Student Employee Termination and Grievance                             UPPS No. 07.07.04

Procedure                                                                                          Issue No. 3
Effective Date: 12/5/2003
Review: December 1 E4Y





01.01 We at Texas State are committed to recruiting and retaining a heterogeneous and qualified student body, and providing services which enhance their personal development and contribute to the fulfillment of their goals. The following procedure contributes to the implementation of this policy.


01.02 This UPPS sets forth policies for the involuntary termination of student employees as defined in Section 02.01, UPPS No. 07.07.03. It also provides an organized procedure whereby student employees may present grievances.




02.01 Student employees who demonstrate either unsatisfactory work performance or unsatisfactory work attendance may be warned by the supervisor and given time to correct the problem, or be dismissed immediately (see Section 05.02).


Upon demonstration of unsatisfactory performance or attendance, the supervisor should immediately warn the student and allow a reasonable period for the student to improve his/her performance with the understanding that unless the student's work performance or attendance improves, his/her employment will be terminated. The supervisor should take steps toward improved communication or instruction enabling the student employee to achieve satisfactory performance.




03.01 Termination is warranted for reasons of budget constraints, completion of a project, lack of work, or other such valid reasons unrelated to job performance. In these instances, employers must provide the student with a written notice at least one (1) week prior to the termination date. This notice must state the reason for termination.




04.01 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:


Step I: The student should meet with his/her supervisor as soon as is reasonably possible after there is an awareness of the concern and an earnest attempt should be made by both parties to resolve the problem. However, if the student has already met with the immediate supervisor to resolve the problem then he/she need not repeat this step.


Step II: If the student does not feel the situation has been satisfactorily resolved, he/she should discuss the problem with the department head or account manager within five (5) class days of completion of Step I, unless that person is the same party the student met with in Step I. In this event, the student should be referred to the department head's/account manager's immediate supervisor for resolution.


Step III: Should the student still feel the problem has not been satisfactorily resolved after following Steps I and II, he/she should file a written grievance (Attachment II) with the Dean of Students within five (5) class days of completion of Step II. (Student Employment Grievance Forms are available from the Dean of Students Office, LBJ Student Center Room 5-9.2.) An investigation will be conducted by the Dean of Students and a written decision rendered within ten (10) working days after the investigation is completed. The decision of the Dean of Students is final and binding on all parties. If a grievance should be filed against the Dean of Students, the investigation should be conducted by the Vice President for Student Affairs or his/her designee.


04.02  Students are encouraged to seek advice and assistance from the Dean of Students Office. If a student experiences delays or a lack of employer responsiveness, he/she may proceed to the next step in the above-mentioned procedure.




05.01  Career Services must be notified of the termination of student employees using a Student Termination Form (see Attachment I). This form should be completed and signed by the account manager and must indicate the last date of service. The data from this form will assist the Career Services Office in future employment verification of prior state service.  Generally, the period of employment is considered for the duration of the semester, although employment may carry over from one semester to another. (Work-study students are permitted to work until they meet their award limit, unless the account manager makes other budgeting provisions.) The decision to continue employing a student from semester to semester is the sole prerogative of the employer. Student employees should be advised upon their hire of the anticipated length of their employment so they can plan accordingly.


05.02  Departments should provide at least one (1) week's written notice prior to releasing students from their work, except in cases of flagrant, willful violation of University rules, gross misconduct/insubordination, or violation of applicable statutes.


05.03  Student employees should give at least one (1) week's notice to their employer when resigning from a University job. All university properties such as keys, uniforms, and tools must be returned to employers before final paychecks are released.


05.04  Procedures for processing resignations are handled the same way as terminations, with the exception of attaching a letter of resignation to the student's Termination Form.




06.01    Students will be notified of this policy and procedure through reference to this UPPS in the student handbook.




07.01  Reviewers of this UPPS include the following:


Position                                                                      Date


Mr. Curt Schafer                                                        December 1 E4Y

Director of Career Services


Dr. John Garrison                                                      December 1 E4Y

Dean of Students


Ms. Shannon Fitzpatrick                                           December 1 E4Y

Attorney for Students




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.


Mr. Curt Schafer, Director, Career Services Office; senior reviewer of this UPPS


Dr. Greg Snodgrass, Assistant Vice President for Student Affairs and Director of Counseling Center


Dr. James D. Studer, Vice President for Student Affairs


Dr. Denise M. Trauth, President