(Voluntary and involuntary separation) (Revised 1/11/05)

POLICY:

Separation Notice
State law requires that each organizational unit furnish to each terminating employee a separation notice (Department of Labor Form DOL-800) at such time as said employee leaves the employment of the University or, in some cases, changes from one position to another within the University. See the separation notice for a list of exceptions to this requirement and for instructions for completing the form.

Voluntary Separation

Resignation - Employees may resign by submitting their resignations orally or, preferably, in writing to their immediate administrative supervisors. If submitted in writing, a copy of the written resignation must be forwarded to Human Resources for inclusion in the employee's personnel file.

In order to resign in good standing with eligibility for re-employment, an employee shall give not less than two weeks work notice unless a shorter period is acceptable to his/her supervisor. If an employee makes a request to withdraw a resignation and the request is made prior to the last day of work, the employing unit has the right to determine whether or not to allow the employee to rescind the resignation and remain in his/her position.

The Faculty and Staff Separation Checklist must be completed for regular, partial-year, and temporary faculty and staff. The Student Employee Separation Checklist must be completed for student employees.

Promotion/transfer - A promotion or transfer from one University of Georgia department to another does not constitute a separation from UGA; however, some exit procedures apply. See "Promotions and Transfers" section of this manual for the definition of a promoting or transferring employee. The Faculty and Staff Transfer Checklist must be completed.

Involuntary Separation

Termination - As a matter of standard operating procedure, if a situation occurs that may lead to a classified employee being terminated for cause (e.g., poor performance, personal conduct, etc.), the supervisor or department head must discuss with the Department of Faculty and Staff Relations in Human Resources the facts of the case before informing the employee, and relate the circumstances in detail. (For faculty members on contract, see the Academic Affairs Policy Manual.) Classified employees who have been employed more than 180 calendar days may have the right of appeal or access to any of the procedural steps provided for in the Conduct and Dispute Resolution Policy & Grievance Procedure sections of this manual.

Classified employees terminated during their probationary period (the first 180 calendar days of work) may be terminated without the right of appeal or access to any of the procedural steps provided for in the Conduct and Dispute Resolution Policy & Grievance Procedure sections of this manual. When a probationary employee is dismissed, a letter of termination should be given to the employee, along with the Department of Labor Separation Notice (Form DOL-800) stating the employee was "terminated during the probationary period." No specific reason for the termination should be stated. Copies of all such written terminations are to be filed with Human Resources.

Temporary and student employees may be terminated without notice and without cause at the discretion of the employing unit. Temporary and student employees shall not have the right of appeal or access to any of the procedural steps provided for in the Conduct and Dispute Resolution Policy & Grievance Procedure sections of this manual.

The Faculty and Staff Separation Checklist must be completed for regular, partial-year, and temporary faculty and staff. The Student Employee Separation Checklist must be completed for student employees.

Layoff - There are times when it becomes necessary to reduce the overall University work force, abolish specific positions, or release personnel in a department or unit because of a lack of funds, cancellation of a program, or other sound reasons. In such cases, the department head must notify Human Resources and the affected employee early enough to allow as much work notice as possible before actual termination (but not less than two work weeks). All employee layoffs must be authorized by the senior vice president with administrative responsibility for the impacted area. The affected employee should contact Human Resources as soon as possible after notice is given if s/he is interested in applying for transfer to other available jobs in the University for which s/he may be qualified. Employees who are laid off have the right, upon written request within twenty (20) days from the date of the final decision to apply to the Board of Regents for a review of the President's decision in accordance with the provisions of the Bylaws of the Board.

The Faculty and Staff Separation Checklist must be completed.

Reassignment - A reassignment to another University of Georgia department does not constitute a separation from UGA; however, some exit procedures still apply. At times, it may become necessary to reassign employees to other jobs in areas of the University where personnel are needed. Reassignments may occur because of reorganization, program modifications, budgetary reductions, or other related reasons. See Promotions and Transfers section of this manual for information applicable to reassigned employees.

The Faculty and Staff Transfer Checklist must be completed.

EXIT PROCEDURES (Revised 01/11/05)

Department heads or their designees should complete the applicable exit checklist for each separating or transferring employee as follows:

1. Faculty and Staff Separation Checklist
Procedures for:

• Regular, partial-year, and temporary faculty and staff
• Whose employment ends due to resignation, termination, retirement, or death

2. Faculty and Staff Transfer Checklist
Procedures for:

• Regular, partial year, and temporary faculty and staff
• Transferring from one UGA department to another UGA department

3. Student Employee Separation Checklist
Procedures for:

• Student employees whose employment ends due to resignation, termination, transfer to another position, or death