VII. Separation Process for Faculty and EPA Staff

Separation from employment at the University by a member of the faculty or EPA staff may result from expiration of a term appointment, resignation, retirement, non-reappointment or discontinuation, discharge, termination, or death. The procedures involved in the separation process are generally the same for the various types of separation. Policies and procedures specific to each type of separation follow the section on general procedures presented below.

A. General Procedures for Separation from Employment by Members of the Faculty and EPA Staff.

1. Written Notice. The process for separation from employment by a member of the faculty or EPA staff begins with receipt of written notice of the separation. This is expected to be provided by the departing employee in cases of resignation or retirement and is provided by an appropriate University administrator for separation resulting from expiration of a term appointment, non-reappointment or discontinuation, discharge, or termination. If written notice of resignation or retirement is not provided by the employee, the Unit Head/Division Designee writes a letter to the employee acknowledging the decision to resign or retire as of a specific date and this initiates the separation process.

2. "Notice of Separation" PD-7. The "notice of separation" section of a PD-7 must be completed and submitted to remove the employee from the payroll. This should be done as soon as possible, but at least two weeks before an employee is to be removed from the payroll due to resignation and at least 30 days before an employee is to be removed from the payroll because of expiration of a term appointment, non-reappointment, or discontinuation.

For a faculty member on 9-month appointment, the date for removal from the payroll at the end of the academic year is June 30. Regular payroll checks received in July and August are advance payment for work to be done during the fall semester. The faculty member who leaves employment before completing that fall semester must reimburse the University for the full amount of any overpayment.

3. Exit Interview with Benefits Office. Each department employee must have an exit interview with the Benefits Office. Letters to departing employees acknowledging or providing notice of separation should include a referral to the Benefits Office. "It is important that you make an appointment to meet with a representative of the Benefits office to discuss the effect of your departure on your employee benefits program."

4. Check-out Procedures. Following are items to be addressed by departing members of the faculty and EPA staff and their Unit Heads during the separation process: (See also the Checklist for Separation from Employment.)

• Conduct exit interview with Benefits Office
• Return University property, including but not limited to keys (building, office, laboratory, library carrel, gym locker), equipment, library materials, identification card or "one-card"
• Turn in parking decal and gate key
• Close e-mail account
• Provide instructions for forwarding mail, e-mail, and telephone messages
• Remove message from voice mail system
• Remove personal name plate from office
• Inventory office and laboratory furnishings and equipment
• Remove personal computer files
• Cancel textbook orders
• Provide instructions pertaining to outstanding incomplete grades
• Decline or return faculty research and other faculty development grants
• Make arrangements for handling ongoing external grants and contracts

5. Academic Affairs Exit Interview with Department Faculty Members. The Office of Academic Affairs invites faculty members who decide to leave the University to participate in an exit interview with one of the Faculty Associates. The purpose of the interview is to learn why they have decided to leave UNC Charlotte and how they perceive the campus climate, academic work environment, and the nature and availability of resources and support. The goal is to identify our strengths and limitations in order to establish and maintain a campus environment conducive to faculty productivity and supportive of the teaching-learning process.

Procedures Applicable to Specific Forms of Separation

B. Expiration of Term Appointments

Non-Tenure Track Faculty. The term of employment of a special or non-tenure track faculty member appointed in accordance with Section 3.4 of the Tenure Document is specified when the appointment is made, and that specification is deemed to constitute full and timely notice of non-reappointment when the specified term expires. The University has no obligation to consider future appointments and no obligation to provide further notice of the expiration of the appointment. Even though the appointment PD-7 may have a "remove from payroll" date, the Payroll Office requires a "Notice of Separation" PD-7 indicating "term expired" to remove the faculty member from the payroll. This PD-7 should be sent to the Provost as soon as possible, but no later than 30 days before the employee is to be removed from payroll. When it is received, the Vice Chancellor will forward the PD-7 to the Payroll Office and write a letter to the faculty member acknowledging his or her service to the University and making the referral to the Benefits Office. (The date for removal of a 9-month faculty member from payroll is June 30, 20XX).

