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Faculty Final Separation

There are several ways a faculty member might end an academic appointment with the College of Liberal Arts at The University of Texas at Austin: Retirement, resignation, termination, or death.

For all separations, consult these checklists for staff and chair: Additional separation-specific resources are listed in each section below.

RETIREMENT
A faculty member should directly contact his/her HR representative to determine retirement eligibility from the university. For College of Liberal Arts faculty your direct contact is: Laura Mackey, 512-475-8024.

Upon deciding to retire from the university, the faculty member should submit an official letter of retirement to the chair (with a carbon copy to the Dean). The letter should state that he/she will retire effective XX/XX/XX. The standard dates for faculty retirements are 1/15/XX, 5/31/XX or 8/31/XX.

Upon receipt of the official retirement letter, the department chair should write an official letter of acceptance. At a minimum, the letter should state “Thank you for your service. I accept your retirement effective XX/XX/XX.” and be signed and dated.

The original retirement letter and a copy of the chair’s acceptance should be sent directly to Kim Snyder (COLA Dean’s Office, GEB 4.310; MC: G6000) The department should also send copies to other departments/centers where there are concurrent appointments, including zero time appointments.

RESIGNATION
A faculty member may resign voluntarily from the University at any time although standard resignation dates are 1/15/XX, 5/31/XX or 8/31/XX. He or she should write an official letter to the Chair or Director, stating the date of planned resignation and the reason for resignation.

Upon receipt of the official resignation letter, the department chair should write an official letter of acceptance. At a minimum, the letter should state “I accept your resignation effective XX/XX/XX.” and be signed and dated.

The original resignation letter and a copy of the chair’s acceptance should be sent directly to Kim Snyder (CoLA Dean’s Office, GEB 4.310; MC: G6000). The department should also send copies to other departments/centers where there are concurrent appointments, including zero time appointments.


TERMINATION
This is normally a result of the promotion process for an Assistant Professor or Instructor who is not promoted, but appointed for a final Terminal year. After the Terminal year of appointment the faculty member will be removed from the budget and the funds released. It is not necessary to provide additional documentation beyond the promotions process unless the faculty member submits an official letter of resignation.

Other faculty terminations are usually the result of legal proceedings and require individual handling.


DEATH
During this difficult time, the families of the deceased should be given accurate information directly from the Benefits Section Human Resource Service Center (512-471-4772 (HRSC) or 800-687-4178) regarding insurance, retirement and survivors benefits. The Chair/Director and staff administrators should not try to speculate on these individually designed, personal matters, but should be sensitive to personal need and assist in returning personal property.

Upon receipt of notification of a faculty death, please forward a copy directly to Kim Snyder (CoLA Dean’s Office, GEB 4.310, MC: G6000). The appointment change should be done immediately, using the day of death as the last day of appointment. This must be done for all appointments, even zero time, including Emeritus. The primary department of the deceased should provide notification of the date of death to other departments/centers where there are other concurrent appointments.

The staff administrator should check with the Human Resource Services for assistance, particularly regarding payment of unused sick leave and vacation. Normally, half of unused sick leave (up to 336 hours) should be vouchered on a paper Departmental Payroll voucher as a payment. This should be confirmed with the Provost’s Office. Only faculty who have held research or administrative titles have earned vacation time. If Human Resource Services indicates there is a balance of unused vacation time, the department will need to submit a paper Departmental Payroll voucher.

If your department is in need of counseling services after the death of an employee, feel free to contact the Employee Assistance Program for options.


Last Day Return Items (for ALL separations)
Departments should ensure that separating faculty have returned all items listed below.
  1. Keys - This includes desk, file cabinet, office, building and vehicle keys.
  2. Access Cards
  3. Laptops, Computers, Printers and Other Equipment
  4. Identification Card
  5. Long Distance Card
  6. Mobile Devices
  7. University Records
  8. Departmental Parking Tags/Cards
  9. Credit Cards
  10. Pro Card
  11. Any items purchased with university funds including endowment funds (not limited to books, media, furnishings, and research materials
Note: PDF files require Adobe Acrobat Reader to view. DOC files require Microsoft Viewer.

Contact

Please direct comments on the Procedures Guide to cola_comments@utlists.utexas.edu.


Last Modified: 3 January 2013