When Your Employment Ends

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. 

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 62 or older and who had at least 10 years of service 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. 

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 are terminated from the college and are rehired within one year 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.

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.

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. 

Retirement Plan

The college will pay retirement contributions on all vacation pay and other paid time for which you are eligible. 

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.

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.