EPA Staff. The term of employment of an EPA staff member established to be for a stated definite term expires automatically at the conclusion of the stated term. The staff member appointed for a term of more than one year must be given prior written notice if the employer intends not to renew or extend the term contract beyond that stated definite term. Notice of 60 days is required for a term of more than one year but less than four years, and notice of 90 days is required for a term or four years or more. (See Policy Statement #64 Personnel Policies for Designated Employment Exempt from the State Personnel Act.) Even though the appointment PD-7 may have a "remove from payroll" date, the Payroll Office requires a "Notice of Separation" PD-7 indicating "term expired" to remove the staff member from the payroll. This PD-7 should be sent to the Vice Chancellor as soon as possible, but no later than 30 days before the employee is to be removed from payroll. When it is received, the Vice Chancellor will forward the PD-7 to the Payroll Office and write a letter to the staff member acknowledging his or her service to the University and making the referral to the Benefits Office.

C. Resignation

A member of the faculty or EPA staff who decides to resign from employment at UNC Charlotte has the obligation to give timely written notice of the decision to resign, with its effective date, to his or her immediate supervisor. The supervisor immediately will accept the resignation in writing and forward the original letter of resignation and a copy of the acceptance to the Dean or Division Designee. That designee submits to the Vice Chancellor the letter of resignation and the acceptance with a "notice of separation" PD-7 indicating "resignation" as the reason for removal from the payroll. If the employee has not submitted a letter of resignation (with resignation date), the Dean/Division Designee should write a letter to the employee accepting the resignation as of a specific date and provide a copy with the "notice of separation" PD-7 to the Vice Chancellor. Upon receipt of these documents, the Vice Chancellor will forward the PD-7 to the Payroll Office and send a letter to the employee accepting the resignation and making the referral to the Benefits Office.

D. Retirement

A member of the faculty or EPA staff who decides to retire from employment at UNC Charlotte has the obligation to give timely written notice of the decision to retire, with its effective date, to his or her immediate supervisor. The supervisor will acknowledge the retirement in writing and forward the original notice of retirement and a copy of the acknowledgment to the Dean/Division Designee, who is responsible for submitting the notice of retirement and the acknowledgment with a "notice of separation" PD-7 indicating "retirement" to the Vice Chancellor. If there is no letter of retirement (with retirement date), the Dean/Division Designee should write a letter to the employee acknowledging the retirement as of a specific date and provide a copy with the "notice of separation" PD-7 to the Vice Chancellor. Upon receipt of these documents, the Vice Chancellor will forward the PD-7 to the Payroll Office and send a letter expressing appreciation for the employee’s service to the University and making the referral to the Benefits office. See PIM #10: Submission of Applications.

Emeritus Status for Tenured Faculty. The notice of intent to retire provided by a faculty member who holds an appointment with permanent tenure at UNC Charlotte automatically will be considered a request for emeritus status. See Policy Statement #23: Emeritus Faculty.

E. Nonreappointment or Discontinuation

Nonreappointment of Tenure-Track Faculty on Probationary Term Appointments. See Section 5 of the Tenure Document for detailed procedures for the review of tenure-track faculty members on probationary term appointments and for the review of decisions not to reappoint. Specific procedures for notifying the faculty member and relevant administrators of the nonreappointment decision also are provided in these sections. The Provost’s Office will forward the PD-7 to the Payroll Office and send a letter acknowledging the faculty member’s service to the University and making the referral to the Benefits Office.

Discontinuation of EPA Staff on "At Will" Appointments. The employment of an EPA staff member on an "at will" appointment is subject to discontinuation at any time at the discretion of the Chancellor, so long as appropriate advance timely notice of discontinuation is provided: (1) not less than 30 calendar days during the first year of service; (2) not less than 60 calendar days during the second and third years of service; and (3) not less than 90 calendar days during the fourth and all subsequent years of continuous service. (See Policy Statement #64 Personnel Policies for Designated Employment Exempt from the State Personnel Act.) The Dean/Division Designee should forward to the Vice Chancellor a copy of the notice of discontinuation with the "notice of separation" PD-7 citing "discontinuation" as the reason for removal from the payroll accompanied by Affirmative Action Memorandum (Form AA-27) at least 30 days before the EPA staff member is to be removed from the payroll. The Vice Chancellor, with the Chancellor’s approval, will issue the notice of discontinuation, make the referral to the Benefits Office, and submit the PD-7 to the Payroll office. The Vice Chancellor will forward to the Office of Academic Affairs a copy of the notice of discontinuation and the PD-7 for inclusion in the Chancellor’s personnel file for the staff member.

