POLICY: TERMINATION OF EMPLOYMENT
POLICY NUMBER: HR-48
Effective Date: July 2002
Revisions: August 2004; October 2003; June 2002; July 2000
Responsible Officer: Senior Vice President of Human Resources and the Office of Equality, Disability, and Training.
EMPLOYEE TERMINATION CHECKLIST
PURPOSE:
This policy was established to provide guidelines regarding termination of
employment from Drexel University.
I. POLICY:
The University 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 University 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 University 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
University. 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
University 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 University 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 University
does not re-employ anyone terminated for cause.
D. Termination may be immediate for gross misconduct.
E. The employee has an opportunity to provide feedback to the University about the
employment experience by requesting an interview with a representative from
Human Resources.
F. 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.
G. 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 University and its
employees.
H. 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 University.
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 University property, identification
card, etc., and suggests other measures to ensure the protection of the
University during the separation.
b. An employee may request a personal exit interview with the Department of
Human Resources prior to leaving the University.
c. The supervisor/manager is responsible for promptly completing a
Personnel Action Form (PAF).
d. 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. Before the employee leaves employment, the supervisor is
responsible for completing the Employee Separation Checklist, attached
to this policy, which requires collection of University property, identification
card, etc., and suggests other measures to ensure the protection of the
University during the separation.
e. The supervisor/manager is responsible for promptly completing the
personnel action forms and obtaining all necessary approvals and
signatures.
f. 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 University 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.
