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					      Service Recognition Programs:

-   Service Medallions (25 years)
-   Retirement Certificates
-   Retirement with 30+ years




      Guidelines & Application Forms
                 Last Major Update – June 2006
Service Recognition Programs:                                                               Guidelines & Application Forms



OVERVIEW

The Queensland Department of Education values the commitment and achievements of all teaching and non-teaching
employees.
The department‟s Rewards and Recognition program recognises long and valued service within the department – as
administered by the Director-General of Education and the Arts - and comprises awards across four categories.
    A Service Medallion recognises teaching and non-teaching employees‟ valuable contributions to the Department of
     Education over a period of 25 years or more.
     Employees who have attained a total of 25 years or more service with the Queensland Department of Education are
     eligible to receive a boxed service medallion. Each year senior officers (or their nominees) are notified of staff
     members within their location who have or will complete their 25th year of service with the department during that
     calendar year.
     Special recognition beyond 25 years is not made until retirement.
     Although it was hoped to present all eligible employees with service exceeding 25 years with a service medallion up
     until 2008, after which time medallions would be available only at - and for - 25 years of service, a significant
     number of officers with service currently exceeding 25 years have indicated a desire to receive their medallion upon
     retirement.
    Retirement Certificates acknowledging departmental employees retiring at age 55 - or earlier for health reasons -
     are available on application.
    A retirement letter of appreciation and small corporate gift from the Director-General is also available to those
     employees who retire having contributed 30 years or more service within the Department.
    Teacher Excellence Career Milestones recognise teaching service by full-time and part-time teachers at key
     milestones in their career. Awards are presented once annually - during the week of World Teachers’ Day (last
     Friday of October annually in Queensland) to teachers who complete their 5th, 10th or 20th year of teaching service
     during that calendar year. Recipients will receive a lapel pin and a Milestone certificate.



SERVICE RECOGNITION PROGRAMS
While it is acknowledged that employees should not have to ask for recognition, current departmental human resource
system capabilities do not provide for automatic notification. Until the system is able to provide automatic alerts it will
be necessary to submit written applications via principals/directors etc. Downloads from the HR system will be
completed each January and sent to regional offices to help identify potential recipients during that year. This will
provide some attempt at automatic identification.


SERVICE MEDALLIONS (25 YEARS)
Service Medallions are available for presentation to those staff achieving a total of 25 years or more service during the
current calendar year.
Eligibility Criteria – Service Medallions
1.    All Department of Education employees can qualify for medallion consideration.
2.    Only one service medallion will be presented during an officer‟s employment with the department.
3.    Employees who have previously been presented with a 25 year certificate when 25 year medallions did not exist
      are eligible to receive one medallion. Certificates are no longer presented.
4.    Employment must be in education institutions/units directly administered by the Director-General of Education
      and the Arts.
5.    Permanent or temporary service with the Department of Education is to be counted for service medallion
      purposes. Public servants, teachers and school cleaning personnel who have been employed with the Department
      of Public Works and Housing or with the Endeavour Foundation are also eligible for this award.
6.    For teacher aides initially employed on a long-term casual basis, this period of casual service prior to the
      introduction of temporary service can be counted towards total service, provided there has not been a break of
      more than three months between engagements.


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Service Recognition Programs:                                                                Guidelines & Application Forms

