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

Student Employee Termination, Separation, and Grievance Procedures

UPPS No. 07.07.04
Issue No. 5
Revised: 11/21/2019
Effective Date: 2/05/2019
Next Review Date: 12/01/2023 (E4Y)
Sr. Reviewer: Director, Career Services


    *01.01The 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, Salaried Graduate Student Employment.

    1. For involuntary terminations resulting from the illegal use of drugs, refer to UPPS No. 04.04.45, Drug-Free Workplace.

    2. The complete check-out procedure for student employees is documented in UPPS No. 04.04.50, Separation of Employment and Interdepartmental Transfers.


    1. * Student employees who demonstrate either unsatisfactory job performance or unsatisfactory work attendance may be warned by the supervisor and given time to correct the problem or be dismissed immediately, depending on the severity of the infraction.

      1. * Warning – The procedure for issuing a warning is as follows: upon documented demonstration of unsatisfactory performance or attendance, the supervisor should immediately warn the student employee in writing and allow a reasonable period for the student employee to improve their performance with the understanding that unless the student employee’s work performance or attendance improves, their employment will be terminated. The supervisor should take steps toward improved communication or instruction enabling the student employee to achieve satisfactory performance.

      2. * Termination – When possible, the supervisor should provide at least one week’s written notice prior to termination. A student employee may be terminated immediately in cases of flagrant, willful violation of university rules, gross misconduct or insubordination, or violation of applicable statutes.

    2. A separation Personal Change Request (PCR) may be processed, as outlined in Section 05., if performance does not improve by the end of the agreed-upon timeframe for correction. Supervisors should apply disciplinary action in a consistent manner for all of their employees. The following list of infractions may result in disciplinary action, up to and including dismissal. This list is not exclusive; other acts or omissions contrary to standard work performance or conduct may warrant disciplinary action:

      1. failure to comply with state or federal law or the policies, regulations, rules, and procedures of The Texas State University System (TSUS), Texas State University, or departments and work units of Texas State;

      2. performance, conduct, or behavior, whether by action or omission, that interferes with or adversely affects the orderly or efficient operation of Texas State;

      3. insubordinate acts toward a supervisor that interfere with or impede efficient operations or the ability of a supervisor to manage or function; or

      4. any other behavior that is not in the best interest of the university or that undermines the employee’s ability to continue as a university employee.


    1. Applicable Types of Non-Disciplinary Terminations

      1. Some reasons for non-disciplinary terminations may include job abandonment, budget constraints, completion of a project, lack of work, or other such valid reasons unrelated to job performance.

      2. Job abandonment occurs when an employee is absent for three consecutive work days without notifying the supervisor of the absence. The university considers any employee who abandons their job as resigned from employment and will remove the employee from the university payroll effective on the employee’s last day worked as reflected by approved time entry.

      3. Voluntary resignations may occur at any time by the employee. Student employee check-out procedures should be followed as identified in UPPS No. 04.04.50, Separation of Employment and Interdepartmental Transfers.

      4. * Failing to maintain academic eligibility requirements can result in termination for graduate assistantships as outlined in UPPS No. 07.07.06, Salaried Graduate Student Employment. These removals are not subject to appeal under the grievance procedure.

    2. Notification

      1. Employers must provide the student employee with a written notice at least one week prior to the termination date including a clearly stated reason, unless the student employee has abandoned the job or other formidable situations prohibit advanced written notice.

      2. In cases of job abandonment, the supervisor will make a good faith effort to establish contact with or ascertain the whereabouts of the student employee before sending written notice of the termination date. A suggested staff job abandonment template is available on the Human Resources website, and it may be modified for use with student employees.

      3. Employees that resign their positions should give at least two weeks’ notice in writing.


    1. Student employees have the right to appeal matters regarding their employment which they believe are unjust, improper, or unwarranted. The procedure for resolving such complaints and differences is as follows:

      1. Step I – The student employee should meet with their supervisor as soon as is reasonably possible after there is awareness by either the student employee or supervisor of the concern, and an earnest attempt should be made by both parties to resolve the problem. However, if the student employee has already met with the immediate supervisor to resolve the problem, then they need not repeat this step.

      2. Step II – If the student employee does not feel the situation has been satisfactorily resolved, they should discuss the problem with the department head or account manager within five class days of completion of Step I, unless that person is the same party the student employee met with in Step I. In this event, the student employee should be referred to the department head’s immediate supervisor for resolution.

      3. Step III: Should the student employee still feel the problem has not been satisfactorily resolved after following Steps I and II, they should file a written grievance with the Dean of Students Office within five class days of completion of Step II. Student Employment Grievance Forms are available from the Dean of Students Office and online. An investigation will be conducted by the Dean of Students Office and a written decision rendered within ten work days after the investigation is completed. The decision of the Dean of Students Office is final and binding on all parties. If a grievance should be filed against the Dean of Students Office, the investigation should be conducted by the vice president for Student Affairs, or designee.

    2. Student employees are encouraged to seek guidance and assistance from the Dean of Students Office. If a student employee experiences delays or a lack of employer responsiveness, they may proceed to the next step in the above-mentioned procedure.

    3. 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.


    1. A PCR must be processed and approved by the department head indicating the reason and last date of service (which should be based on the last day the student employee actually worked).

    2. All correspondence or notifications should be attached to the PCR following the naming conventions outlined by Human Resources for electronic PCRs.


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

    1. Reviewers of this UPPS include the following:

      Position Date
      Director, Career Services December 1 E4Y
      Assistant Vice President for Human Resources December 1 E4Y
      Associate Vice President for Student Affairs and Dean of Students December 1 E4Y
      Director, Office of Attorney for Students December 1 E4Y

    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 Affairs