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University of Illinois Springfield

Academic Staff Handbook University of Illinois Springfield

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Termination of Employment

Nonreappointment of Academic Staff

Full-time, nonvisiting academic professional employees (except for intercollegiate athletics directors and coaches) are entitled to receive notice of nonreappointment as indicated in the following chart. The length of notice required is determined by two factors: the length of time the employee has served the University as an academic professional and the type of funds from which the employee is paid. Contracts paid from “soft” funds specify that the appointment is subject to receipt of funds; contracts paid from “hard” funds have no such specification.

Computation of length of service for 12-month, 10-month, and nine-month appointments will be on the basis of continuous full-time, non-visiting employment in academic professional positions, counting from the first date of employment in such positions to the date notice is given by the University of Illinois Board of Trustees. Periods of time during which the employee is on leave without pay (full or partial) will not count toward the total service credit in determining the minimum required notice. Any prior service credit should be clarified at the time the academic professional position begins. Any break in service of more than 30 calendar days through resignation, termination, etc., would require that the clock start again, but service in one full-time academic professional position eligible for notice will transfer to another full-time academic professional position, if no break in service is involved. A short break (30 days or less) will be handled like a leave without pay in terms of service credit for notice of nonreappointment.

Although the department must notify the academic professional staff member of nonreappointment in writing, it is the Board of Trustees that gives the official notice. The length of notice required is calculated from the date of notice by the Board of Trustees, not from the end of the current contract. If notice is given later than specified in an appointment year, it will be accompanied by an offer from the Board of Trustees of a terminal contract for an additional appointment that will extend the current appointment through the period of minimum notice. For example, academic professionals with pay dates of August 16 to August 15 should be given notice of nonreappointment by the Board of Trustees before February 16 for six months’ notice, or by August 16 for twelve months’ notice (i.e., six months or 12 months prior to the end of the appointment). If notice is not given by these dates, the employee will be offered a terminal contract for either six or 12 months, as appropriate, extending from the date of notice by the Board of Trustees. The period of the terminal contract can be extended further but no more than three annual extensions are permitted (exceptions require approval or Provost Office).

Length of Notice of Nonreappointment Required by Source of Funds and Number of Years of Full-Time Service

Employees Paid from “Hard” Funds(State, Auxiliary, Revolving Accounts) Employees Paid from “Soft” Funds(Grants, Contracts, Federal Funds)
Length of Full-Time Service (In Full Appointment Years Completed) Minimum Notice (In Months) Length of Full-Time Service (In Full Appointment Years Completed) Minimum Notice (In Months)
Less than 4
4 and over
6
12
Less than 4
4
5
6
7
8
9
10 and over
2
6
7
8
9
10
11
12

Formal notice of nonreappointment by the Board of Trustees is not required for part-time academic professional employment or for positions that include in the title the terms visiting, acting, interim or adjunct.

Length of Notice of Nonreappointment Required for Full-Time Director of Intercollegiate Athletics and Coaches by Number of Years of Full-Time Service

A full-time, non-visiting academic professional who is the director of intercollegiate athletics or a coach on an annual contract shall receive three months notice of nonreappointment if they have been employed four years or less; thereafter, they must receive six months notice of nonreappointment. Formal notice of nonreappointment by the Board of Trustees is not required for part-time academic professional employment or for positions that include in the title the terms visiting, acting, interim or adjunct.

Resignations

Resignations, including notices of retirement, are submitted in writing to the supervisor, department head, or other appropriate administrative officer with a copy of the letter sent to Human Resources and the Provost’s Office. A resignation does not become effective until officially accepted and processed by Human Resources. The appropriate dean or supervisor is responsible for changing the appointment to reflect the resignation. The unit supervisor and the employee must also sign a final verification of attendance indicating any balance of vacation and sick leave and the form must be submitted to the office of Human Resources. Employees are encouraged to give as much notice as possible to allow for a smooth transition.

Please note that an employee’s termination date cannot be extended by utilizing sick or vacation leave benefits. The separation date should be the last official day the employee performed service at the university and the last work day, termination date, and job end date are the same. An exception to the last work day rule regards academic staff members employed for the academic year (nine-month appointments) who are resigning at the end of their service period. Specifically, university faculty and other academic staff who are eligible for benefit coverage during the academic summer break automatically receive group insurance through 8/31 and can continue their benefits through the summer if their resignation date is on or before August 31st.

Continuation of Benefits

In accordance with state law, the health and life insurance coverage provided by the state and the benefits available to active employees under the State Universities Retirement System cease at midnight of the resignation date. Under federal legislation (COBRA) enacted in 1986, a “continuation option” exists that permits continued medical and dental coverage after separation from employment by making personal payment of the premium. For additional information, contact University Payroll & Benefits (206-7144) prior to the termination date.

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