Termination Guidelines

Voluntary terminations are those initiated by the employee, while involuntary terminations are initiated by ACC. Discharging or encouraging an employee to resign is a sensitive matter for employees and supervisors alike. ACC makes every effort to provide employees the opportunity to improve their performance in accordance with ACC policy before considering termination of employment. There are circumstances, however, which require immediate action and termination is the end result.

An employee who resigns voluntarily is asked to provide as much advance notice as possible (no less than two weeks’ notice is desirable). The employee should submit a written notice to the supervisor specifying the last day of employment and address for future correspondence. The supervisor should request that the employee contact the HR Benefits Office to terminate/continue benefit provisions. The employee will be expected to comply with ACC policies regarding termination and an exit interview.

Employees who decide to retire from ACC are asked to provide at least three months’ notice of retirement in order to provide for benefits analysis, retirement planning and counseling. Retiring employees should notify their supervisor and the HR Benefits Office of their retirement date and refer to the Retirement Participation Checklist. The checklist can be found at the HR Forms webpage.

Those terminating involuntarily must comply with ACC’s policies including AR#6.08.001, AR#6.08.002 and Board Policy F-8 Due Process Requirements for Employment Termination. Once the decision has been made and approved to terminate an employee, the hiring supervisor should contact the Associate Vice Chancellor of Human Resources to discuss the termination procedures. To ensure compliance with ACC policy and applicable laws, the Associate Vice Chancellor of Human Resources should approve any disciplinary action and/or the letter of termination.

Upon termination of an employee, the supervisor is expected to end an assignment for hourly employees online through the hourly webpage. A Separation Form and Exit Checklist form are required for staffing table employees and can be completed through the ACC eHire system.

The supervisor should request that the employee contact:

  • HR Benefits: to discuss the status and/or continuation of the employee’s benefits after separation.
  • Business Services – Payroll: is responsible for preparing the final paycheck(s).
  • Business Services – Accounts: Employees are required to settle all debts with ACC before they leave, including expense and travel reports.

Employees also must return any ACC property including keys, tools, etc.

The supervisor is responsible for ensuring the termination is conducted in accordance with ACC policies.

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