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Employment Separation

Voluntary Separations

Employees who are voluntarily leaving the university should provide reasonable notice and indicate their resignation in writing to their immediate supervisor. Classified employees should complete a Notice of Voluntary Resignation form. Unclassified employees should submit a resignation letter which includes their last day in paid status. 

Employees are also responsible for providing a valid forwarding mailing address, if applicable, to ensure any university correspondence, including W-2 Forms, is sent to the appropriate location.

Employees who plan to resign or retire should prepare a letter of intent to retire or complete, sign and provide their supervisor with a Notice of Voluntary Resignation form, which may be found in the HR Forms Library (www.kent.edu/hr/forms). Upon receipt, the supervisor or designee should initiate the Notification of Voluntary Separation (NOVS) Workflow available in the "MyAction Items" tab in FlashLine.

Retirement is a very important life event, and it is vital that you take time to plan.  Ohio Public Employees Retirement System (OPERS) and the State Teachers Retirement System of Ohio (STRS) offer various pre-retirement services including counseling and seminars to assist you with this process.  You may also contact the Kent State University Benefits Office at 330-672-3107 for these services, or use the member web site for your respective retirement system where you can run estimates and obtain other useful information.

It is recommended that you start this process at least 90 days prior to your intended retirement date.

Please visit the Retirement Planning page for additional retirement information.

Supervisor Responsibilities 

The employee's supervising authority is responsible for completing the Checklist for Terminating/Transferring Employeesprior to the employee's last day of employment. This form will assist with ensuring any outstanding university-related items have been returned or processed. 

The employee's supervising authority is also responsible for completing the on-line Notice of Voluntary Separation workflow. 

Classified Employees: 

The Notice of Voluntary Separation workflow should be submitted no later than one week prior to the employee's last working day to ensure proper processing of the employee's last paycheck, as well as any applicable vacation or sick leave payouts.  Any supporting documentation, including the Notice of Voluntary Resignation form, resignation letter, etc, should be sent to the appropriate Human Resource Office (Human Resource Records for staff and Academic Personnel for faculty).

Unclassified Employees and Faculty: 

TheNotice of Voluntary Separation workflow should be submitted no later than one week prior to the employee's last working day to ensure proper processing of the employee's last paycheck, as well as any applicable vacation or sick leave payouts.  Any supporting documentation, resignation letter, etc, should be sent to the appropriate Human Resource Office (Human Resource Records for staff and Academic Personnel for faculty).

Vacation and Sick Leave Payouts: 

Please visit the University Policy 6.11.7.C.3 which addresses the accumulation of earned vacation and sick leave.

Vacation Leave

If eligible, an employee will be paid for any earned, but unused vacation the pay period following the employee's last working paycheck.  The maximum payout for vacation will be that which may be earned in a three year period as per University Policy 3342-6-11-7 (3)(b).

Sick Leave

Upon retiring from active service with the university after ten or more years of service with the state or any of its political subdivisions, an employee may elect to be paid for one-fourth of the accrued but unused sick leave credit. This payment will be based upon the employee's rate of pay at the time of retirement. Upon accepting such payment, all sick leave credit accrued up to that time will be eliminated.

The maximum payment allowed will be one-fourth of one hundred twenty days (30 days). Payment of sick leave does not apply to any termination or separation other than retirement.

The Benefits office is available to assist employees with questions related to benefits and benefit options at 330-672-3107 or benefits@kent.edu. If you need additional assistance regarding your vacation and sick leave, please contact the HR Records office at 330-672-8316.