Changes to the Employer Justified Retirement Age from 1 September 2024As a result of a ballot of the Regent House (on Grace 2 of 12 June 2024 (EJRA)), there are changes to the University’s Employer Justified Retirement Age (EJRA) from 1 September 2024:
Online materials relating to retirement have been revised to take effect from 1 September 2024, including the publication of a revised Retirement Policy. |
Content
Context
1.1. This policy provides a statement of the University's approach to employee retirement. The University believes that a clear policy will assist employees in planning for their retirement, or for an extension of their working lives, and will allow for effective succession and activity planning within the University.
1.2. This policy applies to all employees of the University of Cambridge, with the exception of employees working for Cambridge University Press and Cambridge Assessment.
Statement of Policy
2.1. The University aspires to the highest international levels of excellence in education, learning and research. It is important that in striving to achieve these aims institutions can plan their staffing structures to allow maximum effectiveness across these activities, whilst considering the wishes of individual employees in relation to their workplans.
2.2. The University operates an Employer Justified Retirement Age (EJRA) for academic University officers [1] and the offices of Vice-Chancellor and Pro-Vice-Chancellor, which is at the end of the academic year in which they reach the age of 69[2] . The options available to them on reaching the retirement age are set out in more detail in Section 4: ‘University Officers subject to a Retirement Age'.
2.3. The University does not operate a retirement age for assistant, research, academic-related[3] or unestablished academic members of staff.
2.4. The operation of this policy and the maintenance of a retirement age will be kept under review. The Human Resources (HR) Committee may amend this policy as appropriate to ensure its compliance with legislation and to maintain an effective set of procedures. A report of the numbers of retirements and requests for extended employment beyond the retirement age will be received by the HR Committee each academic year.
[1] Officers designated as academic staff under Special Ordinance C (i) 1.
[2] Unless their office is exempted by Statutes or Special Ordinance from the EJRA.
[3] With the exception of the office of Vice-Chancellor and Pro-Vice-Chancellor as stated above.
Definitions
| Term | Definition |
| EJRA-applicable University officer(s) |
University officers to whom the EJRA applies under this Policy. |
| Retirement age | 30 September of the academic year in which an academic University officer and the holders of the offices of Vice-Chancellor and Pro-Vice-Chancellor reach the age of 69. |
| Pensionable age | The age at which the member of the relevant occupational pension scheme becomes entitled to access his or her pension benefits in full without an actuarial reduction |
University Officers Subject to a Retirement Age
4.1. The University operates a retirement age for academic University officers and holders of the offices of Vice-Chancellor and Pro-Vice-Chancellor [4] in order to:
- Ensure inter-generational fairness and career progression;
- Enable effective succession-planning;
- Promote innovation in research and knowledge creation; and
- Preserve academic autonomy and freedom.
4.2. At the end of the academic year before that in which the EJRA-applicable University officer reaches the age of 67, the relevant Head of Institution will invite the individual to attend an informal meeting to discuss their intended retirement plans and the options available. A record should be made of the discussion using form RP3: Record Of Workplace Discussion. The retirement options open to a University officer are detailed below.
4.3. Normal Retirement
4.3.1 If an EJRA-applicable University officer intends to retire at the retirement age, this is the default position and accordingly they need not take any steps to notify the University that this is the case. Their employment will therefore end automatically on 30 September of the academic year in which they reach the age of 69. However, it would be helpful if they would confirm this intention during the workplace discussion with the Head of Institution.
4.4. Flexible Retirement
4.4.1. If an EJRA-applicable University officer wishes to work reduced hours and draw part of their pension for a period before full retirement then they can apply for flexible retirement. For further information, please refer to Section 6: ‘Pensions’
4.5. Early Retirement
4.5.1. If an EJRA-applicable University officer wishes to retire before the retirement age they should complete form RP1: Notification Of Intention To Retire and submit this to their Head of Institution to advise the University of the planned early retirement. This should be submitted no later than three months before the intended early retirement date otherwise there may be a delay in payment of pension benefits.
4.5.2. If an EJRA-applicable University officer wishes to retire before the relevant pensionable age, they need to seek the permission of the University to do so, in addition to discussing their plans with the Head of Institution. EJRA-applicable University officers in General Board institutions will require the permission of the Academic Secretary. University officers in Council institutions will require the permission of the Registrary. The relevant HR Business Manager will be able to advise the employee and Head of Institution of the process for seeking the necessary approval.
