The Catholic University of America

Involuntary Terminations

Before initiating an involuntary termination, managers should review information on the Involuntary Termination Process in The Staff Handbook and must consult the Associate Vice President/Chief Human Resources Officer.

In consultation with the manager, the Associate Vice President/Chief Human Resources Officer will ensure that the involuntary termination is in compliance with established policies, procedures and employment regulations. The Associate Vice President/Chief Human Resources Officer will provide guidance to the manager with regard to appropriate documentation and consultation with all appropriate people, usually the cognizant Vice President and General Counsel.

The manager has responsibility for ensuring that the appropriate people have reviewed and approved the proposed termination and appropriate documentation, including the termination letter to the employee, prior to informing the employee that his/her employment is being terminated.

Managers must complete an Employee Data Form (EDF) and send it with a signed copy of the termination letter to Human Resources.

In most cases, involuntary terminations are effected without a long notice period to the employee. The manager must fax or deliver the completed EDF and termination letter to Human Resources.

Managers should consult with Human Resources to determine if the employee will receive his/her final paycheck at the time of termination.

If final pay is to be issued upon termination, the manager should notify Human Resources that the request has been submitted to Payroll. At that time, the manager should also request an immediate appointment for the employee to pick up a Termination Checklist in Human Resources. Managers must ensure that the Termination Checklist is completed and that keys and other University property in the possession of the employee have been turned in before releasing the final paycheck.

If the manager has not requested an immediate appointment for the employee to pick up a Termination Checklist, the manager should instruct the employee to call Human Resources at (202) 319-5050 to schedule an exit interview with a Benefits representative.

Prior to the exit interview, the manager should ensure that all keys in the possession of the employee have been turned in. At the exit interview, the employee will be given a Termination Checklist and will be instructed to go to each of the departments listed on the form for clearance. After obtaining the clearance signatures, the employee must return the completed Termination Checklist to Human Resources. A final paycheck will not be issued until the completed form has been returned to Human Resources with all applicable clearances.

In cases where it is critical that the employee's access to University computer systems be cut off immediately, the manager should contact CPIT and ask that the employee's passwords be cancelled at once. If necessary in the circumstances, the manager can work with CPIT and the Associate Vice President/Chief Human Resources Officer to ensure that the employee receives any private documents (e.g., e-mail) that may still be in the University computer systems in a manner that appropriately safeguards both the employee's and the University's interests.