Policy Statement 

This policy follows the University System of Georgia (USG) Business Procedures Manual except where identified in the section labelled UGA Procedures below. All employees should adhere to the full Business Procedures Manual in addition to the UGA Procedures. 

Refer to USG's Policy on Dismissal, Demotions, or Suspensions: www.usg.edu/hr/assets/hr/hrap_manual/HRAP_Dismissal%2C_Demotions%2C_or_Suspensions_Employment.pdf 

 

UGA Procedures 

As a matter of standard operating procedure, if a situation occurs that may lead to a regular staff employee being terminated for cause (e.g., poor performance, personal conduct, etc.), the supervisor or department head must discuss with the Office of Workforce Engagement in University Human Resources the facts of the case before informing the employee, and relate the circumstances in detail. For faculty members on contract, see the Academic Affairs Policy Manual.   

 

When a regular staff employee is dismissed, they must be given a letter of termination and DOL Separation Notice. University Human Resources will provide the employee with a Separation Notice (Department of Labor Form DOL-800).  Send a copy of the termination letter to the Office of Workforce Engagement. A regular staff employee who has been employed more than 180 calendar days may have the right of appeal or access to the procedural steps outlined in the University Office of Legal Affairs Grievance Policy. 

 

Exception: An employee, returning from active military service in accordance with USERRA, may be terminated during the probationary period for cause. The specific reason for the termination should be stated in the letter of termination. 

Temporary and student employees are "at will" and may be terminated without the right of appeal or access to the procedural steps provided for in the University Office of Legal Affairs Grievance Policy.  

 

When a probationary employee is dismissed, a letter of termination should be given to the employee, stating the employee was "terminated during the probationary period." No specific reason for the termination should be stated. Send a copy of the letter of termination to the Office of Workforce Engagement.  University Human Resources will provide the probationary employee with a Separation Notice (DOL 800) 

If a temporary employee is not scheduled to work during school breaks but has reasonable expectation of return, management should provide the temporary employee with a letter. The letter must give an estimated date of return to work. Termination action should not be taken if there is a reasonable expectation that the temporary employee return. 

The Faculty and Staff Separation Checklist must be completed for regular, partial-year, and temporary faculty and staff. The Student Employee Separation Checklist must be completed for student employees. 

Faculty/Staff Separation Checklist: www.busfin.uga.edu/forms/fac_staff_sep_cklst.pdf 

Student Separation Checklist: www.busfin.uga.edu/forms/stu_emp_separation_cklst.pdf 

Academic Affairs Policy Manual: provost.uga.edu/policies/academic-affairs-policy-manual/ 

Exit Interview: hr.uga.edu/_resources/pdf/exit_interview_questionnaire.pdf 

Record Retention 

Citation or Reference: https://www.usg.edu/records_management/schedules/930   

Number: 0472- 04-016   

This series documents an employee's work history at the institution. Records may include but are not limited to: personnel file close out form (includes salary at time of separation, final leave totals, and rehire eligibility); copies of Affirmative Action Compliance data forms; applications for admission to graduate school; sabbatical leave records; applications for academic employment; background surveys; employee contracts; athletic contracts/overseas agreements; conditions of employment; memoranda of agreement; notices of appointment; overload compensation requests; patent rights waivers; pay/budget action forms; forms documenting personnel actions; proposals for academic appointment; requests for approval for outside employment; resumes or curriculum vitae; retirement agreements; technology transfer agreements; tenure relinquishment forms; promotion, tenure, and salary increase records; and employee Social Security number disclosure forms.     

Retention:  Personnel File Closeout Form: 50 years; Supervisor's Copy: 3 years after separation of employee; Employment Eligibility Verification Forms: 3 years; All other records: 7 years following separation of employee from institution.   

Related information 

 

Academic Affairs Policy Manual (faculty) provost.uga.edu/policies/academic-affairs-policy-manual/ 
USG Business Procedures Manual www.usg.edu/business_procedures_manual/section5/C1232/ 
Grievance Policy legal.uga.edu/grievance_and_disciplinary_review_policy 

Responsible University Senior Administrator:  Vice President for Finance & Administration

Responsible University Administrator: Associate Vice President for Human Resources

Policy Owner: University Human Resources, Workforce Engagement  

Policy Contact: Senior Director, Workforce Engagement  

Contact Information: HRWeb@uga.edu or (706) 542-2222