Purpose

To provide a uniform policy and procedure for notification of terminations and reinstatements of contract employees including graduate student contract employees.

Policy

It is the responsibility of each Dean/Department Head to notify the appropriate offices of termination of employment for any contract employee, including graduate student contract employees, whose last date of service is other than the date specified on their contract or non-renewal of contract in the case of continuing full time contract employees. Termination includes resignation, non-renewal, death, retirement, etc.

Procedure

1. Terminations

   This category includes resignations, non-renewal of contract, death, retirement, etc.

   1. Faculty and Administrative Staff

      1. Notification of termination of employment may be made using the standard inter-office memorandum.

      2. The memorandum must be directed to the Payroll Office with a copy to the Personnel Department and must be received by Payroll as soon as possible but not later than three (3) working days following the last date of service.

      3. The memorandum must contain the following information:

         1. Employee Name

         2. Social Security Number

         3. Contract Number(s) affected

         4. Department

         5. Campus

         6. Last date of service

         7. Reason for termination

         8. Signature of appropriate Dean/Department Head

      4. The employee's final vacation record should be attached when applicable. (See Policy 41.001.)

   2. Graduate Student Contract Employees

      1. Notification of termination of employment may be made using the standard inter-office memorandum.

      2. The memorandum must be directed to the Graduate Student Appointments Office, Chubb Hall and must be received by that office as soon as possible but not later than three (3) working days following the last date of service.

      3. The memorandum must contain the following information:

         1. Employee Name

         2. Social Security Number

         3. Department

         4. Last date of service

         5. Reason for termination

         6. Signature of appropriate Dean/Department Head

2. Reinstatements

   1. All former employees who left the University in good standing (i.e., with a minimum of two-week notice and satisfactory performance) may be considered valid candidates for re-employment subject to all provisions of Ohio University Hiring Guide for Contract Personnel.

   2. Rehired retirees who are receiving benefits. from the Public Employees Retirement System (PERS) and return to work in a PERS-covered position will be penalized in accordance with the provisions of H.B. 151 even if the retiree waives the salary for the six-month period.