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Handbook of Operating Procedures
Chapter 4 - Personnel - General
Publication Date: June 2, 2016
Responsible Executive: VP for Business Affairs


4.14 Separation of Employment for UTSA Personnel


I. POLICY STATEMENT


It is the policy of The University of Texas at San Antonio (UTSA) to ensure consistent administrative practices in terminating employment of UTSA personnel.


II. RATIONALE


This policy is to ensure the timely return, and recovery of University property and outstanding fees, and the timely cancellation of all network access at UTSA.


III. SCOPE


This policy applies to all staff, faculty and students who have an appointment with UTSA.


IV. WEBSITE ADDRESS FOR THIS POLICY


http://www.utsa.edu/hop/chapter4/4-14.html


V. RELATED STATUTES, POLICIES, REQUIREMENTS OR STANDARDS


UTSA or UT System Policies or the Board of Regents' Rules & Regulations

  1. UTSA HOP 3.03 Discipline and Dismissal of Classified Employees
  2. UTSA HOP 2.13 Termination and Nonreappointment of a Tenured or Tenure-Track Faculty

 


VI. CONTACTS


If you have any questions about HOP policy 4.14, Separation of Employment for UTSA Personnel, contact the following office:

Human Resource Department
210-458-4648


VII. DEFINITIONS


None


VIII. RESPONSIBILITIES


  1. Employing Department
    1. Obtains resignation in writing (if separating employee is resigning), to include an effective resignation date.
    2. Responds to an employee’s resignation in writing.  Departments may use the Acceptance of Resignation template.

      The following responsibilities are true for resignations and termination for cause
    3. Completes the Separation Procedures outlined on the Human Resources website.
    4. Completes the Separation Processing Checklist.
    5. Informs the separating employee of their obligation to settle any outstanding obligations.
    6. Ensures that all sponsored programs and compliance protocols involving human subjects and animals are officially terminated and data on a sponsored program is retained before a separating employee leaves campus.
    7. Returns all University property to the appropriate UTSA departments.
    8. Disables, deletes or transfers access of third-party systems that are not managed by a UTSA system.  Examples include Facebook and Survey Monkey.
  2. Employee
    1. Returns all University owned property to his or her immediate supervisor, to include, but not limited to keys, University identification card, cell phones, computers and library books.
    2. Settles any outstanding debts or other financial obligations, to include, but not limited to library and parking fines.
    3. Informs the Benefits Department of any address changes, as well as discussing options to continue health insurance coverage through COBRA.
    4. Principal Investigators must ensure that all obligations are met, to include officially terminating all sponsored programs and compliance protocols involving human subjects and animals, and returning data on a sponsored program.

IX. PROCEDURES


  1. Procedures for processing a separation are located on the Human Resources website.
  2. Procedures for Termination for cause is not addressed in this policy. Please refer to UTSA HOP 3.03 Discipline and Dismissal of Classified Employees for staff and UTSA HOP 2.13 Termination and Nonreappointment of a Tenured or Tenure-Track Faculty Member for faculty.

X. SPECIAL INSTRUCTIONS FOR INITIAL IMPLEMENTATION


None


XI. FORMS AND TOOLS/ONLINE PROCESSES


Separation Processing Checklist


XII. APPENDIX


None