Resignation Letters

[greensweater]

I'm moving to a new university this summer and, when the details are finalized, will resign from my current institution, a desperately fraught, crisis-ridden R1. 

Any opinions about what a letter of resignation should say?  The last time I wrote one was decades ago and I kept it short and sweet.  This time, given my longer presence at this university and some awful things that have transpired here (not specifically to me, but more generally to the faculty and students), I should probably say more. 

I'm grateful for anyone's thoughts on this.

[secundem_artem]

This is not the time to editorialize.  You're leaving, your opinions no longer matter.

Dear Boss:

This letter is to inform you that I have resigned my position as X, effective Date.

Sincerely,

Greensweater

[arcturus]

Keep it short and sweet. While the other option may feel cathartic at the time, it is unlikely that anyone is actually going to follow up on anything you say in a resignation letter if you have not already documented it while still employed.

[Hibush]

You should include the effective date of your resignation.

There are probably other things that you want to communicate to other people in the organization. Your letter of resignation is not a good vehicle for that communication. It will just be filed by HR in the archive of former-employee records.

After you have submitted your resignation, consider writing individual letters to those who can facilitate positive change. They can use your letter to support the need for particular changes. I've been amazed by the response at my place when a star was poached by a much lower ranked institution, and who identified a particular policy as limiting their potential. That policy is changing. Your institution will have different pressure points, but the mechanisms may be the same.

This course is assuming you wish the institution well.

If you have other motivation, writing individual kiss-off letters can be cathartic, but it is best to file those rather than send them.

[the_geneticist]

Stick to just the facts: your name, your position, your last date of employment.

Back up your files, transfer your emails, and pack up your personal effects before that date.  Depending on the institution, they may inactivate all your accounts and access immediately on that date.

[Ruralguy]

You resignation letter should just be short and sweet.

Whether or not you should say anything else, and how and when and to whom really depends on what it is. If its sexual misconduct, then the time to report it was yesterday, so to speak.  if its just that you think that it was immoral that the president's 3rd cousin's mail man was given a staff position at the University, then zip it.  Of course, there's middle ground. If there was mismanagement in your department, tell other people in your department and perhaps the Dean.

[mamselle]

Or request an exit interview (but not with HR) and say a few things vebally, couched in terms like, "I'm worried about," etc...

You never know who you might need to ask for your next reference letter.

And ditto on the "be sure you have everything that's yours, or that you might need, backed up before you send it." Some places interpret a statement of resignation as a hostile act, and take it as a reason to behave as if you've been fired for cause (disloyalty, I suppose they'd say...).

Also, the caveat has been issued before, be sure you don't send it before some significant benefit can be cut off. If that means waiting until the end of August to be sure you don't have to change your health plan coverage, that's what you need to do.

Play things close to your vest to remain in control of those parts of your life for which you need to be in control.

M.

[polly_mer]

Stick to just the facts: your name, your position, your last date of employment.

Back up your files, transfer your emails, and pack up your personal effects before that date.  Depending on the institution, they may inactivate all your accounts and access immediately on that date.

This.

An exit interview will likely not help, unless you are the Nth person to leave for exactly the same fixable reason that is somehow a mystery to everyone.

The powers-that-be very likely know the problems and have declined to fix them.  There's no benefit to you to point out those known problems as you leave.

[clean]

Please consider the timing. 
In my (unfortunate) experience, the sooner you resign  - the more time you give them - the more time they have to screw you over!

At my first job, When you resigned, your summer classes were cancelled.  Your health insurance was cancelled (even though you had already paid for it over the summer.... They figured that the STATE didnt have to pay its part if you were not returning.)
Scrape the decal off your car (it was on the list of items they wanted back).

See HR to see about your COBRA benefits, IF you want to keep your health covereage through the summer.

The bottom line is that you had expected to keep insurance and earn a summer salary, but the university sees you as a liability and as you are not going to be of service to them, they cut you off.

Even at my current employer, they are still likely to cut your health insurance once you tell them you will not be back in September. IF there is anyone else that WANTS to teach your summer classes, you may find that the schedule is mysteriously modified after your letter drops.

THE LESSON:

If you plan to teach summer classes, do not submit your letter until the latter of at least 2 weeks into the summer class OR the first week of August.
EVEN IF you do NOT plan to teach summer, ask about and see if there is any history of cutting health insurance.  If there is even a rumor or it, then do not turn in the letter until after the first week of August.

[jerseyjay]

Never submit a resignation letter unless you are prepared to leave that very day. This is probably not particularly relevant to academic appointments, but nonetheless I would follow it in a modified form. Once you submit your letter of resignation, you may cease to exist. Of course, you may also become that much more important. I would certainly make sure that you have backed-up all files and taken any possibly sensitive materials that you need out of your office.

(I know people who have given two weeks' notice--including in the administrative side of academia--and instead have been escorted out of the building by security right then. I have been told that the common way a partner in a corporate law firm leaves his or her firm is by email resignation in the middle of the night.)

In any case, a letter of resignation should say something like:

This is to notify you [optional: that in order to pursue professional opportunities ]I am resigning effective at the end of this term. Please do not hesitate to let me know if I can help in the transition period.

You may add nice things, but I would never add negative things. I always believe the best way to resign to to schedule a meeting with your supervisor and tell him or her that you are resigning, and give the letter. Again, if you have nice things to say, say them. It is somewhat like when they ask you at an interview why you want a new position--focus on the positive benefits of the new job vs the bad things at your present job. Of course you don't really owe anybody an explanation if you don't want to give one. And you never know when and in what context you will meet people from your current job again.

[mamselle]

Yes, I think it was Clean's experience on the old forum I was remembering.

Speaking of which, there were many threads on this question there, too.

M.

[Vkw10]

Ditto on above advice. You document problems while employed, but once you decide to leave your goal is graceful exit.

Check the insurance; my institution's policy is to cut people off on the last day of employment, which for faculty is defined as day grades are due during last semester you are scheduled to teach. Email and network access end on last day, by 5:00 p.m. unless an exception request is signed off by multiple people. Summer classes are likely to be re-assigned and marginal enrollment classes will be cancelled. Lab access ends. Library database access ends.

Make time to update email address for ORCID, journal submission systems, etc.

[Dismal]

I was surprised at how quickly I was thrown off the U's email system when I resigned.  I had stored a lot of stuff in my inbox and thought I would have more time to forward some of it.  They did let me get back on, but for only 24 hours. BTW, the AAUP has a recommended resignation date of May 15 but I assume there are no consequences for not satisfying this.

[apl68]

I was surprised at how quickly I was thrown off the U's email system when I resigned.  I had stored a lot of stuff in my inbox and thought I would have more time to forward some of it.  They did let me get back on, but for only 24 hours. BTW, the AAUP has a recommended resignation date of May 15 but I assume there are no consequences for not satisfying this.

It is surprising to hear how quickly some resigning faculty are being cut off.  When I left my university employment some years back I had to turn in my keys and staff ID on my way out on the last day at work.  But I was just a staff member, not any kind of faculty.

[clean]

recommended resignation date of May 15 but I assume there are no consequences for not satisfying this.

If you dont comply, what are they going to do?  Fire you??