Separating Employees

There are many reasons why an employee may choose to leave the University. In all cases, it is the priority of University management to ensure a smooth transition for both the departing employee and for the department.

A separation occurs when a University employee resigns from employment, is involuntarily separated, retires or dies. This information details the provisions and procedures for the following types of separation:

  • Resignation (Voluntary Separation)

    Employees may end their employment with FSU by submitting a resignation in writing to their supervisor or other appropriate member of management. Employees are required to provide written notice of resignation at least two (2) weeks or ten (10) workdays prior to the last intended workday (one month for management-level employees). In the absence of exceptional circumstances, failure to provide sufficient notice may result in being ineligible for rehire.

  • Termination (Involuntary Separation)

    FSU is committed to meeting its responsibilities and complying with internal guidelines with regard to termination decisions. Nothing contained in this policy is intended to create legally enforceable contractual rights. The employment of a staff or faculty member may not be terminated involuntarily for any reason without prior review by the Office of Human Resources.

  • Retirement

    Employees apply for retirement through the Office of Human Resources. The Benefits Unit recommends that employees notify management of their intent to retire at least 30 days prior to their planned retirement date to ensure timely processing and continuity of service.

  • Death

    The Office of Human Resources can provide assistance in securing University benefits, entitlements and final compensation when an employee dies. Once notified of the death of an employee, either by the department or family member, payout (including eligible leave) is made to the deceased employee's beneficiary or estate.

Separation Process

Employ must complete required form and submit them. If employee is terminated due to specific action, include who the supervisor should contact. 

  • Separation Process

    Here are several tips to help your separation transition smoothly:

    1. Talk to your supervisor regarding your separation.
    2. Submit resignation to your supervisor.
      The resignation must be submitted in writing to the employee's supervisor for approval. Once the supervisor acknowledges the resignation, the supervisor must notify the Office of Human Resources within one workday to initiate separation process and begin offboarding procedures.
    3. Contact an HR Benefits specialist to schedule your clearance appointment.
      An HR benefits specialist will discuss options available to you for continuation of benefits, retirement account, continuation of supplemental insurance policies, unemployment, etc.
    4. Provide access codes and/or software for computers, voicemail, etc. to your supervisor.
    5. Return any University/departmental property to supervisor or departmental designee, as applicable.
      The following is a list of items/areas that you may have to address:
      • Keys
      • Procurement Cards: Who P-Cards must be surrendered to.
      • Electronics: If you are in possession of a University-issued electronic device (laptop, tablet, cellular phone, etc.), these items must be surrendered prior to the employee’s separation. Depending upon the policies of individual areas, these items may be given to the employee’s department supervisor or someone else.
      • Name Badges
      • Uniforms
    6. Settle any outstanding debts to the University.
      It is your responsibility to clear any outstanding debts prior to separation. However, certain departments on campus may forward communication that you will be leaving employment to ensure that you have no outstanding debts to the University. The following is a list of items/areas that you may have to address:
      • Library: If you currently hold materials, you should return them to the library. You will also need to pay any outstanding fines.
      • Parking: Contact the parking office to discuss returning parking hang tags, deactivation of parking badge access, and/or to apply for parking rebates. You will also need to pay any outstanding parking fines.
      • Outstanding Travel: All travel forms and/or payment reimbursing the University for travel must be submitted prior to your separation.
    7. Update your address to ensure your W-2 is mailed to the correct address at the end of the year.
      You can update your address through the PSOC website.
    8. Complete your final timesheet.
  • Exit Interviews

    FSU appreciates your comments about the University as a workplace. Exit interview s may be scheduled with the Office of Human Resources. Representatives are available to have a more detailed conversation about an employee's experience working for FSU.

Benefits

If you are transferring to another campus within the University System of Maryland (USM) or another state of Maryland agency, notify the Employee Benefits specialist at each agency to avoid disruption of benefits coverage and retirement membership.

  • Final Timesheet & Leave Payout

    Time sheet or leave roster: To ensure timely final pay, you must submit a final time sheet. If sufficient notice was provided, it may be requested that the check be mailed to the employee's home address on record with the HR department.

    Call HR for more info.