UACES Facebook CESP 1-15: Termination

Personnel - Performance

CESP 1-15: Termination

Date Revised: May 8, 2018
Supersedes: May 15, 2015

Summary: In accordance with UA Board of Trustees Policies 405.3 and 405.4, this establishes policies and procedures relating to termination and other separations of employment for classified and non-classified Extension employees.

Termination

Appointed employees in academic faculty, program associate, or program technician positions are considered “at-will” employees and may be terminated for convenience at any time or dismissed for cause through written notice by the Associate Vice President for Agriculture-Extension or senior designee, following verbal or written notice and opportunity to respond. For appointments through June 30, 2018, in the event that Extension no longer needs or desires the services of an appointed employee in an academic faculty, program associate, or program technician position, the employee will be given sixty (60) days advance written notice of termination. After July 1, 2018, employment may be terminated for convenience by giving written notice at least thirty (30) days in advance of the date employment is to cease.

All other non-classified employees (including county extension agents and project/program administrators) and all classified employees on regular appointment are “at-will” employees and may have their employment immediately terminated for convenience at any time. In the case of grant termination or loss of appropriated funds, termination may also be immediate.

Disciplinary Probation Termination

At the end of a disciplinary probation period for substandard job performance or unacceptable behavior, the supervisor must meet with the employee, review the Employee Disciplinary Notice (EEVAL-140: Employee Disciplinary Notice), assess the employee’s current job performance or conduct, and give the employee written notification which either (a) removes the employee from probationary status, (b) extends the probationary period (not to exceed an additional three months), or (c) terminates employment immediately without advance written notice. If released from probationary status, the employee will be notified that employment may be terminated if the same or a related offense or job performance issue occurs within 12 months after the end of the probationary period. 

Dismissal for Cause

An employee who is dismissed for cause may be discharged immediately without the benefit of advance notice.  When an employee is dismissed for cause, a written statement of the reason(s) for dismissal and an explanation of the appeal process is given to the employee.  

Employees dismissed for cause may appeal the decision to the Division's Office of Affirmative Action within ten (10) calendar days of receiving notice of the dismissal. The Office of Affirmative Action will send such appeal to  the Associate Vice-President- Extension for consideration.

For additional information regarding dismissal for cause, refer to the policy on Employee Disciplinary Actions, CESP 1 - 8.

Ineligible for Re-Employment Within UA System

An employee who has been dismissed for cause or who has been designated by their campus or division as not eligible for rehire shall not be eligible for re-employment within any of the University of Arkansas System’s campuses, units, or divisions.

Unlawful Discrimination

Notwithstanding any of the above provisions, any employee who believes he or she was terminated or dismissed for cause due to unlawful discrimination may file a written complaint with the Civil Rights Compliance Officer in the Office of Affirmative Action. 

Resignation

An employee who wishes to end employment with Extension should give the supervisor or department head as much advance notice as possible, and, except under extenuating circumstances, no less than two weeks written notice through a letter or the EPERS-104: Notice of Resignation, form. Employees who terminate their employment with Extension voluntarily and with proper notice may be considered for reemployment at a later date, either in the same department or in another department.

Acceptance of Resignation

In accordance with Board of Trustees policy 405.3,

shall be forwarded immediately to the Associate Vice President for Agriculture-Extension for acceptance or rejection. Termination effective date cannot fall during winter break or on a weekend or holiday.

The Associate Vice President for Agriculture – Extension shall give written notice of acceptance to the employee within five working days of receipt of the letter of resignation or EPERS-104 and EPERS-105. When the written acceptance of the resignation is forwarded by the Associate Vice President for Agriculture – Extension to the individual submitting his or her resignation, the resignation becomes final and cannot thereafter be withdrawn.

The supervisor will ensure that the terminating employee returns all Extension property (e.g., keys, ID, credit cards, teaching materials, cellular phones, etc.) before the last day of work.

If an employee fails to give notice of availability for work at the end of an approved leave of absence, the employee will be considered to have voluntarily resigned.  In a situation where there are extenuating circumstances, the employee may be eligible for re-employment consideration.

Unused Annual Leave

Employees should refer to the policy on Annual Leave, CESP 7 - 4 to determine eligibility at termination for a lump sum payment of unused, accrued annual leave.

Retirement

Employees eligible for retirement should provide Extension with a minimum of ninety (90) days advanced written notice and are urged to retiree on the last working day of the month. This processing time is necessary for the vendor to ensure that retirement benefits may commence in a timely manner.

Classified employees who plan to retire should refer to CESP 7-7, Sick Leave, regarding possible eligibility for payment of unused, accrued sick leave upon retirement.

Upon retirement from Extension employment, an employee's benefits will terminate on the last day of the month for which premiums were paid. The employee will be required to elect all eligible retirement health, dental and/or life insurance elections within thirty (30) days of official retirement date.  

Continuation or Conversion of Other Employee Benefits

Upon separation from Extension employment, an employee's benefits will terminate on the last day of the pay period for which premiums were paid.  The employee will be notified by mail of the right to continue coverages.

Forms

EPERS-104, Notice of Resignation 
EPERS-105: Supervisor's Notice of Termination