Ending Library Employment
Departure Process = POLICY i.e. must be followed

POLICY:
An employee who desires to resign from University employment is expected to provide as much advance notice as possible and submit notice of resignation in writing to the supervisor. Separation from employment may take place for a variety of reasons. When employment termination becomes necessary, whether employee or employer initiated, established procedures must be followed.
Select one of the following Quicklinks for specific information:
A Resignation is a voluntary termination by an employee. Employees are expected to notify their immediate supervisor in writing of their intent to resign their position (see Classified Staff Termination Policy #402.0 and UHAP Resignation Policy #4.19).
Expected Notice:
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Classified Staff are expected to provide two (2) weeks notice when resigning.
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Appointed Personnel are expected to provide four (4) weeks notice when resigning.
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All Staff are asked to provide their supervisors more than the minimum amount of notice whenever possible.
Procedures:
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Employee submits a written Resignation Letter to his/her team leader and copies the dean and LORM Team. Employee and team leader discuss transition plan prior to employees last work day.
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For classified staff, team leader writes an Acknowledgement Letter to the employee and provides a copy of it to the LORM Team. For appointed personnel, the dean writes the Acknowledgement Letter to the employee and provides a copy of it to the LORM Team.
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LORM provides the employee with the UA Libraries Termination Procedures and Pay Guidelines (10/5/12) and Employee's Separation Checklist (10/5/12) to review and complete.
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Employee is encouraged to contact UA Benefits Department at 621-3662 to discuss how separation from the University will affect his/her benefits and retirement.
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Employee is encouraged to attend an Exit Interview with a member of the LORM Team or, at the employee’s request, with the dean. To schedule an exit interview, please contact LORM at 621-6425.
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Within one week of termination, employee schedules appointment with an accountant to sign Termination Report and to resolve travel and operational advances.
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Team leader completes Supervisor's Separation Checklist (10/5/12) and submits form to LORM.
NONRENEWAL/TERMINAL YEAR:
An employee on a year-to-year appointment and whose position is state funded is entitled to no less than a 90-day notice, or 30 days when position is non-state and funding is no longer available; otherwise employee is entitled to a 90-day notice (see UHAP Notice of Nonrenewal Policy #4.15).
Procedures:
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Dean notifies employee in writing of nonrenewal decision and submits a copy to LORM.
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LORM provides the employee with the UA Libraries Termination Procedures and Pay Guidelines (10/5/12) and Employee's Separation Checklist (10/5/12) to review and complete.
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Employee is encouraged to contact UA Benefits Department at 621-3662 to discuss how separation from the University will affect his/her benefits and retirement.
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Employee is encouraged to attend an Exit Interview with a member of the LORM Team or, at the employee’s request, with the dean. To schedule an exit interview, please contact LORM at 621-6425.
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Within one week of termination, employee schedules appointment with an accountant to sign Termination Report and to resolve travel and operational advances.
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Team leader completes Supervisor's Separation Checklist (10/5/12) and submits form to LORM.
An employee who is denied continuing status is entitled to a terminal year appointment for the next appointment period (see UHAP Decisions on Nonrenewal and Continuing Status Policy #4.11.02).
Procedures:
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Provost notifies employee in writing of decision not to grant continuous status and provide terminal year. A copy should be submitted to the LORM Team.
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LORM provides the employee with the UA Libraries Termination Procedures and Pay Guidelines (10/5/12) and Employee's Separation Checklist (10/5/12) to review and complete.
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Employee is encouraged to contact UA Benefits Department at 621-3662 to discuss how separation from the University will affect his/her benefits and retirement.
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Employee is encouraged to attend an Exit Interview with a member of the LORM Team or, at the employee’s request, with the dean. To schedule an exit interview, please contact LORM at 621-6425.
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Within one week of termination, employee schedules appointment with an accountant to sign Termination Report and to resolve travel and operational advances.
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Team leader completes Supervisor's Separation Checklist (10/5/12) and submits form to LORM.
An employee who transfers to another University department retains all earned employee benefits including time in position, sick leave and vacation time.
An employee who changes employment from one Arizona university or board office to another and whose break in service is less than thirty (30) calendar days shall maintain all accrued sick leave hours and service credits for vacation computation reasons (see Classified Staff Policy #201.0- Sick Leave and Classified Staff Policy #200.0 - Vacation). Employee is expected to notify his/her immediate supervisor in writing of intent to resign, and must adhere to the following procedures:
Expected Notice:
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Classified Staff are expected to provide two (2) weeks notice when transferring.
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Appointed Personnel are expected to provide four (4) weeks notice when transferring.
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All Staff are asked to provide their supervisors more than the minimum amount of notice whenever possible.
Procedures:
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Employee submits a written Resignation Letter to his/her team leader and copies the dean and LORM Team.
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For classified staff, team leader writes an Acknowledgement Letter to the employee and provides a copy of it to the LORM Team. For appointed personnel, the dean writes the Acknowledgement Letter to the employee and provides a copy of it to the LORM Team.
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LORM pr9ovides the employee with the UA Libraries Termination Procedures and Pay Guidelines (10/5/12) and Employee's Separation Checklist (10/5/12) to review and complete.
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Employee is encouraged to contact UA Benefits Department at 621-3662 to discuss how separation from the University will affect his/her benefits and retirement.
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Employee is encouraged to attend an Exit Interview with a member of the LORM Team or, at the employee’s request, with the dean. To schedule an exit interview, please contact LORM at 621-6425.
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Within one week of termination, employee schedules appointment with an accountant to sign Termination Report and to resolve travel and operational advances.
