4-28: Separation of Employment and Exit Policy

Policy Overview

This policy governs and establishes Santa Fe Community College’s (SFCC or College) separation of employment process whether through resignation, retirement, involuntary for cause, or other separation of College personnel, and the exit process whenever a regular status employee terminates employment with the College.

Scope and Applicability

This policy applies to all College employees, except for contract employees whose contracts specifically provide for resignation, retirement, or whose contracts expire and are not subject to an expectation of renewal or notice of termination, and except for temporary employees whose employment expires without notice.

Policy Statement

This policy explains the requirements that employees and SFCC must follow to complete resignation, retirement, or other separation from the College, other than through a reduction in force (SFCC Policy 4-40 Special Circumstances Employment Actions). In accordance with the exit process, information collected through employee exit interviews may be used for research purposes, documentation, identifying potential problem areas, and to improve personnel practices and overall work environment.

Definitions

1. Contract Employee is employed under an employment contract or has contractual obligations with SFCC. Any non-faculty employee hired through an employment contract is a contract employee. Non-faculty employees who are typically hired through an employment contract include executive directors, vice presidents, employees in sensitive positions, and any other employee whom the College proposes to hire as a contract employee because the circumstances warrant.
2. Employee is any member of the college workforce: all staff (regular full-time, regular part-time, term, temporary, probationary, sensitive position); all student employees; all faculty (full-time, part-time, adjunct, probationary); all administrators, including interim; all contract employees.
3. Exit Process A scheduled consultation between the departing employee and the Executive Director of Human Resources or designee to discuss benefit issues, clearance matters (refer to policy process, Number 1, Items A-L), and other areas of concern. The interview is held immediately prior to the employee’s separation from the College.
4. Involuntary Termination An employee separation required by the College, except for contract employees whose contracts specifically provide for resignation, retirement, or whose contracts expire and are not subject to an expectation of renewal or notice of termination, and except for temporary employees whose employment expires by its terms with or without notice.
5. Job Abandonment The circumstance in which an employee is absent for three consecutive work days or work shifts without approved leave from their supervisor, except when an emergency situation should arise.
6. Regular Status An employee who has been hired to fill a full or part-time position which includes benefits.
7. Resignation Refers to written voluntary termination of employment by the employee or completion of resignation form.
8. Retirement The election of an employee to receive retirement benefits for which the employee is eligible under the New Mexico Educational Retirement Act (ERA) or an alternative retirement plan (ARP)
9. Voluntary termination see Resignation.

Policy Process

1. Resignation
   1. The College requires written advanced notice from employees who plan to resign from their employment as follows:
      1. 1. Employees shall provide at least two weeks’ advanced notice to remain in good standing with the College;
         2. Employees under contract shall provide notice as required by their contracts or, if their contract is silent about this issue or if notice is not stated, thirty (30) days advanced notice. Adjunct faculty may resign with two week’s advanced notice.
         3. The Office of Human Resources or the Vice President to whom the employee reports, in consultation with the employee’s immediate supervisor, may waive these notice requirements at his or her discretion provided all financial obligations of the employee to the College have been satisfied.
         4. Failure to provide such notice may result in a notation in the employee’s personnel file indicating that the employee did not resign in good standing.
         5. An employee who is absent for three consecutive work days without approved leave from their supervisor, except when an emergency situation precludes giving notice, shall be considered to have abandoned their job and to have resigned without providing appropriate notice.
         6. The respective Department is responsible for submitting the appropriate termination documents in compliance with this policy to the Office of Human Resources (OHR).
   2. Requests to rescind resignations must be made in writing and can only be authorized and approved by the President.
2. Retirement
   1. Employees who are eligible to retire under the terms of the New Mexico Educational Retirement Act or an alternative retirement plan and who wish to retire should contact the Office of Human Resources as soon as possible to receive information about applying for retirement benefits. The College requires a minimum of 30 days advanced written notice from employees who plan to retire.
   2. Even if an employee provides the notice required under this policy, the College cannot guarantee that retirement benefits will be processed in time for the Employee’s retirement date. The College is not responsible for the processing of retirement benefits, but the OHR can provide an employee with contact information for the New Mexico Educational Retirement Board or the administrator of the ARP.
3. Employees leaving their employment with the College must complete an exit process with the Office of Human Resources (OHR). The Exit Process applies to regular status employees who terminate their employment with the College, regardless of voluntary or involuntary separation. All Regular status employees voluntarily terminating their employment with the College must submit a letter of resignation to the Office of Human Resources and their supervisor. All employees, regardless of status, must return all College property, repay any monies owed, and inquire about continuation of benefits with OHR. Upon receipt of the letter of resignation, the Human Resources staff shall schedule an exit interview with the employee to discuss any or all of the following:
   1. Reasons for separation
   2. Benefits of employment
   3. Verification of final pay/reimbursements
   4. Continuing health coverage
   5. Interest in possible re-employment with the College
   6. Return of all College property in the employee’s possession
   7. Completion of all employment obligations and responsibilities
   8. Completion of Exit Interview Questionnaire
   9. Account balance in the Cashier’s Office
   10. Employee Education Benefits status
   11. Refund and/or roll-over of Educational Retirement funds
   12. Others matters as appropriate
4. Upon receipt of the letter of resignation, the Office of Human Resources will provide a check list, exit interview questionnaire, and other clearing documents. The employee submits the completed forms to the Office of Human Resources at the exit interview.
5. The exit interview questionnaire is used to systematically record employee feedback and may become part of the employee’s personnel file if employee gives permission for placement in the personnel file. The information is used to write a year-end summary report for the President’s review with the permission by the employee. Names of respondents are not included in the summary report.
6. Separation documents such as the Electronic Personnel Action Form are completed by the supervisor and routed for approval.

Statement of Accountability and Responsibility

The President, through the Vice President for Strategy and Organizational Effectiveness and the Chief Human Resources Officer, shall be responsible for enforcing human resources policies and procedures. The Office of Human Resources shall work with the different departments and offices to comply with this policy and to develop procedures that will enforce this policy regarding awareness, prevention, and remediation.

Authority

SFCC Policy 4-40 Special Circumstances Employment Actions

APPROVAL

SFCC Governing Board Approved: 9/20/2007
Revised and Governing Board approved: 4/21/2014
Revised and Governing Board approved: 6/3/2015
Revised and Governing Board approved: 12/2/2015
Revised and Governing Board approved: 2/15/2016

Associated Procedures

• Separation of Employment Policy – Procedures