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Policy 210 - Termination of Employment

210. Termination of Employment


Individuals who leave employment with the University are expected to return University property, and satisfy outstanding financial or other obligations before the last work day. Separation from employment, whether voluntary or involuntary, must be handled in a responsible manner by all individuals involved. The University will pay employees for unused, accumulated vacation according to this policy.


Voluntary Separation

Employees who resign or retire from the University are not required to provide written advance notice. However, advance notice of two weeks is appreciated. One month's notice is preferred in the event of a retirement. When notice is given it should be directed to the department and to Human Resources.

Involuntary Termination

Supervisors must contact Human Resources before initiating any involuntary termination. These include: dismissal, layoff, or terminating any employee who is absent on disability leave or receiving Workers' Compensation benefits.

University decisions to terminate involuntarily the employment (including layoff) of a staff member who has successfully completed the introductory period will not be contrary to the applicable provisions of the Policy Manual.

Return of University Property and Satisfying Financial Obligations

Individuals who terminate employment must return all University property to the appropriate supervisor and satisfy all financial obligations on or before the last work day. Examples of items which must be returned include, but are not limited to:

Supervisors and managers are responsible for ensuring that all University property is obtained from terminating employees and financial obligations are satisfied.

Access to Computerized Information Systems

Upon termination, the supervisor must make appropriate arrangements to discontinue an employee's password and/or access to all University information systems. This may include but is not limited to financial, employee, departmental, local area networks, e-mail accounts and student information systems. It also includes building security system codes to which the terminated employee may have had access.


Upon termination, all employees will receive their final paycheck and information on continuing benefits in a timely fashion and in accordance with state and federal law. Final wages will be paid on the employee's last work day if the employee is involuntarily terminated or resigns with more than 72 hours notice. Final wages will be paid within 72 hours after voluntary termination to an employee who gives less than 72 hours notice. Departments must hand deliver termination paperwork, including the final time sheet, to Human Resources so that these time requirements can be met.

Payment of Leave

Employees will be paid for unused, accumulated vacation when terminating employment with the University. Hours paid cannot exceed the maximum leave accrual. No payment will be made for unused sick leave.

Exit Interview

All terminating employees are encouraged to schedule an exit interview with Human Resources prior to concluding employment at Santa Clara University.


Supervisors are responsible for coordinating involuntary termination with Human Resources. All terminated employees are responsible for settling outstanding financial obligations and returning University property before leaving employment.


Contact Human Resources if you have questions or if you would like more information about this policy. See also Health Care Insurance (602) and Vacation Pay (612).

Policy Approved: October 23, 1998

Last Updated: October 28, 1998

Last Reviewed: June 30 2022

Maintainer: Human Resources

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