7.    Part-time employment should be recognised on a calendar year basis regardless of what the full-time equivalent
      service might be.
8.    Supply teaching and other casual engagements from time to time will not be counted as service for service
      medallion purposes unless otherwise indicated in these guidelines.
9.    Scholarship years for teachers will be a consideration in establishing total service within the Department of
      Education.
10. Total service - and not continuous service - is the basis for this award. Breaks in service due to resignation or
    periods of Leave Without Pay that exceed three months are to be excluded for the purpose of calculating
    recognition of service, which should align closely with eligibility for long service leave.
11. Extended periods of Special Leave Without Pay may be recognised if leave was granted for family or other
    compassionate purposes up to one year.
12. Applicants/nominees cannot be awarded a medallion if disciplinary action is pending.
How to apply for Service Medallions
13. Forms exist for schools/regional use and also for central office use.
14. Completed applications must be submitted through the relevant regional office or central office directors and must
    be endorsed by the officer's manager/principal who has ensured the employee is willing to accept the service
    medallion. (Some people have indicated they do not want a service medallion or they wish to await retirement.)
15. Regional offices are required to check and confirm the length of departmental service (not government service)
    and must also verify that disciplinary action is not pending or unresolved. Check boxes and provision for
    signatures verifying completion of these requirements are included on the application forms.
16. Application forms for central office employees must be forwarded to the Professional Development Branch where
    arrangements will be made to check service durations and unresolved or pending disciplinary action status.
17. In verifying the above records, it may be necessary to check the officer‟s hard-copy file for some of this
    information and this is best completed where access to those files is more readily available.
18. Once forms have been completed in full, including at least the service checks and RED/EDS/Director signatures,
    they should be faxed to the Professional Development Branch, preferably with at least four weeks for processing
    and despatch to the nominated address (usually the requesting location). This will also allow sufficient time to
    have the medallion engraved prior to presentation.
Engraving
19. The requesting location is responsible for the engraving of all medallions.
20. There is provision to engrave the recipient‟s (preferred) name and the number of years‟ service on the medallion.
21. At present it is not limited to engraving “25 years” only - the actual number of „whole‟ years can be engraved.
    However it should not be with a figure of less than 25 years.
22. It is suggested as a general rule of thumb (but is not mandatory) that if the medallion is being presented at a time
    not associated with retirement and/or cessation of duty, medallions should be engraved with 25 years. If it is
    being presented at retirement or cessation of employment with the department – engrave the actual number of
    whole years.
23. The metal in the medallions can withstand hand engraving as well as higher heat with laser engraving. However
    the manufacturer suggests the best option is „spindle engraving‟ and „paint filling‟ for best results. (Paint filling is
    where the engraver brushes black paint over the engraving and wipes off the excess, giving a nice dark lettering.)
    Of course this adds to the cost.
Presentation timing
24. Where possible, it is encouraged that Service Medallions be awarded in October each year to align with World
    Teachers’ Day celebrations, especially for teacher recipients, and Teacher Aide’s Day celebrations each September
    for teacher aide recipients.
25. Flexibility is provided for presentations at other times during the year for special occasions such as school
    celebrations, State Education Week (May), transfer, resignation or retirement of an eligible recipient.
Record Management
26. Applications with missing information or signatures will be returned to the originating area for correction.




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Service Recognition Programs:                                                                  Guidelines & Application Forms

27. Professional Development Branch maintains a spreadsheet with details of who has been issued with a medallion
    and when.
28. Regions are required to update the HR Payroll system (currently TSS) via the XB2SCR or XZ0SCR screens to
    reflect that an employee has been issued a service medallion.


RETIREMENT CERTIFICATES AND RETIREMENT WITH 30+ YEARS
Employees are eligible to receive a retirement certificate acknowledging their contribution to the provision of an
education service through the department when formally retiring after reaching the age of 55.
Further, officers who retire from the department having contributed service of 30 years or more is eligible for a small
corporate gift and retirement letter of appreciation from the Director-General of Education and the Arts as well as a
retirement certificate.
This award recognises a 30 year or greater milestone of service for long-term employees, who retire from the
Department of Education. A corporate gift and retirement letter of appreciation, personally signed by the Director-
General, will be presented or forwarded to eligible employees upon retiring from the department.
Eligibility Criteria:
   Retirement Certificates
    1. Officers who resign or participate in a departmental Career Change program are ineligible for retirement
       certificates but are eligible for service medallions provided they meet the total service requirements.
    2. Departmental employees must have attained a minimum of 55 years of age - or taking retirement earlier than 55
       because of ill health.
    3. Where early retirement is necessary in special circumstances, eligibility will be considered on a case-by-case
       basis and must be declared on or attached to the request form.
   30 year corporate gift
    4. In addition to eligibility for a retirement certificate as outlined above, officers must have completed 30 years or
       more service with the department to be eligible for a corporate gift.
    5. Payroll Services, Human Resource Services Branch can generate a report (Crystal PAPR0004) that identifies
       employees of the Department of Education with service of 30 or more years. As this report identifies service
       undertaken in all Queensland government departments, further verification from employee‟s personnel file will
       be necessary to confirm total service with the Department of Education.
    6. Corporate gifts are not issued retrospectively. Retirement date must fall in/from November 2005 to be eligible
       for the gift.
How to apply:
   Retirement Certificates
    1. Complete a Retirement Certificate Request Form available from the website at
       http://education.qld.gov.au/community/awards/newprofessionalism/teachmil.html.
    2. It must be submitted through the Principal (if from a school) to the regional office.
    3. Regional offices will complete a service verification process - verifying eligibility, checking age, total service
       duration (ie 30+ years with the department), status of any disciplinary action and if ill health eligibility applies
       (refer to principles below). Once eligibility is confirmed, the checking officer ticks all the check boxes and signs
       in the Service Verification section provided on the form, thereby confirming eligibility.
    4. The following principles are to be a consideration during the service verification process:
     -    Total service - and not continuous service - is the basis for this award.
     -    Periods of Leave Without Pay - except for maternity or compassionate reasons - are excluded when
          calculating the period recognised as service.
     -    Where an officer has resigned and then resumed employment with the department within twelve months of
          the resignation date, the period of absence is not counted towards total service but the period of service prior
          to the resignation can be counted.
     -    Employment must be in education institutions/units directly administered by the Director-General of
          Education and the Arts.



