Separation from Employment (Resignation/Termination)

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TOPIC: Separation from Employment (Resignation/Termination)
EFFECTIVE DATE: 1 November 2000
UPDATED:
 30 May 2008
Approved By: B. Reissenweber, VP for Finance
Policy Number: 208

POLICY

Aurora University seeks to assure smooth and timely processing of an employee's final pay, and to obtain information regarding the reasons for voluntary turnover.

DEFINITIONS

  1. Resignation is defined as a voluntary separation including:
    1. Resignation of employment with or without notice.
    2. An absence of three or more consecutive working days without notification to the supervisor.
    3. Failure to return from leave of absence as arranged with the university.

  2. Retirement: A voluntary separation which usually occurs when the employee becomes eligible for Social Security or retirement plan payments.

  4. Reduction in Force: An involuntary separation due to economic conditions, program changes, or other unforeseen circumstances.

  6. Discharge: A separation in which the employee is removed from the payroll for violation of established standards of conduct or safety regulations, unsatisfactory job performance, or any other reason deemed by the university to warrant discharge.

NOTIFICATION REQUIREMENTS

Resignation (voluntary): Employees are requested to provide advance written notice to their supervisor of an employee's intent to resign. The following guidelines are suggested:

  1. Supervisory/managerial employees are requested to give at least four weeks notice.
  2. Faculty employees are requested to give at least one term notice.
  3. Non-Exempt (clerical and service) employees are requested to give at least two weeks notice.

Termination (involuntary): There are no requirements for advance notice to employees. Supervisors must send recommendations for termination to Human Resources for review and approval. These recommendations must include supporting documentation such as performance appraisals or disciplinary reports. All employer-initiated terminations must be approved in advance by Human Resources and the appropriate senior management official prior to action.

EXIT INTERVIEWS

All terminating employees, whether voluntary or involuntary, are required to attend an exit interview with Human Resources prior to or on the employee's last day of work. The purpose of this interview is to

  1. Review eligibility for benefit continuation or conversion;
  2. Ensure all necessary forms are completed;
  3. Collect university property in the employee's possession (if not already done); and
  4. Discuss the employee’s job-related experiences.

BENEFIT ELIGIBILITY

Employees separating from employment are eligible for the following:

  1. Accrued unused vacation based on the most current policy.
  2. COBRA - Continuation of health, dental and flexible benefits in which the employee is currently enrolled.
  3. Conversion of group life insurance.

Questions regarding this policy should be referred to Human Resources.