UCT Transition Planning Toolkit

Steps	Action Item	Responsibility	Further resources	Completed
1	The need for a transition plan is identified because: - A staff member has resigned or is moving to another position - A staff member is retiring - A position is identified as needing a succession management plan - A staff member is taking an extended leave of absence (e.g. sabbatical, maternity leave) - A staff member is about to exit from a rotational position - other	Incumbent/Line manager	Scarce or Critical Skills and Positions UCT Retirement Policy Retirement Planning
2	The line manager starts the transition plan by establishing a plan to gather information: - Retirement – at least one year in advance - Resignation and other movement - Consider notice periods and the incumbents last working day - Target position – at line discretion	Line manager
3	The current incumbent completes the UCT Transition Planning Questionnaire and shares this with the line manager, or the line manager uses the questionnaire as a guide for a discussion. They document information about the role as well as any pertinent observations, experiences and recommendations which will assist in the transition planning process.	Line manager/ Incumbent	UCT Transition Planning Questionnaire UCT Transition Planning Questionnaire Covering Explanatory Letter Template
4	The current incumbent and the line manager gather any other information that will be useful in the planning.	Line manager/ Incumbent
5	The line manager formulates a Transition Plan for the position either for immediate use, or the information is used for developmental training purposes for back-ups or succession nominees.	Line manager
6	The line manager commences a recruitment and selection process to refill the vacancy. Consider whether the vacancy will be filled immediately (permanently or temporarily) or whether it can be offered internally as a developmental opportunity (Secondment, Acting) for an internal staff member.	Line manager	Staff Recruitment Process Staff Recruitment Policies and Guidelines Temporary Recruitment for PASS Staff
7	Once the successor is identified, the line manager determines what onboarding, induction, orientation, training and development is needed, and adds this to the Transition Plan. Tip: Should there be a period of overlap of employment with the current incumbent and the new incumbent, prioritise opportunities for on-the job training or job shadowing for knowledge transfer especially for activities that cannot be documented.	Line manager	New Staff - Induction Checklist UCT Staff Learning Programme SuccessFactors HR210 Development Dialogue (Form)
8	The successor commences and the Transition Plan is implemented.