VANDERBILT UNIVERSITY AND MEDICAL CENTER HUMAN RESOURCES POLICIES AND PROCEDURES
SUBJECT: SEPARATION OF EMPLOYMENT POLICY | POLICY #: HR-038
EFFECTIVE DATE: May 1, 2004 | REVISION DATE: April 16, 2012

POLICY

The purpose of this policy is to identify the processes that are necessary at the time a staff member terminates employment with Vanderbilt University. The policy applies to all staff members including full-time, part-time, regular and term staff. Staff members may terminate their employment with Vanderbilt at any time. In addition, Vanderbilt may terminate the staff member’s employment at any time. When a staff member is separated from employment for any reason the supervisor has the responsibility to communicate the separation to Human Resources and other appropriate departments to ensure that the procedures of this policy are followed.

PROCEDURE

I. Notice Requirements

Staff who resign from Vanderbilt are responsible for providing appropriate written notice of their intent to resign. The notice establishing the end of employment date must be presented to the supervisor. If the notice of intent to resign is given verbally to the supervisor, the supervisor will confirm the acceptance of the resignation in writing. Notice requirements:

• Hourly paid staff are required to give at least a two week working notice.
• Salaried staff are required to give at least a one month working notice.
• Supervisors are not required to allow a staff member to rescind a resignation, whether given verbally or in writing, once the resignation has been accepted.
• Supervisors may choose to pay the staff member through the notice period in lieu of requiring the working notice.
• If a staff member provides less notice than is required, the staff member may be deemed ineligible for rehire.

This policy applies to resignations, terminations and retirements of Vanderbilt University staff. Some of these steps may be applicable to transfers or staff on leave of absence. Refer to the Transfer Policy, HR 008. A supervisor faced with a staff member desiring to rescind a resignation should consult with their Human Resources Consultant to discuss options.

II. Termination of Employment

Facts and circumstances of each case will determine what action up to and including termination of employment is appropriate.  A staff member whose employment is terminated and who may present a potential risk to the business operations of Vanderbilt will be directed to leave the campus immediately. Decisions to terminate employment should be made in consultation with Human Resources.

NOTE: VUMC should pay particular attention to the prompt termination of access to clinical systems in case of immediate discharge. This can be accomplished by contacting the Systems Access and Maintenance Team at 322-5630 or VUMC Help Desk at 343-4357 outside of the hours of 8 a.m. - 5 p.m. Monday through Friday.

III. Exiting the Staff Member

When a staff member ends employment with Vanderbilt the supervisor is responsible for the following steps. These steps should be completed the last day of employment for voluntary separations and at the time of termination for involuntary separations:

• Initiate the termination documentation by submitting a Personnel Action Form (PAF) immediately to Human Resources.
• Contact the department's Security Manager (for VUMC staff) or local technology support provider (for VU staff) to coordinate removal of access to Vanderbilt systems and services.

Vanderbilt’s systems and services are intended for business activity, and must be protected against activity that does not represent the business interest of the University. Systems and services may include but are not limited to local area networks, dial-in network access, shared file space, e-mail and various clinical, departmental, employee, financial and student information systems and applications.

Refer to Out-Processing Checklist, Refer to VU Computer Privileges and Responsibilities, http://www.vanderbilt.edu/HomePage/aup.html Refer to HR Policy 025, Electronic Communications.

NOTE: If a business need exists the supervisor may coordinate with the department’s Security Manager or local technology support provider to set up an auto-response to notify the sender how to direct the e-mail traffic.

IV. Separation Process Checklist

•  Retrieve any Vanderbilt property such as: ID badge, access cards, V-net card, credit cards (procurement, American Express), pager, keys, uniforms/scrubs, computer equipment (make arrangements to retrieve any VU equipment that may be at home or off-site), telephone, etc.
• Contact Accounting to remove signature authority.
• Discuss and make arrangements with staff member for the disposal or collection of any Vanderbilt information or Vanderbilt Licensed Software that they may have in his/her possession (i.e. Alternative Work Arrangement agreements).
• Cancel voice mail and long distance calling cards (V-net, ATT).
• Arrange for removal of account or access information from card access systems.
• Exit interviews may be scheduled with Employee Relations for voluntary separations.
• Cancel or exchange memberships and/or subscriptions as necessary.
• Explain that continuation of benefits information (COBRA) will be sent by mail from Human Resources.
• Contact HR Records Management (HRRM) for a Notice of Separation.

V. Payout Requirement

 Staff members separating employment from Vanderbilt will be paid for all accumulated unused vacation and/or personal time (if applicable) the next scheduled payday. (Refer to HR 005, Vacation Accruals and HR 006, Holidays & Personal Days Policies) Human Resources, Employee Relations Office (322-7259) is available as a resource for any clarification or assistance in the administration of this policy.

It is advisable to establish a department central e-mail address to respond to time sensitive business contacts Refer to any Alternative Work Arrangement Agreements that may have been made in accordance with HR Policy #023. Medical Center staff may also refer to: OP 10-62, Disposal of Confidential and Restricted Information, https://mcapps.mc.vanderbilt.edu/E-Manual/Hpolicy.nsf

This policy is intended as a guideline to assist in the consistent application of University policies and programs for staff. The policy does not create a contract implied or expressed, with any Vanderbilt staff members, who are employees at will. Vanderbilt reserves the right to modify this policy in whole or in part, at any time, at the discretion of the University.

Approved by Traci K. Nordberg, Chief Human Resources Officer and Associate Vice Chancellor

Approved by Jerry Fife, Vice Chancellor for Administration

Approved by Jeff Balser, M.D., Ph.D., Vice Chancellor for Health Affairs

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