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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 Student Life & Administrative Services and the Office of Equality, Disability, and Training

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

  1. 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.
  2. Generally, involuntary terminations include adequate warning; however, the University reserves the right to bypass any notice or steps as outlined in the Performance Improvement policy as it deems necessary, depending on management's review of specific circumstances.
  3. 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.
  4. Termination may be immediate for gross misconduct.
  5. 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.
  6. 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.
  7. 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.
  8. 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

  1. Voluntary Terminations
    1. Notice
      1. An employee is expected to give as much advance notice as possible but no less than two weeks.
      2. An employee should provide written notification to the supervisor/manager of the intention to resign from employment with the University.
      3. 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.
      4. The employee must work the entire notice period unless the time off was requested and approved prior to the resignation.
    2. Procedures
      1. Before the employee leaves employment, the supervisor is responsible for completing the [PDF]Employee Separation Checklist , which requires collection of University property, identification card, etc., and suggests other measures to ensure the protection of the University during the separation.
      2. An employee may request a personal exit interview with the Department of Human Resources prior to leaving the University.
      3. The supervisor/manager is responsible for promptly completing a Personnel Action Form (PAF).
      4. 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.
  2. Involuntary Terminations
    1. Procedures
      1. 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.
      2. The supervisor/manager is responsible for compiling complete and accurate documentation regarding the termination decision as outlined in the Performance Improvement Policy.
      3. 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.
      4. 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.
      5. The supervisor/manager is responsible for promptly completing the personnel action forms and obtaining all necessary approvals and signatures.
      6. The Personnel Action Form (PAF) must be forwarded to the Department of Human Resources in the pay period in which the termination occurs.
  3. Benefits Information
    1. Health benefits continue to the end of the month in which you terminate.
    2. Continuation of Health Insurance (COBRA) Benefits information related to continuous coverage options for medical, dental, and vision benefits, conversion forms for life and long-term disability are available on the Benefits FAQ page.
    3. 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.
    4. 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.

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