Employees leave the University for many reasons, mostly voluntary. Aside from voluntary resignation or retirement, Employee & Labor Relations provides consultation on involuntary separation actions. In some cases, consultation with Employee & Labor Relations is required before taking action.
Please contact Employee & Labor Relations through HR ServiceNow before implementing a termination action.
Use this Index to navigate through this page:
- General Information- Ending UC Employment
- Types of Separation Action
General Information- Ending UC Employment
When an employee ends UC employment, there are several final tasks and decisions to finalize the separation process. A complete guide to leaving UC employment is available at: Leaving UC Employment. A summary of general information is below:
Letter of Resignation
Employees voluntarily resigning should provide you with a written letter of resignation. This also applies to retiring employees. Submitting retirement paperwork does not also terminate University employment. A retiring employee must also submit a letter of resignation to the home department.
Upon receipt of an employee's letter of resignation, the supervisor should write "Accepted" and sign his/her name on the letter. The resignation letter should be filed in the employee's personnel file. If the employee resigns via email, the supervisor should reply "I accept your resignation" and print out both emails for the employee's personnel file.
Return of University Property
Employees should be asked to return all University property in their possession, including keys, electronic key cards, phones, laptops, radios. Any University property, including documents and records that they have been allowed to take home should be returned prior to the last day of employment. If an employee has a University Corporate Card or FlexCard, that should be returned to you prior to the last day of employment.
University Electronic Resources
Where applicable, employees should be asked to provide passwords or otherwise grant access to University email, voicemail or any other electronic resources to ensure continuity of University business operations. In some cases, access will not be required and your department may terminate email/other accounts as appropriate.
Parking Permits
Please remind departing employees to return their parking permit to Transportation & Parking Services(link is external) to be cancelled. The permit is considered to be in use while it remains in the employee’s possession. The end of University employment does not automatically terminate the parking permit or the employee’s obligation to pay the applicable fees.
Types of Separation Actions
Resignation
In most cases, employees voluntarily resign University employment. Employees voluntary resigning should provide you with a written letter of resignation. While resignation is voluntary, you should remember to acknowledge receipt of a letter of resignation right away. Accept the resignation by writing “Accepted” with an effective date and signing your name and date on the original (copy to employee). Once accepted, an employee may not rescind the resignation without management’s agreement.
Retirement
An employee’s decision to retire is entirely voluntary. However, an employee’s retirement decision does not automatically terminate University employment. Retiring employees must also submit a letter of resignation to the home department.
Probationary Releases and Extensions
Probationary employees are at-will and may be released during probation. You are encouraged to contact Employee & Labor Relations (link to Service Now) as soon as you begin having concerns about a probationary employee. The decision to release an employee should be reviewed prior to the end of the probationary period with Employee & Labor Relations.
In some circumstances, the probationary period may be extended an additional three months. Probationary employees must be advised, in writing, of the reasons for the extension no later than seven calendar days before the six month probationary period ends. A decision to extend probation requires review and coordination with Employee & Labor Relations. You are encouraged to contact Employee & Labor Relations(link is external) as soon as you begin thinking about extending an employee’s probationary period but no later than two weeks before the end of probationary period. More information about managing the probationary employees, see the 'Performance Management' section on the left.
Termination for Cause
Career employees may be terminated at the conclusion of the progressive discipline process for failure to improve attendance, conduct and/or performance. Career employees may be terminated without previous disciplinary action due to serious misconduct. In any circumstance, termination of a career employee must be reviewed and approved in advance by Employee & Labor Relations. Contact Employee & Labor Relations through HR ServiceNow.
Termination of Employment Contracts
Contract employees are at-will and the terms for termination should be provided in the employment contract. A decision to release a contract employee prior to the normal termination date of a contract, or non-renewal of a long-term contract employee, should be reviewed in advance with Employee & Labor Relations. Contact Employee & Labor Relations through HR ServiceNow(link is external).
Termination of Managers & Senior Professionals (MSP)
Managers and senior professionals (MSP) holding career appointments in salary grades I through VII may be terminated when, in management's judgment, the needs or resources of a department or the performance or conduct of an employee do not justify the continuation of an employee's appointment. There are no layoff policy provisions for MSP’s. Please contact Employee & Labor Relations(link is external) for assistance in terminating or releasing a manager or senior professional.
Job Abandonment
Employees absent from work, without authorization, for more than a certain number of days (consult the applicable University policy or collective bargaining agreement), may trigger the job abandonment process. Employees may be terminated for job abandonment following the appropriate notification process. You must work closely with Employee & Labor Relations to evaluate the need for and decision to proceed with a job abandonment action. Contact Employee & Labor Relations through HR ServiceNow.
Layoff
Employees may be laid off from career positions based on a lack of work and/or lack of funds. Layoff may be permanent or temporary. Layoffs are generally determined by seniority (total years at UC) order and should not, in most cases, be based on performance. Generally, employees need 60 days written notice before permanent layoff. Therefore, departments are encouraged to begin layoff planning at least 90 days in advance of the effective date. Department considering layoffs should review the applicable policies or collective bargaining agreements and consult with Employee & Labor Relations early in the planning process. More detailed information regarding layoff actions is available in the LAYOFF RESOURCES FOR MANAGERS section.
NOTE: MANAGEMENT IS REQUIRED TO CONTACT ELR PRIOR TO IMPLEMENTING A LAYOFF
Medical Separation
A regular status employee who becomes unable to perform essential functions of his or her position with or without reasonable accommodation, due to a disability, may be separated from University employment. Prior to medical separation, the University will engage in the interactive process in accordance with the applicable provisions of University policy or collective bargaining agreements. For more information, please refer to the Workplace Accommodations section.