5.24 - P&S Staff - Termination of Employment

Review Deadline

Tuesday, December 16, 2025

Redline Version (PDF)

Purpose: 

To outline provisions related to voluntary and involuntary termination of employment for Professional and Scientific (P&S) positions. 

Policy Statement: 

A P&S appointment may terminate for voluntary reasons including retirement, resignation, long term disability approval, invalid work authorization or abandonment of position. Abandonment of position shall be considered to have taken place when the employee is absent from duty for three consecutive workdays without proper notification and authorization and shall be deemed to have resigned. 

Involuntary reasons for termination of P&S employment are further outlined in this policy. 

A. Non-Reappointment

Temporary Appointment

The nature of the service required with a temporary appointment typically includes an identified end date at the time of hire. The university administration will make every effort to keep staff members advised as to when services will be concluded. No recall rights are applicable.

Term, Contract & Annual Appointments

Term, contract and annual appointments are considered renewed or ongoing unless notified otherwise. Notice of non-reappointment is provided in accordance with the appointment category and in consultation with Human Resource Services (HRS). No recall rights are applicable.

1. Term Appointment
   The period of service established at the time of appointment and/or the funding status will determine the date for notice of non-reappointment. Written notice confirming non-reappointment will be provided at least 30 calendar days prior to the appointment expiration date. Affected staff may elect to compete for vacant P&S positions,  but are not given priority consideration.
2. Contract Appointment
   Contracts signed by university administration and the employee will include an effective date and an end date. These appointments may be ended with limited prior notice due to the nature of the role, program needs and/or the applicable contract language.
3. Annual Appointment
   Written notice of non-renewal for annual appointments will be provided at least 30 calendar days prior to the effective date of termination. 

B. Regular Appointment Reduction in Force

When it becomes necessary to reduce P&S Regular staff services due to a shortage of funds, lack of work, revision in work, unit organization, curtailment in program offerings, abolishment of position(s) or a like action, the university will first explore alternatives, such as adjustment of staff through attrition, rotation and reassignment of staff, or adjusted service periods that maintain unit and institutional efficiency. 

A reduction of P&S staff is determined by the university in consultation with HRS and based on program need and relevant criteria, such as related position responsibilities, professional credentials, and demonstrated skills, abilities and performance as documented in the performance evaluations.  

Notice requirements and reassignment options: 

1. P&S staff serving with less than one year in a regular appointment will be provided written notice of separation at least 45 calendar days prior to the effective date active service is to conclude.  Staff impacted in this category may elect to be reassigned to any open P&S position provided they meet or exceed the established minimum qualifications, following the conclusion of applicable reassignments of separated staff with more than one year of service.
2. P&S staff serving in a regular appointment for more than one year will be provided written notice of separation at least 60 calendar days prior to the effective date active service is to conclude. Such staff may elect to be reassigned to any open P&S position provided they meet or exceed the established minimum qualifications.  Staff in this category who have been separated from active university service with a reduction in force may be given priority consideration for placement (recall) when a vacant P&S position exists. 

 C. Recall 

P&S staff serving one year or more in a regular appointment at the time of separation from active university service, because of a staff reduction, will be eligible for recall. With an annual  request in writing, such staff will be considered for vacant P&S positions for a period equal to active service up to 3 years. Upon submission of application materials through the applicant tracking system for a posted vacancy, qualified recall staff members will be interviewed and evaluated for the respective vacant P&S position prior to hiring an external candidate. If an inactive recall staff member is interviewed, but not selected for the P&S position, they will be provided a written notice by the employing administrator of the reason(s) for the non-selection. The decision to reject placement of a recall staff member is not subject to grievance proceedings.

 Staff members to be interviewed for return to active service are responsible for creating a profile in the university’s applicant tracking system and enabling any desired automated notifications of position vacancies.  As directed by HRS, the inactive recall staff member is to keep HRS advised of their current phone number and recall interest. Failure to respond  within 5 calendar days to an interview request will be considered a decline of opportunity for that position. 

Time spent in recall status will be considered a leave of absence for purposes of university and position service, salary, fringe benefit allowances and other conditions of employment.  

 D. Termination for Cause

P&S employees may be terminated for cause for reasons including, but not limited to, documented unsatisfactory performance of duties, excessive absenteeism, misconduct, violation of university and/or Iowa Board of Regents policies or unlawful conduct. 

Actions or offenses not warranting immediate termination will typically be addressed through performance management or progressive discipline intended to remedy the issue(s). The level of discipline is based upon the seriousness of the offense and the employee’s performance and disciplinary history. Disciplinary levels may include verbal warnings, written warnings, suspension without pay or termination of employment. 

Unsatisfactory performance may warrant the underperforming employee to be placed on a Performance Improvement Plan (PIP) as a supportive measure designed to assist the employee to achieve successful performance. The duration of a PIP typically ranges between 60 and 90 calendar days. Failure of the employee to provide immediate and/or sustained performance improvement may result in disciplinary action, up to and including termination of employment. 

The implementation of PIPs, disciplinary actions and termination of employment for cause are implemented in consultation and partnership with HRS. 

 Additional Resources

4.18 Terminations & Terminal Vacation Pay Policy 

P&S Council approved , 2025  
Human Resource Services, approved , 2025 
University Council, approved , 202  
President and President’s Cabinet, approved , 202  
[Last reviewed and/or updated 4/2024, 1/2013]