Guidelines:

1. Reasons for staff employee terminations include:
   1. Resignation
   2. Discharge for violation of University policies*:
      • Attendance  (Absenteeism, Tardiness, and Job Abandonment);
      • Conflict of Interest;
      • Treatment of Confidential Information;
      • Substance Abuse;
      • Unlawful Discrimination and Harassment (including Sexual Harassment)
      • Sexual Assault;
      • Workplace Violence;
      • Personal Leave of Absence (i.e., failure to return to work); and
      • Progressive Corrective Action.
   3. Other involuntary termination*:
      • Layoff;
      • Long-Term Disability; and
      • Unsuccessful completion of probationary period (see the University of Chicago Employee Handbook).
   4. Retirement
   5. Death

   * This is not an exhaustive list.

2. All involuntary terminations must be approved in advance by E/LR. Employees terminated for the following reasons will not be considered for future employment at the University of Chicago or the University of Chicago Medical Center:
   • Unsuccessful Completion of Probationary Period;
   • Failure to Report;
   • Falsification of Information;
   • Absenteeism;
   • Tardiness;
   • Job Abandonment;
   • Possession of/Concealing a Weapon;
   • Working Under the Influence;
   • Misuse of Data Systems;
   • Violation of Call-in Policy;
   • Theft;
   • Fighting;
   • Insubordination;
   • Sleeping on the Job;
   • Disclosure/Misuse of Confidential Information;
   • Damage/Loss/Misuse of University Property;
   • Absence from Work Area;
   • Abusive/Threatening Behavior/Language;
   • Failure to Comply with University Policies and Procedures;
   • Possession/Use of Intoxicants; and
   • Unsatisfactory work performance.
3. When a staff employee voluntarily resigns from the University, it is expected that he/she will give the University sufficient notice in advance. A staff employee who fails to give sufficient notice as part of his/her voluntary termination may not be eligible for re-employment.
   
   Sufficient notice constitutes:
   • at least one (1) month advance notice for staff employees paid monthly;
   • at least two (2) week’s advance notice for staff employees paid biweekly.
   • No stated advance notice is required (although notice would be appropriate) for staff employees paid from the Temporary Payroll.
4. A staff employee who transfers from one position to another within the University is also expected to comply with the above guidelines or to coordinate an alternative arrangement agreed upon by both the current and prospective supervisor.
5. A staff employee’s voluntary resignation is effective as soon as it is submitted.
6. The department must send to any benefits-eligible employee, who - whether verbally or in writing - voluntarily terminates his/her employment, a letter acknowledging and confirming termination. A template letter for departments’ use is available online.
7. A terminating staff employee is required to turn in all University property, including I.D., keys, uniforms, tools, parking permits, library books, electronic equipment, and electronically stored data prior to the date his/her final paycheck is issued. A terminating staff employee is expected to make arrangements for clearing all of his/her University debts.
8. Upon termination of employment, a benefits-eligible staff employee shall be paid for his/her accrued vacation and personal holidays allowable under University policy. Accrued sick leave is not paid upon termination. A terminating staff employee must be paid no later than the next regularly scheduled payday.
9. For a terminating staff employee, including a laid-off staff employee, an exit interview or use of an outplacement services firm may, on occasion, be appropriate. UHRM-E/LR conducts exit interviews upon request.
10. A terminating staff employee should be advised by his/her supervisor to contact the Benefits Office regarding his/her pension benefits and insurance coverage, including retiree health insurance, health care continuation under COBRA or the purchase of a conversion policy for life insurance, and other coverage from an outside provider.
11. A staff employee who becomes unable to work due to an illness or injury should be encouraged to contact the Benefits Office regarding eligibility for certain disability programs prior to making a decision to terminate employment.
12. The unit should promptly process the required termination form(s) to allow for the efficient handling of a staff employee’s final paycheck, Unemployment Compensation Insurance claims, COBRA notifications, and/or other relevant matters.
13. When a staff employee terminates, the supervisor should ensure that information systems technology access codes are disabled in a timely manner.
14. The supervisor should inform the Benefits Office upon first learning of the death of a staff employee. Survivors of a deceased staff employee should be referred to the Benefits Office to complete the necessary documents for insurance claims and for release of a deceased employee’s final paycheck.

U205 Re-employment of University Employees, U207 Layoff, U502 Attendance (Absenteeism, Tardiness, and Job Abandonment), U508 Personal Leave of Absence, U509 Vacation, U511 Personal Holidays, U514 Long-Term Disability, U600 Conflict of Interest, U601 Treatment of Confidential Information, U604 Substance Abuse, U605 Sexual Harassment, and U703 Progressive Corrective Action