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Staff Handbook

Termination of Employment

RESIGNATION

Employees should submit resignations to the University in writing. Management personnel should provide thirty days notice, and all others two weeks.

Earned, unused vacation time plus prorated vacation between July 1 and the date of termination will be paid to all terminating employees (except for probationary non-exempt personnel). For purposes of figuring prorated vacation, the last date of employment will be issued on a separate check and will be available on the normal pay date the month following termination.

Employees who terminate their employment with the University will be required to furnish a doctor’s certificate for any personal leave taken during the last thirty days of employment.  If the doctor’s certificate does not accompany the absence report, personal leave time taken during this period will be deducted from the last month’s salary.

Employees, when terminating, would not be eligible for any holiday pay beyond the date of termination, even though accumulated vacation time might encompass the holiday.

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DISCHARGE

Employees may be terminated when it is determined that they are unsuited for University employment for repeated deliberate, or serious violation of work rules or any other recognized standard of good conduct. Reasons for discharge include, but are not limited to the following:

1. Theft or removal of any University property or materials when not authorized.
2. Appearance on the premises while possessing, using, or being under the influence of alcohol or drugs.
3. Insubordination.
4. Inability to perform assigned duties in a satisfactory manner.
5. Malicious damage to University property, tools, or equipment.
6. Immoral or indecent conduct.
7. Excessive absenteeism or tardiness.
8. Falsification of University records (time cards/sheets, travel reimbursement form, etc.).
9. Inability to get along with co-workers or harassing employees because of their race, creed, sex, color, religion, or national origin.
10. Leaving the premises without notifying your supervisor.
11. Fighting or other violent behavior.
12. Repeated failure to call in when absent.
13. Misuse of sick leave or personal business leave.
14. Commitment of acts on or off the job which would bring embarrassment or discredit to the University.
15. Improper use of position or authority for personal or profit or advantage.
16. Violations of established safety practices.
17. Abuse of time allotted for meals, rest periods, or coffee breaks.
18. Conflict of interest.

When possible, supervisors should consult with the Director of Human Resources prior to discharging any employee. If an employee is discharged (non- probationary only), the specific reasons leading to the discharge should be given to the employee, in writing, either during the termination interview or within one week, by mail.

Accumulated vacation time will be paid on the same basis as for an employee who is resigning.

Notice of anticipated dismissals should be brought to the attention of the Director of Human Resources.

The proper disciplinary procedures, prior to and including discharge are included in the section on “Conduct”.

Termination procedures will be considered final when the Personnel Action Form is signed by the President.

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LAY OFF

This situation can possibly result from a lack of work, budget restrictions, or reassignment of employee duties.

Should a lay off become necessary, the departmental supervisor will evaluate the affected employees individually in regards to quality of work, productivity, attendance, etc. Should all factors be relatively equal, the least senior employee will be laid off first, and additional lay offs shall be made in inverse order of length of service.

There will be no “bumping” privileges; however the University will make every reasonable effort to place qualified employees into any appropriate, available positions at the University.

Affected employees can expect a minimum of two weeks notice in advance of lay off.

Group insurance may be continued during lay off, in accordance with policy guidelines.

Whenever practical, persons on lay off status shall be recalled prior to hiring new personnel. The original date of hire will be retained if the employee is recalled within 6 months of the lay off date.

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PROCESSING PERSONNEL ACTION FORMS UPON TERMINATION

When completing the Personnel Action Form, the last day of employment should always include any accumulated and prorated vacation. The appropriate number of days may be obtained by contacting Human Resources and should be listed on the Personnel Action Form. Refer to the Administrative Procedures Manual for detailed information.

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RE-EMPLOYMENT

Previous employees with satisfactory work records are eligible for re-hire. An employee will not normally be re-hired if during his/her previous employment the employee was fired, quit without notice, or had an unsatisfactory work or attendance record. Individual cases will be determined by the appropriate supervisor and the Director of Human Resources.

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