Executive Council

Authorizes Release:

Vice President for Administration and Finance

Responsible Area:

Personnel Manual

Review Cycle:

Annually or as required

Last Review:

August 2021

Related Policies and Additional References:


At times, it may be necessary to sever the employment relationship. Categories of separation and the policies and procedures related to each are set forth below.

Resignation: An action by which an employee voluntarily seeks to be released from the University. Because of the potential hardship that is often caused by untimely resignation, it is requested that all employees provide the earliest possible written notice of a request to resign. All resignations are subject to approval by the University. The employee is expected to give notice, as a courtesy to the University, to his/her supervisor, area vice president or president, and the Director of Human Resources not later than 20 working days for an exempt employee or 10 working days for a non-exempt employee prior to his/her last day of employment.

Exiting employees providing notice as requested above are eligible for a payout of their pro­rated vacation leave.

Employees who have provided the requested notice to the University may use previously scheduled vacation and or personal leave during the notice period if approved.

Sick leave is not a paid-out benefit; therefore, leave time cannot be used in exchange for notice period time when an employee is resigning from the University. Should an employee get sick or be injured during the notice period, a doctor’s note will be required to use sick leave if the employee is not already on approved short-term disability leave.

Employees must work their last day of employment per their letter of resignation to receive a payout of their prorated vacation leave. If circumstances change during the notice period and the employee does not work their last day, prorated vacation time will be applied for days not worked during the notice period only, unless those days are covered by sick leave as discussed above. If there is no vacation time available, non-exempt employees’ time off will be without pay, and for exempt employees, all days not worked during the employee’s final week of employment will be without pay.

Reduction in Force: A University action taken when necessary due to the elimination of programs, decline in enrollment or financial emergency, reduction in services, reorganization, or other reasons. The University values the stability of its workforce, and it is policy that necessary reductions be accomplished through attrition, transfer, or reassignment of employees whenever practical in the judgment of the University.

Dismissal: Employees of the University are hired for an indefinite period of time and are “at-will” employees. This means that either the employee or the University is free to terminate the employment relationship at-will, for any reason or no reason, with or without notice.

Non-Renewal of Contract (See Faculty Handbook)

Progressive Discipline

Disciplinary actions should, in normal circumstances, be preceded by a written admonition by the appropriate supervisor describing the alleged problem and warning that the employee’s status is in jeopardy. The warning must also stipulate a period of time within which correction of the alleged problem is expected. If the employee does not contest the admonition and corrects the problem, the

matter is settled. If the employee fails to correct the problem, appropriate disciplinary actions may be taken, up to and including dismissal. Disciplinary actions taken are grievable through the procedures in Section 9.0 Grievance Procedures. The University recognizes that certain types of employee problems are serious enough to justify immediate dismissal from employment, without going through the progressive discipline steps. Furthermore, nothing in this policy affects the University’s right to dismiss an at-will employee for any reason or no reason.

Exit Interview

In the event an employee retires or leaves the employment of the University, the employee will schedule an “exit interview” with the Director of Human Resources so that all matters pertaining to retirement, insurance, health benefits, and monetary concerns can be handled in an orderly manner.

Professional References Release

The Office of Human Resources will require written authorization for any larger disclosure of information for reference purposes should they be requested in connection to former employees. We encourage all employees to complete this form at the time of separation to avoid future delays in the release of this information. If this authorization is not completed at the time of separation then it can be complete at a future date if desired. If no written authorization is on file for a former or current employee, then the Office of Human Resources will provide a neutral reference that only details the employee’s job title, dates of employment and salary confirmation.

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