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1. Faculty member notifies Department Chair of interest in phased retirement. 
2. Department Chair responds to faculty member in writing, cc:ing Department Manager, providing them information and notice about the process and mentioning the faculty member's rights and responsibilities, in compliance with HOP 2-2410 on Phased Retirement.
   1. Can also provide them UT's general retirement checklist, as a courtesy
3. Department Chair contacts the Associate Dean for Academic Affairs to discuss the possibility of phased retirement for the faculty member. In particular, the Chair should be prepared to make the case as to why granting phased retirement for the faculty member is in the best interests of the university if the faculty member would like to request phased retirement of more than one year in duration. (see HOP 2-2410)
4. Department Chair notifies faculty member of discussion's outcome. 
   1. Additional negotiation among faculty member, Department Chair, and Associate Dean, may occur, as necessary.
5. Once faculty member decides to proceed with request, they should complete the contract template (Attachment A from HOP 2-2410, at the bottom), and upload it to the Faculty Separations Portal for COLA HR Review.
6. COLA HR will review the draft and return to the department with any changes.
7. The faculty member's request and draft contract are then submitted by the Chair to the department’s governing body (BC or EC) for consideration. 
8. Following governing body consideration, the signed contract is uploaded to the Faculty Separations Portal, along with a memo from the department chair including: 
   1. Acknowledgement of 
      1. the faculty member’s request for phased retirement; 
      2. the faculty member’s submission of the signed agreement; and  
      3. the effective date of the phased retirement contract (normally 98/1 16 of the following academic year). 
   2. Statement of the chair’s support, and  
      1. confirmation that the department’s governing body voted on the agreement;
      2. confirmation the governing body supports the agreement; and  
      3. statement of the date the governing body voted. 
9. COLA HR processes request and forwards to APS for final approval. 
10. Meanwhile, the faculty member should proceed with their retirement plans, following the steps of the UT pre-retirement checklist.
    1. The Department Manager (or delegate) processes the Separation BP in Workday, following normal separation procedures, and provide additional assistance to the faculty member as necessary. 
11. APS executes phased retirement job in Workday, according to the terms of the approved phased retirement contract. 

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• The key department responsibilities are
  • to read the HOP on phased retirement and
  • ensure communications with the faculty member comply with the requirements set forth in the HOP.
• Subsequently, it is important to remember that the department governing body needs to approve the agreement, and the draft phased retirement contract needs to be sent to COLA HR for review. 

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