UPPS 07.07.04 - Student Employee Termination, Separation, and Grievance Procedures

POLICY STATEMENT

Texas State University is committed to effectively managing employee terminations, separations, and grievances.

1. SCOPE

   1. The purpose of this policy is to establish the termination, separation, and employment grievance procedures of student employees, as defined in UPPS No. 07.07.03, Hourly Student Employment Procedures, and UPPS No. 07.07.06, Graduate Student Employment.

2. DEFINITIONS

   1. Involuntary Termination – separation from employment at the discretion of management, with or without cause. For involuntary terminations resulting from the illegal use of drugs, refer to UPPS No. 04.04.45, Drug-Free Workplace.

   2. Suspension

      1. Suspension with Pay – a disciplinary action, usually taken during the course of a pending investigation, that requires an employee to stop work while continuing to receive regular pay. This type of suspension is used when the continued presence in the workplace of the employee alleged to have committed the offense is detrimental to operations.

      2. Suspension without Pay – a disciplinary action that requires an employee to stop work, usually for a short time period (up to five days) without receiving regular pay. This type of suspension is generally used as a sanction just short of employment termination.

      3. Suspensions, with or without pay, must be approved by two levels of management (supervisor and next level).

   3. Termination Due to Ineligibility – involuntary termination triggered as a result of the student employee failing to maintain eligibility requirements, as outlined in UPPS No. 07.07.03, Hourly Student Employment Procedures and UPPS No. 07.07.06, Graduate Student Employment. Involuntary terminations due to academic ineligibility are not subject to appeal under the student employee grievance procedure.

   4. Termination for Cause – a type of involuntary termination resulting from a disciplinary action whereby an individual’s employment relationship with the university is severed due to an incident of inappropriate conduct, behavior, and/or violation of policy or procedure. Terminations for cause must be approved by two levels of management (supervisor and next level).

   5. Verbal Warning – a disciplinary action, generally recognized as the least severe, issued verbally to an employee by a supervisor as a means of remedying an incident of inappropriate conduct, behavior, and/or violation of policy or procedure. Once a verbal warning has been issued, a supervisor should document or send a written confirmation of the warning to the student employee to confirm receipt and understanding.

   6. Voluntary Termination – separation from employment at the discretion of the employee.

   7. Written Warning – a disciplinary action issued in writing to an employee by a supervisor as a means of remedying an incident of inappropriate conduct, behavior, and/or violation of policy or procedure.

3. PERFORMANCE MANAGEMENT AND EMPLOYMENT SEPARATION PROCEDURES

   1. Performance Management for Student Employees

      Student employees are valued contributors who supplement the faculty and staff workforce and facilitate the university’s ability to achieve its mission. The university recognizes that performance feedback is critical to the development of all employees, including those whose primary relationship to the institution is that of a student. Supervisors are encouraged to share performance feedback directly with the student employees whom they supervise to enable their professional development.

      Student employees who demonstrate unsatisfactory job performance, unsatisfactory work attendance, or violate university policy or procedure may be subject to disciplinary action, up to and including termination of employment. The disciplinary actions that may be taken include warning (verbal or written), suspension with or without pay, or termination for cause.

   2. Employment Terminations and Separations

      Employment terminations and separations for student employees shall generally follow the procedures outlined in UPPS No. 04.04.40, Disciplining and Terminating Staff Employees and UPPS No. 04.04.50, Separation of Employment and Interdepartmental Transfers. However, given the temporary nature of the student employee relationship, Human Resources, while available for consultation, is not a required approver of student employee disciplinary actions and separations.

4. STUDENT EMPLOYMENT CONFLICT RESOLUTION PROCEDURES

   1. In the event that a workplace conflict arises, student employees have several avenues that they may take to resolve such complaints and differences. These conflict resolution options are intended to assist with resolution of concerns that do not involve claims of discrimination or violations of Title IX.

      1. Conversation with the Supervisor – When a student employee experiences a conflict in the workplace, they should first discuss the matter with their supervisor. If the student employee is experiencing a conflict with their supervisor, a discussion should occur with the respective department head. In the event that a student employee is unable to resolve a work-related issue with their supervisor or department head, they should escalate the matter to the next level of supervision.

      2. Student Ombuds Services – Student employees may seek advice and counsel regarding a complaint or workplace difference by contacting the Student Ombudsperson in the Dean of Students Office. A description of services and intake procedures can be found on the Dean of Students Office website.

      3. Human Resources – Students may consult with Human Resources on workplace issues. Similarly, supervisors may also contact Human Resources for support and guidance.

      4. In the event that a student employee’s workplace issue is not resolved, the student employee may grieve the matter by submitting a formal written grievance to the responsible department head within 10 working days of the date upon which the student informed their immediate supervisor of the issue. The formal written grievance must contain a summary of the circumstances giving rise to the grievance. The department head will respond to the grievance in writing generally within five working days. Should the student employee be dissatisfied with the response from the department head, the student employee may submit the grievance to the office of the divisional vice president who will appoint a representative to review the grievance. Once appointed, the divisional representative will issue a response within 10 working days. The outcome of this review, which will be provided to the student in writing, will be final. Should any of the designated reviewers of the grievance be directly named as a party, the division will be responsible for designating alternates.

   2. The university encourages its faculty, staff, students, and guests who believe they are victims of discrimination to seek resolution through university-supported informal and formal procedures, as outlined in UPPS No. 04.04.46, Prohibition of Discrimination.

5. NOTIFICATION PROCEDURE

   1. Student employees will be notified of this policy and procedure in the Student Handbook.

6. REVIEWERS OF THIS UPPS

   1. Reviewers of this UPPS include the following:

      Position	Date
      Director, Career Services	December 1 E5Y
      Associate Vice President and Chief Human Resources Officer	December 1 E5Y
      Associate Vice President for Student Success and Dean of Students	December 1 E5Y
      Attorney for Students	December 1 E5Y

7. CERTIFICATION OF STATEMENT

   This UPPS has been approved by the following individuals in their official capacities and represents Texas State policy and procedure from the date of this document until superseded.

   Director, Career Services Office; senior reviewer of this UPPS

   Vice President for Student Success

   President