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Human Resource Management - Resignation/Termination Procedure


Policy and Procedure

Subject Area: Resignation/Termination
Policy Title: Resignation/Termination Procedure
Policy / Procedure No: HRM023
Responsible Office: Human Resource Management

PURPOSE: To define policy for resignation/termination of employment. SCOPE: All non grant-funded full and part-time benefits-eligible administrative/professional and support staff. POLICY: Administrative/professional and support staff serve at the pleasure of the President. Appointments are made for a continuing term, assuming that University need and funding continues and that the employee's performance is satisfactory to the University.

PROCEDURE:

Voluntary Termination - Resignation
Employees who intend to resign voluntarily from their position should submit a letter of resignation to their supervisor or department head specifying the reason for resignation and the last day of work. It is expected that Office/Support employees give a minimum of two weeks notice, and Administrative/Professional employees give a minimum of one month notice. More advanced notice is expected for senior level positions.

Employees who intend to resign voluntarily from their position should submit a letter of resignation to their supervisor or department head specifying the reason for resignation and the last day of work. It is expected that Office/Support employees give a minimum of two weeks notice, and Administrative/Professional employees give a minimum of one month notice. More advanced notice is expected for senior level positions.

Upon receipt of the employee's resignation letter, the supervisor will record the required information on the HR/Payroll Action Form including unused, accrued vacation time, and immediately send both documents to HRM for processing for timely payment of unused accrued vacation time and termination from the University. The supervisor should also provide the employee with a copy of the Employment Separation Information which contains important information for the employee as they are departing from the University.

Involuntary Termination - Reduction in Force
An administrative/professional or support staff member will be given notice of a pending reduction in force, which will result in the person's termination from the University's employ.

In order to assist a staff member in securing other employment, he/she will be given notice equal to two weeks for each full year of continuing University service (since most recent hire date) up to a maximum of six months notice. The University may grant pay in lieu of notice or a combination of notice and pay in lieu of notice as circumstances dictate.

A staff member who has been given a notice of termination due to a reduction in force will be referred to HRM for assistance in seeking other suitable University openings for which he/she may qualify.

Employees in non-University funded positions (e.g., government grants and contracts) are not covered under these guidelines. Page 25

After the decision has been made to discontinue a position, the department staff, in collaboration with HRM, will prepare a letter(s) to notify the employee(s) of the action. The supervisor will complete the HR/Payroll Action Form, to include information of unused vacation time, pay granted by the University in lieu of notice and any additional conditions.

Involuntary Termination - Unsatisfactory Job Performance
Administrative/professional and support staff members who fail to meet expected standards of performance and do not respond to informal counseling should be formally notified by his/her supervisor of the areas of substandard performance via the performance appraisal process and/or other written communication. If performance continues at a substandard level, additional communications, warnings, and counseling should be provided by the supervisor and HRM should be consulted by the department.

If termination of employment is considered, the department head should consult with HRM to review the circumstances and make final arrangements.

After the decision has been made to terminate an employee, the supervisor -- in consultation with HRM -- will prepare a letter of termination and complete the HR/Payroll Action Form for processing, including unused, accrued vacation time for timely payment of unused accrued vacation time and termination from the University.

Involuntary Termination - Misconduct
Gross personal misconduct, gross neglect of duty or other malfeasances may result in termination without prior warning.

In such cases, the department head must consult with the appropriate Vice President and HRM to outline a specific course of action.

After the decision has been made to terminate an employee, the supervisor -- in consultation with HRM -- will prepare a letter of termination and complete the HR/Payroll Action Form for processing, including unused, accrued vacation time and forward to HRM timely payment of unused accrued vacation time and termination from the University.