Separation of Employment and Exit Procedures - Policy and Procedure

Sep 15, 2026

Uploaded by Riley

Separation of Employment and Exit Procedures establishes how a college manages employee departures through clear policy and procedure controls. It defines voluntary separation, involuntary separation, reduction in force, and job abandonment, including required notice timing and documentation steps. It assigns responsibility to Human Resources and the President/designee, specifies dismissal and appeal pathways for eligible employees, and outlines return of college property, exit interviews, and communication of final pay and benefits details.

LanguageEnglish

CategoryLetters

FormatPDF

Pages2

Reading Time1 min

AccessFree to download

Separation Procedures

Voluntary Separation

Involuntary Separation

Reduction in Force

Job Abandonment

Exit Interview

Title: Separation of Employment and Exit Procedures Reference: 0793.20 􀀀 Initial Action: July 26, 2001 􀀀 Board Agenda: 19-072 􀀀 Policy: 11/20/2019 􀀀 Procedure: 11/20/2019 􀀀 Last Reviewed: April 2024 􀀀 Effective: 12/5/2019 􀀀 Next Review: April 2027 􀀀 Responsibility: Executive Director of Human Resources Policy: The Board of Trustees has delegated authority to the President to accept notices of separation of employment by College employees. The Board of Trustees confirms the President’s action at its regularly scheduled meeting. Procedure: Voluntary Separation: Voluntary separation of employment occurs when an employee submits a written notice of separation, including intent to retire to their supervisor. 1. Notice of Voluntary Separation: Employees should submit a written notice or verbal notice of voluntary separation at the earliest possible opportunity, but no later than two (2) weeks prior to the scheduled separation date. Employees must submit a separation letter to their immediate supervisor with a copy, either via email or hardcopy to Human Resources. Human Resources will provide the letter and/or email to the President or designee for acceptance. In the event of“separation without at least two (2) weeks notice, annual leave will not be paid (Annual Leave Policy) . Full-time Faculty should reference their Cecil College Faculty Agreement and follow procedures outlined in section “Faculty Member Termination of Employment” for notice of voluntary resignation procedure. 2. The President or designee, in their sole discretion, retain the authority to accept a voluntary separation effective immediately upon notice or sooner than the dated provided in the employee’s notice. Human Resources will notify employees and their immediate supervisor regarding acceptance of separation sooner than the date provided, if applicable. Involuntary Separation: Involuntary separation of employment occurs when the separation is not initiated by the employee, and that is not considered a reduction in force. When appropriate employees will be warned and counseled prior to involuntary separation. The College retains the right to discharge employees without following progressive discipline where circumstances so warrant. A full-time non-probationary employee whose employment has been terminated as part of an involuntary separation may appeal the decision through the College’s grievance procedure. 1. Human Resources will provide the President or their designee with documentation for recommendation of dismissal. 2. The President or their designee will authorize the recommendation for dismissal. Human Resources will notify the employee of the recommendation for dismissal. Supervisors need approval from Human Resources to notify the employee. In the event of dismissal for cause, annual leave will not be paid (Annual Leave Policy) . Reduction in Force: Reduction of force is defined as separation from employment due to lack of funds, lack of work, redesign or elimination of positions(s) due to economical or operational factors, or because of financial exigency (Reduction in Force Policy) Job Abandonment: Job abandonment or voluntary quit occurs when an employee fails to report to work without properly contacting and obtaining approval for the absence from his/her supervisor (i.e. absence on a “no call/or show” basis) for three (3) consecutive working days, the employee will be considered to have abandoned his/her job, effective at the end of their normal shift on the third day. Proper use of sick and safe leave will not count toward the three (3) days for job abandonment. If an employee abandons his/her job, the College will process separation paperwork. (Job Abandonment Policy) . Separation Procedures: Human Resources will provide separation information to the employee prior to the last day of work or as soon as reasonably practical. Employees must return all Cecil College property by the last day worked, or s

FAQs

How should an employee submit notice for voluntary separation, and what is the deadline?

Employees must submit a written notice (or verbal notice) at the earliest possible opportunity, but no later than two weeks prior to the scheduled separation date. The employee submits a separation letter to the immediate supervisor with a copy to Human Resources.

What happens in cases of involuntary separation or dismissal for cause?

Involuntary separation occurs when the employee does not initiate the separation and it is not a reduction in force. Human Resources provides documentation to the President/designee, who authorizes dismissal and notifies the employee; annual leave is not paid in dismissal for cause cases.

What are the required steps at the end of employment regarding property, exit interviews, and final information?

Human Resources provides separation information before the last day worked. Employees must return all college property by the last day (or sooner if directed). When feasible, an exit interview is conducted and covers exit procedures, final pay, and termination of benefits; if not held, the college provides separation information as soon as reasonably practical after the termination date.

Sep 15, 2026

Uploaded by Riley