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Service Recognition Programs:                                                                  Guidelines & Application Forms

     -    Scholarship years will be considered in establishing 30 years of service within the Department of Education.
     -    Permanent or temporary service with the Department of Education is counted for service duration purposes.
          Public servants, teachers and school cleaning personnel previously employed with the Department of Public
          Works and Housing or with the Endeavour Foundation are eligible for service recognition.
     -    Temporary service counts towards the 30 years provided there has not been a break of more than three months
          between engagements.
     -    For Teacher Aides initially employed on a long-term casual basis, this period of casual service prior to the
          introduction of temporary service can be counted towards total service, provided there has not been a break of
          more than three months between engagements.
     -    Part-time employment should be recognised on a calendar year basis regardless of what the full-time
          equivalent service might be.
     -    Supply teaching and other casual engagements will not be counted as service.
    5. Approval is required by RED/EDS/Director on the form.
    6. For Retirement Certificate requests - once the form is completed and signed as required, fax to Professional
       Development Branch on 3239 6536.
   For Corporate Gifts – in addition to Retirement Certificates:
    7. Where the service verification process has confirmed the officer has completed 30 years‟ or more service,
       regions or directorates (the requesting location) will be responsible for preparation of a Request for Retirement
       Certificate as well as a draft retirement letter of appreciation (see sample letter TRIM 06/56648), to be
       personally signed by the Director-General in addition to local arrangements for presentation of the award.
    8. The sample letter provides the Director-General‟s preferred wording in opening and closing paragraphs. The
       body of the letter is to be written by the Region/District/Unit to personalise the letter in relation to the officer‟s
       service history – sourced from personnel files, reflections from supervisors and colleagues etc.
    9. Save the letter in TRIM, using the following description when naming the document – Retirement Certificate –
       Firstname SURNAME – employee no. XXXXXXX.
    10. All letters for the signature of the Director-General of Education and the Arts must be submitted using TRIM.
    11. The draft letter should be forwarded through TRIM processes/officers to Senior Information Officer, ESU in
        central office.
    12. The TRIM NOTES must include the location to which the letter and gift are to be despatched from the Director-
        General‟s office after signature. In some cases this will be directly to the recipient, while in others it will be
        through a regional office or school at which a presentation ceremony may be being arranged.
    13. A minimum of four weeks is required from sending the draft letter to the ESU Correspondence Unit, where the
        draft will be proofed and amended as appropriate, printed onto letterhead and forwarded to the Director-General
        for signature. Once signed, the letter and gift will be despatched in accordance with the address nominated in the
        TRIM notes – which may or may not be to the address on the letter.
Presentation timing
   Retirement certificates can be presented at retirement, often at a celebration function at the school or the recipient‟s
    work location.
   If sufficient time has been allowed for the corporate gift and retirement letter of appreciation to arrive, these can also
    be presented at local celebrations if they have not been sent directly to the employee‟s home address.
Record Management
   TRIM notes will be updated at the point of despatch to reflect completion.
   An email from the Director-General‟s Executive Officer to the Project Officer, New Professionalism (Service
    Recognition) will confirm the despatch and enable update of the spreadsheet on which details of despatched
    medallions, certificates and gifts are maintained.
   Regions are responsible for updating the HR Payroll system (currently TSS) via the XB2SCR or XZ0SCR screens to
    reflect that an employee has been issued a retirement certificate, retirement letter of appreciation and a gift.
   Professional Development Branch will update central office records.




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Service Recognition Programs:                                             Guidelines & Application Forms


FURTHER INFORMATION
For further information about this and other categories contact:
        Project Officer – New Professionalism (Rewards and Recognition)
        Professional Development Branch
        Department of Education and the Arts
        PO Box 15033, Brisbane City East 4002
        Telephone: 3237 0698             Fax: 3239 6536
        Email: wendy.kirby@qed.qld.gov.au


ASSOCIATED DOCUMENTS:

Service Medallion request form – Regional/Schools
Service Medallion request form – Central Office
Retirement Certificate request form
Retirement letter of appreciation (TRIM 06/56648)
Teacher Excellence Career Milestones guidelines
Teacher Excellence Career Milestones application form




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