Leaving Washington and Lee

Resignation Procedures

When an employee resigns from the University, he or she must notify the Office of Human Resources and his or her immediate supervisor of the departure in writing. Employees must also return property belonging to the University and complete benefits processing. It is expected that non-exempt employees who leave the University will provide the University with at least two weeks' notice of their departure. Exempt employees are expected to provide the University with four weeks' or more notice when possible. An employee's actual termination day must be the last day worked, and cannot be extended by the use of CTO, SLR, or a holiday. An employee will be paid for his/her unused accrued CTO. Unused SLR is not paid on termination of employment.

Employees are responsible for returning items in their possession or control that are the property of the University, such as the following:

  • Credit cards
  • Equipment and tools
  • W&L University Card
  • Manuals
  • Cellular phones
  • Pagers
  • Mobile Phones
  • Parking tags
  • Protective equipment
  • Computers and audiovisual equipment
  • Tools
  • Uniforms
  • Written materials
  • CDs and jump drives

All University property must be returned by employees on or before their last day of work. With the employee's signed authorization consistent with Virginia law, the University may withhold from the employee's final paycheck the cost of any items that are not returned when required and the balance of outstanding University charge accounts. The University may also take all action deemed appropriate to recover or protect its property. Employees holding a University home loan should contact the Treasurer's Office. Information Technology Services disables network accounts on or before an employee's last day of work, and e-mail accounts on or before one month after the last day of work. Any extensions to accounts must be approved by the appropriate dean or vice president.

Retirement

If an employee has 10 or more years of service in a full-time benefit eligible position, he/she may retire as early as age 59½.

Involuntary Termination of Employment

The University may terminate the employment of an individual non-faculty employee at any time in accordance with the procedures in this handbook.

The University believes in treating employees fairly. If a serious concern arises, the supervisor should discuss the performance deficiency with the employee and agree on a remedy. If this performance-review session does not result in improved performance, the supervisor should use the written performance-evaluation tool and follow the steps noted in the performance-planning section. Although the University tries to exercise progressive discipline, there are occasions and circumstances when W&L terminates an employee immediately. These decisions will be made at the University's discretion. Before any employee is terminated, the supervisor should consult with the executive director of Human Resources, who will consult with the vice president for Finance and Administration, who will endeavor to notify the president or provost of the impending termination. Nothing in this handbook, however, creates any contract of employment. Employment with the University remains at-will, subject to termination by either the employee or the University, at any time and for any reason.

Exit Interview

Prior to an employee's departure from employment with the University, the Office of Human Resources may conduct an exit interview. An employee's candid assessment of W&L's working conditions is used in our continuous improvement efforts. This information helps us to identify common trends or themes as we continue to look for ways to improve the W&L work experience.
As part of this exit interview, the employee is reminded to return all University equipment (including laptops, phones, PDAs, etc.), keys and the like to the appropriate departments.

COBRA

The Federal Consolidated Omnibus Budget Reconciliation Act of 1986 (COBRA) provides eligible employees and their qualified dependents the opportunity to continue coverage under the University's health and dental insurance plans and flexible spending account when a departure from employment would normally result in loss of benefit. Enrollment may be continued up to 18, 29 or 36 months depending on the qualifying event under federal law. If continued coverage is elected, the employee pays 100% of the group premium rate plus a 2% administration charge.

Payout of CTO/SLR

Upon termination of employment, an employee will be paid for any accrued but unused balance in his/her CTO pool (up to the maximum accrual)as of his/her last day of active employment. Failure to appropriately record time off may result in non-payment of accrued CTO upon termination of employment. An employee who transfers to a position that is not eligible for CTO will no longer accrue CTO and any accrued time is forfeited at the time of transfer.

SLR will have no cash value on termination of employment.

References

Employees who are leaving the University sometimes ask supervisors or others for work references. The general practice of the Office of Human Resources is to verify only dates of employment and title and not to release or verify any salary or performance information, reasons for termination, or rehire consideration without specific written authorization and release from an employee.
Supervisors who are comfortable doing so may make positive work recommendations or give positive references about an employee or former employee. Supervisors who do not wish to offer reference information should direct inquiries to Human Resources for employment verification only.