Purpose:
The purpose of this policy is to set forth the procedures for the resignation of employment at Dyersburg State Community College (DSCC) and to detail the exit interview process.
The purpose of the exit interview is to provide all regular employees the opportunity to discuss benefits, final pay, outstanding accounts and DSCC property assigned to them. Each employee will be asked to complete an exit interview survey relating to his/her work experience.
Scope:
This policy applies to all regular DSCC faculty and staff.
Policy:
Notification
- Faculty: Full-time faculty members are expected to honor their contracts with the college by continuing employment until the end of the academic semester to minimize any impact on students enrolled in their courses. Faculty members who do not plan to return for the following academic year will submit a resignation letter to the Dean of Arts and Sciences, the Dean of Business, Technology and Allied Health, or the Dean of Nursing no later than May 15 of the current academic year. The Dean of Arts and Sciences, the Dean of Business, Technology and Allied Health and the Dean of Nursing are responsible for submitting a copy of the resignation letter to the President, Vice President for the College and the Director of Human Resources. If a faculty member resigns at the end of the fall semester of an academic year, the end of the first semester is defined as the end of the final exam period and does not include winter break. If a faculty member resigns at the end of the academic year, the year ends at the end of the contract period.
- Administrative Staff: It is expected that members of the administrative staff will provide at least one month’s written notice of resignation to the President with a copy to their supervisor. The supervisor is responsible for submitting a copy of the resignation letter to Human Resources.
- Professional/Technical/Support Staff: It is expected that professional, technical and support staff will provide at least two weeks’ written notice of resignation to the President with a copy to their supervisor. The supervisor is responsible for submitting a copy of the resignation letter to their Vice President and to Human Resources.
- The resignation letter should include the reason for leaving employment and the date of the employee’s last day at work.
Acceptance of Resignation
The President will send a letter accepting the resignation, confirming the date and reviewing the separation procedures. Copies of the President’s acceptance will be sent to the immediate supervisor and the Director of Human Resources.
Checkout Procedures
- The Office of Human Resources will complete the IT and Maintenance Support Request (Separating Employee) online form which will notify all appropriate departments.
- The Office of Human Resources will forward the terminating employee an Exit Interview form. This form should be completed prior to the last day of employment and will be returned to the Director of Human Resources during the exit interview.
Exit Interview
- On the last day of employment, the Director or Assistant Director of Human Resources will complete the Checkout Procedure form and collect the Exit Interview form from the terminating employee.
- These forms will be appropriately documented for record.
- The Director of Human Resources will file the completed Exit Interview form and Checkout Procedure form in the terminating employee’s personnel file.
- The employee will be issued their final paycheck at the end of the month upon completion of the exit interview and full documentation that all checkout clearances have been completed.
Compliance:
All DSCC employees are expected to adhere to this policy. Issuance of the employee’s final paycheck may be delayed if the exit interview is not completed or if the Checkout Procedure form is not fully documented.
Definitions:
Revision History:
Policy written December, 2004. Policy revised April, 2013; approved by Administrative Council on 04/26/2013.
Attachments:
06 04 08 01Checkout Procedure Form.pdf