Leaving the College/Exit Procedures
Notice of Resignation
An employee in good standing wishing to terminate their employment with the College must file a written resignation with his or her supervisor (at least two (2) weeks prior to the effective date for non-exempt employees and at least four (4) weeks prior to the effective date for exempt employees) stating specific reason(s) for the resignation as well as the effective date. The employee’s resignation must be forwarded promptly to the Director of Human Resources. Failure of the employee to give such notice may result in denial of future employment with the College. (See “Exit Interview” and “Final Paycheck” sections.) Once an employee’s resignation is received in the Human Resources Office, effective with the next payroll, any outstanding debts owed to the College will automatically be deducted from the remaining paychecks. (See Final Paycheck Section for terminal benefit pay.)
Automatic, No Fault Termination
Any employee who has been on leave of absence for any work-related or non-work-related illness or accident for over 180 days, and has not contacted the Human Resources Office to see if a reasonable accommodation (if applicable) can be made, is terminated automatically. The termination is “no fault.”
Faculty members should refer to Faculty Policies and Procedures for guidelines. The College may, on occasion, find itself in the position of having to discharge an employee. Dismissal may result from unsatisfactory work or continued infraction of College policies and practices, program cutbacks, etc. The employment relationship is “at will,” unless stated otherwise in a written individual employment agreement, and can be terminated at any time.
The Human Resources Office conducts an exit interview for all terminations, regardless of reason, and includes discussion of those fringe benefits that may be continued by the terminating employees at his or her own cost and other issues as applicable. All College property such as keys, uniforms, credit cards, etc. must be returned to Human Resources by the last day worked. In addition, the employee’s computer files and documents can be viewed by the supervisor upon approval of the appropriate Vice President or Dean.
Terminal Benefit Pay-Vacation
Time records and timesheets will serve as documentation of vacation hours due. For director level and above employees, a written request that has been approved by the employee’s supervisor is necessary. The Vice President for Finance and Business Affairs may review these requests.
The final paycheck for an employee who has resigned will be issued on the next regular payday. Final paychecks may be deposited directly, picked up at the Bursar’s Office or mailed at the option of the employee. The final paycheck will represent compensation for hours worked and accumulated vacation time and compensatory time minus outstanding debts to the College (bookstore balance, library fees, etc.). No payment will be made for unused staff sick leave. For most employees timecards and timesheets will serve as documentation of vacation hours due. For directors and above whose time is not tracked through payroll, a written request that has been approved by the employee’s supervisor is necessary. The request should be forwarded to the Human Resources Office.