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Procedural Guidelines for Processing Employment Separations

IMPORTANT: In the event an employee's employment is terminated due to specific action being taken by the university and/or department (e.g., disciplinary action, reduction in workforce, lack of work or other economic reason), the supervisor must consult with the Employee Relations Unit of the Office of Human Resources to ensure proper notification is provided to the employee in accordance with the Board of Regents policy.

Employee separations must be made in accordance with the following University System of Maryland (USM) Board of Regents policies:

  • Policy on Separation for Regular Exempt Employees VII 1.22
  • Policy on Layoff for Unclassified [Exempt] and Classified VII 1.30 [Non-Exempt] Personnel
  • Policy on Layoff and Recall of Regular Exempt Employees VII 1.32

The timely separation of an employee from your department is critical for many reasons:

  • Preventing overpayment against your department budget
  • Keeping the University in compliance with federal timelines for required notification of continuation of benefits (COBRA)
  • Maintaining accurate Human Resources data used for University, State and Federal reporting

Departments must file an "Employment Separation Form" with the Office of Human Resources for all regular and contingent employees who are separating employment. The form must be completed and returned to OHR at least two weeks before the employee's last day of work. Non-exempt employees should give at least two weeks written notice. Exempt employees should give at least 30-calendar days written notice.


Please be sure your employee reviews the appropriate employee  checklist and that you review the supervisor checklist prior to the employee leaving.







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