3.5.16 - Separation of Employment

Last updated on March 30, 2023

POLICY:  Separation of employment may result from resignation, retirement, reduction in workforce (layoff), job abandonment, or termination.  When an employee separates from Spoon River College, his or her supervisor must contact Human Resource Office immediately upon notice, but prior to the employee’s last work day to begin complete the exit process.


This policy applies to all Spoon River College employees.


Job Abandonment:  Employees who fail to report to work or contact their supervisor for five (5) consecutive work days shall be considered to have voluntarily abandoned their job without notice effective at the end of their normal work day on the fifth day.

Resignation:  A voluntary act of employment termination initiated by an employee due to any other reason except retirement.

Retirement:  A voluntary act of employment termination initiated by the employee due to retirement.  Employees eligible to retire based upon age and/or years of service (10 or more years of service and a State University Retirement System (SURS) annuitant).

Termination:  An involuntary act of employment termination (except layoff) initiated by the College.  Non-bargaining unit employees of Spoon River College are employed on an at-will basis.

Reduction in Workforce (Layoff):  An involuntary act of employment termination initiated by the College due to changes in job duties or responsibilities, organizational changes, lack of funds, or lack of work.  NOTE:  If a laid off employee is a member of a collective bargaining unit, the layoff will be in compliance with the collective bargaining agreement language.

Release:  A temporary employee that is at the end of their temporary employment.


  1. Job Abandonment: If an employee has abandoned his/her employment as defined above, it is the responsibility of the supervisor to notify the Human Resource Office at the expiration of the fifth workday. Employees separated due to job abandonment are ineligible for rehire.
  1. Resignations: An employee resigning his/her employment as defined above must provide a written letter of resignation.  It is recommended that staff provide a minimum two week notice prior to resignation and that faculty provide enough notice to complete the academic term or until the end of the course, whichever is longer.  If an employee does not provide advance notice or fails to actually work the remaining two weeks, the employee may be ineligible for rehire.
  2. