Discharge

While not a step in the positive discipline process, discharge may be warranted when positive steps have been used but performance has not changed or when an employee has committed a major offense including, but not limited to, falsification of records, stealing, disruptive behavior, insubordination, threatening or committing an act of violence, and/or violation of the Policy on Prevention of Alcohol Abuse and Drug Use on Campus and in the Workplace.

Terminations of employees with five or more years of university service will be reviewed by the appropriate executive officer or his or her designate before becoming final.

Supervisors are encouraged to consult with their campus Employee Relations Office when considering termination.

Termination meeting

Termination can be very difficult for the employee and requires confidentiality, respect, and compassion on the part of the supervisor.

The steps to be taken on the day that an employee is notified of his or her termination should be carefully planned.

Where: Choose the location for the termination meeting carefully.

Select a location which provides privacy and allows the terminated employee to exit without the embarrassment of facing other staff
Choose a neutral site such as a meeting room rather than your office, if possible

When: If possible, be sensitive to issues and important dates in the employee's life and choose a day that will minimize stress on the employee.

Avoid holidays and vacations
Avoid Fridays - if an employee is terminated on a Friday, this prevents the employee from obtaining legal advice or counseling before the weekend and leaves him/her with the whole weekend to worry and build up anger about the situation.
Terminate near the end of the day when other employees have left and therefore embarrassment to the employee is minimized.

What: Collect/prepare the necessary documents in advance.

Letter of termination which states the date upon which it takes effect

How: Be brief and get to the point.

Explain the situation
Avoid emotional, personal and other inappropriate remarks
Review the termination letter with the employee and clarify, as requested, but do not argue
Ensure that the employee returns the university's property
Explain the next step - where the person should go after the meeting, how to gather his/her personal belongings, and so forth
Respond to threats of legal action by acknowledging that seeking counsel is within the employee's rights

Documentation of employee discharge

A copy of the written notice of termination is sent to Human Resources. The Letter Template Library includes sample termination letters.