Human Resources


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Policy Information
  • Issue Date: May 1, 1989
  • Primary Contact: Director of Human Resources
  • Responsible Member of Directorate: President and Director
  • Responsible Office: Human Resources
Policy Information

I. General
A. Associations or appointments with the Institution may be terminated in several ways. This policy has been adopted to provide for equitable treatment of all personnel at the time of termination.

B. A Check-Out Sheet (pdf) must be completed pior to leaving the Institution. Employees and Guests must sign out with Human Resources. Students, Scholars and Fellows must sign out with the Education Office.

C. In addition to completing the Check-Out Sheet, regular employees may complete an Exit Interview Questionnaire and have an exit interview with Human Resources.

D. The Check-Out Sheet is used to document the return to the Institution of books, keys, credit cards, I.D. cards, etc., and provides evidence of satisfactory settlement of any outstanding indebtedness, e.g., travel advance, education loans, personal purchases, etc.

E. Vacation or any other type of leave may not be taken in conjunction with a termination except as noted in II(B). Any vacation or accrued leave is paid in the final check.
II. Types of Termination
A. Resignation: If an employee voluntarily terminates service with the Institution, this is considered a resignation. It is expected that an employee will give their supervisor at least two weeks written notice. A copy of this notice is sent to Human Resources for an employee, or the Education Office for a Student, Scholar or Fellow. Anyone resigning from the Institution will be paid in full on the next regular payday after termination.

If an employee elects to resign while on leave, termination will be as of the last day worked at the Institution. (See Extented Leave of Absence Policy)

B. Retirement: There is no mandatory retirement age at the Institution. Normal retirement is the first of the month coincident with or next following the employee's 65th birthday. Employees have the option of requesting early retirement anytime after age 55, providing the employee has a minimum of 5 years of Service as defined by the Retirement Plan. Employees may request to use their accrued vacation in conjunction with an impending retirement. Vacation will continue to accrue if the employee returns to work on the last day prior to commencement of retirement benefits. However, if the employee elects to terminate from vacation, there will be no accrual of vacation during this pre-retirement absence. Employees are to give Human Resources at least 3 months written notice of intent to retire.

C. Involuntary: Will follow the Involuntary Termination Policy.

D. End of Temporary Appointment: A temporary appointment is for a fixed term and is normally for less than one year at a time. At the end of the specified period, an appointment may be renewed, depending on the needs of the Institution.

E. Death: The Institution will automatically process any insurance or retirement death benefits that are due the employee's beneficiaries.

F. End of Term Appointment: A term appointment is for a fixed period and implies no commitment by the Institution for continued employment. This action applies to some Scientific and Technical Staff appointments (See the Appointment and Promotions Handbook "The Blue Book" (pdf)) and Graduate Research Assistants who have left the graduate program (typically upon graduation).

G. End of Leave of Absence: Failure to return from a Leave of Absence will result in termination.

H. Lay Off: A lay off may occur due to lack of funding, reduction in force or lay-up of a vessel.

I. Removal from Payroll: This action applies to employees who change to an unpaid guest status, or students who change from research assistantships to fellowships or outside support (e.g., M.I.T.).
III. Benefit Continuation
A.Continuation and/or conversion privileges of health and life insurance plans are available to Regular employees who leave the Institution.
    1. Coverage under the group life insurance policy stops 31 days the day after termination of employment. Conversion privileges to a whole life policy are available.

  1. Coverage under the group health plans will normally stop at the end of the month in which the termination is effective. However, under the Consolidated Omnibus Budget Reconciliation Act of 1986 (COBRA), insured employees and their eligible dependents who have coverage in the group medical insurance plans may continue their coverage by paying the COBRA premium cost for a minimum of 18 months up to a maximum of 36 months depending on the reason for loss of coverage. Payment must be sent to the Human Resources at the beginning of each month for that month's coverage.
B. Specific questions on eligibility can be addressed in Human Resources at the time of check-out.
Should you require assistance in the interpretation  of this procedure, please contact your Human Resources Representative.

Last updated: December 29, 2016