Termination Process
Tenure-Track Faculty
Termination of tenure-track faculty is usually the result of the promotion process for an Assistant Professor or Instructor who was not promoted, but appointed for a final terminal year. Faculty who will be appointed for a terminal year are notified during the promotion process. After the terminal year the faculty member will be removed from the budget and the funds released.
Professional Track Faculty
Professional track faculty who will not be reappointed should be given written notice no later than 30 days prior to the end of their appointment, according to UT System's Rule 31002: Notice of Nonrenewal to Nontenured Faculty Members.
Processing Terminations in Workday
After the faculty has been notified that they will not be reappointed, 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.
In the Event of Death
In the Event of Death
During this difficult time, the families of the deceased should be given accurate information directly from the Benefits Section Human Resource Service Center (512-471-4772 (HRSC) or 800-687-4178) regarding insurance, retirement and survivors benefits. The Department Chair and staff administrators should not try to speculate on these matters, and should be sensitive to personal need and assist in returning personal property.
If your department is in need of counseling services after the death of an employee, please contact the Employee Assistance Program.
Processing in Workday
Upon receipt of notification of a faculty death, please forward a copy directly to Corolyn Holub. The appointment termination in Workday should be done immediately, using the day of death as the last day of appointment. This must be done for all appointments, including zero percent time, courtesy appointments, and Emeritus. The primary department of the deceased should provide notification of the date of death to other departments/centers where there are other concurrent appointments.
The staff administrator should check with the Human Resources for assistance regarding payment of unused sick leave and vacation. Normally, half of unused sick leave (up to 336 hours) can be paid out to the deceased's family. Only faculty who held research or administrative titles will have earned vacation time. If there is a balance of unused vacation time, the department will need to process it to pay out to the deceased's family.
Required Materials
Required Materials
It is not necessary to provide additional documentation for faculty terminations unless the faculty member submits an official letter of resignation.
Timeline
When to Process Terminations in Workday
Terminations due to non-renewal should be processed within 60 days of the faculty's last working day.
Terminations due to death should be processed immediately, using the day of death as the last day of appointment.
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
Helpful Links
- Workday Instructional Guide - Terminations
- Workday Instructional Gudie - End Additional Job
- Faculty Ombuds
- Employee Assistance Program
- Benefits Section Human Resource Service Center
- Notice of Nonrenewal to Nontenured Faculty Members
- Employee Separation Checklist
- Additional Reminders to Staff Administrators for Faculty Separations
Questions or concerns: Contact CNS Faculty Affairs
