University Policies/Regulations
End of Employment
Policy
The University will process terminations consistent
with relevant University policies and procedures when employees leave
the employ of the University, whether on a voluntary or involuntary basis.
The end of employment may be due to an employee’s resignation, discharge,
retirement, or reduction in force.
Guidelines
Upon resignation, all employees are requested to submit a written letter
of resignation to their immediate supervisor prior to their last day of
employment. A minimum of two weeks’ notice is requested. When a supervisor
receives written notification that an employee is leaving, he/she must
notify the divisional vice president of this circumstance and the vice
president should respond to the employee’s letter. The letter of resignation
and the vice president’s response should be forwarded to the Division
of Human Resources. The employee should then be referred to the Director
of Unclassified Staffing to begin the separation process.
If an employee phones in a resignation, or otherwise verbally notifies
the supervisor of intent to leave employment, the supervisor should attempt
to obtain a letter of resignation from the employee. The Director of Unclassified
Staffing will conduct an exit interview over the telephone or in writing,
if the employee is unable or unwilling to schedule an appointment with
Human Resources.
Responsibility of the Supervisor
Performance Reviews
In order to maintain continuity of the performance review process, all
managers and/or supervisors who are leaving the employ of the University
must complete the appropriate Performance Review forms for all of their
classified staff. Completed forms must be submitted to the Assessment
Coordinator in the Division of Human Resources prior to the last day of
employment.
Applicability of Guidelines for Responsible Computing
Supervisors should, with the assistance of the Information Technology
Department, limit or cancel access to computer accounts in the employee’s
area of responsibility and ensure relevant e-mail files are retained in
the department. This change in access should be consistent with operational
considerations and based on the length of time between the notification
of termination and the actual departure date. Where circumstances warrant,
please consult with Human Resources. In addition, the supervisor should
arrange to have a representative from the Division of Human Resources
present when a terminating employee is cleaning out his/her desk and/or
office. These procedures should also be followed when an employee is being
reassigned for reasons of performance or discipline.
When employees are terminating their employment in any particular office
or at the University, the “Guidelines for Responsible Computing” shall
apply. As stated in Guidelines
for Appropriate Computing Behavior,
“If an employee creates, alters, or deletes any electronic information
contained in, or posted to, any campus computer or affiliated network,
it will be considered forgery.” The section on Violations
of The Guidelines states, “Violations of the University Guidelines
for Responsible Computing are treated like any other ethical violation
as outlined in the Student Handbook, relevant contractual agreements,
and applicable faculty and staff handbooks. Violators may be subject to
prosecution under applicable federal and New Jersey statutes.”
Responsibility of the Employee leaving the University
Employee Separation Form
All employees, irrespective of whether termination is involuntary or voluntary,
are required to obtain the requisite signatures on the Employee Separation
Form, which is available from the Benefits Office in the Division of Human
Resources. This form will ensure that all paperwork and administrative
details (i.e. final paycheck, computer accounts, parking and library fines,
etc.) are completed prior to the last day of employment. When all signatures
from the various departments are obtained, the Employee Separation Form
should be submitted to the Director of Unclassified Staffing at the scheduled
exit interview.
Exit Interview
The purpose of the exit interview is to provide the employee with information
concerning the expiration or conversion of medical, dental, and life insurance
benefits, COBRA, and pension plan distribution. It will also ensure that
University property, such as ID Card/gate pass, parking permit, employee
handbook, keys, and MSU equipment (computers, cell phones, pagers, etc.),
is properly returned to the appropriate departments.
Information obtained during an exit interview shall be regarded as confidential
in nature and shall not be a part of the employee’s personnel file, nor
shall it be used in any determination concerning potential rehire. Data
collected in the interview process shall be used solely for statistical
reporting in identifying areas in which the University may want to improve
its performance with respect to its employees.
Note: The exit interview will provide the employee with the opportunity
to express his/her reasons for leaving and opinions regarding benefits,
wages, management style and other issues he/she may wish to communicate.
Montclair
State University
Division of Human Resources
CO 316, Montclair, N.J. 07043, USA
(973) 655-5293
Fax: (973) 655-7210
hr@mail.montclair.edu
