3.3.4 Employee Separation

Policy Tracking	Date
Approved	July 10, 2023
Revised	May 22, 2023
Reviewed	May 22, 2023

If an employee wishes to resign or retire from the College, they should give written notice to the appropriate supervisor. Employees who plan to retire can begin their application process as early as 120 days prior to their retirement effective date and can contact Human Resources or the State Retirement System for assistance.
The appropriate supervisor shall provide the President, respective Vice President and the Director of Human Resources with a copy of the employee’s letter of resignation or retirement. The supervisor will notify the respective Vice President and the Director of Human Resources of the employee’s decision to resign or retire, if a formal letter or advanced notice was not provided.
The supervisor will notify the Director of Human Resources and the IT Director if there are security concerns. Immediately, upon receipt of notification, the Human Resources Director will alert campus security and the IT Department will remove access to Blue Ridge Community College Net Accounts.
For full-time employees, the employee's supervisor will initiate the Employee Termination Process in SharePoint no later than 24 hours after notification from the employee.
In the case of a involuntary separation/termination, the employee is notified by a letter from the President, or designee, via certified mail, e-mail, or hand-delivery (ref. Sec. 3.3.3 Non-Renewal of Annual Contracts for Full-time Employees). A copy of the non-renewal letter will be provided to Human Resources which will prompt that department to initiate the Employee Termination Process in SharePoint.
In the case of a termination through a Reduction in Force (ref. Sec. 3.13.1 Reduction in Force and Involuntary Leave (Furlough), the employee will be notified by the President, or designee prior to the date of separation and further advised to schedule an exit interview with the Director of Human Resources. A copy of the Reduction in Force notice will be provided to the Director of Human Resources who will initiate the Employee Termination Process in SharePoint.
When the Employee Termination Process in SharePoint commences, each of the departments involved are responsible for following the Process as outlined in the Employee Termination Flowchart and Checklist.
For internal control, the IT Department shall remove access to Blue Ridge Community College technology accounts within twenty-four hours of employee’s termination in accordance with procedures 8.1.2 Assigned User Accounts.
If the College determines that an employee requires access to resources after the departure date, a separate Technology Service Request specifying the access to be granted to the person must be submitted for approval by the President.
If an employee desires access to e-mail communication after their retirement date, the employee shall provide the College with his/her preferred personal e-mail address. IT staff will then populate the “Retirees” e-mail distribution list with the personal e-mail address.
The supervisor will be responsible for collecting any College property and returning it to the Business Office. The IT Department will be responsible for collecting all assigned and loaned IT equipment.