Deciding to Terminate Quick Training

Keep This in Mind

  • Never terminate without first contacting Human Resources!

  • When you contact Human Resources, make sure you have all documentation available

  • The reason(s) for termination will be carefully discussed.

  • Human Resources has tools and templates available to help guide you through the appropriate process.

  • Terminations will be carefully scrutinized for the reason for termination, and for the following:

  • Federal and state protected class (see Protected Classes)

  • Employees who:

    • Recently filed for workers compensation

    • Recently filed a complaint to OSHA, the EEOC, or other government agencies

  • Pregnancy or other FMLA related events

What to do:

  • Contact HR

  • Prior to a Termination Decision, be sure that...

    • You have given the employee a Job Description (Letter of Expectation).

    • You have followed Policy 311- Corrective Action (given the employee an oral reprimand and written warning, unless the behavior was egregious).

    • There has been a thorough and fair assessment conducted collaboratively between HR and the supervisor.

    • Proper documentation of corrective action exists. (Does the personnel file support termination?)

    • Employees in similar circumstances have been treated similarly.

    • The individual has been able to tell her/his side of the story.

  • Remember: be considerate to all terminated employees! 

  • Contact Human Resources! All terminations of benefited employees require prior consultation with the department head/director and the Office of Human Resources.

  • Notification of Dismissal:see Policy 399 - Termination of Exempt and Non-Exempt Staff

    • Advanced notice of dismissal (or severance pay) is required if dismissal is after the introductory period, unless termination was "for cause".

    • Employees are not entitled to an advance notice of dismissal, or for severance:

      • For severe cause.
      • If dismissed before the end of the introductory period.
    • In cases of reduction-in-force, notification will be governed by the provisions of Policy 398 - Reduction in Force.

  • Prepare a written document stating the reason for the employee's dismissal.

    • Document should contain:

      • Statement summarizing the problems encountered
      • Attempts to correct, and
      • The cause assigned for dismissal.
    • Document will go to:

      • Supervisor; after the Termination Meeting
      • Personnel File; after the Termination Meeting
      • Employee; during the Termination Meeting
  • Hold a Termination Meeting

  • Complete termination EPAF in Banner. Submit it to the Office of Human Resources at least two weeks before the employee's termination date (if possible).

Previous Step (Corrective Action)  

Last Updated on 7/27/12

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