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Team leader completes Supervisor's Separation Checklist (10/5/12) and submits form to LORM.
During the initial probationary period a probationary employee may be discharged at any time for any reason that does not violate public policy; advance notice will be given when possible, but termination under this condition may be without notice. Policy requires that Sick Leave used during the probationary period be recovered from the employee’s final paycheck.
Discharge of a non-probationary employee is the last and final step of progressive discipline and causes termination of employment for the employee. Supervisors must work in advance with LORM on cases involving progressive disciplinary actions before taking action. Non-probationary employees are subject to the provisions of the Pre-discharge and Suspension Without Pay Hearing Policy #404.0 and the Disciplinary Action Policy #403.0.
Procedures:
If the supervisor is considering suspension without pay or discharge:
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Prior to pre-suspension, pre-discharge meeting or taking disciplinary actions, the supervisor consults with LORM representative.
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LORM representative consults with the HR Organizational Consultant regarding all disciplinary action cases and communicates input and/or next steps.
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Library supervisor notifies the affected employee in writing (LORM approves letter) of either a pre-suspension or pre-discharge meeting. The meeting is to either review the reasons and facts that led to consider action and give employee opportunity to present information.
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Once appropriate level of action is determined, a meeting with the employee should be scheduled to communicate decision and provide employee with a letter (LORM approves letter) that documents the action.
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If decision is to discharge, employee is provided with discharge notice, vacation leave policy and exiting instructions by LORM.
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Employee reviews and completes the Employee's Separation Checklist (10/5/12).
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Team leader completes Supervisor's Separation Checklist (10/5/12) and submits form to LORM.
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LORM completes Termination Report and forwards to Central Human Resources. Discharged employee will be paid all wages within three (3) working days following the termination date or on the payday following the end of the regular pay period or whichever is sooner.
It is the University Libraries commitment to minimize layoffs required by budget reductions and to consider staffing reductions only after creative solutions have been considered.
In the event that layoffs are required, the UA Libraries will follow established UA policy and UA Libraries Guidelines, as specified in the document: Layoff Policy and Procedures for UA Libraries & CCP (1/26/09).
As cited in Classified Staff Layoff/Reduction in Force Policy #405, a layoff may be the result of elimination of a position, reduction in funding, reduced or changed work requirements or department reorganization. An employee selected for layoff will have his/her employment terminated from the University upon the layoff/termination effective date. A non-probationary employee whose performance is at least satisfactory is eligible for recall rights and other layoff privileges for up to twelve (12) months following the layoff/termination effective date.
Information for Employees:
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Benefits Continuation (COBRA - HR)
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Job Search Resources (HR)
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Unemployment Insurance (AZ DES)
Information for Supervisors :
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Layoff Policy and Procedures for UA Libraries & CCP (1/26/09)
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"A Manager's Guide for Having Nonrenewal and Layoff Discussions" (HR, pdf)
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"Delivering Difficult News" (HR, pdf)
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"Making Sound Staffing Decisions as Resources Diminish" (HR, pdf)
Forms:
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Employee's Separation Checklist (10/5/12)
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Supervisor's Separation Checklist (10/5/12)
Normal Retirement is the earliest you may retire with a full benefit, as determined by Arizona State Retirement System (ASRS). A normal retirement occurs under the earliest of the following:
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At age 65
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At age 62 with ten (10) or more years of credited service.
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At any combination of year of credited service and age, totaling eight (80) points. For example, 20 years of credited service and you are 60 years of age; you will be eligible for normal retirement benefit because you have 80 points (20+60=80).
Early Retirement may occur if at least fifty (50) years of age and with five (5) or more years of credited service. A reduction determined by your age and credited service is applied to the benefit.
The decision to retire is an important one that requires good planning. The following resources are available to assist you in your transition:
Information for Employees:
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Retirement Planning (Info to get you started) (HR)
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Suggested Time Table (HR)
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Retirement Benefit Estimator (ASRS)
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Retiree Health Insurance Enrollment Form (ADOA, pdf)
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ADOA Retiree Benefits Guide (ADOA, pdf)
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Return to Work after Retirement (Guidelines for ASRS members)
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Retirement Manager, to support your participation in the Voluntary 403(b) Plan (3/16/09)
Information for Supervisors:
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Phased Retirement Program for Optional Retirement Plan (ORP) Participants (HR)
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Procedures for Non-Competitive Selection for Rehiring Retirees (HR, pdf)
Forms:
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Employee's Separation Checklist (10/5/12)
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Supervisor's Separation Checklist (10/5/12)
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Sample Resignation (Separation) Letter (02-09-09)
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Sample Supervisor's Acknowledgement Letter (02-09-09)
POLICIES/GUIDELINES/RESOURCES/FORMS
Classified Staff Policies:
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Accumulated Sick Leave Payment for Retiring Classified Staff #222.1.08
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Predischarge or Suspension Without Pay Meeting Policy #404.0
Appointed Personnel Policies:
LIBRARY GUIDELINES:
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Layoff Policy and Procedures for UA Libraries & CCP (01/26/09)
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UA Libraries Termination Procedures and Pay Guidelines (10/5/12)
RESOURCES:
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UA Career Transition Website - including advising, professional development workshops, financial information, stress management resources and job separation information as well as help with creating a resume and interviewing.
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HR's Employee and Career Advising offers job search and career coaching to affected employees
FORMS:
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Sample Resignation (Separation) Letter (02-09-09); (indicate reason for separation)
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Sample Supervisor's Acknowledgement Letter (02-09-09)
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Employee's Separation Checklist (10/5/12)
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Supervisor's Separation Checklist (10/5/12)
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LORM Exit Survey (08-10)
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