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Smith College values the contribution that
employees make to the successful operation of the college and expects a productive
and mutually satisfactory employment relationship with each employee. However, it
is understood that neither the employee nor the college is obligated to continue
the employment relationship and either may terminate the relationship at any time.
Terminations are either voluntary or involuntary.
Voluntary Resignation and Retirement
If you decide to resign or retire from your position,
it is helpful to give as much advance notice as possible. Non-exempt employees who
resign are expected to give their supervisor at least two weeks' notice;
exempt employees who resign are expected to give at least one month's notice.
A written resignation or retirement notice is required,
stating the reason of your resignation and last day of work. You will receive a packet
of information regarding the termination, continuation, or transfer of your benefits.
Vacation or other paid leave may not be used to extend
your official termination date. Any accrued and unused vacation you have earned as
of your official termination date will be paid to you.
Retirement: The retirement of an experienced
staff member may have an impact on the operation of an office or department. Whenever
possible, you are asked to give a minimum of four months' written notice; however,
six months to one year's notice would help your department head plan appropriately
for the future. An employee who retires from the college at age 60 or older is entitled
to a retiree Smith OneCard that provides continued access to certain college facilities
and services.
Early retirement: Employees age 62 or older with
at least 10 years of service may elect early retirement. Early retirees may be eligible
to continue participation in the college's health and dental plans. See Health
Insurance for Early Retirees.
Job abandonment: Job abandonment occurs when
an employee fails to notify his or her supervisor of the reason for an absence of
three consecutive working days. Job abandonment also occurs when an employee fails
to return to work when directed to do so, or fails to notify the supervisor of the
reason for absence within three consecutive working days after an approved leave
of absence or disciplinary suspension. An employee who abandons his or her job will
be considered to have voluntarily resigned. Voluntary resignations are not subject
to the grievance procedure.
Reinstatement of Previous Service
Time: College employees with three or more years of consecutive service who
voluntarily resign from the college and are rehired within six months of their
termination date may have their sick leave accrual restored, may begin earning
vacation time at the rate in effect as of their date of termination, and will not
be considered to have an “interruption of service” for benefits such
as retirement and tuition. However, sick leave and vacation do not accrue during
the period of separation nor is the period of separation considered as time worked
for purposes of wage and salary determination.
Involuntary Termination
Discharge: Discharge is termination of employment
for reasons including but not limited to unsatisfactory work performance, misconduct,
or violation of college policies or rules. Discharge may be preceded by a period
of leave without pay pending investigation. Discharge can occur without advance notice.
If a decision is made to terminate your employment for
reasons other than misconduct, two weeks of notice or pay in lieu of notice will
normally be provided to non-exempt employees and one month of notice to exempt employees.
Such notice does not apply to employees terminated due to misconduct or during the
orientation and review period. Normally, staff members who are discharged are not
eligible for re-employment or for transfer to another position within the college,
and may not be eligible for continuation of health and dental insurance benefits
under COBRA and may not be eligible for unemployment benefits.
Reductions in staff: If reorganization or other
operational necessity requires a reduction in staff that results in the elimination
of your position, you will be given at least four weeks' notice or pay in lieu of
notice. If your position is eliminated and you are unable to transfer to another
position at the college, you may be eligible to receive severance benefits.
Severance Pay
Severance pay is available to employees whose positions
are eliminated or for those whose employment is terminated to meet college staff
reduction objectives. The college may modify or terminate the severance benefits
policy at any time without prior notice.
Eligibility: You are eligible for severance pay if, at the time your position
is eliminated or your employment is terminated, you:
- hold a regular budgeted non-faculty position
of half-time or more, and
- are an active employee or on authorized
leave with or without pay, and
- lose your position or your employment is
terminated as a result of involuntary layoffs in your department or unit.
You are not eligible for severance pay if you work less
than half time, if you have a temporary appointment, or if at the time of your appointment
the position had a defined termination date.
To receive severance pay you are required to apply for
available college positions for which you are qualified. You will not be eligible
for severance pay if you transfer to another position at the college within the four-week
notice period. Likewise, if you are receiving severance pay, the payments will stop
as of the date you return to work.
Notice Period: If your position is to be eliminated
or your employment terminated, you will be given at least four weeks of notice prior
to your expected termination date. During the notice period you will continue to
work and will receive your regular base pay or salary. At the discretion of the college,
a combination of notice and pay in lieu of notice may be granted.
