Employee Policies Manual Policy Index
 

Employment Termination

Wilkes University is committed to meeting its responsibilities and complying with its internal guidelines in making termination decisions and will maintain the respect and dignity of all individuals.

Termination of employment is an inevitable part of personnel activity within any organization, and many of the reasons for termination are routine. Below are examples of some of the most common circumstances under which employment is terminated:

  • Resignation - voluntary employment termination initiated by an employee.
  • Discharge - involuntary employment termination initiated by the organization.
  • Retirement - voluntary employment termination initiated by the employee meeting age, length of service, and any other criteria for retirement from the organization.

Voluntary Termination Guidelines/Procedures

  • The non-exempt employee is expected to give at least (2) weeks' written notice of the intent to terminate employment to the supervisor with a copy to the Human Resources Development Office.
  • The exempt employee is expected to give at least (4) weeks' written notice of the intent to terminate employment to the supervisor with a copy to the Human Resources Development Office.
  • The employee must return all property belonging to the University (e.g. computers, I.D. card, credit card, cell phone, etc.) in accordance with established procedures prior to separation.
  • The employee must satisfy any outstanding debts (e.g. tuition charges, computer purchase balance, etc.) with the University prior to separation.

(Note: The employee will not receive vacation pay in accordance with established policy if appropriate notice is not given--See Policy #303 Vacation Benefits)

The Human Resources Development Office will generally schedule an exit interview upon receipt of written notice of the employee to terminate employment. The exit interview will afford an opportunity to discuss such issues as employee benefits, conversion privileges, repayment of outstanding debts to Wilkes University, or return of Wilkes University-owned property. Suggestions, complaints, and questions can also be voiced during this meeting.

Involuntary Termination Guidelines/Procedures

  • The manager must first obtain approval of the next-level supervisor and the Human Resources Development Office in advance of involuntary employee termination. If the next-level supervisor is not a Vice President, the Provost or the President, the functional Vice President, the Provost or the President must be informed of the involuntary termination prior to its occurrence.
  • The manager must consult with a representative from the Human Resources Development Office to discuss the reason and prepare for employee termination.
  • The manager and a representative from the Human Resources Development Office will meet with employee to discuss termination and collect Wilkes University property.
  • The manager conducts a final review of the Outgoing Clearance Checklist and assures that all steps have been completed.

Once the meeting between the manager and the departing employee is completed, the employee will meet with the Human Resources Development Office representative to discuss any benefits questions and to conclude the termination process.

Employee benefits will be affected by employment termination in the following manner. All accrued, vested benefits that are due and payable at termination in accordance with University policies will be paid. Some benefits may be continued at the employee's expense if the employee so chooses. The employee will be notified in writing of the benefits that may be continued and of the terms, conditions, and limitations of such continuance.

Since employment with Wilkes University is based on mutual consent, both the employee and Wilkes University have the right to terminate employment at will, with or without cause, at any time. Employees will receive their final pay in accordance with applicable state law.

Policy No. 405 Effective Date: 2/1/2004