Termination of Employment

Policy no. II-12
Effective Date: 01/01/2008 
Scope: executive staff, senior staff, and staff employees
Exclusions: temporary employees


"Inactive status" refers to the twelve (12)-month period following an employee’s lay-off during which time the employee is available for interviews and to return to work.

"COBRA" refers to the Consolidated Omnibus Budget Reconciliation Act of 1986 which requires that the university offer employees and their families a temporary extension of health coverage in certain instances where their coverage would otherwise end.

"Lay off" refers to the necessity of eliminating position(s) due to changes out of the employee's control such as lack of funding, lack of work, or reorganization. Term employees are not eligible for layoff status.

“Severance” refers to pay for a specific period beyond the last date of employment.

Policy Statement

The university recognizes two types of termination - voluntary and involuntary - as follows:

Voluntary Termination

Involuntary Termination

1)  Resignation

1)  Lay off

2)  Retirement

2)  Termination for cause

3)  Failure to report to work for three
consecutive days without notice

3)  Death

4)  Failure to return from leave within the time allowed by the policy for Absence and Leaves for Personal Medical, Family Medical, and Parenting Reasons Under the Family and Medical Leave Act (IV-8) or policy for Other Leaves (IV-11).

4)  End of the inactive status period

5)  Declining an offer of employment while on inactive status.


6)  Completion of written notification of term of employment.


To separate in good standing, an employee must give a minimum of two weeks notice of resignation to their supervisors.  The employee’s notice of resignation must be confirmed in writing, either by the employee or the supervisor.  Staff members who give insufficient notice are not eligible for re-employment.

The final pay for a terminated employee will be in the form of a check and will include the following:  unpaid work time, overtime due, and the balance of unused vacation days. Deductions from the final check will be made for benefit contributions, docked time, outstanding expenses, fines, and for university property not returned.  The final paycheck will be issued no later than the next normal pay period.  In the event of a death, the final paycheck will be paid to the estate of the employee.

Employees who are terminating their employment will be notified in writing of their benefit enrollment and conversion options.  All eligible employees will have the option under COBRA to elect to continue their health care coverage to be paid at the employee's expense but handled administratively through the university's group plan.

All employee separations will be handled in a professional manner.  When an employee is retiring after lengthy and dedicated service, the university school or department is encouraged to observe the retirement in an appropriate manner.

The opinions of departing employees are helpful to the university's continuous attempt to improve.  Every departing employee is encouraged to contact the Employee Relations Office in Human Resources to request a confidential in-person exit interview.  If an in-person exit interview is not conducted, the Employee Relations Office will send an Exit Interview Survey to departing staff employees for their voluntary completion and return.

Policy Administration: Supervisor, Employee Relations Office, Compensation Office, Records Office, Benefits Office, and Employment Office.

References: For student employees, see Employment Handbook for Students; Termination of Employment Procedure (II-12a).