Resignation Process
Resignation Process
Upon deciding to resign from the university, faculty members should submit either a letter or email to their Department Chair stating their intent to resign with an effective date. Faculty may resign voluntarily from the University at any time. Standard resignation dates are 1/15, 5/31 or 8/31.
The Department Chair must officially accept the resignation in writing through either an email or letter. The acceptance must confirm the effective resignation date. Letters should be signed and dated.
Copies of the resignation letter and Department Chair's acceptance should be sent to all other departments or centers where the faculty have concurrent appointments, including courtesy or zero percent time appointments.
Processing Resignations in Workday
After the department has received both the resignation letter and Department Chair's acceptance, departmental administrative staff should process the Termination in Workday.
Prior to processing the termination, staff will also need to end any additional employment via an End Additional Job BP.
Exit Interview
Resignation Exit Interviews
Department Chairs should schedule an exit interview with the resigning faculty member prior to their resignation date to go over the following:
- If the reasons for the resignation are not clear, please discuss those reasons to determine whether changes might be made to preclude losing valued faculty.
- Are there graduate students who will need to be accommodated in other research groups or will the faculty member need an adjunct appointment to continue supervising graduate students who are nearing completion of their degree?
- Have OSP and Accounting been notified? Accounts should be reconciled and procedures for transferring grants followed.
- Make sure all teaching-related duties are completed. All grades should be finalized and any student complaints or other issues should be resolved.
- Laboratory spaces should be cleaned up and any safety issues checked with the Office of Environmental Health and Safety.
- An inventory check should be done to account for all UT inventory and to remove items rom the inventory that have been negotiated for transfer to another institution. Negotiation for and plan for distribution of inventoried items must be discussed and negotiated with the Department Chair at least one month prior to departure.
- Any start-up and retention funds spent within six months of leaving UT will require approval of the Department Chair and Dean. A proportion of the unspent funds will remain with the department.
Required Materials
Required Materials for Processing Resignations
- Letter/email from the faculty member stating intent to resign
- Letter/email from the Department Chair confirming the effective date of the resignation
Timeline
When to Process Resignation in Workday
Terminations due to resignation should be processed within 60 days of the effective date of resignation.
Last Day Return Items
Last Day Return Items
Departments should ensure that separating faculty have returned all items listed below:
- Keys - This includes your desk, file cabinet, office, building and vehicle keys.
- Access Cards
- Uniforms
- Tools and Equipment
- Identification Card
- Long Distance Card
- Mobile Devices
- Laptop/Computer
- University Records
- Departmental Parking Tags/Cards
- Credit Cards
- Pro Card
- Business Cards
Questions or concerns: Contact CNS Faculty Affairs
