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21.1.1 Full-time or Part-time Regular Clerical and Supporting Employees
Full-time or part-time regular clerical and supporting employees who decide to leave the employ of the University are expected to give as much notice as possible, but normally not less than two (2) calendar weeks.
21.1.2 Full-time or Part-time Regular Administrative Staff Employees
Full-time or part-time regular administrative staff employees who decide to leave the employ of the University are normally expected to give a minimum of one (1) month's notice.
21.1.3 Full-time or Part-time Regular Faculty
Full-time or part-time regular faculty who decide to leave the employ of the University are normally expected to give a minimum of one (1) month's notice.
21.1.4 Payment of Annual Leave
If a terminating employee has accrued annual leave, he/she will be paid for the unused annual leave subject to the provisions of the annual leave policy. (See Employee Benefits, Section 3.3)
21.1.5 Letter of Resignation
Employees who voluntarily resign their employment with the University should submit a written letter of resignation to their supervisor. This letter should indicate the reason for resignation, the last day the employee will work, the amount of accrued annual leave (if applicable), and the effective date of termination.
21.1.6 An employee who is absent from duty for more than three (3) consecutive business days without giving notice to the Director, Human Resource Services or appropriate manager concerning the reason for such absence and without securing permission to be on leave or who fails to report for duty or to the immediate supervisor or the Director, Human Resources Services within two (2) business days after the expiration of any authorized leave of absence, absent unusual circumstances causing the employee's absence or preventing the employee's return, is considered as having resigned not in good standing.
21.1.7 Preparation of Personnel Action Form
Upon receipt of a letter of resignation, a Personnel Action Form shall be completed by the Director, Chairperson, Dean or Administrative Officer, and submitted through proper channels for the President's or his/her designee's signature. (See Human Resource Services Policies and Procedures, Section 21.4)
21.2 Termination
21.2.1 Full-time or Part-time Regular Employees Other than Faculty
For full-time or part-time regular employees other than faculty who are terminated for any reason by the University, a written explanation of the reason(s) for termination should accompany a completed Personnel Action Form. (See Human Resource Services Policies and Procedures, Section 21.4)
A. Termination for Cause
Employees may be terminated for such reasons as unsatisfactory performance, misconduct or excessive absenteeism. Prior to termination, disciplinary actions taken usually follow the order listed below:
1. A talk with the employee which is informal and unofficial.
2. An official verbal warning or reprimand.
A written memo of record should be made by the person giving the warning and should be retained for inclusion at a later date in the employee's permanent personnel file, if necessary.
3. A written warning or reprimand to the employee, presented in a personal conference and signed by the employee as acknowledgment of receipt.
A copy of this memo must be sent to the Human Resource Services Office to become a permanent part of the employee's personnel file.
4. Second and final written warning.
Such warning must have the prior approval of the Director, Human Resource Services.
5. Immediate suspension pending review of termination by the Director, Human Resource Services.
This may only be done in cases of gross misconduct or when the safety of others or University property may be threatened.
Termination based on gross misconduct may include, but is not necessarily limited to: any act or omission which may seriously disrupt or disturb the normal operation of the institution/school/Central Office; any work-related conduct which would subject the employee to criminal conviction; theft or dishonesty; gross insubordination; destruction of institution/school/Central Office property; falsification of records; acts of moral turpitude; reporting for duty under the influence of intoxicants; the illegal use, manufacture, possession, distribution, or dispensing of controlled substances or alcohol; disorderly conduct; provoking a fight; and/or such other similar acts involving intolerable behavior by the employee. In determining eligibility for unemployment compensation benefits, the definition of gross misconduct utilized by the Tennessee Department of Employment Security is not affected by the definition outlined in this paragraph.
6. Termination of employment.
This action requires the prior approval of the Director, Human Resource Services. The President's approval is also required for administrative personnel.
B. Termination for Other Reasons
Employees who are being terminated for other reasons, such as termination of programs, discontinuance of funding, or employment at will should be given as much notice as possible of the last expected day of work. Such notification to the employee should be in writing.
C. Notice
Employees whose appointment letter so stipulates are required to receive prior notice. A minimum of fourteen (14) calendar days notice must be given to these clerical and support personnel and thirty (30) calendar days to administrative personnel.
21.2.2 Faculty
Termination of faculty must be in accordance with the Tennessee Board of Regents Policy on Academic Freedom, Responsibility, and Tenure which is outlined in the Faculty Handbook, II-07.
21.2.3 Approval of President or His/Her Designee
No regular employee may be terminated without the prior approval of the President or his/her designee.
21.2.4 Annual Leave
Employees terminated for gross misconduct, or who resign to avoid dismissal for gross misconduct, shall not be paid for unused annual leave, subject to the provisions of the annual leave policy. (See Employee Benefits, Section 3.3.7)
21.3 Retirement
21.3.1 Voluntary Retirement
Employees may voluntarily retire in accordance with the provisions in Employee Benefits, Sections 12.1.8 and 12.1.10.
21.3.2 Annual Leave
Employees who retire will be paid for any unused annual leave subject to the provisions of the annual leave policy. (See Employee Benefits, Section 3.3)
21.3.5 Accumulated Sick Leave
Upon retirement, any unused accumulated sick leave may be counted as creditable service subject to the provisions of the sick leave policy. Each 150 hours of sick leave shall equal one (1) month of retirement credit for TCRS participants. (See Employee Benefits, Section 4.7.2)
21.4 Completion of Personnel Action Form
Items must be completed on the Personnel Action Form to terminate or retire an individual per instructions with the form.
21.5 Exit Checklist
21.5.1 General Information
All regular faculty and staff terminating employment with the University are subject to the exit checklist process. The exit checklist is instituted to document that the University has completed all necessary items related to terminating employment of faculty or staff prior to release of the last paycheck. Several of the exit checklist items are necessary to comply with state or federal regulations.
21.5.2 Procedure
A Personnel Action Form should be initiated as soon as a faculty or staff member resigns or when termination of employment is requested by the department. The terminating faculty or staff member must go to the Human Resource Services Office on the last working day to complete the exit checklist (See Exhibit P/P-25). The exit checklist must be completed before the last paycheck will be released. Direct deposit of the last paycheck is not allowed. The terminating employee should obtain the paycheck in the Human Resource Services Office or provide this office with an address for mailing the paycheck.