To identify the types of terminations and establish termination categories for university employees.
When termination of employment becomes necessary, whether employee or employer initiated, proper procedures must be followed to assure equitable treatment to all parties. Termination from the University of Tennessee shall be officially documented in such a manner as to establish a clear record of action, both as a service to the terminating employee and to the university. An employee will be terminated on his or her last working day except when termination occurs while the employee is on leave of absence without pay (see POLICY 355, LEAVE OF ABSENCE) or if the exceptions as stated in POLICY 320, DAYS OF ADMINISTRATIVE CLOSING; POLICY
338, FAMILY AND MEDICAL LEAVE and, POLICY 350, HOLIDAYS, apply. If appropriate, unused annual leave,not to exceed the allowable maximum, will be paid as a lump sum in the employee's last pay check.
There are several categories of termination recognized by the university. When initiating the termination papers, the categories will be identified by use of the termination codes as explained in this policy.
Resignation. The employment relationship is most typically severed by employee resignation. This is a voluntary action on the part of the employee. The absence of an employee without notification for three days, also known as a "Voluntary Quit," and the absence of an employee due to "Inability to Work" are each categorized as a resignation.
Staff members are expected to notify their immediate supervisor in writing of their intention to resign their employment. Faculty will follow the policy as established in the applicable faculty handbook. Staff non-exempt employees are expected to give a minimum of two (2) weeks notice and staff exempt employees are expected to give a minimum of four (4) weeks notice. Whenever possible, reasonable advance notice of an employee's resignation is expected. Supervisors should acknowledge and accept the resignation in writing.
Discharge. This is an action initiated by the employer to terminate an employee. Such terminations will strictly adhere to the university DISCIPLINARY ACTIONS POLICY AND PROCEDURES. The discharge of a staff member is an action to be taken with extreme care to assure protection to all parties concerned. Supervisors shall contact their campus human resources office prior to discharging any employee to ensure that such action is appropriate and consistent with university policy. No discharge is considered effective if the human resources officer determines that university policy has not been followed.
Reduction in Force. A campus or unit may have to institute reductions in force. This is an action by the employer to terminate an employee or employees because of temporary or permanent lack of work, lack of funds, or reorganization.
Non-Reappointment. This is an action initiated by the employer to terminate a faculty member who is not recommended for reappointment to an academic rank. The policy and procedures to be followed are delineated in the applicable faculty handbook.
Retirement. This is the termination of employment by an employee who is retiring. Staff employees are expected to notify their immediate supervisor in writing of their intention to retire and the date of expected retirement. Copies of this retirement notice shall be sent to the employee's human resources office. Faculty will follow the policy as established in the applicable faculty handbook.
Student Termination. This is the termination of employment of a student employee for any reason other than Discharge.