3.41 / Separation of Employment

  1. Purpose

    The purpose of this policy is to provide structure, consistency, and accountability for voluntary and involuntary separations of employment.

  2. Policy

    Employment with Wichita State University (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 cause, subject to applicable University policies or agreements.

  3. Definitions

    • At-Will Employment

      An employment relationship that allows either party (Employee or the University) to end employment, with or without cause or notice, at any time for any lawful reason, subject to applicable University policies or agreements.

    • 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 independent business.

    • Administrative 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, during an 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 implementation.

    • Involuntary Separation

      Separation initiated by Leadership to end the employment relationship with an Employee.

    • Leadership

      Includes individuals at the University who have Employees reporting to them or are Department Chairs/Directors.

    • 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 date

      Last day worked or in pay status.

    • Voluntary Separation

      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 properly notify Leadership.

  4. Procedures

    1. Voluntary Separation Procedures

      1. Employees, not serving in a Leadership role, should 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.

      2. The written notice should include the specific reason for separation and the last available day to work.

      3. Leadership accepts the notice, ensures the Employee understands employment expectations during the notice period, provides eligibility of rehire status, and processes the Employee separation.

      4. In situations in which the Employee is absent three (3) consecutive workdays without properly notifying Leadership, a voluntary separation notice is mailed certified mail to the Employee following the third day. Personal belongings will be retained for thirty (30) days, then inventoried and sent to the Employee address on file.
      5. The notice period is expected to be a working notice. Failure to work the entire notice period, without Leadership approval, is considered Voluntary Separation – Quit Without Notice.

      6. Employees may use accrued leave during the notice period with Leadership approval.

      7. The Separation Date may not be extended without Leadership approval.

      8. Leadership sends the original written notice of resignation to Human Resources which is retained in the employment file.

    2. Involuntary Separation Procedures

      1. Involuntary 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 action.

      2. If the situation warrants review or investigation, the Employee may be placed on Administrative Leave.

      3. Leadership makes 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.

      4. All Involuntary Separations are reviewed and approved by respective Senior Leadership.

      5. Leadership is responsible for preparing and/or reviewing Involuntary Separation Form with Human Resources prior to meeting with the Employee.

      6. Leadership schedules time to meet with the Employee to present and review the Involuntary Separation Form.

      7. Leadership makes arrangements with the Employee to retrieve any personal property at a time that is least disruptive to the department.

    3. Responsibilities

      1. Leadership

        1. Is knowledgeable of the policy and procedures.

        2. Complete and discuss appropriate documentation with the Employee.

        3. Contact the respective HR Business Partner to discuss rehire eligibility.
        4. Collect the Employee's University property appropriately. This includes, but is not limited to, the Employee's University ID, keys, and technology.

        5. Communicate with the separating Employee access to University email is disabled after their last day worked.

           

        6. Communicate with Employee that mail received at the University for the Employee will be forwarded to the Employee’s address on file for up to 30 days after separation. After that time, any mail received for the Employee at the University is returned to sender.

        7. Ensure timekeeping rules are applied accurately.

        8. Complete the appropriate paperwork and process for Separation of Employment and submit to Human Resources.

        9. Send department employee file and original Separation documents to Human Resources within five (5) University business days.

        10. Maintain confidentiality regarding separation.

        11. Participates in the unemployment claim process.

      2. Employee

        1. Is knowledgeable of the policy and procedures.

        2. Complete and discuss appropriate documentation with Leadership.

        3. Coordinate with Leadership to collect personal property and return University property.

        4. Within 30 days of separation, update sender of new personal mailing address for any mail that the Employee wishes to continue to receive.
        5. Report time worked accurately using the University timekeeping system.