Procedure 4-20: Employee Exits

With the exception of approved sick leave, a resignation date is the last day the employee physically works for the College. A resignation date may not be extended by the use of personal and/or vacation leave. Employees who resign or retire and have unused, accrued vacation leave, will be paid for that time at their normal rate of pay up to a maximum of one year’s vacation accrual. An employee who is resigning may contact Human Resources for guidance on the exit process. For retirement, the employee should contact Human Resources to confirm the effective date of the retirement.

A uniform practice for accepting a resignation or retirement from an employee by the Chancellor or appropriate Strategic Leadership Team (SLT) member is outlined in Policy IV-G-6. Please refer to the policy for specific requirements.

The direct leader of the exiting employee will acknowledge the resignation or retirement. The SLT member or designee will officially accept the separation via email, U.S. mail, or hand delivery. A designee can be appointed by the SLT member via email with a copy sent to Human Resources (hr@sjcd.edu). The designee must be a senior administrator who is a direct report to the Chancellor or SLT member. The official acceptance of the separation will be placed in the employee’s personnel file.

Full-time Employees:

The following procedures should be followed when a full-time employee is leaving your department either by voluntary or involuntary separation.

For voluntary separations:

  1. Complete an Electronic Personnel Action Form (EPAF) with all pertinent information and the date of departure as soon as you are aware that a separation is taking place.
  2. Approval of the EPAF will initiate the employee exit workflow. The workflow will notify the following departments that the employee is exiting and the leader will be asked to collect any property issued to the employee by San Jacinto College.
  • TechSupport to disable network access and to inform the leader of items that need to be collected
  • Purchasing to inform leader to collect cell phone or P-card issued to the employee by this department
  • Facilities to inform leader to collect any keys or other property issued to the employee
  • Marketing to identify if the employee is a website or social media content owner
  • Human Resources to process the termination transaction
  1. The exit workflow will also email the employee the Employee Exit Packet to complete. The Confidential Exit Questionnaire is optional, but employees are encouraged to respond. Please see below for involuntary separations.
  • The Confidential Exit Questionnaire may be completed with the leader or by a scheduled appointment with Human Resources.
  • While the data on this form may be useful and the employee certainly is encouraged to respond, the completion of this form is optional and may be completed after departure. The information gained may be used to propose changes needed to encourage other productive employees to remain with the College. All responses will be used in a confidential manner to bring about a better workplace.
  1. The leader will complete the electronic Employee Exit Checklist via Banner Workflow no later than three work days prior to the last day of employment. The Employee Exit Checklist will enable the leader and the employee to account for and/or return all College property. If there is no immediate leader available, the next leader in the chain of command will assume the responsibility.
  • It will be the responsibility of the leader to ensure that the Employee Exit Checklist is completed in Banner Workflow, and all property is collected and returned to the appropriate department(s).

For involuntary separations, print and complete the Leader Exit Packet on the last day of employment as soon as the employee has been notified. All pertinent departments should be notified of an involuntary separation via email by the leader so that immediate action can be taken to disable network access and collect all College property. The leader will still submit an EPAF to initiate the employee exit workflow and proceed with the steps listed for voluntary separations. The Confidential Exit Questionnaire should NOT be completed for involuntary separations.

 

Adjunct Faculty and Part-time Staff:

The following procedures should be taken when a part-time employee is leaving your department either by voluntary or involuntary separation.

For voluntary separations:

  1. Complete an Electronic Personnel Action Form (EPAF) with all pertinent information and the date of departure as soon as you are aware that a separation is taking place.
  2. Submit a resignation/retirement letter to the Human Resources Office via email (hr@sjcd.edu) or interoffice mail.
  3. The Leader Exit Packet should be used to complete an Employee Exit Checklist during the last day of employment.
  • The Employee Exit Checklist will enable the leader and the employee to account for and/or return all College property. If there is no immediate leader, the next leader in the chain of command will assume the responsibility.
  1. It will be the responsibility of the leader to ensure that the Employee Exit Checklist is completed and returned to Human Resources and that College property is collected and returned to the appropriate departments.
  2. The Exit Checklist, when completed, signed and returned to Human Resources, will authorize payroll to compile and release the final wages owed. You may contact the departmentss listed below to find out what property the employee has been issued.

                             IT issued Phones/Pagers – Coordinator, IT Procurement x2682
                             All other phones – Purchasing x6117
                             ITS Issued Laptops – TechSupport x6137  
                             Keys – Locksmith x2836 or x2775

  • The Confidential Exit Questionnaire should be given to the employee.

Please see below for involuntary separations.

  1. While the data on this form may be useful and the employee certainly is encouraged to respond, the completion of this form is optional and may be completed after departure. The information gained may be used to propose changes needed to encourage other productive employees to remain with the College. All responses will be used in a confidential manner to bring about a better workplace.

For involuntary separations, print and complete the Leader Exit Packet on the last day of employment as soon as the employee has been notified. All pertinent departments should be notified of an involuntary separation via email by the leader so that immediate action can be taken to disable network access and collect all College property. The leader will submit an EPAF to terminate the part-time employee. The Confidential Exit Questionnaire should NOT be completed for involuntary separations.

 

 

Procedure #:

4-20

Procedure Name:

Employee Exits

Pages:

3

Adopted Date:

Prior to 2006

Revision/Reviewed Date:

November 19, 2014

Effective Date:

December 16, 2014

Associated Policy:

IV-G-6