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Exiting Process
- Overview
- Staff Separations
- Faculty Separations
- Post-Doctoral Fellow Separations
- Supervisor Resources
Overview
Separating Staff, Faculty, and Post-Doctoral Fellows have different exiting processes. Please click on the appropriate tab above for more information. If you are a supervisor of a separating employee, please view the Supervisor Resources tab.
- View Termination of Employment Policy 7.29 for official information.
- View COBRA Webpage for COBRA information.
Staff Separations
Staff are required by policy to notify their supervisor in writing in advance of their resignation. Once accepted, the separation remains in effect unless the supervisor chooses to make alternate arrangements with the employee.
The supervisor must complete and submit the online Separation Form via my.SMU> Manager Self Service> Modify Employee/Separation> Add a Separation ePAF.
Separating 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.
The University has prepared the FAQ and Checklist linked below to assist separating staff. Questions related to the FAQ and Checklist should be sent to benefitsu@smu.edu.
If a separating 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 by emailing benefitsu@smu.edu.
Faculty Separations
Resigning faculty members should submit a letter of resignation to the appropriate supervisor, who should then notify the Dean's office and their department's Financial Business Manager. The online Separation Form must be completed and submitted via my.SMU> Manager Self Service> Modify Employee/Separation> Add a Separation ePAF.
Faculty members whose contracts are ending do not need to submit a resignation letter. The department must complete and submit the online Separation Form via my.SMU> Manager Self Service> Modify Employee/Separation> Add a Separation ePAF.
Separating faculty 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.
The University has prepared the FAQ linked below to assist separating faculty. Questions related to the FAQ and Checklist should be sent to benefitsu@smu.edu.
Post-Doctoral Fellow Separations
Resigning post-doctoral fellows should submit a letter of resignation to the appropriate supervisor. The online Separation Form must be completed and submitted via my.SMU> Manager Self Service> Modify Employee/Separation> Add a Separation ePAF.
Post-doctoral fellows whose contracts are ending do not need to submit a resignation letter. The department must complete and submit the online Separation Form via my.SMU> Manager Self Service> Modify Employee/Separation> Add a Separation ePAF.
Separating post-doctoral fellows 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.
Resources for Supervisors with Separating Employees
Supervisors should inform the Department of Human Resources of any expected separations as soon as possible. The University seeks to consistently apply its policies, procedures and practices during the separation process.
Exiting Staff, Faculty, and Post-Doctoral Fellows have different exiting processes, as do voluntary and involuntary exits, so please review the information below in preparation for a separation of employment in your area. Because the online Separation Form serves as the start of the separation process, it is imperative that the form be completed and submitted via my.SMU as soon as the supervisor becomes aware of the upcoming separation.
Voluntary Staff Separations
Staff are required by policy to notify their supervisor in writing in advance of their resignation. Once accepted, the separation remains in effect unless the supervisor chooses to make alternate arrangements with the employee.
The supervisor must complete and submit the online Separation Form via my.SMU> Manager Self Service> Modify Employee/Separation> Add a Separation ePAF.
Separating 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.
The University has prepared the FAQ and Checklist linked below to assist exiting staff.
Involuntary Staff Separations
Separations During the Probationary Period
An individual's employment may be ended at will if s/he is within the probationary period, typically the first 90 days of employment. The supervisor should email the Employee Relations Team to request separation during the probationary period.
The decision of separation and the separation itself must take place before the probationary period ends. If action is not taken before this date, the individual is considered a regular University employee and performance issues are managed through the Progressive Discipline process.
If necessary, a probationary period can be extended thus extending the evaluation process. Human Resources must be contacted in order to extend a probationary period and the employee must be informed in writing that his/her probationary period has been extended.
Separations During an Extended Probationary Period
If the performance continues to fail to meet expectations, the separation may occur within the time limits of the extension. The supervisor should email the Employee Relations Team to request separation.
- The supervisor must notify the individual of the separation in person – a short explanation of reasoning to the individual is helpful.
- The supervisor must then complete and submit the online Separation Form via my.SMU> Manager Self Service> Modify Employee/Separation> Add a Separation ePAF.
If the individual has been with the University for ANY TIME LONGER than the probationary period, a different procedure must be followed.
Separations After the Probationary Period
Immediate separation may only take place per University policy for actions that threaten or endanger others or for the commitment of a punishable crime.
If the employee is not meeting performance expectations, the Progressive Discipline process must be implemented with assistance from Human Resources.
The only exception to this rule is in the case of an employee who is absent from work for three consecutive days and has failed to contact anyone in his/her work area to communicate this absence. After good faith attempts to reach the absent individual have been exhausted, the individual can be immediately separated from the University and should receive a written notice from Human Resources of their separations.
In all involuntary separations, Human Resources must be informed.
Faculty Separations
The separating faculty member should submit a letter of resignation to the appropriate supervisor, who should then notify the Dean's office and their department's Financial Business Manager. The online Separation Form must completed and submitted via my.SMU> Manager Self Service> Modify Employee/Separation> Add a Separation ePAF.
Separating faculty 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.
The University has prepared the FAQ linked below to assist separating faculty. Questions related to the FAQ and Checklist should be sent to benefitsu@smu.edu.