Termination of Employment - Staff Handbook

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Involuntary Termination

Resignation

Retirement

Exit Procedures

Resignation

Purpose

The purpose of the Resignation Policy is to outline the processes involved when staff members voluntarily leave employment at the University.

Nonexempt Staff Responsibilities

Nonexempt staff who wish to resign must provide written notification of resignation to their immediate supervisor, with copies to the department head and the director of human resources, no later than 15 days prior to the last day of employment, and excluding from the calculation of the 15 days any time taken off for holidays or vacation leave. For example, if an employee gives notice of his resignation on November 1, effective November 16, but takes vacation leave from November 5 - 14, the employee will not have satisfied the 15 day notice requirement. Failure to provide timely written notification will result in the loss of accrued vacation time.

Exempt Staff

Exempt staff who do not plan to continue their employment should provide their area manager written notification of resignation with copies to the area vice president and the director of human resources, no later than 30 days prior to the last day of employment, and excluding from the calculation of the 30 days any time taken off for holidays or vacation leave. For example, if an employee gives notice of his resignation on November 1, effective December 1, but takes vacation leave from November 5 - 14, the employee will not have satisfied the 30 day notice requirement. Failure to provide timely written notification will result in the loss of accrued vacation time.

Retirement

 Purpose

The purpose of this policy is to clarify the procedures, conditions, and University courtesies to retirees.

Definition of Retirement

Resignation from the University for any reason at age 59.5 or older.

Retiring Staff Responsibilities

A retiring staff member must provide written notification of the impending retirement to the immediate supervisor, with copies to the department head, the area vice president and the director of human resources, no later than 30 days prior to the last day of employment, not including accrued vacation. Note: A retiring vice president should submit the notice of retirement to the president and the director of human resources.

In order to expedite retirement benefits, the staff member should notify Diversified, TIAA/CREF or Fidelity six months prior to retirement in order to make arrangements for the payment of benefits.

University Services for Staff Retirees

Staff members who have been employed by the University for ten years or more, in regular full-time positions, and retire at age 62 or later, will have the following privileges extended to them as retirees:

1. Bookstore discount equivalent to that of regular full-time staff.
2. Library privileges equivalent to that of regular full-time staff.
3. Dining privileges equivalent to that of regular full-time staff.
4. Participation in social events equivalent to that of regular full-time staff.

For information regarding continuation of benefits available to retirees, please consult the Employee Benefits Book or contact the benefits manager in the Office of Human Resources at 281-2676.

Involuntary Termination

Purpose

The purpose of this policy is to describe the general procedure for involuntary termination, with or without cause.

Definition of Terms

Termination without cause
(1) The elimination of a position for either budgetary or operational reasons, or (2) for any other reason except termination for cause.

Termination for cause
The termination of employment for misconduct. The following is an illustrative but not inclusive list of misconduct: deviation from the University's lifestyle expectations; violation of the Sexual Harassment Policy; violation of the Nondiscrimination Policy; violation of the Alcohol, Tobacco, and Drug Use Policy; violation of the Computer Usage Policy; violation of any other handbook policy; and any other conduct detrimental to the University, or its reputation, or its operations or activities. Termination for cause may also include termination due to the employee's unwillingness or inability to adequately perform the employee's job duties, or for insubordination.

Procedures

Usual Notice for Termination Without Cause
Except in circumstances deemed extraordinary by the University, the University will generally give staff advance notice of termination without cause (other than temporary employees or short hour employees). Advance notice will range anywhere from 15 days to 90 days depending on the circumstances. Employees who have been notified of position elimination should plan to take any accrued vacation prior to their last day of employment unless other arrangements are approved by the department head.

Termination for cause
Termination for cause, as defined above, may occur at any time. In the case of termination for cause due to job performance, normally progressive discipline, as defined and implemented by the Disciplinary Action Policy, will have failed to bring about improvements in performance. However, the University is not obligated to follow any specified procedure and may terminate employment immediately for cause.

Exit Procedures

Exit Interview

All terminating employees (except for temporary employees) are required to arrange for an exit interview with the Office of Human Resources to receive information about continuation of benefits, to make arrangements for clearing any outstanding debts to the University, and to make arrangements for receiving the final paycheck. This meeting also provides the terminating employees with an opportunity to provide input regarding their employment experience at SPU. All University property (including keys) must be returned to the University prior to the exit interview.

See Computer and Information Services policy regarding Account and Resource Policies for more information.

Benefits

For information regarding continuation of benefits available to retirees, please consult the Employee Benefits Book or contact the benefits manager in the Office of Human Resources at 281-2676.