Severance Pay Amount: If your employment is being
terminated and you are unable to transfer to another college position, you will be
eligible for severance pay as follows:
A. If you are otherwise eligible for severance pay under
this policy but elect not to submit a valid waiver releasing the college from legal
claims arising out of your employment, then you will receive a severance payment
equal to two (2) weeks of pay plus accrued and unused vacation and other paid time
for which you are eligible.
B. If you elect to submit such a release, then you will
receive a severance payment as follows:
- Basic Payment
A payment of four (4) weeks of pay calculated at your base weekly rate at the
time you leave the college;
- Supplemental Payment for years of service
Two (2) additional weeks of severance pay for staff with one to four consecutive
years of service in a regular budgeted position;
Four (4) additional weeks of severance pay for staff
with five to nine consecutive years of service in a regular budgeted position;
Six (6) additional weeks of severance pay for staff
with 10 to 14 consecutive years of service in a regular budgeted position;
Eight (8) additional weeks of severance pay for staff
with 15 to 19 consecutive years of service in a regular budgeted position;
Ten (10) additional weeks of severance pay for staff with 20 or more consecutive
years of service in a regular budgeted position.
Your severance payment will be based on your current
base rate and your years of consecutive service dating from your most recent date
of hire. Service credit will be given for each academic or fiscal year in which you
worked full time in a regular budgeted position. You will be given prorated credit
for each year in which you worked half time or more in such a position.
Severance Payment: Your employment and benefits
will terminate as of your last day of work. However, you will continue to remain
on the payroll and receive severance payments for the appropriate period (two to14
weeks) as outlined above. If you are offered another college position, severance
payments will stop as of the date you return to work. Severance payments will also
stop if you choose not to apply for or accept positions at the college for which
you are qualified.
Severance Benefits
Vacation and Other Paid Time: You will receive
payment for your accrued and unused vacation and any other paid time for which you
are eligible. No additional vacation or other paid time will accrue during the severance
payment period.
Retirement Plan: The college will pay retirement
contributions on all vacation pay and other paid time for which you are eligible.
No retirement contributions will be made on your severance pay.
Health Care Program and Dental Plan: You may
continue in the college's group Health Care Program and the Dental Plan for 18 months
following your separation from the college by electing COBRA coverage at the time
of your termination. Under COBRA you pay the full health and/or dental premium cost
plus a 2% administrative fee. Eligibility for participation in the college's group
Health Care Program and/or Dental Plan will terminate on the date you become covered
under another group health or dental plan.
Life Insurance Plan: You may convert all or part
of your group life insurance to an individual policy without providing proof of good
health. Please refer to your individual group life insurance certificate for complete
details regarding this conversion feature.
Long-Term Disability Insurance Plan: Your coverage
under the college's group Long-Term Disability Insurance Plan will end on your last
day of work. You may be eligible to convert your insurance coverage and become insured
under the Hartford Group Long-Term Disability Conversion Policy. You will receive
a conversion brochure and an application form at the time your employment at the
college ends.
Tuition Assistance: If your child is currently
attending another college, Smith College, or the Smith College Campus School at the
time your employment ends, any existing tuition grant will be continued for the remainder
of the semester.
Loan Repayment: The balance on all outstanding
tuition, computer, and other college loans will be immediately due and deducted from
your severance payment up to its full value. Any amount still owed will be due immediately.
Second Mortgage Loans and Rental Housing: Any
outstanding second mortgage loan balance must normally be repaid within 30 days of
termination of employment, with the college offering brief extensions when necessary.
Tenants who leave the college for any reason except retirement must vacate college housing within 30 days.
Rehire: After your severance payments cease,
you are eligible to apply for available positions for which you qualify based on
educational background, skills, and experience. The Office of Human Resources will
assist you in identifying positions for which you may be qualified; however, no guarantee
of preference is made.
Personal Statement and Benefits Counseling Session: The Office of Human Resources will prepare a personal statement detailing the amount
of your severance payment including any accumulated vacation and other paid time
to which you may be entitled. The Office of Human Resources will explain the options
available to you for continued health and dental benefits, and will provide details
concerning the continuation or conversion of any other benefit in which you are currently
participating. |
