Termination

This policy applies to: All staff. (Individuals represented by collective bargaining agreements receive benefits in accordance with those agreements.)

I. Policy

A staff member’s termination of employment with the University is primarily either 1) voluntary (when a staff member resigns) or 2) involuntary (when under appropriate circumstances, a staff member is discharged). Additional reasons are available in myURHR to further describe the reason for termination. Supervisory actions leading to termination  must be fairly and consistently administered. In general, staff who are involuntarily terminated for cause are not eligible for re-employment or for transfer to another position within the University. (See Guideline II. C.)

II. Guidelines

A. Voluntary Termination

Staff members who voluntarily terminate their employment are expected to provide notice to supervisors. At least two weeks is required for staff in nonexempt job classifications that are hourly paid, and at least one month’s notice is required for staff in professional, leadership or clinical career streams (in level C5 or above) including those hourly-paid.

1. A staff member who does not return to work following expiration of an unpaid leave of absence (LOA) will be terminated and the termination will be considered voluntary.
2. For purposes of this policy, retirement is a separate termination code.
3. The termination reason of “Other” may be used for the following cases: Terminations where the appointment term was established at the beginning of the appointment and has come to an end, the position was eliminated and layoff does not apply, the individual has reached the expiration of the layoff period, or the individual is ineligible for LTD after the short-term disability period is exhausted and they are not returning to work.
4. Vacation cannot be used to extend termination/resignation date. The employee’s last day worked is the date of termination.

B. Involuntary Termination (Discharge)

Discharge may result when attempts to correct a staff member’s misconduct have not been successful, or when misconduct is so serious that immediate termination is warranted. (See Policy #154, Corrective Discipline).

1. Termination may also be necessary when a staff member’s work performance is unsatisfactory despite training and counseling. If, under the circumstances, the staff member does not obtain a transfer to a position for which they would better qualify, termination will result. Notice of at least one pay period will be given to the employee, or pay in lieu of notice.
2. When termination due to misconduct or unsatisfactory performance is being considered, the Office of Human Resources must be consulted.
3. A staff member who is ineligible for Long-Term Disability (LTD) Plan benefits and who fails to return to work when sick leave entitlements expire will be terminated.

C. Ineligibility for Reemployment

A terminating staff member may be ineligible for reemployment within the University. Involuntary termination for misconduct would be a valid reason for such a determination.

III. Procedures

A. Departments must initiate termination procedures as soon as the termination date is known by initiating the termination business process in myURHR immediately upon notification of termination. To meet appropriate reporting requirements, the reason for termination must be noted. A copy of the resignation letter provided by the employee or a copy of the discharge letter should be attached in the myURHR system when the termination is processed.

B. Upon completion of the termination, a termination letter to the staff member outlining benefits changes will be issued (if eligible).

C. Supervisors and department heads are responsible for ensuring the return of any items which belong to the University, e.g., computers, phones, keys/fobs, charge cards, ID cards, tools, uniforms, parking permits, or other University equipment, and for ensuring that the staff member has notified University departments where the individual may have outstanding financial obligations. The department head is administratively responsible for ensuring the resolution of debts and obligations acquired through the department, e.g., travel accounts, rental fees, etc. Supervisors and department heads must also work with the appropriate University employees to secure the individual’s computer IDs and passwords, ensure removal of the individual’s access to all University systems and applications, and retrieve all other documentation containing confidential information (in hard copy, digital format, or otherwise) within the individual’s possession or control. Additionally, departments will be provided an automated message in myURHR with a termination checklist to assist with planning and monitoring of offboarding procedures.

See also:

• #154 Corrective Discipline
• #330 Holidays
• #354 Layoff and Recall
• #357 Leaves of Absence
• myURHR training materials