4.6. Delayed Retirement
4.6.1. EJRA-applicable University officers are currently required to vacate their offices no later than the end of the academic year in which they reach the retirement age under the provisions of Special Ordinance C (ii) 12. However, in exceptional circumstances it may be possible for an individual to be granted an extension of their employment on an unestablished fixed-term basis, thereby delaying their retirement for a limited period of time. For further information, please refer to Section 7: ‘Procedure for EJRA-applicable University Officers to Continue Employment’.
4.7. Retirement Planning
4.7.1. Staff will have the opportunity to attend retirement planning events at appropriate times.
[4] In this Policy, these University officers are referred to a EJRA-applicable University officers.
Assistant, Research, Academic-Related and Unestablished Academic Staff
5.1. While there is no retirement age for these staff groups, the University operates a procedure for employees to consider their choices at or about the time they become entitled to draw their occupational pension in full.
5.2. For planning purposes, it is assumed that whenever the employee chooses to retire, their retirement date would be 30 September i.e. the end of the academic year in which they wish to retire. If the employee intends to retire on a different date, they should inform their Head of Institution using form RP1 as soon as possible to assist with operational planning.
5.3. The Head of Institution will write to employees two years before they reach the age of 65 (which for most employees is the age when they become entitled to draw their occupational pension in full without an actuarial reduction) inviting them to a discussion as part of the normal process of regular reviews that occur under the Staff Review and Development Scheme.
5.4. The options open to an employee are detailed below.
- Retire;
- Continue working on the same basis;
- Continue working with a reduction in hours;
- Continue working with a modification of duties or in a different role; or
- For USS members only, apply for flexible retirement, working reduced hours and drawing a part-pension for a period before full retirement.
- For CPS members only, apply for flexible retirement and drawing their full pension whilst continuing to work at the University in either a full or part-time capacity for a period before full retirement.
5.5. Such discussions are an informal opportunity for both Heads of Institutions and employees to plan jointly for the future, and enable Heads of Institution to establish if and when an employee is considering retiring. The outcome of a discussion should be recorded briefly on form RP3. Heads of Institutions or their deputies are encouraged to undertake this review annually, or more frequently where the individual requests it, or where it is required, irrespective of age. The aim of the regular review meetings is to maintain a dialogue about the employee’s plans in a supportive manner.
5.6. Where an employee intends to continue in post, they should inform the Head of Institution of this intention at the relevant review meeting.
5.7. If an employee wishes to take on a different role within the University at any stage, they will be entitled to apply for that position in the normal way.
5.8. If an employee intends to continue working but wishes to request a change in hours or duties, form FLEXAF: Application For Flexible Working should be completed and submitted to the Head of Institution in advance of the relevant review meeting. Requests will be considered under the criteria set out in the University's Flexible Working Policy. Requests for modifications of hours or duties will be accepted providing this is in accordance with the needs of the institution.
5.9. An employee can declare their intention to retire at any time by completing form RP1 and by providing the appropriate period of notice of their retirement. If an individual chooses to retire earlier than the pensionable age, and is a member of the USS or CPS, his or her pension benefits may be actuarially reduced in line with the terms of the relevant scheme. S/he should therefore seek guidance from the University Pensions Team.
5.10. In the case of University officers who are not impacted by the EJRA and who wish to retire before the relevant pensionable age, they should submit a completed form RP1 to their Head of Institution to advise the University of the planned early retirement no later than three months before the intended early retirement date, otherwise their may be a delay in payment of pension benefits. If they intend to draw their pension early, they also need to seek the permission of the University, in addition to discussing their plans with the Head of Institution. University officers in General Board institutions will require the permission of the Academic Secretary. University officers in Council institutions will require the permission of the Registrary. The relevant HR Business Manager will be able to advise the employee and Head of Institution of the process for seeking the necessary approval.
