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Separation from Employment Procedures

GUIDELINES 

Separation from Employment for Faculty/Staff members 

Date: September 2013
Contact: Human Resources, ext. 4181 

Purpose
The purpose of this policy is to define the exit interview process, required paperwork and notification to various university departments upon a faculty/staff member’s separation. 

Policy
Supervisors/Department Heads will complete the Personnel Action Sheet (found on HR page of the website under “Helpful Forms”) and send it to the Office of Human Resources as soon as he/she knows that a faculty/staff member will be leaving the university. All appropriate departments will be notified and the necessary steps will be taken to complete the separation process in a timely, efficient and professional manner. The Office of Human Resources will make itself available to conduct an exit interview (generally on the last day of work) at the request of the exiting employee to collect all relevant university owned equipment, keys, etc., answer questions about benefits and final paychecks, and to give the separating faculty/staff member the opportunity to share information about their university experience. This information will be used to help make improvements to ongoing programs and support.  

On-Line Exit Interview Survey
In lieu of a formal exit interview meeting, an exiting employee is encouraged to make arrangements with their immediate supervisor for return of University property and to address any questions regarding benefits, etc., to the HR Office via phone or email (HR@depauw.edu).  All exiting employees are strongly encouraged to fill out the Employee Exit Survey which can be found at the link on the main Office of Human Resources page: http://www.depauw.edu/offices/human-resources/ 

Expectations of the Separating Faculty/Staff Member

  1. Expected Notice:
    1. Non-Exempt (Hourly) Staff Member (voluntary resignation or retirement): A minimum of two weeks’ notice of intention to separate from the University is preferred in order to allow a reasonable amount of time to transfer ongoing workloads.
    2. Exempt Non-Management Staff: A minimum of two weeks’ notice of intention to separate from the university is preferred in order to allow a reasonable amount of time to transfer ongoing workloads.
    3. Exempt Management Staff: Four weeks’ notice is preferred for management staff to be provided to supervisor.
    4. Faculty: A faculty member who is retiring or resigning his or her position should inform the Vice-President of Academic Affairs as soon as practicable, but no later than June 30. A decision to retire or resign after this date may result in the need for the faculty member to repay salary to the university.
  2. Vacation: A Staff Member (voluntary resignation or retirement) is expected to work on the last day of employment.  Any available vacation should be taken prior to the last day or paid out in the final paycheck (see Employee Guide for how vacation time is granted). 

Procedures for Supervisors/Department Heads

  1. Submit a completed Personnel Action Sheet to the Office of Human Resources as soon as the date for separation is known. The Personnel Action Sheet should be accompanied by a letter of resignation, if applicable, and must document the reason for termination, date of termination and bear the signatures of all appropriate individuals.
  2. Make sure that the faculty/staff member has either made arrangements to turn in University property directly to you or has scheduled an exit interview with the Office of Human Resources with the intention to turn in University property at that time. 

Health and Welfare Benefits
All health and welfare benefits will cease on the last day of employment except for medical, dental, and vision insurance which will be terminated effective the end of the pay period of the faculty/staff member’s last day of employment. The Office of Human Resources will mail information and enrollment paperwork for COBRA to the faculty/staff member’s home address. 

Vacation/Sick Leave Payout

  1. Exempt Staff: Unused available vacation will be paid out on the last paycheck. There is no sick time accrual.
  2. Non-Exempt Staff (hourly): Unused, accrued vacation hours will be paid out on the last paycheck. There is no sick time accrual paid out.

    Staff members who are retiring, may be eligible for sick leave payment at retirement if he/she meets the requirements as stated in the Employee Guide.
  3. Faculty: There is no vacation or sick leave pay out. 

Re-Hire Eligibility
A faculty/ staff member who leaves the University in good standing and is classified as eligible for rehire may be considered for reemployment. An application must be submitted to the Office of Human Resources, and the applicant must meet all minimum qualifications and requirements for the position. Supervisors must obtain approval from the Director of Human Resources or designee prior to rehiring a former faculty/staff member. Rehired faculty/staff members begin benefits just as any other new faculty/staff member. Previous employment with DePauw will not be considered in calculating longevity, leave accruals or any other benefits. 

IS Accounts—Disabling and Removal
Staff Member
Each employee separating from the University will have all accounts access disabled immediately upon his/her last day of service.

Faculty
Separated faculty members will retain their email (only) account access for one semester following their last teaching semester at which point those email accounts will be disabled. All other account access is disabled immediately upon his/her last day of service.

Retiring Faculty/Staff
Emeriti
A retiring faculty member (emeritus) will retain email, e-Services access (with the role of “retiree‟ or “emeritus‟), and IS account access necessary to enable authorized library access. Access to all other IS accounts will be disabled immediately upon his/her last day of service.

Teaching Emeriti
A retired or emeritus faculty member who is teaching as a “Senior Professor” as designated by the Vice President of Academic Affairs will be assigned additional IS account access needed to support his/her teaching and scholarship activities.

Retiring Staff Member
A retiring staff member will retain email, e-Services access (with the role of “retiree‟), and an IS account access necessary to enable authorized library access will be retained. These accounts will be tagged to identify the person’s “retiree‟ status. Access to all other IS accounts will be disabled immediately upon his/her last day of service. 

Preserving Account Information
Account information will be preserved on disabled accounts for 90 days or until instructed that it should be removed. The former employee’s supervisor will be notified of the impending removal, at 90 days, and the account will be removed.

Auto-Reply Notification
Separated employees whose accounts have been disabled will have an auto-reply on their email account stating the "person is no longer with the University." An email address will be listed where University business information can be sent, as will an email address for future personal correspondence with the separated employee (if desired). The auto-reply will remain in effect until the account is removed.

ID Cards
All faculty/staff who are retired may request an ID with all rights, privileges and access including discounts, access to Lilly Center, etc. associated with the ID card

Parking Permit
Currently, Faculty/Staff parking permits do not expire, therefore, exiting faculty/staff can continue to use the permit they have.

Notifying Other Offices
The Office of Human Resources will notify, by email, the Accounting Office, Facility Management, Public Safety, the ID Desk, and Information Services (and other appropriate individuals/departments if appropriate) of the termination of the faculty/staff member upon receipt of the Personnel Action Form confirming the termination.