Resignation Procedure - 63.03.06
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 must notify their supervisors by May 15 of the current academic year. The supervisor is responsible for verifying that the vice president of teaching and learning and the office of human resources have received copies of resignation letters. If a faculty member resigns at the end of the first semester of an academic year, all college benefits (with the exception of health and dental) end on the final date 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 and 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 that the faculty member resigns. Retiring faculty members may elect to continue certain benefits at their own partial expense. Refer to procedure 63.07.04, Extension of Group Health Benefits.
Administrator Staff
It is expected that members of the administrator staff who wish to resign will provide at least one month's written notice of resignation to the supervisor with copies to the area vice president or 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 who wish to resign will provide at least two weeks written notice of resignation to the supervisor with copies to the area vice president or 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 who wish to resign will provide at least two weeks written notice of resignation to the supervisor with copies to the area vice president or president and the office of human resources; the supervisor is responsible for verifying that copies have been received.
Acceptance of Resignation
All resignations will be acknowledged by the President in writing, confirming the effective date of the employee’s separation from employment and providing notice of separation procedures as appropriate.
Payment of Earned and Unused Leave Upon Separation
- Earned Annual Leave: Earned and accrued annual leave is paid in lump sum on the second scheduled pay date following the date 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. .
- 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 procedure 63.07.11, Retirement Programs 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.
- Personal Leave: Accrued personal leave will be forfeited and not paid out 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 provides 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 is released on the first scheduled pay date following separation.
Resignation Following Absence Without Leave
An employee who is absent from work without approved leave is 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 vice president of talent, inclusion and workplace culture and chief human resources officer (CHRO) of such absence without leave. The CHRO will then advise the employee in writing that their absence without leave constitutes a voluntary 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 10 workdays of the postmarked date of the notification letter from the college. The president or area vice president’s decision regarding the appeal is final.
Effective Date: 06/22/22b
President's Office Use: CHRO