This policy governs the requirements when an employee voluntarily gives separation notice of Resignation or Retirement to the University. 

This policy applies to all staff employees of the University, including faculty and students who are employed in a staff position. However, it does not apply where an employee’s Resignation or Retirement notice is expressly governed by the terms of a collective bargaining agreement.

Employees who are voluntarily terminating their employment at Brown University must submit their decision in writing to their supervisor.  The written notice is required to explicitly state the separation reason (Resignation or Retirement) and confirm the last day of employment. The final employment date must be a business day when University administrative offices are open, and therefore cannot fall on a weekend, University holiday, or administrative break.   

Employees are asked to work through their last day of employment unless written approval is provided by their supervisor. If a supervisor provides approval in writing, the employee will be paid through their last day of employment as stated in their written notice of Resignation or Retirement. 

Employees in non-exempt positions are expected to provide written notice of a minimum of ten (10) business days to their supervisor. If the supervisor is not available to receive notice, the employee must submit written notice to the supervisor at the next higher management level. 

Employees in exempt positions are expected to provide written notice of a minimum of twenty (20) business days to their supervisor. If the supervisor is not available to receive notice, the employee must submit written notice to the supervisor at the next higher management level. 

Employees resigning or retiring are encouraged to complete an exit interview in Workday and request an exit interview with a representative in Employee and Labor Relations at University Human Resources.

Employees who are absent from work for three (3) or more consecutive working days without providing notification to their supervisor will not be expected to submit their decision in writing and will be considered to have voluntarily resigned from the University (i.e., job abandonment). In these situations, the University will make every reasonable attempt to contact the employee prior to determining that the employee has resigned.

For the purpose of this policy, the terms below have the following definitions:

All individuals to whom this policy applies are responsible for becoming familiar with and following this policy. University supervisors and employees with student oversight duties are responsible for promoting the understanding of this policy and for taking appropriate steps to help ensure and enforce compliance with it.

Failure to comply with this policy may result in a delay to receive earned and unused vacation pay.

Failure to comply with this and related policies is subject to disciplinary action, up to and including suspension without pay, or termination of employment or association with the University, in accordance with applicable (e.g., staff, faculty, student) disciplinary procedures. 

This policy is not a legal document. This policy does not confer a term of employment, nor is the language intended to establish a contract of employment, express or implied, between any employee and Brown University. The University reserves the right to change, amend or terminate any of its human resources policies at any time for any reason.

Brown University is a community in which individuals are encouraged to share concerns with University leadership. Additionally, Brown’s Anonymous Reporting Hotline allows anonymous and confidential reporting on matters of concern online or by phone (877-318-9184).

The following information complements and supplements this document. The information is intended to help explain this policy and is not an all-inclusive list of policies, procedures, laws and requirements.