Policies & Procedures

Separation from Employment

Separation from Employment

1. RESIGNATIONS: “Resignation” means the employee’s conclusion of the employment relationship with Transition Projects. Employees may not “resign their position” in favor of another position or status. That action is a reassignment.

   Employees may resign at any time. As a professional courtesy, we request at least two weeks’ notice so that an orderly transition can be made. Notice must be in writing (paper or electronic) to the employee’s supervisor with a copy provided to the Human Resources Director. The Executive Director and other supervisory employees will give at least one month’s written notice of intent to leave the agency. In the case of resignation by the Executive Director, notice will be given in writing to the Chairperson of the Board of Directors. Employees who do not provide timely and proper notice generally will not be considered for reemployment.

2. JOB ADJUSTMENTS AT EMPLOYEE REQUEST: Employees may request certain non-promotional adjustments to their current job. For example, an employee may request to go from full- to part-time, or from regular to on-call status. In all cases, the concerned supervisor is the approval authority. If the supervisor approves the request, s/he will coordinate with Human Resources for implementation. Human Resources will not implement any action based solely on the affected employee’s request. Adjustments of this sort do not require performance of a trial period. The new status may impact benefits eligibility/accrual, appraisal cycle, and annual wage adjustments.
   An adjustment from on-call to regular status is considered a promotional reassignment, and does require performance of a trail period.
3. DISMISSAL FROM EMPLOYMENT: Transition Projects’ conclusion of the employment relationship with an employee. It is a disciplinary measure, part of both the represented and unrepresented disciplinary hierarchies. Dismissal results from misbehavior, poor performance, violation of policies, or acts or omissions of an egregious nature.
4. REDUCTION IN FORCE: “Reduction in Force” refers to a general downsizing of full-time equivalency across a program, programs, or the entire organization. It may result from facility closure, loss of contracts, revenue decrements, or other environmental shifts. Reductions in force usually take three forms, which may be applied in any combination:
   1. Attrition: Hiring freezes, allowing vacant positions to remain unfilled.
   2. FTE Reductions: Reducing hours worked either among specific employee populations or across the board.
   3. Layoff: Concluding the employment relationship, either temporarily or permanently. Involuntary unpaid furloughs may be considered layoffs. See following discussion.

   Lay-off: Lay-off refers to temporary or permanent separation from employment when a position is abolished for any reason..The employee to be laid off will be afforded at least two weeks’ notice of the lay-off. For purposes of final paycheck preparation and COBRA entitlements, both temporary and permanent layoffs will be viewed as conclusion of the employment relationship.

   Employees in Temporary Layoff status will return to work either as scheduled in the layoff notice or when business circumstances allow a return to work.

   Recall: Regular full- or part-time employees in permanent layoff status and who have had Performance Appraisal average scores of “Good “or higher are eligible for recall for a period of twelve months following their date of layoff. Any such employee not recalled within twelve months of the layoff date will have no further recall rights An employee is ineligible for recall if Performance Appraisal scores have averaged less than “good”.

   Employees shall be recalled to their former position if it becomes available while the employee is on recall status. If a position becomes available and more than one employee in recall status has held that position, then the employee with the greatest seniority will be recalled first.

   Employees on recall status are responsible to assure that the e Human Resources Director has current contact information (telephone, mailing address, and/or e-mail)e. The employee shall advise the Human Resources Director should they no longer be available for recall. Employee’s who fail to notify the Human Resources Director of a change of contact information forfeit further recall consideration.

   Lay-off/Recall Status: Any offer of recall will be sent to the employee’s home by Certified Mail. Failure of an employee to respond to a recall notification within ten (10) days of the mailing will be considered forfeiture of further recall rights. Any employee who declines reemployment or fails to report on the date specified will also be considered to have forfeited all recall rights. Employees on recall status may participate in the Agency’s internal hire process. Appeals to any decision regarding employee qualifications, skills and abilities in a lay-off or recall situation will be made through the grievance procedures.

   Seniority: When considering reductions in force and layoffs, demonstrated performance is a primary factor. Seniority is a secondary factor. Seniority with Transition Projects is defined as the period of time from date of hire during which an employee performs paid work or is on an approved paid leave of absence. Seniority shall not include any time the employee spends on lay-off or unpaid time off status. Also not included in seniority calculations are periods of volunteer service or internship/practicum assignment unless these were concomitant with paid employment. Employees who resign or are discharged from Transition Projects forfeit all seniority. Employees recalled from layoff have their seniority restored to its level on the date of the layoff.

5. RETURN OF AGENCY PROPERTY
   Upon termination of employment, employees must return all agency property, including building keys, supplies and equipment in their possession, to their supervisor on the last day of employment.
6. FINAL PAYCHECK
   Employees who provide the Agency at least 48 hours’ notice of resignation (excluding Saturdays, Sundays and holidays) will receive their final paycheck on the last day worked. On less notice, they will receive their final paycheck within five days, excluding Saturdays, Sundays and holidays, or on our next regularly scheduled payday, whichever first occurs. Employees who are dismissed, involuntarily discharged, or discharged by mutual agreement will receive their final paycheck by close of business the next business day.
7. RELEASE OF INFORMATION AND REFERENCES
   No references or any other information about an employee or former employee will be given to any outside person or organization except by the Human Resources Director. This information can only be given with the specific written permission of the employee or former employee.

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