directorate is informed about the return date of the staff member by the relevant unit via the relevant Faculty/School. Taking into consideration the return date of the relevant staff member, the Personnel Office Directorate updates the online records and the related Social Security Department information of the relevant staff member. 


Contract Extension Procedures

The relevant unit submits the request for the extension/termination of the relevant staff member's contract (three months prior to the contract expiration date) as well as the cover letter stating the views of the relevant Dean's/Director's Office to the Personnel Office Directorate via the relevant Vice Rector's Office. Contract extension/termination petitions are discussed at the Commission for Staff Personal Issues.  

In accordance with the decision of the Commission for Staff Personal Issues, staff lists for contract extension/termination are submitted to the University Executive Board. Following the approval of the University Executive Board, the relevant lists are submitted to the Board of Trustees for approval. The relevant Vice Rector's Office officially informs the relevant Dean's/Director's Office in writing about staff members whose contracts have been extended or terminated upon the decision of the Board of Trustees.


Retirement Procedures

The following procedures should be carried out for the administrative staff members who have gained the right to retire or who wish to retire of their own accord or who, in accordance with the recommendation of the Rector's Office and on the condition that they have gained the right to retire, reach the age of 55 (for those with clerical duties) and 50 (for all the remaining ones).

Those wishing to retire of their own accord state the desired date for his/her retirement and submit their petition to the relevant unit approximately 6 weeks prior to the specified retirement date.

Following the relevant unit's approval of the petition of the relevant staff member, the written petition is submitted to the relevant Vice Rector's Office for approval via the related Dean's / Director's Office.

In accordance with the recommendation of the Rector's Office and following the approval of the Board of Trustees, the Personnel Affairs Directorate goes through the personal staff file of the relevant staff member and evaluates his/her situation in terms of the suitability of the years of service and age the age for retirement.

If the applicant's situation is suitable for retirement;

Subject to the approval of the retirement document coming from the Rector's Office, the relevant staff member is informed in writing about the suitability of his/her retirement by the Personnel Office Directorate via the relevant Vice Rector's Office.

Those retiring from the Social Security Department are required to apply to the Social Security Department in person with the original document that they have obtained from the Rector's Office. 

For Financial Claims from the University,

The Personnel Office Directorate prepares a staff clearance form for the relevant staff member.

The relevant person and/or the administrative officer carries out the clearance procedures with the units specified on the clearance document. Upon the completion of the signatures on the staff clearance form and the approval of the relevant unit manager and the relevant Dean's / Director's Office, clearance documents as well as the ID card of the applicant are submitted to the Personnel Office Directorate.

For Staff Members with Tenure Staff Positions, 

Retirement procedures of the administrative staff members with tenure staff positions are finalised by the Board of Trustees within the framework of the Retirement and Pension Law and the related payments are made by the Board of Trustees, accordingly.


Resignation Procedures

The relevant staff member wishing to resign from the University submits a petition to the related unit minimum 6 weeks before the desired resignation date.

The relevant unit submits the resignation of the relevant staff member as well as a cover letter stating the views and recommendations of the relevant Dean's / Director's Office to the relevant Vice Rector's Office.

Subject to the approval of the Rector's Office, the relevant staff member is informed in writing about the suitability of his/her resignation by the Personnel Office Directorate via the relevant Vice Rector's Office.

For Financial Claims from the University,

The Personnel Office Directorate prepares a staf clearance document for the relevant staff member.

The relevant person and/or the administrative officer carries out the clearance procedures with the units specified on the clearance document. Upon the completion of the signatures on the staff clearance form and the approval of the relevant unit manager and the relevant Dean's / Director's Office, clearance documents as well as the ID card of the applicant are submitted to the Personnel Office Directorate.

Upon its approval by the Personnel Office Directorate, the staff clearance form is sent to the relevant government department for the commencement of the related procedures.