F. Discharge

Discharge of Members of the Faculty. The procedures for discharge of a faculty member for reasons of incompetence, neglect of duty, or misconduct are specified in detail in Section 8 of the Tenure Document. To complete the separation process for a discharged faculty member, the Dean’s Office prepares a "notice of separation" PD-7 citing "discharge" as the reason for removal from the payroll and forwards it with Affirmative Action Memorandum (Form AA-27) to the Provost’s Office. The Provost’s Office will forward the PD-7 to the Payroll Office and make the referral to the Benefits Office.

Discharge of an EPA Staff Member. The procedures for discharge of an EPA staff member for stated cause such as incompetence, unsatisfactory performance, neglect of duty or misconduct are specified in Section III. D of Policy Statement #64 Personnel Policies for Designated Employment Exempt from the State Personnel Act. To complete the separation process for a discharged EPA staff member, the Dean/Division Designee prepares a "notice of separation" PD-7 citing "discharge" as the reason for removal from the payroll and forwards it with Affirmative Action Memorandum (Form AA-27) to the Vice Chancellor’s Office. The Vice Chancellor will issue the notice of discharge and make the referral to the Benefits office and forward the PD-7 to the Payroll Office. The Vice Chancellor’s Office will forward a copy of the notice of discharge and the PD-7 to the Office of Academic Affairs for inclusion in the Chancellor’s personnel file for the staff member.

G. Termination Due to Financial Exigency or Program Curtailment or Elimination

Termination of the Employment of a Faculty Member. The procedures for termination of the employment of a faculty member due to financial exigency or program curtailment or elimination are specified in detail in Section 8 of the Tenure Document. To complete the separation process for a faculty member whose employment is terminated, the Dean’s Office prepares a "notice of separation PD-7 citing "termination for financial exigency" or "termination for program curtailment (or elimination)" as the reason for removal from the payroll and forwards it with Affirmative Action Memorandum (Form AA-27) to the Provost’s Office. The Provost’s office will forward the PD-7 to the Payroll Office and makes the referral to the Benefits Office.

Termination of the Employment of an EPA Staff Member. The procedures for termination of the employment of an EPA staff member due to financial exigency or program curtailment for elimination are specified in detail in Section III. C of Policy Statement #64 Personnel Policies for Designated Employment Exempt from the State Personnel Act. To complete the separation process for an EPA staff member whose employment is terminated, the Dean/Division Designee prepares a "notice of separation" PD-7 citing "termination for financial exigency" or "termination for program curtailment (or elimination)" as the reason for removal from the payroll and forwards it with Affirmative Action Memorandum (Form AA-27) to the Vice Chancellor’s Office. The Vice Chancellor issues the notice of termination, makes the referral to the Benefits Office, and forwards the PD-7 to the Payroll Office. The Vice Chancellor’s Office forwards a copy of the notice of termination and the PD-7 to the Office of Academic Affairs for inclusion in the Chancellor’s personnel file for the staff member.

H. Death

The death of a University employee requires responses from a number of university offices to assure that the deceased employee's interests and those of family and loved ones are respected and protected.

Any person in the University who learns of the death of a University employee should contact the Associate Provost for Academic Budget and Personnel immediately if the employee was EPA. Upon receipt of such notification, the following steps will be taken.

1. The head of the employee's department/unit will be notified.

2. The Payroll Office will be notified. The office of Academic Budget and Personnel will prepare a PD7. The "separation date" and "remove from payroll date" should be the same: normally, the date of death.

3. If the employee was not a U.S. citizen or permanent resident, the office of International Students and Scholars will be notified.

4. The office of Public Relations will be notified.

5. The Benefits Office will be contacted.

6. The University's insurance office (x72138) will be notified if the death occurred during a period of travel on University business. Campus Police may also be contacted for assistance in obtaining accident reports from other law enforcement agencies.

The Unit Head’s Office secures the office/laboratory of the deceased until arrangements can be made for the family or other representatives to collect the personal property of the deceased.