19.0 SEPARATION

A resignation letter of a faculty member shall be submitted to the Chancellor through the Dean or Director concerned, at least sixty (60) days before it takes effect (Article 182 of the Revised University Code).

No resignation shall take effect until the services of a successor or temporary substitute have been secured. A faculty who fails to report for at least thirty (30) days, without the Chancellor’s written permission, would be considered absent without leave (AWOL) and shall be separated from service (Section 63, Rule XVI of the Omnibus Rules on Leave – CSC MC Nos. 41 and 14, series of 1998 and 1999, respectively; amended through CSC Resolution No. 070631, 10 April 2007).

[Refer to Chapter 18, for Absence without Leave (AWOL)]

The above rules shall not apply to resignations on account of serious illness, or when, in the judgment of the Chancellor, are in the interest of the University that the resignation be accepted to take effect immediately. Acceptance of a resignation does not carry with it any waiver of the concerned person’s financial and property obligations to the University (Article 184 of the Revised University Code).

If a faculty member does not yet qualify for permanent appointment after serving the maximum probationary period, they cannot be issued any further appointment even on temporary basis.  It is on behalf of faculty members that fall under this category that the authorization of the President is sought, so that they could be given further chance to qualify for tenure. There are instances that the failure of temporary faculty members to acquire the required qualifications within the maximum probation prescribed for their respective ranks is due to some causes beyond their control (926th BOR meeting, 16 April 1980). 

In case of non-renewal of a temporary appointment, the person concerned shall be so informed in writing by the Dean at least sixty (60) days before the end of the temporary appointment (from Article 179b of the Revised University Code; amended at 834^th BOR meeting, 28 June 1973; 1009^th BOR meeting, 26 February 1988; 1017^th BOR meeting, 8 December 1988).

A faculty member may be separated from the University for cause. [Refer to Chapter 18]

No faculty member, official, or employee shall be suspended or removed for cause, except after an investigation and hearing have been conducted (from Article 263 of the Revised University Code).

Notwithstanding the provisions of Article 263 of the Revised University Code, the President may suspend members of the teaching staff, official, or employee during the pendency of administrative charges against them (Article 264 of the Revised University Code).

The President may, after due process, suspend or remove administrative officials and employees without prejudice to appeal to the BOR within 30 days after the receipt of the decision (Article 265 of the Revised University Code).

Regardless of the circumstances of separation from the University, all faculty members must settle their accountabilities with the University to be able to secure a University Clearance.

Processing

1. The personnel concerned accomplishes boxes 1-17 of the University Clearance form for the purposes of retirement, separation, resignation or termination of contract. Boxes 1-7 and 16-17 need to be accomplished when personnel is due for leave without pay applying for more than one (1) month, secondment, and other related purposes.
2. The personnel’s unit endorses the application for University Clearance.
3. HRDO checks and reviews the submitted University Clearance form.
4. The HRDO checks and verifies if the applicant has submitted all their DTRs or COS and other requirements.
5. The HRDO verifies and computes the applicant’s actual accumulated leave credits.
6. The HRDO Scholarship Section checks for contractual obligations. If the applicant has an accountability, the section sends a notice indicating the need to firs settle the accountability. An applicant who cannot settle the accountability is advised to execute a Memorandum of Understanding (MOU) with the University to be duly-notarized and copy-furnished to the Diliman Legal Office (DLO). A clearance can only be issued if the  MOU is acceptable to the DLO.
7. The HRDO checks and verifies and records the applicant’s accountabilities and signatures of the clearing officers.
8. Once the applicant has been cleared of or cleared with conditions of all accountabilities, the HRDO issues a Certificate of Clearance signed by the HRDO Director.