Offboarding: Leaving the University

An employee may resign from their position at any time by providing written notice to their supervisor. There is no required notice period for most positions, though providing reasonable advance notice is considered professional courtesy and allows time for transition planning. 

Upon receiving a resignation, begin completing the separation from employment form as soon as possible so the offboarding process can begin. Reach out to HRS early with any questions you may have. Do not wait until the employee's last day. 

Retirement is a voluntary separation. The employee initiates the retirement process through HRS and their retirement plan administrator. Visit the Planning for Retirement page for guidance on the retirement process. Once the retirement date is confirmed, complete the offboarding steps below.

A Letter of Appointment (LOA) is a fixed-term appointment that typically automatically ends without notice at the end of the specified term. In situations involving termination for cause or lack of funding, consult HRS to discuss whether it may be appropriate to end the LOA earlier than the specified term 

For LOA reappointment information, visit the LOA Reappointment page. 

Temporary appointments end automatically at the conclusion of the stated term. If a temporary employee will not be continuing, no additional non-renewal notice is required unless the appointment is being terminated before the end of the stated term, in which case five days written notice must be provided. 

For early termination due to performance or conduct concerns, contact HRS before taking any action. 

Temporary Employees may not be employed for a temporary term to exceed one year. For more information about temporary employment, please refer to the Temporary Employee Policies & Procedures.   

Employees may be terminated for any or no reason during the course of their probationary period. Please consult with HRS about whether a probationary termination may be appropriate and for guidance about how to provide notice, as soon as probationary termination is being considered. Reaching out to HRS within the last week of an employee’s probationary period may not be enough notice to process the termination before successful completion of the probationary period.

HRS must be consulted before initiating a MUS Contract Non-Renewal. Except in situations involving termination for cause or loss of funding for the position, professional and administrative employees hired through MUS employment contracts shall be given written notice of intent not to renew their contracts consistent with timelines outlined in BOR Policy 711.1 (though, typically 5 months’ notice). When considering a non-renewal, the manager is expected to begin consultation with HRS no later than December of the preceding year.

A layoff is the elimination of a staff position due to budget reductions, reorganization, or other operational changes unrelated to the employee's performance. HRS must be consulted before initiating a layoff. Visit the Layoffs: For Managers page for the full layoff process.

Involuntary or For Cause Termination results from a failure to meet performance or conduct expectations following the corrective action process. HRS must be involved in any termination decision. Visit the Performance Concerns and Corrective Action page for guidance on the corrective action process and the steps required before termination. 

Contact HRS as soon as you know an employee will be leaving. Early notification allows HRS to coordinate the offboarding process, confirm final paycheck and leave payout details, and advise on any separation-specific requirements. This notification does not replace the submission of the Separation from Employment Form, which is considered the formal notice to HRS that an employee has separated from UM.

Submit the Separation from Employment Form to HRS. This form initiates the offboarding process and captures the information needed to process the employee's final pay, leave payout, and benefits continuation. The form should be submitted as soon as the separation date is confirmed and no later than the employee's last day. 

The Separation from Employment Form walks through all required offboarding considerations including: 

• Information Technology 

• Facilities & Security 

• Business Services 

• Employee Information in GrizPortal 

Ensure the employee is aware of their final pay date, any leave payout they are entitled to, and their options for benefits continuation through COBRA where applicable. Direct them to HRS for questions about their final paycheck or benefits. Visit the COBRA Continuation Coverage page for information about health coverage continuation. In most cases, the Employee Assistance Program (EAP) is available to the employee for 6 months following the end of their employment.

Work with your department to complete any position-specific offboarding steps not covered by the Separation from Employment Form, such as knowledge transfer, project handoffs, and access to department-specific systems or files.

The employee may, if they choose, complete an exit interview with their manager or a representative from HRS.  

As soon as the separation date is confirmed. Submit the form no later than the employee's last day. Submitting early allows HRS to process final pay and benefits continuation without delays.

Depending on the employee's classification and length of service, they may be entitled to a payout of accrued sick and annual leave upon separation. HRS will confirm what applies to the employee's specific situation when you submit the Separation from Employment Form.

The Separation from Employment Form guides the manager through what additional notifications they should submit to relevant campus partners (such as IT and Business Services). You should also consider what department-specific stakeholders may require notification of separation. Some departments may have additional internal steps.

Contact HRS immediately. Separations during a leave period may have additional considerations depending on the type of leave and the reason for separation.