Human Resources Policies

POLICY: Termination of Employment
Policy Number: HR-48
Effective Date: July 2002
Revisions: August 2004, October 2003, June 2002, July 2000
Responsible Officer: Associate Dean, Planning and Operations


PURPOSE:
This policy was established to provide guidelines regarding termination of employment from the College of Medicine.

I. POLICY:
The College of Medicine has established a process by which the employer-employee relationship is terminated and identifies the types of terminations and the consequences of each.

II. ELIGIBILITY:
This policy applies to all College of Medicine non-faculty employees.

III. DEFINITIONS:
Termination is the separation of the employee from his/her position with the employer. Voluntary Termination is a voluntary decision made by an employee to resign the employment of the organization. Involuntary Termination is a decision by the College of Medicine to terminate the employment of an employee. Layoff is defined as one type of involuntary separation from employment usually due to lack of work, lack of funds, reorganization, elimination of positions, reduction in force or grant expiration.

IV. GUIDELINES:
A. Generally, voluntary separations include adequate advance notice from the employee. An employee is expected to give as much advance notice as possible, but no less than two weeks. An employee should provide written notification to the supervisor/manager of the intention to resign from employment with the College of Medicine. An employee who fails to give the requested advance notice will forfeit payment of accrued, unused vacation payments and will not be eligible for rehire unless the supervisor/manager and the resigning employee mutually agree upon a lesser notice period. B. Generally, involuntary terminations include adequate warning; however, the College of Medicine reserves the right to bypass any notice or disciplinary steps as it deems necessary, depending on management's review of specific circumstances.

C. Employees who quit will be regarded as permanently separated from employment with the College of Medicine with no seniority or other rights. Should such separated employees be rehired, they will be reemployed as new employees, subject to the policy on Rehire/Reinstatement, HR-47. Note that the College does not re-employ anyone terminated for cause.

D. Termination may be immediate for gross misconduct.

E. Before an employee leaves employment, the supervisor completes a Compliance Review Exit Questionnaire.

F. The employee has an additional opportunity to provide feedback to the College about the employment experience by requesting an interview with a representative from Human Resources.

G. When a departing employee wishes to arrange for insurance continuation, the immediate supervisor will arrange for her/him to meet with a representative of the Human Resources benefits staff.

H. Nothing contained in this policy shall be construed to constitute a contract of employment, either expressed or implied, nor shall it be construed to modify the employment-at-will relationship that exists between Drexel College of Medicine and its employees.

I. All requests for references or reference checks must be referred to Human Resources. Information provided by Human Resources (or any other University unit), is restricted, as a matter of policy, to information about the position(s) held and dates of employment.

V. PROCEDURES:
A. Voluntary Terminations
1. Notice
a. An employee is expected to give as much advance notice as possible but no less than two weeks.
b. An employee should provide written notification to the supervisor/manager of the intention to resign from employment with the College of Medicine.
c. An employee who does not provide adequate notice will forfeit payment of accrued, unused vacation days and will not be eligible for rehire unless the supervisor/manager and the resigning employee mutually agree upon a lesser notice period.
d. The employee must work the entire notice period unless the time off was requested and approved prior to the resignation.

2. Procedures
a. Before the employee leaves employment, the supervisor is responsible for completing the Employee Separation Checklist, attached to this policy, which requires collection of College of Medicine property, identification card, etc., and suggests other measures to ensure the protection of the College during the separation.
b. Before the employee leaves employment, the supervisor must complete the Compliance Review Exit Questionnaire. For all terminating College employees, the Human Resources Department will require the completed Compliance Review Exit Questionnaire to be submitted with the Personnel Action Form (PAF).
c. The supervisor conducting the termination meeting reminds the departing employee that: (1) all interactions with patients during employment are confidential and that this obligation does not expire at the end of employment; (2) all patient records, histories, etc. are the property of the Drexel University College of Medicine and must not be removed.
d. An employee may request a personal exit interview with the Department of Human Resources prior to leaving the College of Medicine.
e. The supervisor/manager is responsible for promptly completing a Personnel Action Form (PAF).
f. The Personnel Action Form (PAF) and resignation letter must be forwarded to the Department of Human Resources in the pay period in which the termination occurs.

B. Involuntary Terminations
1. Procedures:
a. The supervisor/manager must review an involuntary termination decision with the next level of management and the Department of Human Resources prior to the issuance of a decision.
b. The supervisor/manager is responsible for compiling complete and accurate documentation regarding the termination decision as outlined in the policy on Corrective Action.
c. The supervisor/manager is responsible for conducting the termination meeting and for documenting comments made by the employee during the meeting. The supervisor may request a representative from Human Resources to be present at the meeting.
d. The supervisor conducting the termination meeting reminds the departing employee that: (1) all interactions with patients during employment are confidential and that this obligation does not expire at the end of employment; (2) all patient records, histories, etc. are the property of the Drexel University College of Medicine and must not be removed.
e. Before the employee leaves employment, the supervisor is responsible for completing the Employee Separation Checklist, attached to this policy, which requires collection of College of Medicine property, identification card, etc., and suggests other measures to ensure the protection of the College during the separation.
f. Before the employee leaves employment, the supervisor must complete the Compliance Review Exit Questionnaire. For all terminating College employees, the Human Resources Department will require the completed Compliance Review Exit Questionnaire to be submitted with the PAF.
g. The supervisor/manager is responsible for ensuring that College of Medicine property, equipment and keys are collected prior to or on the employee's last day of work.
h. The supervisor/manager is responsible for promptly completing the personnel action forms and obtaining all necessary approvals and signatures.
i. The Personnel Action Form (PAF) must be forwarded to the Department of Human Resources in the pay period in which the termination occurs.

C. Benefits Information
1. Continuation of Health Insurance (COBRA)
Benefits information related to continuous coverage options for medical, dental, and vision benefits, conversion options for life and disability insurance and distributions from retirement account plans will be sent directly to the terminating employee's home address following the processing of the termination documents.
2. Sick Leave
Unused sick leave will not be paid upon separation from employment. However, employees retiring from the College of Medicine on or after age 65 will be paid for accumulated sick leave up to a maximum of 35 days.
3. Vacation Leave
Employees who provide at least the minimum notice of resignation and employees who are terminated involuntarily will be paid any accrued, unused vacation leave.

Additional Information: Inquiries regarding this policy can be directed to the Human Resources Department.