Separation

3.16  SEPARATION

In order to insure the proper completion of all paperwork and the return of University property, the following exit procedures must be completed by each employee leaving the employment of the University.  In addition to the required procedures outlined below, each employee is encouraged to have an exit interview with HRO.  The exit interview is voluntary and provides for the exchange of information and/or suggestions, which are of benefit to both the employee and the University.  Questions regarding this policy should be directed to the HRO.

3.16.1  Faculty Exit Procedures    Upon resignation, non-renewal of contract, or dismissal, the department chair will refer the faculty member to these exit procedures and then notify the HRO: submit all final grades to the Office of the Registrar, return all library books and/or pay all library fines, and turn in all University-owned property (e.g., keys, equipment, ID card) to the HRO.

3.16.1.1  Tasks Required of Full-time Faculty Prior to Leaving the University    Prior to the effective date of separation, the exit procedures must be completed by the faculty member, whereupon the exit HRO will release the final paycheck(s).

3.16.1.2  Tasks Required of Full-time Faculty Upon Retirement    Prior to the effective date of retirement, the exit procedures must be completed by the faculty member, whereupon the HRO will release the final paycheck(s) and issue a courtesy ID card and parking decal.

3.16.1.3  Part-time Faculty Exit Procedures    The department chair will provide the faculty member with a copy of the exit procedures and then notify the HRO.  Prior to the effective date of separation, the exit procedures must be completed by the faculty member, whereupon the HRO will release the final paycheck(s).

3.16.2  Resignation   A faculty member who intends to resign his or her faculty appointment should meet with the department chair or the dean and make those intentions known, as early as possible before the effective date of the resignation.  After that meeting, the resignation itself is accomplished by means of a letter addressed to the dean, with copies sent to the department chair and the Provost. The letter should briefly state the reason for the resignation and identify the date upon which it will be effective.

3.16.2.1  Notice of Resignation    There is no set policy concerning a faculty member’s obligation to give notification of his or her intention to resign.  The following AAUP statement (1961, revised 1990) given in American Association of University Professors Policy Documents and Reports is, however, offered as a guide:

1.  Negotiations looking to the possible appointment for the following fall of persons who are already faculty members of other institutions, in active service or on leave of absence and not on terminal appointment, should be begun and completed as early as possible in the academic year.  It is desirable that, when feasible, the faculty member who has been approached with regard to another position inform the appropriate officers of his or her institution when such negotiations are in progress.  The conclusion of a binding agreement for the faculty member to accept an appointment elsewhere should always be followed by prompt notice to the faculty member’s institution.

2.  A faculty member should not resign in order to accept other employment as of the end of the academic year, later than May 15 or 30 days after receiving notification of the terms of his continued employment the following year, whichever date occurs later.  It is recognized, however, that this obligation will be in effect only if institutions generally observe the time factor set forth in the following paragraph for new offers.  It is also recognized that emergencies will occur.  In such an emergency the faculty member may ask the appropriate officials of the institution to waive this requirement, but the faculty member should conform to their decision.

3.  To permit a faculty member to give due consideration and timely notice to his or her institution in the circumstances defined in paragraph 1 of these standards, an offer of appointment for the following fall at another institution should not be made after May 1.  The offer should be a “firm” one, not subject to contingencies.

4.  Institutions deprived of the services of faculty members too late in the academic year to permit their replacement by securing the members of other faculties in conformity to these standards, and institutions otherwise prevented from taking timely action to recruit from other faculties, should accept the necessity of making temporary arrangements or obtaining personnel from other sources, including new entrants to the academic profession and faculty personnel who have retired.

5.  Except by agreement with their institution, faculty members should not leave or be solicited to leave his position during an academic year for which they hold an appointment.

3.16.3  Retirement   The University has no mandatory retirement policy.  Retirement benefits vary depending upon retirement age, years of service, and payment options.  Information regarding retirement options and benefits is available in the Human Resources Office.

3.16.3.1  Notice of Retirement    A faculty member who intends to retire should state that intention at least ninety calendar days prior to the planned date of retirement.  The letter stating the intent to retire should be addressed to the dean, with copies sent to the department chair and the Provost, and should identify the date upon which the retirement will be effective.  Faculty are advised to consult with the Human Resources Office prior to writing the retirement letter.

3.16.3.2  Eligibility to Continue Teaching After Retirement    Faculty members who retire may continue to teach on a part-time, temporary basis while still drawing retirement benefits.  However, certain benefit restrictions apply.  Faculty members who are considering part-time, temporary teaching after retirement should contact the dean for additional information about the required “break in service” period that must be observed before returning to teach in apart-time capacity.