Human Resources
Policies & Procedures
Illinois Institute of Technology		 Policy No. A. 8.00

Date of Issue 4/97

Subject: Separations

Resignation - permanent separation from employment initiated by the employee.

Discharge - permanent separation from employment initiated by the university.

Layoff - a separation from employment initiated by IIT due to a reduction in the workforce, lack of work or consolidation/elimination of departments or job functions.

8.01 An employee who resigns is expected to give written notice to his/her supervisor at least two weeks in advance of the last day worked. The supervisor should require that the letter of resignation be signed and dated and explain the reason for separation.
 
a. Employees will ordinarily work through their notice period. In some cases, the department may accept a resignation immediately or prior to the last work day identified by the employee. These situations should be reviewed in advance with Human Resources.
 
b. Employees may not extend the resignation date beyond the last day worked by drawing down accrued vacation as part of notice. Terminal vacation is paid out in a lump sum in the final paycheck.
 
8.02 If rehired after resignation, the employee will be considered a new hire for purposes of vacation and other benefit levels unless re-employed within thirty (30) days after effective date of resignation.
 
8.03 All discharges must be recommended by the appropriate department head and approved by the Director of Human Resources or designee before the action is taken.
 
8.04 Employees discharged for cause are not eligible for rehire at the university. Under certain circumstances, such as lack of ability, some former employees may be considered for rehire into a different job classification better matched to their abilities. Human Resources must review and authorize these in advance.
 
8.05 IIT reserves the right to reduce its workforce. The university commits that employees will be selected in a fair and non-discriminatory manner using job-related criteria. Notice and/or wages-in-lieu of notice will be provided. Union employees are governed by the applicable provisions of the appropriate labor agreement. For more information, contact Human Resources.
 
8.06 Human Resources will give the separating employee an exit interview. Included is information on the final paycheck, termination of benefit plans and conversion privileges, and address verification for mailing of the COBRA notice and W-2 form.
 
8.07 All inquiries, oral or written, concerning verification of employment and references for former employees are to be referred to Human Resources for response.
 

PROCEDURE

1. The supervisor should contact Human Resources as soon as he/she learns of a resignation and communicate to Human Resources the last day to be worked. The supervisor should request written notification of resignation and fax a copy immediately to HR. This is very important to assure a correct final paycheck and no overpayment of wages.
2. Human Resources will notify:
 
a. Computing & Network Services for deletion of the employee's password if the employee had computer access.
b. Bursar's Office for any outstanding debts to the university including non-completion of the current term for those using tuition remission.
c. IIT libraries for any outstanding library loans.
3. The supervisor should advise the separating staff member of all university property to be returned on the last day of employment. This would include, but not be limited to:
 
a. Office and desk keys (to supervisor)
b. Office equipment including computers (to supervisor)
c. Uniforms (to supervisor)
d. University ID card
e. University parking lot key card (to Cashier's Office)
f. University sponsored credit cards (to Comptroller's Office)
g. Faculty Club key (to Human Resources)

4. Human Resources will schedule an exit interview with the employee.
 
5. The supervisor should prepare a Payroll Authorization, noting the last day worked, to remove the employee from the payroll. The employee should complete and return all time sheets to Payroll. No terminal vacation paycheck is issued until all time documents have been received through the last day worked.
6. The supervisor should prepare a Personnel Requisition to begin the recruitment process for a replacement.

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