Termination of Employment

Policy number: 7.29

Policy section: Human Resources

Revised Date: October 17, 2022

1. Policy Statement

It is the policy of the University that faculty and staff employees notify their supervisor of their intention to leave the University in a timely manner.

2. Purpose

The purpose of this policy is to ensure that employee terminations, including voluntary and involuntary terminations, are handled in a professional manner with minimal disruption to the workplace.

3. Applicability

This policy applies to all faculty and staff employees.

4. Department Administrative Rules, Procedures, and Guidelines

The Department of Human Resources, under the purview of the Vice President for Business and Finance, has oversight and administrative responsibility for this policy and shall promulgate departmental rules, procedures, and guidelines pursuant to this policy. Information regarding reasonable notice and the termination process are outlined in Appendix A below.

5. Questions

Questions regarding this policy should be directed to the Department of Human Resources at hradmin@smu.edu.

Appendix A: Reasonable Notice and Termination Process

Reasonable Notice

1. Employees wishing to terminate their employment with the University must give reasonable notice in writing to their supervisor.
   1. Exempt employees: one month’s notice
   2. Non-exempt employees: two weeks’ notice
2. The University will apply the same notice periods, should the University initiate termination, unless the reason for termination is a serious offense that requires immediate separation from employment.

Termination – Leaving the University

1. The University will be responsive to requests for references relating to the employee if sufficient notice was given.
2. Either the employee’s letter of resignation or the supervisor’s notice of termination will be placed in the exiting employee’s personnel file maintained by the Department of Human Resources.
3. Exiting employees are required to turn in their University ID card; pay any money owed to the University (e.g., travel advances, library and parking fees or fines); and return all University property (e.g., keys, credit/procurement cards, parking cards, computers and other technology, cell phone, leased vehicles, safety equipment). Pay may be withheld from the final paycheck for any legal debt owed to the University.
4. A checklist and detailed information regarding the exit process will be sent to the exiting employee by the Department of Human Resources. Exiting employees may request an appointment with a Benefits representative to discuss any questions or concerns regarding benefits.
5. An employee who voluntarily leaves University employment in good standing and accepts a new offer of University employment within 90 days of the original termination date will be considered a reinstatement and will retain their original date of hire.
6. An employee who voluntarily leaves University employment in good standing and accepts a new offer of University employment after 90 days from the original termination date will be considered a new hire with a new service date of hire.
7. Anyone involuntarily terminated from employment and not in good standing at the University will not be eligible for rehire.
8. If an exiting employee wishes to discuss any issues related to his/her University employment, he/she may request a meeting with a representative of the Department of Human Resources.

Revised: October 17, 2022

Adopted: July 1, 2014