3.41 / Separation of Employment
The purpose of
this policy is to provide structure, consistency, and accountability for
voluntary and involuntary separations of employment.
the University is on an “At-Will” basis. This
means that either the employee or the University may end the employment
relationship at any time for any lawful reason, with or without notice or
An employment relationship that allows either party (Employee or
University) to end employment, with or without cause or notice, at any
time for any lawful reason.
Employee - An individual who, when hired,
provides services on a regular basis in exchange for compensation,
receives a W-2, and who does not provide these services as a part of an
Leave - A leave
that temporarily removes an employee from the University when deemed to be in the best interest of the University.
Examples include, but are not limited to, when an employee is
involved, as a complainant, as a respondent, other interested person,
internal review or investigation of alleged behavior and/or action
that may violate University policy, procedures, applicable laws and/or
employment expectations. Typically,
Administrative Leave will be paid with benefits, however, there may be
situations on a case-by-case basis when the leave is unpaid. In those
situations, the employee will be informed of the reason for the
determination and provided the opportunity to be heard prior to
Involuntary Separation -
Separation initiated by Leadership to end the employment relationship with
purposes of this policy, Leadership includes individuals at the University
who have Employees reporting to them, or Department Chairs/Directors.
- For purposes of this policy, Senior Leadership includes individuals at
the University who have Employees reporting to them, are in a position at
the Director/Department Chair level and above, and are in
the chain of command of the Employee separating from the University.
Separation initiated by the Employee to end the employment relationship
with the University, or when an Employee is absent from work for three (3)
consecutive workdays and fails to obtain permission from Leadership.
Voluntary Separation Procedures:
Involuntary Separation Procedures:
not serving in a Leadership role, are required to provide a two (2)
week written notice of resignation to the Employee’s Leadership. Employees, serving in a Leadership
role, may be required to provide a four (4) week written notice of
resignation to the Employee’s direct Leadership. Those
not providing the required written notice are considered a Voluntary
Separation – Quit Without Notice.
written notice should include the specific reason for separation and
the last available day to work.
accepts the notice, ensures the Employee understands employment
expectations during the notice period, provides eligibility of rehire
status, and processes the Employee separation.
notice period is expected to be a working notice.
Failure to work the entire notice period is considered
Voluntary Separation – Quit Without Notice.
may use accrued leave during the notice period with Leadership
- Time off may not be used to extend the
- Leadership reviews Voluntary
Separation Form with the employee.
sends the original written notice of resignation to Human Resources
which is retained in the official personnel file.
Separation may occur at any time and may result from a first time
action or violation, or as a result of ongoing coaching or corrective
the situation warrants review or investigation, the Employee may be
placed on Administrative Leave.
the determination to end the employment relationship in consultation
with Human Resources and other parties as needed.
Human Resources reviews all documentation and records
pertaining to the situation.
Involuntary Separations are reviewed and approved by respective Senior
responsible for preparing and/or reviewing Involuntary
Separation Form with Human Resources prior to meeting
with the employee.
schedules time to meet with the Employee to present and review the
Involuntary Separation Form.
arrangements with the Employee to retrieve any personal property at a
time that is least disruptive to the department.
knowledgeable of the policy and procedures.
and discuss appropriate documentation with the Employee.
and return the Employee's University property appropriately. This
includes, but is not limited to, the Employee’s University ID, keys,
timekeeping rules are applied accurately.
the appropriate paperwork for Separation of Employment and submit to
file and original documents to Human Resources within five (5)
University business days.
in the unemployment claim process.
knowledgeable of the policy and procedures.
and discuss appropriate documentation with Leadership.
with Leadership to collect personal property and return University
time worked accurately using the University timekeeping system.
February 23, 2018