Office of Student Financial Services

• The student initiates a voluntary termination.
• A student who voluntarily elects to terminate his or her employment should give at least two weeks notice to the supervisor.
• The supervisor must notify the Office of Student Financial Services of any voluntary termination by ending the job in Workday.

Students who are withdrawn or take a leave of absence from the university will be terminated and are not eligible to work on campus following their official academic separation date. There are no exceptions to this rule.

• Students who study abroad will be terminated effective the first day of the academic semester in which they will be abroad.
• The student may be rehired once he or she returns to campus.
• Remote work is only allowed while the student resided in the U.S.

An involuntary termination is initiated by the employer due to an employee's unsatisfactory performance in his or her position or due to an employee's inability to comply with university and/or office rules and regulations.  It is extremely important that you discuss any involuntary terminations with Student Employment before taking any action.  There are laws requiring final pay that have to be strictly followed.

Examples of misconduct include, but are not limited to:

• Missing scheduled shifts without notifying supervisor.
• Rudeness, inappropriate language or behavior.
• Unsatisfactory performance.

Between supervisor and student, documented in student's employment file and a memo sent to Kristyn Burke in the Office of Student Employment. (MS 027).

Example

(Name of student),

I'd like to speak with you about yesterday when you (missed your shift). You must call us when you are going to be absent so that we may (reschedule, organize, etc). I want you to know that this is a formal verbal warning and will be documented in your file.

May be either a formal letter or an email. A copy must be forwarded to Kristyn Burke in the Office of Student Employment (MS 027).

Example

Dear (name of student),

As we discussed on (date), you (must call in if you are going to be absent during your scheduled shift). You have again failed to comply with this policy, which results in problems for the office.

This is a formal written warning and will be documented with the Office of Student Employment. If this happens again, you will be terminated from your present position. If you have any questions regarding this matter, please contact me as soon as possible.

Once the termination is approved by Student Financial Services, a written notice must be sent to the student; a copy must be sent to Kristyn Burke in the Office of Student Employment, along with a completed student employee change form (pdf) authorizing the termination.

Example

Dear (name of student),

This letter is to notify you that you have been terminated from your present position due to (failure to report for scheduled shifts). (If applicable: Please return any office keys and materials in your possession to (department supervisor) and pick up your final check immediately). This notice will be documented with the Office of Student Employment.

Guidance and Mediation

Terminating a student for cause can be a difficult process for many supervisors. The Office of Student Financial Services can provide you with guidance and mediation, if necessary. Contact the assistant director of student employment directly for assistance or to address questions or concerns. A student who is involuntarily terminated will receive consideration for jobs only after all aided and nonaided students have been placed.

Acts of serious misconduct will not be tolerated and may result in an immediate release from employment. Examples of serious misconduct may include, but are not limited to:

• Serious disregard of university rules.
• Disorderly conduct.
• Unauthorized possession, distribution or use of, or being under the influence of, alcohol, marijuana or other nonprescription drugs or controlled substances during working hours.
• Theft of university property or the personal property of a student, staff or faculty member.
• Breach of confidentiality.
• Falsification of employment, payroll or other documents.
• Harassment.
• Gross incompetence.
• Insubordination or refusal to perform assigned tasks.

In any case of involuntary termination or immediate release, it is very important that you contact us prior to dismissing the student. We are required by law to issue the employee final payment in full on their last day of employment. If the student is owed any pay (current pay period included), it is our responsibility to issue it on the day of discharge. Once you have possession of the final paycheck, you may then notify the student of their termination.

In the event that the misconduct constitutes a potential violation of community standards or policies published in the Rights and Responsibilities Handbook, file a complaint with the Office of Student Life for possible referral to the student judicial system. Student Employment reserves the right to do this on your behalf.