This guidance is designed to help managers plan an effective non-renewal meeting.
1. Plan Ahead for Meeting
Plan for the meeting by determining where and when it will take place keeping in mind confidentiality and privacy. Managers are expected to deliver notices of non-renewal in person or via Zoom. Local Human Resources (HR) should not attend the non-renewal meeting unless it is determined that having HR there is critical. We want to avoid the perception that the nonrenewal is an HR decision. It is also important to respect the individual receiving the non-renewal notice and not have more than their immediate supervisor in attendance.
3. Communicate Work Assignment During Notice Period
The manager shall provide expectations for job responsibilities and performance during the notice period. Usually, this is to reassure the employee that they will continue their current work assignment throughout the notice period. However, in some cases, it is in the best interest of the unit to have the employee out of the workplace immediately. In such cases, the manager needs to assign other work during the notice period. Non-renewed employees cannot serve out their notice periods without a substantive work assignment. Whether the employee remains in the unit or elsewhere, the manager shall provide a re-assignment memo with instructions.
5. Provide an Exit Checklist
An exit checklist should be provided to the employee at the appropriate time. The checklist may include a list of job duties or projects to be completed, a reminder and deadline for turning in office keys and purchasing cards, etc., along with instructions about how the employee should handle any University equipment in their possession and when they should clean out their office. Please partner with HR to discuss arrangements that need to be made regarding the employee’s properties left behind.
NOTE: Please keep in mind that the news that their position will not be renewed is often very difficult for employees to absorb, and they may become emotional or angry. If this occurs, it may be advisable to end the meeting and set up another time to reconvene with the employee to ensure that all elements of the non-renewal process are covered. This follow-up meeting should occur as soon as feasible.
If you have any questions about the information covered in this document please reach out to elr@umn.edu