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Administration Policy and Procedure

40.045:  Terminations and Reinstatements of Classified Employees

Status:Re-approved on February 3, 2016
Approved on June 8, 2015, for interim use in accordance with Policy 01.001
Signatures and dates
on archival copy
Effective:30 days after approval 
Initiated by:Colleen Bendl
Chief Human Resource Officer
Endorsed by:Stephen Golding
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 terminations and reinstatements of classified employees.

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

B.   Terminations

All terminations are to be recorded in writing, as described below for each type of termination.

Any employee who has been terminated from the university must not work or turn in compensable hours after the effective date of termination.

These procedures apply to the following types of terminations:

1.   Resignations

  1. Any employee resigning from the university must complete and submit the "Resignation Form" through his supervisor to university human resources two weeks prior to his or her last working day. The form must contain the effective date of resignation (last day to be worked), signature of employee and department head, and the reason for resignation. 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. Revocation of a written or verbal resignation is valid, provided the revocation is in writing, and provided the university receives such revocation prior to a deadline that is the later of the following two times:

    1. Twenty-four hours after the receipt of written notice of resignation or after verbal notice of resignation.

    2. The start of the first scheduled work day after the receipt of written notice of resignation or after verbal notice of resignation.

  3. Otherwise, written and verbal resignations are irrevocable.

  4. 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, included in the final pay, in accordance with policy 41.001; see also policies 40.030 and 40.031.

2.   Job abandonment

Any employee who is habitually absent from work or who is absent for three or more successive scheduled work days, without notice to his or her supervisor or department head, and without approval, shall be deemed to have abandoned his or her job and will be automatically terminated from employment. 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.

4.   Disciplinary terminations

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.   Terminations of temporary positions

The employing department must notify university human resources in writing when a temporary position has been concluded.

6.   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 to make future application for employment with the university, and waive any rights to employment by Ohio university:

  1. Who received a disciplinary termination of employment,

  2. Who resigned without the required two weeks notice, or

  3. Who received an unacceptable work performance rating on their last employment evaluation.

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 chief human resource officer. 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

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. May 2, 1994

  2. January 12, 1990

  3. June 13, 1973

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Dick Piccard revised this page
on March 23, 2016.

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