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Policy 2.9.1

Policy 2.9.1

SUBJECT: TERMINATION OF EMPLOYMENT FOR CONTRACTUAL EMPLOYEES

All contractual employment with the university is subject to the provision that the employee occupies a position necessary to fulfill the mission of the university, performs assigned duties in a competent and efficient manner, supports the mission of the university, and abides by university policies.

Contractual employment is based upon the premise that both the university and the employee are obligated to an employer/employee relationship until the end of the contract period. However, as defined by university policy, the university reserves the right to terminate contractual employment immediately if deemed necessary because of willful violation of university rules or serious misconduct. Reductions in contractual positions may also be made if the university suffers financial exigency or if a university program or service is eliminated. Faculty reductions for these circumstances will adhere to the provisions of policy 2.7.1, Faculty Dismissals, Non-Reappointments, and Terminal Appointments.

Termination of employment may be initiated by the employee or by the university. In order to ensure accuracy of personnel records and proper settlement of benefits, employees should notify his/her supervisor and the Office of Human Resources in writing, giving specific details of termination as far in advance as possible. With the exception of termination for cause, the following notice lengths are recommended.

Faculty 90 days before the end of the contract year

Administration 90 days

Upon notice of the termination, for any reason, of any contractual employee the following applies:

1. A Termination Report Form (attachment A) must be initiated by the immediate supervisor. A supply of forms is available in the Office of Human Resources and it is the responsibility of the supervising unit budget manager to insure that the departing employee is aware of and fulfills the requirements detailed in this report form.
2. The Termination Report Form, Clearance Procedure #1, must be completed by the supervising unit budget manger.
3. The Termination Report Form is then presented to the Office of Human Resources for the Exit Interview. If necessary, the form may be submitted to the Office of Human Resources and the Exit Interview conducted by telephone. This provision is particularly relevant for employees at campuses other than the Plainview campus. The Termination Report Form should be faxed to the Plainview campus to expedite the process for employees at external campuses. If the telephone Exit Interview option is selected, the employee must sign Clearance Procedure #3 prior to the submission of the form, and then contact the Office of Human Resources for the telephone interview. The employee's agreement with payroll arrangements and understanding of the policies will be verified by the Office of Human Resources at the conclusion of the telephone Exit Interview and noted by initialing the signature of the employee. Failure to complete the Exit Interview process, by telephone or in person, results in the forfeiture of benefit options for the employee.
4. Wages will be paid through the last day worked. Salary amounts will be prorated as appropriate.
5. When employment ceases, a university employee is eligible to be paid for all vested vacation time accrued as of the last day worked. The employee may elect to be paid in a lump sum payment with final earnings, or, if it is mutually agreeable with both the employee and the university, the employee may elect to receive payment for accumulated vacation leave on regular paydays until accumulated vacation leave is utilized. An employee who elects to remain on the payroll will not accrue additional vacation leave or other benefits while receiving payment for accrued vacation leave. The payment option elected must be indicated on the Termination Report Form as a part of the Exit Interview process. Failure to elect an option will result in a lump sum payment.
6. Deductions will be made from the last payment to satisfy all obligations to the university for benefits received, accounts owed, over payments previously made to the employee, or charges resulting from not returning keys, equipment, or library materials.

Lack of or Delayed Termination Notice - If the submission of the Termination Report Form to the Office of Human Resources is delayed until after a payment has been made to an employee for time beyond the last day worked, the employee will be required to refund to the university an amount equal to the total of excess salary and the related benefits paid by the university on behalf of the employee. Such benefits include, but are not limited to social security, Medicare, worker's compensation, GuideStone annuity, health insurance premiums, dental premiums, and disability premiums.

Faculty Termination Notice - In the event that a faculty member terminates employment, the above policies and procedures are applicable. For additional information concerning faculty terminations as related to dismissals, non-reappointments, and terminal appointments (see policy 2.7.1).

Contact for Interpretation: President

This policy statement supersedes all previous policy statements on this subject.

Revisions:

-   08/14/2017 - Review of policy


-   11/17/2013 - Review - minor changes

-   12/18/2008 - Reviewed

-   03/22/2007 - Edited

-   08/15/2004 - Reissued as policy 2.9.1

-   10/05/1995 - Edited

-   12/16/1994 - Inception date for policy 2.2.5

Printable Policy 2.9.1
Attachment A

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