Termination

Involuntary Termination Dismissal is advised when, among other reasons, an employee has engaged in serious misconduct or an employee has not corrected performance and/or behavior. Prior to dismissing an employee, the supervisor is required to submit requests for termination through the Office of Human Resources and Office of Legal Affairs, who will review the request and related information to determine next steps via the OLA/OHR Request to Terminate process, found at https://app.smartsheet.com/b/form/0d47601bc28843fc81eb3622cb7d6413 The termination must be communicated verbally and in writing during a scheduled transition meeting with the employee, when available to which the Office of Human Resources is present. The Office of Human Resources representative will provide the applicable termination documentation, to include the reason for termination and effective date, rights to the grievance process, and off-boarding instructions. 

Resignation

Resignation is voluntary relinquishment of employment by an employee. An employee should submit written notification of resignation a minimum of two weeks prior to his or her last day worked. Before transition, the employee must return all UWG property including keys, I.D. cards, parking pass, computer equipment and other applicable items. Employees who resign are encouraged to participate in the UWG Exit Interview process. 17 WORK WEST.

Retirement

No employee may be required to retire because of age. The requirements for retirement under TRS can be found in the BOR Policy Manual. Employees planning retirement are encouraged to schedule a pre-planning consultation with a benefits representative in the Office of Human Resources by contacting hrservices@westga.edu well in advance of the planned retirement date. More information can be found on the USG policy 8.2.8, Retirement and Post Retirement, found at http://www.usg.edu/policymanual/section8/policy/8.2.8_retirement/ http://www.trsga.com/, and Teachers Retirement System of Georgia webpage, found at https://www.trsga.com/.

Offboarding Checklist

  • Complete HR paperwork (links above): If replacing employee, turn in resignation letter with separation PAR. This must be processed before the position can be posted.
  • Supervisor should complete the Termination and Transfer notice located on the eCampus k-base 
  • Supervisor collects employee materials and returns to Stephen Chandler to be turned in to UWG.
    • Collect physical keys, Staff ID card, gate clicker, UWG department purchased apparel, and name tag. 
    • Collect issued eCampus equipment to be reset and reimaged by ITS or surplused.
  • Conduct Exit interview to go over files in their directory, processes, etc
  • Inform ITS of Termination
  • Supervisor submits ticket to ITS, to transfer ownership of all Google documents, spreadsheets, forms, and folders. Have employee make supervisor a delegate at least 24 hours before employee leaves (ITS doesn’t forward emails).
  • When a faculty, staff, or temporary employee terminates employment  with the eCampus, department managers must complete the termination notification web form. Ideally the form would be submitted as soon as the last day of employment is known, but must be submitted no later than 5 days after the termination date. This form also needs to be submitted within 30 days for employees that change departments on campus.  https://www.westga.edu/hr/termination-of-university-employment-notification.php
  • Supervisor submit to terminate List, to have all accounts disabled across campus