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40.045: Separations and Reinstatements of Classified Employees


Approved for interim use in accordance with Policy 01.001


June 1, 2020

Initiated by:

Colleen Bendl | Chief Human Resource Officer

Endorsed by:

Deborah J. Shaffer | Senior Vice President for Finance and Administration, CFO and Treasurer 

Approved by:

M. Duane Nellis | President

Signatures and dates on archival copy
  1. 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 with as much notice in advance of the separation date as possible. 

  2. 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.

      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. 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.

  3. 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 did not receive a rating of "effective" or higher on their last performance evaluation, or 

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

      5. Employees removed from employment during a probationary period.


Proposed revisions of this policy should be reviewed by:

  1. Classified Senate

  2. Department heads and chairs