5.11 Staff will have the opportunity to attend retirement planning events at appropriate times.
Pensions
6.1. Flexible Retirement
6.1.1. Employees are able to access all or a part of their pension benefits whilst remaining in employment under the flexible retirement provisions offered by the relevant pension scheme. The amount of benefit which can be accessed and the arrangements for continuing employment are determined by the rules of the relevant pension scheme. An employee wanting to access their pension benefits under these arrangements should seek guidance from the University Pensions Team
6.1.2. The rules of the USS allow a scheme member to draw part of their pension whilst continuing to work and receive a part-time salary. The minimum reduction in current working hours and salary under this arrangement is 20% and the maximum pension that can be drawn is 80%. An employee wishing to take advantage of the flexible retirement option should first seek guidance about the terms of the scheme from the University Pensions Team.
6.1.3. Members of the CPS pension scheme, who wish to access their full pension whilst continuing to work and who do not wish to change their working hours, must complete the letter at the following link, CUACPS flexible retirement and return this to the University’s Pensions Section. If a member of the CPS pension scheme wishes to access their full pension whilst continuing to work and change their working hours, they should follow the process as detailed in section 6.1.4 below.
6.1.4. If an employee wishes to request flexible retirement, they should complete form RP4: Application For Flexible Retirement for the consideration of the Head of Institution.
6.1.5. If the employee is an EJRA-applicable University officer and the period of flexible working requested will not extend beyond the retirement age, agreement can be reached as outlined in paragraph 6.1.4. However, if the proposed period of flexible working extends beyond the retirement age then they will additionally need to make a separate application to continue working beyond the retirement age on a part- time basis. For further information, please refer to Section 7: ‘Procedure for EJRA-applicable University Officers to Continue Employment’.
6.1.6. USS members in General Board institutions who wish to take flexible retirement will require the permission of the Head of Institution, in consultation with the Academic Secretary, and the Faculty Board where appropriate. USS members in Council institutions who wish to take flexible retirement will require the permission of the Head of Institution, in consultation with the Registrary. The relevant HR Business Manager will be able to advise the employee and Head of Institution of the process for seeking the necessary approval.
6.1.7. The employee will be advised of the outcome of their flexible retirement application in writing. If the request is approved, the employee will receive a letter confirming that they have been granted leave to work part-time and setting out the new contractual working arrangements.
6.1.8. If the employee is a member of the NHS pension scheme, they should consult the HR Team for the School of Clinical Medicine before considering flexible retirement.
6.2. Re-employment or Re-engagement of Retired Employees
6.2.1. It is recognised that there will be occasions when an individual has fully retired from the University but wishes to return either as an employee or as a worker via the Temporary Employment Service. Before considering a return to the University, the individual and/or the recruiting manager should consult the Pensions team to establish whether the individual’s pension scheme permits re-employment or re-engagement.
6.2.2. The rules of the different pension schemes are amended from time to time so it is important to seek up-to-date information before making a decision to return to the University.
6.2.3. The Cambridge University Assistants Contributory Pension Scheme (CPS)[5] rules do not include any restrictions on the re-employment or re-engagement of retired employees in receipt of a CPS pension.
6.2.4. The Universities Superannuation Scheme (USS)[6] rules set conditions around the re-employment or re-engagement of fully retired employees in receipt of a USS pension. Within the first month, a USS pensioner cannot be employed in any capacity by the employer from which the retirement took place. After the first month, re-employment is possible providing that:
- At the point of retirement there was no intention on the part of the University to re-engage the member of staff; and
- The member of staff has not taken early retirement and drawn their USS pension as part of a redundancy package.
6.2.5. It cannot be agreed with an employee before they retire that they may return to work at the University at a later date. This would be against the spirit of the USS rules, which define retirement as “ceasing employment which gives eligibility for membership of USS with no expectation of taking up another employment which would give the member an entitlement to join USS”. Individuals who are retiring are required to complete a written declaration to this effect.
6.2.6. If the retired employee is a member of the NHS pension scheme, they should consult the HR Team for the School of Clinical Medicine before considering re-employment or re-engagement.
6.2.7. As part of the pensions auto-enrolment provisions, any retired employee that is re-employed or re-engaged may be auto-enrolled into the relevant pension scheme for the new post and will subsequently be able to opt out of those arrangements if they so wish.
