Academic HR
When Faculty Resign, Retire, or are Terminated
The following are guidelines on how to process the resignation, retirement, and/or termination of faculty.
| Status Change |
Salaried Faculty |
Temporary (OPS) Faculty |
| Termination/
Resignation |
- For terminations, a letter of appointment indicating “No further notice of cessation,” or the letter of non-renewal that states the last date of employment.
- For resignations, the faculty member submits a letter stating his/her last date of employment.
- Submit a Change in Employment
Status ePAF with termination/resignation letter attached.
- Leave cash outs are processed by departments by submitting a Leave Cashout ePAF. Consider accrual and usage of leave prior to the last date of employment when processing a future resignation.
NOTE: If processing a termination or resignation after the fact and the employee has been overpaid, the department will have to do an adjustment to the leave system to correct the over accrual on the leave and will need to work with Payroll regarding a cash refund.
Hiring departments need to work with Payroll and HRS Benefits departments regarding leave adjustments. |
- For a terminations, a letter of offer that provides the “no further notice” statement. If no letter of offer is available, then the employee should be given a letter of termination.
- For resignations, the faculty member must submit a letter of resignation that states the last day of employment.
- Submit a Change in Employment
Status ePAF with termination/resignation letter attached.
|
| Retirement |
- The faculty member submits a letter stating his/her last date of employment.
- Submit a Change in Employment Status ePAF with retirement letter attached.
- Leave cash outs are processed by departments by submitting a Leave Cashout ePAF. Consider accrual and usage of leave prior to the last date of employment, if processing a future resignation.
NOTE: If processing a retirement or resignation after the fact and the employee has been overpaid, the department will have to do an adjustment to the leave system to correct the over accrual on the leave and will need to work with Payroll regarding a cash refund.
Hiring department needs to work with Payroll and HRS Benefits departments regarding leave adjustments. |
|
| Deceased |
- Submit a Change in Employment Status ePAF only. No other paperwork required
- Leave cash outs are processed by departments.
|
|
For more information, please contact Employee Relations at 392-1072.
Graduate Student Appointment Termination
A graduate assistant may be terminated under the following conditions:
- The student fails to maintain graduate student eligibility—i.e., GPA, required course load per FTE level, or progress toward degree.
- The student fails to perform required job duties or responsibilities (evaluation or review on file).
- The student resigns—in which case the department should maintain a letter of resignation in the student’s file and indicate that the letter is on file in the Change in Employment Status ePAF for termination.
- If the appointment is terminated before the semester end-date, the Letter of Appointment becomes inactive, thus all tuition and/or fees become the student’s responsibility. For this reason, the normal termination date in the ePAF for graduate assistants is the day after the semester end-date.
NOTE: Before using termination for cause as the reason on a status-change ePAF, departments should contact Academic Personnel for guidance.
Pre- and Post-Doc Fellow Appointments Termination
When terminating a pre or post-doc fellow, the hiring department does not need to provide a letter. However, do not term the fellow until the final payment has been processed. Contact Academic HR for additional questions.
Resources
Processing a Termination or Retirement Guide
Leave Cash-Out Instruction Guide
Job and Position Actions Toolkit
Hiring and Additional Pay Toolkit