Page 1 of 3
Administrative (Non-Clinical) Policy
This administrative policy applies to the operations and staff of the University of Wisconsin Hospitals and
Clinics Authority (UWHCA) as integrated effective July 1, 2015, including the legacy operations and
staff of University of Wisconsin Hospital and Clinics (UWHC) and University of Wisconsin Medical
Policy Title: Resignation
Policy Number: 9.36
Effective Date: July 3, 2017
Chapter: Human Resources
To establish a uniform policy that ensures all appropriate steps are taken when employment with
UW Health ends. This policy will apply to all involuntary and voluntary resignations and terminations.
II. PERSONS AFFECTED
For purposes of this policy, the term "employee" includes all regular status employees, temporary
employees, employees in training and student employees. This policy does not apply to Graduate Medical
Education trainees or physicians.
III. POLICY ELEMENTS
A. Notice of Resignation
1. Generally, the following resignation notice periods should be adhered to:
a. Hourly (non-exempt) employees will be required to provide a two (2) week notice at
b. Salaried (exempt) employees will be required to provide a three (3) week notice at
c. Director level and above employees will be required to provide a four (4) week
notice at minimum.
2. In order to meet operational needs, there may be instances in which a department or
particular job title will require a longer resignation notice period. It will be important for
supervisor/managers to communicate this information to their employees. These
expectations will also need to be outlined in departmental policies.
3. When an employee resigns, the supervisor/manager should request the resignation notice in
writing. Once provided, the supervisor/manager/designee will submit a
Resignation/Termination form available within the ServiceNow tool.
4. In some instances, supervisors/managers may need to expedite an employee’s resignation
date. In those instances, the supervisor/manager should consult with Employee Relations.
5. Employees must work the duration of their resignation period. Unused PTO or
accrued/unused sick, vacation, legal holiday time or compensatory time should not be used
during the resignation period or to extend the last day worked, unless:
a. The employee is on an approved leave (i.e., medical, military)
Page 2 of 3
b. The employee already has approved and scheduled time off that falls during the
resignation period. Based on operational need, the employee may need to extend
his/her resignation date to ensure he/she works the duration of the resignation period.
c. All questions regarding benefit eligibility payout should be referred to the Human
Resource Service Center at (608) 263-6500 to speak with a benefit representative.
B. Resignation/Termination Form
1. The employee's supervisor/manager/designee shall complete the Resignation/Termination
form, immediately after he/she becomes aware of a resignation/termination.
2. When situations occur where a supervisor/manager is unable to submit the
Resignation/Termination form prior to or on the employee’s last day of work (i.e., the
employee abandons his/her job, the employee is separated after being placed on
administrative leave, the employee has a period of no hours worked and does not return to
work) the supervisor/manager/designee will complete the Resignation/Termination form as
soon as he/she determines the position has been vacated.
3. Upon receiving the Resignation/Termination form, HRIS will notify relevant departments
to ensure all systems and building access is deactivated. For Department of Nursing and
Patient Care Services positions only -Automated notifications will be sent to the Nursing
Position Management Coordinator.
C. UW Health Property
1. Prior to an employee’s last day, the supervisor/manager/designee will collect any/all
applicable UW Health property from the employee, as outlined on the
Resignation/Termination Checklist. The checklist will be sent directly to the
supervisor/manager via email once the Resignation/Termination form has been submitted.
D. Exit Interview
1. If circumstances permit, the employee will be provided an opportunity to complete an
electronic exit interview during his/her resignation period.
a. A link to the exit interview survey will be sent to the employee via his/her work
email account. The employee should be allowed to complete the exit interview during
paid time prior to or on his/her last day of work.
b. Employees who prefer to have an in person exit interview may request to meet with
an Employee Relations representative and/or department leader (Director or VP).
2. Information from the exit interviews will be reviewed only by select individuals from
Human Resources. To maintain confidentiality, all identifying employee information will
be removed prior to sharing feedback with departmental leaders.
E. Rehire Status
1. An employee will not be eligible for rehire at UW Health if any of the following occur:
a. The proper resignation notice period is not given,
b. The resignation notice period is not fulfilled,
c. The employee has active discipline on file at the time of resignation above a verbal
d. The employee has a Performance Improvement Plan pending or in progress at the
time of resignation.
Page 3 of 3
When it is suspected that a terminated employee may have compromised Protected Health Information
(PHI), the potential breach will be reported to Employee Relations and the Business Integrity Department.
As appropriate, the employee's department supervisor/manager and/or director will work with the
applicable Employee Relations Consultant and the Business Integrity Department to investigate the
potential breach and mitigate any damages that may have resulted from the breach.
This Policy creates no rights, contractual or otherwise. Statements of policy obtained herein are not made
for the purpose of inducing any person to become or remain an employee of UW Health, and should not
be considered "promises" or as granting "property" rights. UW Health may add to, subtract from and/or
modify this Policy at any time. Nothing contained in this Policy impairs the right of an employee or
UW Health to terminate the employment relationship at-will.
Sr. Management Sponsor: Chief Human Resources Officer
Author: Director, Employee Relations
Approval Committee: UW Health Administrative Policy and Procedure Committee
UW Health Chief Administrative Officer