[5] The occupational pension scheme for Assistant members of staff
[6] The occupational pension scheme for Academic, Academic-Related and Research members of staff
Procedure for EJRA-applicable University Officers to Continue Employment
7.1 Applications to Continue Employment
7.1.1 An EJRA-applicable University officer who wishes to continue their employment for a limited period of time beyond the retirement age should discuss their intentions with the relevant Head of Institution at the earliest opportunity. If they wish to proceed, they will need to complete Part 1 of form RP2A: Request For EJRA-applicable University Officer To Continue Working Beyond The Retirement Age and Part 1 of form RP2B: Details Of Funding[7]. The completed forms should be submitted to the individual’s Head of Institution, together with a Curriculum Vitae in accordance with the timelines as detailed in section 7.3.3.
7.1.2 The Head of Institution will meet with the EJRA-applicable University officer to discuss the details of the requested continuation of employment. The request will be considered against the evaluative criteria set out below and having regard to the University’s guidance on fixed-term contracts, including the need for such contracts to be objectively justified.
7.1.3 Following consideration of the request, the Head of Institution will complete Part 2 of forms RP2A and RP2B confirming whether or not the institution supports the individual’s continued employment, taking into account whether the application meets the evaluative criteria. The completed form should be submitted to the relevant HR Business Manager, along with the applicant’s CV.
7.1.4 The HR Business Manager will arrange for the application to be considered by the relevant School body. For example, the Needs Committee (or equivalent) and the Head of School if the applicant is in a School Institution or the Registrary if the applicant is in a Non-School Institution. The HR Business Manager will collate the appropriate documentation confirming the position of the institution then submit the completed application pack to the Secretary of the Retirements Committee for its consideration by the Retirements Committee in accordance with the timescales detailed in section 7.3.3.
7.1.5 The application pack submitted to the Secretary of the Retirements committee must include the following documents:
-
RP2: Application To Continue Working Beyond The Retirement Age (Parts A and B).
-
Curriculum Vitae (4 sides of A4 maximum, including publications)[8].
-
Minutes of the relevant School body for example, the Needs Committee (or equivalent).
-
A letter of support from the Head of School (or equivalent).
-
RP4: Application For Flexible Retirement (where appropriate).
7.1.6 The individual will be advised of the outcome of the application in writing which will include the reasons for the Committee’s decision.
7.1.7 Successful applicants may apply for further extensions, subject to the provisions of this Section 7.
7.1.8 Where the employment of an EJRA-applicable University officer is extended beyond the retirement age, that employment will be in a fixed-term capacity and the individual will move from an established to an unestablished position. A new contract of employment will be issued reflecting the title and terms of the new fixed-term appointment. The new contract end date will be the individual’s extended employment end date.
7.1.9 The University will continue to rely on retirement as a reason for ending the employment relationship at the end of this fixed period or employment, including where there have been successive extensions.
7.1.10 During the period of extended employment, Heads of Institution should continue to meet annually with members of staff whose employment has been extended to discuss their ongoing plans. The meetings will allow a discussion of the individual’s wishes together with the institution’s plans, including potential variations in existing arrangements, and enable due process in advance of the extended employment end date.
7.1.11 An EJRA-applicable University officer will be permitted to choose whether a period of extended employment is paid or unpaid. If paid, any salary progression will be managed in line with the relevant reward scheme.
7.1.12 An EJRA-applicable University officer may apply to continue working beyond the retirement age on a part- time or full-time basis. If they intend to work in a part-time capacity then they may wish to draw part of their pension benefit to supplement the part-time salary. In such circumstances, the individual will be required to submit an application to continue employment (see section 7.1 above) and any approval of that application would be treated as Flexible Retirement under the rules of the USS. For further information, please refer to Section 6.1: ‘Flexible Retirement’
7.2 Criteria for Evaluating Requests
7.2.1 An extension of employment may only be granted in very exceptional circumstances, where:
- The individual concerned is the most appropriate person able to complete a specific project or task that is already underway; and/or
- The individual concerned is the most appropriate person able to secure the full benefit of a project already completed; and/or
- The individual concerned is the only person able to attract specific and significant funding; and/or
- It would enable effective planning for departure and recruitment.
7.2.2 In all cases, an extension must not undermine the aims of the EJRA and must be aligned to the strategic aims of the relevant institution. Ordinarily, an extension should not deprive in a significant way other academics and researchers of access to either space or funding.
