Separation from Service

            Non-faculty employees of the University of Dayton are employed with an “at will” status.  Employees are not employed for any definite term and either party for any reason, with or without cause, may terminate the employment relationship at any time.  Only the President of the University (or the board of trustees) has authority to enter into any Agreement for employment for any specified period of time or to make any agreement contrary to the foregoing.

Voluntary

Employee Responsibility:

• Upon resignation, all employees are requested to submit a written letter of resignation to their immediate supervisor and the Office of Human Resources prior to their last day of employment.
• Exempt Positions - at least four working weeks notice prior to the date of separation from service.
• Nonexempt Positions - at least two working weeks notice prior to the date of separation from service.
• The employee is asked to schedule a personal exit interview with his/her Human Resources Generalist and complete an Exit Interview Questionnaire prior to leaving the University.
  • The terminating employee will need to bring the exit interview questionnaire to the exit interview or mail the form to the following address: Office of Human Resources, University of Dayton, 300 College Park, Dayton, Ohio 45469-1614, Attn: Staffing Department.

Supervisor Responsibility:

• Upon receiving written notification that an employee is leaving, the supervisor is responsible for promptly completing the Personnel Action Form (PAF).
  • Personal Action Form (PAF) and resignation letter are forwarded to the Office of Human Resources to start the exit process.
• Before the employee separates from the University, the supervisor is responsible for completing the Employee Separation Checklist, which requires collection of University property, identification card, etc., and forwarding the completed form to the Office of Human Resources as the final step in the separation process.

Human Resources Responsibility:

• Once the Office of Human Resources receives the Personal Action Form (PAF) stating that an employee is terminating, the Staffing Manager will mail or e-mail an exit interview notification letter to the employee asking that he or she complete an exit interview questionnaire and schedule an exit interview with their Human Resources Generalist. 
• The Human Resources Generalist will conduct an exit interview with the separating employee to obtain information regarding various working conditions observed or experienced during the employee’s period of employment.
• The Benefits Department will send information related to continuing coverage options for medical and dental benefits; conversion options for life and disability insurance; and, distributions from retirement account plans directly to the terminating employee's home address following the processing of the termination documents.
• The Office of Human Resources Records Department will collect and file all Employee Separation Checklists verifying that the separating employee has no outstanding obligation to the University.

Note: The last day actually worked is considered the last day of employment with the University of Dayton.  Vacation may not be taken for the purpose of extending the term of employment.  Any accrued vacation as of the last day worked will be paid in a lump sum in the last paycheck.  Contact the appropriate Office of Human Resources for additional information.

Involuntary

Involuntary separation is a serious matter for the employee and the University. Supervisors and HR strive to ensure that all involuntary separations are handled in a way that treats the employee with fairness and reduces the University’s potential liability.

• Address performance issues as soon as they become apparent.
• If performance issues do not improve with direction and coaching, supervisors should alert their immediate supervisors and their Human Resources Generalist. It is important that Human Resources be involved as early as possible to provide assistance to the supervisor and to ensure that the interests of the employee and the University are well served.
• If involuntary separation is due to egregious behavior, the next level of supervision and a Human Resources Generalist, at minimum, should be involved immediately.  Depending on the behavior, our first consideration is always the safety of people and the second is protection of University resources.
• The supervisor/manager must review an involuntary termination decision with the next level of management and the HR Generalist prior to making a decision.
• The supervisor/manager is responsible for conducting the termination meeting and for documenting comments made by the employee during the meeting.  The supervisor may request their Human Resources Generalist to be present at the meeting.
• Before the employee leaves employment, the supervisor is responsible for completing the Employee Separation Checklist, which requires collection of University property, identification card, etc., and suggests other measures to ensure the protection of the University during separation.
• The supervisor/manager is responsible for promptly completing the Personal Action Forms (PAF) and obtaining all necessary approvals and signatures.
• The Personal Action Form (PAF) must be forwarded to the Office of Human Resources to complete the termination process.

Reduction in Workforce Policy

It is University policy to avoid layoffs when possible. However, if the University determines at any time that it should cease operations of a specific function, unit or department, it may be necessary to lay off employees or eliminate jobs.  The University reserves the right to reassign duties or reassign an affected employee to a different position with an appropriate change in compensation.

In the event of either layoff or job elimination, the University will consider job performance, job importance and seniority when determining the order in which a reduction in the workforce is accomplished.  The University reserves the right to retain those employees with the best job performance rather than those with the most seniority.