College Procedure 404.21 - Separation of Employment - Procedure template

Sep 15, 2026

Uploaded by Rowan

College Procedure 404.21 defines expectations for employees separating employment from the College for reasons other than retiring under the Retirement Incentive Program. It requires submission of a resignation letter including last day of employment and reason for leaving, with two-week notice requested and forwarding to Human Resources. Human Resources issues a separation letter covering insurance continuation under COBRA, life insurance conversion, and retirement plan options, and specifies rules for paid leave during notice and handling of accrued/unearned benefits and notes. It also covers exit interviews and return of keys and identification.

LanguageEnglish

CategoryForms

FormatPDF

Pages2

Reading Time1 min

AccessFree to download

Reason for Procedure

The Procedure

Resignation and two-week notice

Separation letter and benefits/plan options

Paid leave and termination date rules

Exit interview and information sharing

Return of College property

Revision Log

College Procedure: 404.21 – Separation of Employment Policy Reference: 404 – Employment Relationship Responsible Department: Human Resources Approval Authority: Cabinet Procedure Owner: Vice President, Human Resources and Institutional Effectiveness Effective Date: 11/15/2012 Version Number: 3 Legal Counsel Reviewed (yes/no): No Scope: College-wide Reason for Procedure This procedure outlines the expectations of employees who are separating employment from the College for reasons other than retiring under the Retirement Incentive Program. The Procedure In the event a full-time employee chooses to terminate his or her employment with the College, they are asked to submit a letter of resignation to their supervisor stating their last date of employment and reason for leaving. A two-week notice is requested. The supervisor will forward the letter of resignation to Human Resources. When the letter of resignation is received by the Human Resources office, a separation letter will be sent to the resigning employee. This letter will outline details the resigning employee will need to be aware of such as continuation of insurance (COBRA), converting life insurance, and options with regard to the retirement plan. Employees resigning from the College may not use paid leave or vacation during their two-week notice period or add paid leave or vacation days after their last day of employment to extend the date of termination. The employee’s last date of employment will be the last day they physically report to work. Any vacation days banked and/or vacation days earned/unused for the current fiscal year will be paid to the employee on their last paycheck. Any promissory notes from the employee will be collected from the last paycheck as well as any unearned vacation days used from the current fiscal year. Employees are invited to participate in an exit interview via the survey link that they receive. Employees may request an in person exit interview with Human Resources. Information provided on the exit interview questionnaire and during the exit interview may be shared with appropriate individuals in order to improve employment conditions at Kirkwood. The employee will be required to return keys, employee identification card, and charge card (if issued) . Revision Log Table 1 Revision Log | Version Number | Date Approved | Approved by | Description of Change | | --- | --- | --- | --- | | 1 | 11/15/2012 | Jim Choate, Vice President, Finance | New procedure | | 2 | 05/16/2017 | Mick Starcevich, President | New template | | 3 | 07/18/2019 | Cabinet | Procedure template |

FAQs

What documents and information must an employee submit when terminating employment?

A full-time employee must submit a resignation letter to their supervisor stating the last date of employment and the reason for leaving. A two-week notice is requested.

What does the Human Resources separation letter include?

The separation letter outlines key details the employee should be aware of, including continuation of insurance under COBRA, converting life insurance, and options related to the retirement plan.

Are employees allowed to use paid leave or vacation during the two-week notice period?

No. Employees may not use paid leave or vacation during the two-week notice period, and they may not add paid leave or vacation days after the last day to extend the termination date.

Sep 15, 2026

Uploaded by Rowan