562 Staff Discipline, Termination, and Resignation

562.1 Discipline and Termination. 

When disciplinary action against an employee is necessary, it may include, but not be limited to, oral reprimand, written reprimand, suspension and/or discharge. Disciplinary action may be imposed upon any employee for failing to fulfill the duties and responsibilities of the position. 

562.1.1 Standards for Termination.  The discipline imposed will be dependent upon the severity of the infraction and other factors related to the infraction and the staff member.  Any disciplinary measure will be done in a manner that will not embarrass the employee.

562.1.2 Suspension or Termination.  No suspension or discharge may be imposed prior to consulting with the Assistant Vice President for Human Resources and the appropriate vice president.

562.1.3 Notice.  Any suspension or discharge notice must be in writing and must include a statement that the employee may, if not in agreement with the action, file a grievance following the established grievance procedure. 

562.1.3.1 Limitations on Notice to Employee.  In circumstances where the employee fails to comply with established rules of conduct and behavior, such as intoxication on the job, sleeping on the job, theft, conviction of a felony, or willful damage to University property, advance notice of discharge will not be given.

562.1.4 Introductory Period.  Discipline and discharge provisions do not apply to staff members in the initial introductory period.

562.2 Grievance Procedure.

If the staff member believes the disciplinary action taken is unfair or inappropriate, a grievance may be filed through the grievance procedure at Policy 565 Staff Grievance Policy.  Staff members in the initial introductory period are not eligible to utilize the grievance procedure.

562.3 Resignations and Termination of Employment for Non-Disciplinary Reasons. 

562.3.1 Notice by Employee to University.  Employees resigning employment with the University are requested to give at least two (2) weeks’ advance notice in order to resign in good standing. 

562.3.2 Notice to Employee by University.  Conversely, the University will, if possible, give at least two (2) weeks’ notice to employees being terminated due to reorganization, end of temporary assignment or lack of funding.  The University is not bound, however, to provide the employee with notice.

562.3.3 Last Day of Work.  The last day of work must be a work day and will be the effective date of separation in all cases except when a disciplinary suspension is converted to a discharge, or when the staff member fails to return from a leave of absence.

562.3.4 Exit Interview.  Upon separation of employment at Indiana State University, each employee is to contact the Office of Human Resources for an exit interview.  During this exit interview, the employee will have the opportunity to communicate the reason(s) for leaving the University.  This information will remain confidential and may be used to improve some work situations. 

562.4 Reduction in Staff. 

562.4.1 Transfer/Reassignment.  On occasion, it may be necessary to make staff transfers in the interest of the University.  When factors occur which require reorganization, program discontinuance, or financial exigency, the University will examine all alternatives prior to laying off staff.  In certain instances, when employees have the skills and abilities to perform available jobs, the University reserves the right to reassign employees to positions within the University.  Such transfers will be discussed with the individuals concerned before the transfers are made.  In rare instances due to budgetary constraints, such transfers may be mandatory should the individual wish to continue employment at the University.

562.4.2 Short Term Layoff and Temporary Reduction of Force.  Temporary reductions of the work force may occur periodically during the year because of vacation periods and conditions beyond the University’s control.  Introductory and temporary employees will be laid off first, provided the employees retained can perform the available work.

562.4.2.1 Time.  A temporary reduction of the work force is not expected to exceed 15 calendar days.  If a temporary reduction continues for more than 15 calendar days, the University may adjust the work force accordingly.  During such reduction, the University will endeavor to give consideration to retaining long term employees wherever circumstances permit.

562.4.3 Long Term Layoff and Reduction of Force.  Should it become necessary to reduce the work force of the University, appropriate consultation will occur with the University President, vice presidents, university general counsel, budget officer, Chief Human Resources Officer, as well as other appropriate executive staff. Before final action, the Staff Council Chairperson will be advised of the necessary action.  Ability, skills, performance and length of service will be factors used in making the decisions as to those who will be affected by any reduction of the work force.

Policy 562 was approved for inclusion in the Handbook by the Board of Trustees on May 6, 2016.