Resignation and Termination Policy

A. Notice

A minimum of two (2) weeks advance written notice must be provided to the supervisor with a copy sent to the Department of Human Resource Services. The two (2) weeks notice must be time actually worked. Vacation, floating holidays and sick leave may not be included in the advance notice requirement. It is the University's policy to consider an Employee ineligible for rehire if he/she does not provide the expected two (2) weeks advance resignation notice. The Department of Human Resource Services must be notified immediately of all terminations in order to complete necessary exit paperwork.

B. Exit Interview

An exit interview may be held with a representative from the Department of Human Resource Services. Benefit matters, appraisal of employment at the University and other relevant matters will be discussed with the Employee. A questionnaire will be provided for the Employee to complete prior to the exit interview.

C. Status of Benefit Plans

1. COBRA

The Federal Consolidated Omnibus Budget Reconciliation Act of 1986 (COBRA) provides eligible Employees and their qualified dependents the opportunity to continue coverage under the University's health and dental insurance plans when a "qualifying event" would normally result in loss of benefits. Some common qualifying events would be termination of employment (except termination for gross misconduct), death of an Employee, a reduction in Employee's hours or a leave of absence, an Employee's divorce/legal separation, and a dependent child who no longer meets eligibility requirements. Employees who are eligible for continuation of their health care and other coverages as stipulated in COBRA will receive written information concerning this benefit from the Department of Human Resource Services. Under COBRA, the Employee and his/her dependent(s) will pay the full cost for coverage at the University's group rate plus an administration fee. The written materials provided will clearly outline how long the Employee and his/her dependent(s) will be eligible for the COBRA coverage.

2. Health Insurance Portability And Accountability Act

The Health Insurance Portability and Accountability Act (HIPAA-1996) requires that a certificate of insurance be given to all terminated Employees who have been provided health insurance through the University's group plans. This certificate provides evidence of coverage so that potentially the terms of pre-existing conditions may be waived with a new health insurance provider. Continuous health insurance coverage with the University will count towards the time period required by the new insurance provider. Your health insurance carrier will mail the certificate to you. If the certificate is not received within thirty (30) days, then please call the Assistant Director/Benefits for the Department of Human Resource Services at (804) 289-8877 so that we may ensure one is mailed to you.

3. Life Insurance

Life insurance ends on the Employee's termination date and may be converted within thirty-one (31) days after the employment termination date. Information is provided by the Department of Human Resource Services.

4. Long-Term Disability Insurance

Group total disability income insurance (Long-Term Disability) ends on the Employee's termination date and may not be converted.

5. Retirement

Status of the retirement funds should be reviewed with the Assistant Director/Benefits for the Department of Human Resource Services at (804) 289-8877.

6. Vacation Accrual Balance

Upon termination, Employees who have been continuously employed by the University for six (6) months or longer will be paid for unused vacation. Employees who have been employed for less than six (6) months will not be paid for any accrued vacation. Floating holiday(s) that have not been taken prior to termination will not be paid. No other payment will be made for time accrued as sick leave.

7. Miscellaneous

All uniforms, keys, identification cards, records, documents, materials, lists, drawings, books, programs/pamphlets and all other property of the University made or received by the Employee are property of the University exclusively and must be returned by the Employee prior to leaving University employment.

Employees participating in interest-free computer loans or other loan programs available from the University will be subject to fulfilling the repayment requirements specified in the loan agreement.

Any monies owed the University will be deducted from the Employee's final paycheck per University policy.

Reference Checks

All inquiries, including written requests, regarding a current or former Employee of the University must be referred to the Department of Human Resource Services.