Current through all regulations passed and filed through September 16, 2024
(A)
Policy statement.
It is the policy of the university to obtain a written resignation from all
employees who are voluntarily terminating their employment with the
university.
(B)
Scope. This policy applies to all full-time, part-time,
and term employees who are voluntarily resigning from employment for any
reason, including but not limited to retirement. This policy does not apply to
student employees.
(C)
Parameters.
(1)
A two-week written notice of resignation is standard
and will be provided by the resigning employee to their supervisor. Longer or
shorter notice periods may be appropriate for key positions; therefore,
alternative notice arrangements may be arranged with the employee, unit, and
human resources.
(2)
Any supervisor/manager or representative of the office
of human resources may accept an employee's notice of resignation by confirming
its receipt in writing. The notice of resignation, along with the written
confirmation of receipt, will be forwarded to the executive officer of the
division and to the office human resources.
(3)
The university
may, at its sole discretion, accept or reject an employee's request to rescind
or modify a resignation.
(4)
The chief human resources officer is authorized to
develop additional procedures necessary for the implementation of this
policy.
(5)
Employees must return all university property and
provide their current university computer system password on or before the last
work day at a time determined by management.
(D)
Procedures.
Additional information regarding separation/transfer of employment is available
on the human resources "Separation/Transfer of Employment" webpage.
(1)
In advance of
formally submitting a letter of resignation, it is advised that employees
discuss their intent with their immediate supervisor.
(2)
Employees shall
provide a formal letter of resignation to their supervisor, with copies to the
provost or appropriate vice president and the office of human
resources.
(3)
In those instances where the employee provides a verbal
notice of intent to resign to the supervisor, the supervisor will provide a
written confirmation of the resignation to the employee and forward a copy of
the confirmation to the executive officer and the office of human
resources.
(4)
A supervisor may, after consultation with the office of
human resources, designate an earlier final date of employment.
(5)
Upon receipt of
the letter of resignation for confirmation of a verbal notice of intent to
resign, the office of human resources will notify the appropriate department,
units, and offices of the impending separation.
(6)
The office of
human resources will authorize any applicable final payments. Normally, the
final payroll check will be released within thirty days of the date of
separation pending audits and the clearance of all applicable offices and the
return of all university property.
(7)
The resigning
employee's supervisor will complete the "Exit Separation/Transfer Checklist"
and will secure all university property available to the employee (e.g., keys,
tools, identification card, parking permit, computer password) prior to the
date of separation.
(E)
Exit interview.
As part of the resignation process, supervisors should ask employees to
voluntarily complete an online exit survey before leaving the university. When
appropriate, the information may be maintained as confidential. The university
will use the information provided by the employee in the aggregate to determine
employment trends and identify problem areas. In the alternative, an employee
may complete a printable version of the exit survey and submit it to human
resources or to their supervisor who will forward the form to human
resources.
Replaces: 3356-7-38
