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Cooperative Extension Service |
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U of A Board Policies
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Summary: Establishes policies and procedures relating to termination and other separations of employment for classified and non-classified Extension employees. Termination In the event that Extension no longer needs or desires the services of a regular appointed employee in a faculty position, the employee must be given sixty (60) days advance written notice of termination. Faculty line item titles, listed in the “academic positions” section of the biennial appropriation, include academic faculty, field faculty (County Extension Agents), Program Associates, and Program Technicians. All other non-classified employees and classified employees on regular appointment may be terminated with thirty (30) days advance written notice. An employee terminated with 30 or 60 days notice may not appeal the decision. Dismissal for Cause An employee who is dismissed for cause may be discharged immediately without the benefit of advance notice. When an employee is dismissed for cause, a written statement of the reason(s) for dismissal and an explanation of the appeal process is given to the employee. Employees dismissed for cause may appeal the decision to the Associate Vice President for Agriculture - Extension within ten (10) days of receiving notice of the dismissal. For additional information regarding dismissal for cause, refer to the policy on Employee Disciplinary Actions, C.E.S.P. 1 - 8. Ineligible for Re-Employment Employees terminated with written notice or dismissed for cause will be ineligible for re-employment with Cooperative Extension Service. Unlawful Discrimination Notwithstanding any of the above provisions, any employee who believes he or she was terminated or dismissed for cause due to unlawful discrimination may file a written complaint with the Civil Rights Compliance Officer in the Office of Affirmative Action. Resignation Classified employees who wish to end their employment with Extension must notify their supervisors in writing at least 14 days in advance of the intended termination date, either by letter or on the E.P.E.R.S. - 104, Notice of Resignation, form. Non-classified employees must give notification of resignation at least 30 days in advance. Notice should be submitted to the immediate supervisor by letter or on the Notice of Resignation (E.P.E.R.S. - 104) form. Acceptance of Resignation A copy of the letter of resignation or E.P.E.R.S. - 104, Notice of Resignation form, together with the recommendation of the administrative head of the department, shall be forwarded immediately to the Associate Vice President for Agriculture – Extension for acceptance or rejection. The Associate Vice President for Agriculture – Extension shall give written notice of acceptance or rejection to the employee within five working days of receipt of the letter of resignation or E.P.E.R.S. - 104. When the written acceptance of the resignation is forwarded by the Associate Vice President for Agriculture – Extension to the individual submitting his or her resignation, the resignation becomes final and cannot thereafter be withdrawn. A copy of the letter of resignation or E.P.E.R.S. - 104 and the acceptance shall be forwarded to the Vice President for Agriculture. The supervisor will ensure that the terminating employee returns all Extension property (e.g., keys, ID, credit cards, teaching materials, cellular phones, etc.) before the last day of work. Generally, an employee who fails to give notice is not eligible for rehire. If an employee fails to give notice of availability for work at the end of an approved leave of absence, the employee will be considered to have voluntarily resigned. In a situation where there are extenuating circumstances, the employee may be eligible for re-employment consideration. Unused Annual Leave Employees should refer to the policy on Annual Leave, C.E.S.P. 7 - 4 to determine eligibility at termination for a lump sum payment of unused, accrued annual leave. Retirement Employees who plan to retire are urged to provide Extension with a minimum of two (2) months notice. This processing time is necessary to ensure that retirement benefits may commence in a timely manner. Classified employees who plan to retire should refer to C.E.S.P. 7-7, Sick Leave, regarding possible eligibility for payment of unused, accrued sick leave upon retirement. Continuation or Conversion of Other Employee Benefits Upon separation from Extension employment, an employee's benefits will terminate on the last day of the pay period for which premiums were paid. The employee will be notified by mail of the right to continue coverages. Forms:
E.P.E.R.S. -104:
Notice of Resignation Receipt of Resignation [ Supervisor to Employee ] Acceptance of Resignation [ AVP to Employee ]
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