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Separation of Administrative faculty Employees

 

Procedures for the supervisor:

  • When an administrative faculty employee informs you that he/she intends to leave the University during a contract period, he/she is expected to notify his or her supervisor in writing at least two months prior to the effective date of the resignation.
  • Upon notification of an administrative employee's desire to resign, the supervisor should request a resignation letter with the intended last day of employment. The original resignation letter should be sent to the Office of Human Resources immediately. The supervisor should keep a copy for his/her files.
  • In order to insure the proper completion of all paperwork and the return of University property, inform the separating employee of the following exit procedures. These should be completed on or before his or her last day of employment:
    1. Clear all accounts with the Office of Business and Finance, Bookstore,University departments, etc.
    2. Return all library materials to the Library and pay any fines.
    3. Return uniforms, pager, radio, telephone calling card, credit cards for travel or purchasing, and any other items or equipment that were issued by the University.
    4. Turn in all University keys to the Locksmith in the Office of Campus Police
    5. Provide a forwarding address (if applicable) to both the Payroll Office,the Office of Human Resources, AA/EEO. W-2 forms will be mailed to the current address.
    6. Attend an exit interview in the Office of Human Resources, AA/EEO,to complete appropriate paperwork and turn in University I.D. card (During the exit interview, information is provided about the continuance or cessation of benefits. In addition, the employee is encouraged to share ideas and suggestions regarding his or her job and/or the University and its programs).
  • Contact the UMW Recruitment Manager (x1046) when your request to fill the vacancy has been approved. A resignation letter as well as an updated job description will be necessary to begin the recruitment process.

Contract Renewal Considerations

    • Contract renewal letters will be sent to administrative and professional faculty by June 10 of each year.
    • Overall unsatisfactory performance may be grounds for non renewal of contract.  See the guidelines for notice of non renewal below.  Recommendations for non renewal for performance reasons should be supported by documentation in the Conducting performance Evaluations section.
    • In order to provide an opportunity for appropriate review, supervisors should begin consulting the Office of Human Resources about potential recommendations for non renewal no later than Feb 24.

Guidelines for Notification of Non-Renewal of Contract

Years of Service Notification
Less than 1 year and up to 3 years 3 months prior to expiration of contract
More than 3 years and up to 6 years 6 months prior to expiration of contract
More than 6 years 12 months prior to expiration of contract