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College Policy Number/Title:

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 notify their supervisors by May 15 of the current academic year.  The supervisor is responsible for verifying that the vice president of academic affairs and the office of human resources have received copies of resignation letters.  If a faculty member resigns at the end of a 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; all college benefits (with the exception of health and dental) end on that date.  Health and dental benefits end on the last day of the month.  Retiring faculty members may elect to continue certain benefits at their own partial expense.  "Extension of Group Health Benefits" (63.07.04)

Administrative Staff

It is expected that members of the administrative staff will provide at least one month's written notice of resignation to the supervisor with copies to the area vice president and the office of human resources; the supervisor is responsible for verifying that copies have been received.

Professional/Technical Staff

It is expected that professional/technical staff will provide at least two weeks' written notice of resignation to the supervisor with copies to the area vice president and the office of human resources; the supervisor is responsible for verifying that copies have been received.

Support Group

It is expected that support group members will provide at least two weeks' written notice of resignation to the supervisor with copies to the area vice president and the office of human resources; the supervisor is responsible for verifying that copies have been received.

Acceptance of Resignation

The president will send a letter accepting the resignation, confirming the date and reviewing the separation procedures.

Leaves

  1. Earned Annual Leave:  Annual leave accumulated will be paid as a lump sum with appropriate notification on the second scheduled pay date following the time of separation.  Annual leave may not be used during the last two weeks of employment; exceptions, when necessary, may be granted by area vice presidents.  An employee who fails to return college property in a timely fashion, or returns college property in a damaged condition, upon separation may have the employee’s annual leave payout reduced by the value of the unreturned or damaged property.
  2. Sick Leave:  Unused sick leave is not payable upon resignation or other termination of employment because employees have no vested ownership or entitlement to their accrued sick leave.  Sick leave is also not payable upon retirement.  However, for members of the Maryland State Retirement and Pension Systems (MSRPS), unused sick leave may be creditable toward service time for retirement.  The college's "Retirement Programs" procedure 63.07.11 provides further information.  In the optional retirement plan (TIAA/CREF), sick leave carries no credit of any kind.   Sick leave may not be used during the last two weeks of employment; exceptions, when necessary, may be granted by area vice presidents.  
  3. Personal Leave:  Personal leave accumulations are voided at the time of resignation.  Personal leave may not be used during the last two weeks of employment; exceptions, when necessary, may be granted by area vice presidents.

Separation Procedures

The office of human resources will provide a separation checklist to an employee prior to the last day of work and prior to the release of the final paycheck.  The employee completes the separation checklist and schedules an exit interview with a human resources representative.  Upon completion of the required separation procedures and exit interview, any final pay will be released on the first scheduled pay date following separation.

Voluntary Quit

An employee who is absent from work without approved leave will be considered absent without leave.  If the absence without leave exceeds three consecutive working days, the employee will be considered as having resigned.  The supervisor will notify the associate vice president of human resources of such absence without leave.  The associate vice president of human resources will then advise the employee in writing that their absence without leave constitutes a voluntary quit or resignation effective the last day the employee had reported to work.  

If an employee wishes to appeal after being notified of a resignation, they may appeal in writing to the area vice president or president within ten workdays of the postmarked date of the notification letter from the college.  The president or area vice president’s decision regarding the appeal will be final.

Effective Date:  02/28/14