Manager’s Toolkit

Transitioning from University Service

The University of the District of Columbia is constantly evolving. That means you and the personnel you supervise will likely experience departmental reorganizations, leadership transitions, or new structures prompted by emerging partnerships and affiliations. Being professional and well prepared will allow you to navigate these changes and make the most of the new opportunities they create. If you have concerns, we encourage you to raise them with your department’s leadership and stay in contact with the Office of Talent Management (OTM) regarding organizational plans.

When employees cease service with the University, it is important to follow proper procedures regarding notice and benefits. General information for each is provided below. For more details, contact the OTM staff with questions related to separation from the University.

Separation

The University has specific responsibilities under federal, state and local laws which regulate the conditions under which employees’ jobs may be terminated. These responsibilities must be met by the University regardless of the source of funds from which individual salaries are paid. Any individual who disregards this policy and terminates the employment of an employee improperly assumes responsibility for any penalties, liabilities and expenses which may arise out of that action and may be subject to discipline up to and including discharge.

Nothing contained in this policy is intended to create legally enforceable contractual rights.

Separations may be either voluntary or involuntary. Among voluntary separations are resignations (including those who quit without notice), separation due to medical necessity, and retirement. Involuntary separations include staff reductions due to lack of funds or lack of work, completion of contract, discharge for unsatisfactory job performance, and misconduct or serious misconduct.

When a staff member is separated from the University, it is the responsibility of the home department to document the termination, stop payroll, and stop benefit premium payments. In addition, the former staff member’s University identification card, keys, all library books and other University property must be returned to the University.

Resignation

Resignation is a voluntary separation from the University with notice on the part of the staff member.

Staff members and faculty are expected to give at least two (2) weeks notice. Notice should be in writing.

A staff member who resigns is entitled to payment for any accrued but unused paid time off. There is no pay continuation or payment for unused sick days. It is good practice for the supervisor to acknowledge the resignation in writing. The supervisor should contact the Office of Talent Management to schedule the exit interview.

Benefit Continuation

The University complies with the Consolidated Omnibus Budget Reconciliation Act of 1986 (COBRA) by extending to eligible staff and their eligible dependents the right to continue benefit coverage under the medical, dental and vision plans if coverage would be lost by reason of a qualifying event. Coverage is available for the period prescribed by law (18 or 36 months) at the individual’s expense, including an administrative charge. Eligible staff members are those eligible to enroll in one or more of these plans when a qualifying event occurs. Eligible dependents are spouses, domestic partners and dependent children, i.e. children up to 19 years of age, or 23 years of age if a full-time student. Qualifying events include voluntary or involuntary termination, other than for reasons of gross or serious misconduct; voluntary or involuntary reduction of hours of work; death; divorce; a dependent child’s loss of dependent status; and an employee’s election of Medicare benefits as his or her primary coverage.

Termination

UDC is committed to meeting its responsibilities and complying with internal guidelines with regard to termination decisions. These responsibilities must be met regardless of the source of funds from which individual salaries are paid.

Nothing contained in this policy is intended to create legally enforceable contractual rights.

The employment of a staff or faculty member may not be terminated involuntarily for any reason without prior review by the Office of Talent Management (OTM).

When a staff member is separated from the University, it is the responsibility of the home department to document the termination. The department is also responsible for paying out all unused and accrued paid time off days to all staff members who have successfully completed their probationary period and have voluntarily or involuntarily terminated employment.

Additionally, the terminated staff member’s University identification card, keys, all library books and other University property must be returned to the University. Further, it is the responsibility of the home department to take reasonable steps to inventory and remove (or request removal of) the terminated employee’s access privileges to University, departmental, school, and other information systems containing personal or proprietary data.

Benefit Continuation

The University complies with the Consolidated Omnibus Budget Reconciliation Act of 1986 (COBRA) by extending to eligible staff and their eligible dependents the right to continue benefit coverage under the medical, dental, and vision plans if coverage would be lost by reason of a qualifying event. Coverage is available for the period prescribed by law (18 or 36 months) at the individual’s expense, including an administrative charge. Eligible staff are those eligible to enroll in one or more of these plans when a qualifying event occurs. Eligible dependents are spouses and dependent children, i.e. adult children up to the end of the month in which the dependent turns age 26. Qualifying events include voluntary or involuntary termination, other than for reasons of gross misconduct; voluntary or involuntary reduction of hours of work; death; divorce; a dependent child’s loss of dependent status; and an employee’s election of Medicare benefits as his or her primary coverage.

Quit Without Notice

A staff or faculty member who fails to give proper notice of resignation or leaves the job indicating an intention not to return to work has quit without notice. Proper notice is defined in the resignation section. Additionally, a staff member who is absent from work is required to notify his/her supervisor. The staff member should notify his/her supervisor or established designee about the absence by the start of his/her regular work schedule. A staff member who is absent for three (3) consecutive work days without notice is deemed to have quit. This quit without notice is considered a voluntary resignation.

Steps for the Supervisor to Follow

The supervisor should consult immediately with the Office of Talent Management (OTM) when a staff member fails to come to work and does not contact the department. After consultation with OTM and after the staff member has been absent without notice for three consecutive work days, the supervisor should send a letter with assured delivery, such as Federal Express or certified mail, to the absent staff member at the last address of record. A copy of the letter should also be sent to the absent staff member via regular mail.

The letter should advise the staff member that his/her employment with the University has been terminated and that the termination will be recorded as a quit without notice.

A staff member who quits without notice is entitled to payment for accrued but unused paid time off. There is no pay continuation or payment for sick leave.

The terminating staff member’s University identification card, keys, library books and other University property must be returned to the University prior to any final financial payout.

Exit Process

The Office of Talent Management (OTM) provides a separation checklist in order to:

  • Provide guidelines for reviewing pertinent items with employee transferring or transitioning from service
  • Ensure payroll and other details related to separation are reviewed
  • Encourage feedback between exiting employee and supervisor

Review the checklist by clicking here. Contact OTM with questions related to employee transition from University service.

Exit Interviews

Whenever possible, the Office of Talent Management will conduct an exit interview with the individual separating from service. The interview is conducted in two parts:

Benefits: Health, retirement and leave benefits are discussed with the individual and instructions for continuation of eligible benefits.

Employment Experience: Individual is asked a series of questions that assist monitoring turnover and possible training needs.

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