Separations Policy and Procedure


Officers of Administration provide invaluable services all across campus and are a critical part of the university community.  In recognizing the important role of OAs on campus, the university acknowledges that clarity around OA employment is necessary.  Much of the recent work associated with this policy and procedure centers on the core principle that OAs should have some reasonable expectation of continuing employment. 

UO believes a reasonable expectation of continuing employment is built upon processes that: (1) eliminate confusion surrounding annual contracts; (2) provide opportunities for meaningful feedback when there are performance problems; and (3) establish rules as to how and in what circumstances an OA can be separated from employment.  This policy and procedure works in tandem with the OA Performance Management Policy and Procedures to establish this important framework.

Key Elements:

  • Establishes most OAs as continuing employees and eliminates the need for issuance of annual contracts
  • Establishes a probationary period for new OAs
  • Establishes timelines and procedures for separations, which are vetted and approved by HR
  • Re-defines OA separations
    • Treats separations based on financial or programmatic/organization needs as a layoff.
    • OA terminations for cause due to misconduct or policy violations are guided by the corrective discipline procedure.
    • Most OAs failing to meet performance expectations must be given an opportunity to correct performance through a Performance Improvement Plan (PIP).  Failure to successfully complete a PIP may lead to discipline including termination with appropriate notice.  (PIP—see OA Performance Management Policy and Procedures)
    • Provides for a phased-in approach whereby new advanced notice timelines for layoffs will apply to current “A” contract holders on July 1, 2018
  • Provides for a re-employment pool which gives hiring authorities discretion to transfer OAs directly from the pool into vacancies in lieu of conducting a search.
  • Establishes an optional exit survey, centrally managed by HR.