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Separation from the University

When an employee leaves the university or transfers to another department at UHCL or within the UH System, there are several items which must be completed. The separation, including the exit interview, process applies to all employees, except temporary and student employees. 

Exit Interview Process

An exit interview is a conversation or questionnaire to give the University a chance to listen and learn about what is being done well and what might make the University a more productive and appealing place to work. It also provides a vehicle of transition and closure for the employee by giving an opportunity for confidential feedback. 

How Information is Used

Overall themes may be shared with management in such a way that supports confidentiality while offering feedback on ways to improve. 

Please note: Any reports of activities prohibited by law or policy must be acted upon immediately to protect employees who remain in the workplace and to protect the University. 

An exit interview will be scheduled for you on or before your last day of employment. 

Voluntary Resignations

Employee Responsibilities: 

  • Submit a letter of resignation: The employee is required to submit a written, signed notice of voluntary resignation to the immediate supervisor at least two weeks prior to the effective date of separation and indicating the last day worked.
  • Inform your department if you are transferring to another state of Texas agency.
  • Update Employee Information: Log in to P.A.S.S. and verify that your address, phone number and email address are up to date.
  • Parking: Pay any outstanding tickets or fines.
  • Communicate critical job functions that you perform on a regular basis to your supervisor including; open projects, key (internal/external) contacts, access to third party systems, etc. 
  • Complete the Separation Packet on or before your last day of employment. 
  • To receive your W-2 and 1095-C, update your preferred email address to your personal email address in PASS to receive them electronically OR turn off W2 electronic consent to receive them by mail.
  • Verify your mailing address is correct in PASS.
  • If you are retiring, complete the Retirement Separation Packet on or before your last day of employment.
    Download the packet to enable the electronic signature function. 

Supervisor/Department/Business Administrator Responsibilities:

  • Accept the notice in writing or by responding via email, confirming the employees last day.
  • Complete Employee Knowledge Questionnaire - this is a resource for managers to discuss pending work items prior to employee's last day.
  • Ensure employee has reported all leave up through the termination date before the employee's last day worked.
  • Schedule a meeting with separating employee to discuss pending work related items including; critical job functions, key (internal/external) contacts, access to third party systems, etc. 
  • Submit the terminating ePAR and attach the letter of resignation and acceptance upon receiving the resignation letter. Failing to do so may result in overpayment.

Transfers within UHCL

Employee Responsibilities:

  • Submit a letter of resignation:  The employee is required to submit a written, signed notice of voluntary resignation to the immediate supervisor at least two weeks prior to the effective date of separation, stating the reasons(s) for the resignation and the indicating the last day worked in the current department.
  • Communicate critical job functions that you perform on a regular basis to your supervisor including; open projects, key (internal/external) contacts, access to third party systems, etc. 
  • Complete the Internal Separation form on or before your last day of employment.
    Download the form to enable the electronic signature function.

Supervisor/Department Responsibilities:

  • Accept the notice in writing, or by responding electronically via email confirming the employee's last day worked in the department.
  • Complete Employee Knowledge Questionnaire - this is a resource for managers to discuss pending work items prior to employee's last day.
  • Ensure employee has reported all leave up through the termination date before the employee’s last day worked.
  • Schedule a meeting with separating employee to discuss pending work related items including; critical job functions, key (internal/external) contacts, access to third party systems, etc.
  • An termination ePAR is not needed if the employee is transferring to another department at UHCL.

Transfers within the UH System

Employee Responsibilities:

  • Submit a letter of resignation: The employee is required to submit a written, signed notice of voluntary resignation to the immediate supervisor at least two weeks prior to the effective date of separation, stating the reasons(s) for the resignation and the indicating the last day worked.  
  • Please inform your department if you are transferring to another campus within the University of Houston System.
    **Please note: Your first day of employment at the new UH campus should immediately follow your last day worked at UHCL to avoid a break in service. A break in health coverage will cause you to have a new 60-day waiting period.
  • Update Employee Information: Log in to P.A.S.S. and verify that your address, phone number and email address are up to date.
  • Parking: Pay any outstanding tickets or fines.
  • Communicate critical job functions that you perform on a regular basis to your supervisor including; open projects, key (internal/external) contacts, access to third party systems, etc. 
  • Complete the Separation Packet on or before your last day of employment.
    Download the packet to enable the electronic signature function.

Supervisor/Department Responsibilities:

  • Accept the notice in writing, or by responding electronically via email confirming the employees last day.
  • Complete Employee Knowledge Questionnaire - this is a resource for managers to discuss pending work items prior to employee's last day.
  • Ensure employee has reported all leave up through the termination date before the employee’s last day worked.
  • Schedule a meeting with separating employee to discuss pending work related items including; critical job functions, key (internal/external) contacts, access to third party systems, etc.
  • An termination ePAR is not needed if the employee is transferring to another campus within the UH System.

Involuntary Resignation

In cases where an employee is dismissed involuntarily, it is the supervisor’s responsibility to ensure compliance with the separation process to the greatest degree possible. When appropriate, arrangements may be made for the employee to collect personal belongings under supervision and then to be escorted from the building.

Supervisor/Department Responsibilities:

  • Complete the Separation Packet on the last day of employment.  Download the packet to enable the electronic signature function.
  • Ensure employee has reported all leave up through the termination date before the employee's last day worked.
  • Submit the terminating ePAR. Failing to do so may result in overpayment.

Frequently Asked Questions

Accrued Leave

  • If you are a direct transfer to another state agency and you have completed six months of service with the State of Texas, your unused vacation will be transferred to that agency. If you are not a direct transfer, and you have completed six months of service with the State of Texas, you will be paid for accrued but unused vacation leave.
  • You will not be paid for your accrued but unused sick leave. If you are employed by another state agency within 12 months your sick leave balance will be transferred to the new state agency.
  • You may donate accrued and unused sick leave to the Sick Leave Pool.

Please refer to our Frequently Asked Questions for additional information.

Retirement

If you are considering retirement, please schedule an appointment with your Benefits Coordinator at least six months in advance of desired retirement date.

  • Retirement Contact
  • Kristyn Dalmolin
    Senior Benefits Coordinator
    Phone: 281-283-2169
    Email: dalmolink@uhcl.edu

It is the employee's responsibility to return all university property to the department or facility including all borrowed materials, identification cards, tools, uniforms, equipment, credit cards, training manuals, all keys, library books, and pay any outstanding fines. 

Retirement Extras

Wellness Center Membership

Parking

  • UHCL employees who have retired are eligible for a lifetime complimentary permit. This permit can be obtained through the Office of Human Resources.

Bayou Theater

  • UHCL Bayou Theater: Pay the presale price at the door with your valid UHCL Retiree Badge. Visit UHCL Bayou Theater for more information on upcoming shows and concerts.

Retirement Resource Center

  • Retirement. You dream of it, plan for it and work toward it for decades. So, what does it take to enjoy a successful retirement? The UHCL Employee Assistant Program offer great resources for new retirees.
  • To access services now call 713-500-3327 or visit the Employee Assistance Program (EAP) online at www.mylifevalues.com. When prompted for the user name and password, enter "uhs/uhs."


Failure to return university property or the removal of university property may be construed as theft and appropriate legal action may be taken if the property cannot be recovered.

Contact

  • Human Resources

    Phone: 281-283-2160
    Fax: 281-283-2158
    humanresources@uhcl.edu 

    Bayou Building B2537
    2700 Bay Area Blvd, Box 167
    Houston, TX 77058-1002