7.2.3 For the avoidance of doubt, staff on extensions should only carry out the work for which they were granted an extension and should not continue the duties of their vacated post.
7.3 The Retirements Committee
7.3.1 The Retirements Committee will meet on a quarterly basis to consider all cases for extensions of employment, although cases may be decided by Chair's action where an urgent decision is needed before the next meeting.
7.3.2 The Committee shall consist of:
- the Pro-Vice-Chancellor with responsibility for Human Resources, ex officio (Chair);
- two persons appointed by the University Council;
- one person appointed by the General Board;
- one Head of School appointed by the General Board;
- the Registrary ex officio (or a nominated Deputy); and
- the Academic Secretary ex officio
with the Director of Human Resources as Secretary
Members in classes (b) and (c) shall serve for three years from 1 January. The member in class (d) shall serve for three years, or as long as they remain Head of School, whichever is the shorter.
Members may be reappointed; normally no member shall serve for more than six consecutive years.
7.3.3 The annual timetable for the submission of applications to extend employment can be found below.
7.4 Appeal Procedure
7.4.1 Where an EJRA-applicable University officer is dissatisfied with the outcome of a request to continue their employment beyond the retirement age, they will have a right of appeal. Any appeal should be made in writing to the Director of Human Resources within 14 days of the outcome of the request being communicated to the employee and should set out the grounds of appeal.
7.4.2 Appeals will be heard by an Appeal Committee appointed by the Council consisting of a Chair and two University officers. The Appeal Committee will meet within 14 days of its establishment to hear the appeal, or as soon as is reasonably practicable. The appeal will be determined following an oral hearing attended by the appellant and the responsible person. The responsible person shall be the Head of Institution, Head of Division or their nominated deputy. The appellant and the responsible person will be entitled to make a statement and to address the Appeal Committee.
7.4.3 Following the hearing of the appeal, the Appeal Committee will consider the facts of the case and may allow or dismiss an appeal, in whole or in part. The decision of the Appeal Committee will be notified to the appellant in writing within seven days of the hearing.
7.4.4 The Appeal Committee may decide to vary the above procedure as it deems appropriate. The decision of the Committee will be final.
7.5 Reemployment of Retired Employees
7.5.1 EJRA-applicable University officers who have retired but are seeking re-employment in any capacity may be considered for vacancies in line with the University's usual recruitment processes, provided that:
- The post is advertised in line with the University's Recruitment Policy; and
- The post is an academic-related or assistant post.
Otherwise, they will remain in scope of the Retirement Policy and their re-employment will be subject to the same approvals process and criteria as a request to continue working beyond the retirement age.
7.5.2 Before considering a return to the University, the individual and/or the recruiting manager should consult the Pensions team to establish whether the individual's pension scheme permits re-employment. See 6.2 above.
[7] Please note that form RP2 part B will not be circulated to the Retirements Committee and will be used for local planning purposes only.
[8] The Curriculum Vitae should be a maximum two pages/four sides of A4 in length, including publications
Documentation
|
Document |
Purpose |
|
RP1 |
|
|
RP2A RP2B |
Request for EJRA-Applicable University Officer to Continue Working Beyond the Retirement Age |
|
RP3 |
Record Of Workplace Discussion Regarding Retirement Intentions |
|
RP4 |
|
|
FLEXAF |
Annual timetable for the submission of applications to extend employment
|
Date of Retirements Committee Meeting |
Deadline for application paperwork* to be received by Lead HR Business Partner, for circulation to the Retirements Committee |
|---|---|
| 12 September 2024 | 15 August 2024 |
| 14 November 2024 | 17 October 2024 |
| 19 February 2025 | 22 January 2025 |
| 29 May 2025 | 01 May 2025 |
| 17 September 2025 | 20 August 2025 |
* This should include the minutes of the School Level Committee. Please liaise with your Lead HR Business Partner as soon as possible for advice on timetables.
Note: the application packs submitted for circulation to the Retirements Committee must include the following documents:
- RP2A: Request for EJRA-Applicable University Officer to Continue Working Beyond the Retirement Age
- RP2B: Details of Funding
- Curriculum Vitae
- Minutes of the relevant body for example, the Needs Committee (or equivalent)
- RP4: Application For Flexible Retirement (where appropriate)