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Administration Policy and Procedure

40.045:  Separations and Reinstatements of Classified Employees

Status:Approved on June 3, 2016Signatures and dates
on archival copy
Effective:30 days after approval 
Initiated by:Colleen Bendl
Chief Human Resource Officer
Endorsed by:Deborah J. Shaffer
Vice President for Finance and Administration
Approved by:Roderick J. McDavis

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A.   Overview

This policy provides specific guidelines for initiating, processing, and implementing separations and reinstatements of classified employees.

It is the responsibility of the department head to notify university human resources of all separations involving classified personnel. Such notification should be in writing and should be given at least two weeks in advance of the separation date, except for disciplinary separations (see paragraph (B)(4) of this policy).

B.   Separations

All separations are to be recorded in writing, as described in this policy for each type of separation.

Any employee who has been separated from the university must not work after the effective date of separation.

These procedures apply to the following types of separations:

1.   Resignations

  1. Any employee resigning from the university shall notify his or her supervisor or planning unit head at the earliest opportunity. Failure to provide two weeks notice of resignation may jeopardize the employee's standing. An employee who verbally resigns, and who fails to submit a written resignation, and who is absent from work without authorization, shall be deemed to have resigned on the date of verbal resignation.

  2. Resignations are irrevocable, except by mutual agreement of university human resources and the planning unit.

  3. The final pay will be processed at the normal date for the pay period that includes the employee's last working day, if payroll receives timely notice. If the employee is eligible for vacation pay, the employee will receive the vacation pay as a lump sum payment one pay period after receiving pay for their final wages, in accordance with policy 41.001; see also policies 40.030 and 40.031.

2.   Job abandonment

Any employee in the classified service who is absent from duty habitually or for three or more successive duty days, without leave and without approval by the employee's appointing authority for such absence may be subject to removal for neglect of duty under provisions of section 124.34 of the Revised Code.

This rule does not require an appointing authority to initiate removal action if it is determined to be unwarranted nor does it preclude removal action for a shorter period of absence if the absence is of sufficient seriousness. The determination as to what constitutes a serious situation shall be made by the appointing authority. The employing department head must notify the chief human resource officer in writing as soon as it is evident that the employee has abandoned his or her job. The employee will be dismissed "for cause," and is therefore subject to policy 40.031.

3.   Retirements

See also policy 41.090.

  1. Employees who meet the eligibility requirements and wish to retire should notify their department as soon as feasible. Employees should complete the "Retirement Separation Form" and submit it to university human resources in advance of retirement.

  2. All retirements are effective on the first day of the month immediately following the last day for which an employee is paid.

  3. An employee who is retiring must not work or turn in any compensable hours after the last day of the month prior to the retirement effective date. Returning retirees must seek the advice and counsel of university human resources, and the department must follow policy 40.037.

4.   Terminations for cause

The authority to issue disciplinary terminations of employment rests solely with the chief human resource officer as the appointing authority under Chapter 124. of the Revised Code. Any recommendation of employment termination by the employing department must be made by written memorandum to the chief human resource officer. Thereafter, university human resources will review the matter and the employee will be given the opportunity to provide information as to why discipline should not occur, or should be mitigated. The chief human resource officer will notify the department head and the affected employee(s) of final action on the disciplinary termination. If the employee is dismissed, it will be "for cause," and is therefore subject to policy 40.031.

5.   Abolished positions

If it becomes necessary to abolish a current classified position, a written notice must be sent by the department head to the chief human resource officer as far ahead of the proposed effective date as possible, but no later than thirty calendar days prior. The memo should indicate the position to be eliminated, reasons for abolishment, name of the incumbent, and proposed effective date. The chief human resource officer will notify the department head and the employee whose position is being abolished of final action on the position abolishment. Notice to the employee will be given at least two weeks in advance, with a longer notice when it is possible. The notice will confirm effective date, reasons for discontinuance of the position, and status of the employee regarding benefits, recall, and other pertinent information. See policy 40.046 for details, including transfer rights, retention point calculations, and displacement.

C.   Reinstatements

1.   Ineligible employees

Former employees in the categories listed here shall not be eligible for rehire absent the explicit written approval of the appointing authority:

  1. Employees who received a termination for cause,

  2. Employees who resigned without the required two weeks notice,

  3. Employees who received an unacceptable work performance rating on their last performance evaluation, or

  4. Employees who resigned by mutual agreement pending disciplinary action.

2.   Eligible employees

Proper reemployment may be accomplished through university human resources, for former employees who left for the following reasons:

  1. Probationary removal:  Any employee removed from employment during a probationary period may be considered eligible for future application for re-employment with the approval of the appointing authority. Approval will be based on the circumstances of their removal and work history since their removal.

  2. Separations in good standing:  All former employees who otherwise vacated employment in good standing (i.e., with a minimum of two weeks notice and satisfactory performance) may be considered valid candidates for reemployment subject to all provisions of policy 40.038.

  3. Retirees:  returning retirees must seek the advice and counsel of university human resources, and the department must follow policy 40.037.


Proposed revisions of this policy should be reviewed by:

  1. Classified Senate

  2. Department heads and chairs

Forms, References, and History

1.   Forms

The following forms are specific to this policy:

  1. The Resignation Form is available from University Human Resources or online at https://www.ohio.edu/hr/forms.cfm.

  2. The Retirement Separation Form is available from University Human Resources or online at https://www.ohio.edu/hr/forms.cfm.

2.   References

The following items are relevant to this policy:

  1. Policy 40.024, "Emergency Service Leave."

  2. Policy 40.030, "Sick and Bereavement Leave Program for Classified Employees."

  3. Policy 40.031, "Terminal Pay for Classified Employees."

  4. Policy 40.037, "Rehiring of Retired Administrative and Classified Employees."

  5. Policy 40.038, "Recruitment and Hiring for Classified Positions."

  6. Policy 40.039, "Compensation for Classified Staff."

  7. Policy 40.046, "Layoff and Position Abolishment for Classified Civil Service Employees."

  8. Policy 41.001, "Vacation and Winter Closure Time for Administrative and Classified Employees."

  9. Policy 41.015, "Reduction-in-Force Benefit Programs for Administrators and Classified Staff."

  10. Policy 41.090, "Retirement Separation."

3.   History

Draft versions of this policy that were circulated for review, their cover memos, their forms, and Reviewers' comments on them are available on the password-protected Review site, at https://www.ohio.edu/policy2/40-045/.

Prior versions of this policy were approved on:

  1. June 8, 2015 (for interim use)

  2. May 2, 1994

  3. January 12, 1990

  4. June 13, 1973

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Dick Piccard revised this page
on July 19, 2016.

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