Current through all regulations passed and filed through March 18, 2024
(A) Policy statement
The university of Toledo recognizes that employees may separate
their employment with the university for various reasons. Any employee who
separates employment at the university is required to participate in the
separation process. The employee's department is responsible for initiating the
separation process.
(B)
Purpose of policy
The purpose is to set forth types and standards for non-faculty
separations from employment.
(C) Scope
This policy applies to all non-faculty employees and
non-student employees at the university.
(D) Reasons
Employees leave the university for various reasons that may be
either voluntary or involuntary.
(1)
Resignation
(2)
Retirement
(3) Contract
cancellation/funding ends
(4) Event
of an employee's death
(5) Position
abolishment or layoff
(6)
Disciplinary actions
(E)
Notice
(1) Voluntary resignation: university
non-faculty staff employees not under a contract may resign from employment at
any time by providing at minimum, a standard two-week written notification to
their immediate supervisor. Longer notice periods may be appropriate for key
positions (manager level and above should provide, at
minimum, a thirty day notice), and alternative notice arrangements may be
negotiated with the employee and their department.
(2) Voluntary retirement: staff employees who
elect to retire through a state retirement system ("OPERS", "STRS", etc.)
should provide their supervisor at minimum, a thirty-day notice of their intent
to retire.
(3) Involuntary due to
abolishment, layoff or disciplinary actions: actions should be coordinated with
the department's human resources ("HR") consultant.
(a) Classified employees may be involuntarily
removed from civil service positions for failure of good behavior or other
reasons articulated by state law. This includes disciplinary actions, upon
conviction of a felony, position abolishment or layoff due to lack of funds,
lack of work, or lack of continuing need for the position. The university will
provide classified employees a minimum of fourteen days written notice prior to
an abolishment or layoff. Any department that desires to remove, reduce,
suspend or lay off a staff employee or abolish a position should contact their
HR
consultant to assure that the proper regulations are followed.
(b) Unless an unclassified employee is
appointed pursuant to a contract stating a definite term of employment,
unclassified employees serve at the will of an appointing authority. The
university will provide unclassified employees ninety days written notice prior
to separation unless the termination is for cause. Terminations for cause are
immediate upon notification. Department should contact their
HR
consultant to assure that the proper regulations
are followed.
(c) The ninety-day
period for unclassified separations without cause commences on the day the
notice is personally delivered or when mailed to
the employee's last known address. This ninety-day period is a notice and will
not be construed as a severance pay benefit or a change in employment
conditions. Unclassified staff shall continue in their normally assigned
positions, subject to termination.
(d) Bargaining unit employees receive notice
as per their respective collective bargaining agreement.
(4)
Due to death: the department should immediately submit the on-line
separation information.
(5)
Involuntary due to contract cancellation or funding ends: the department should
contact their HR
immediately upon
confirmation that the funding will be ending.
(F) Ability to rescind a resignation.
(a) Classified civil service staff may
rescind a resignation through the effective date of resignation.
(b) Unclassified staff acceptance of the
withdrawal of a resignation is at the appointing authority's discretion.
Managers/supervisors should consult with their HR
consultant upon receiving a request to rescind a resignation.
(G) Effective date. When an
employee leaves the university for any reason, the effective date of the
separation is the last day worked. Employees may not use vacation or
compensatory time after the last day worked to extend their service. Employees
are expected to work through their notice period unless an alternative
arrangement has been made and approved by HR
. If an employee resigns while on a
leave of absence, reference rule
3364-25-123 of the
Administrative Code (leaves of absence other than FMLA and sick leave
accrual.
(H) Separation
submission. The department is responsible for immediately submitting the
on-line separation process for voluntary separations. HR
consultants will be responsible for initiating the
on-line separation process for involuntary separations.
(I) Returning university property. In all
instances it is incumbent upon employees to return all university property and
pay any outstanding debts prior to their departure. The following are examples
of such items but is not intended to be an all-inclusive list:
(1) ID card
(2) Keys/access card
(3) Library property/fines
(4) Files (physical or electronic)
(5) Office equipment or supplies
(6) Uniforms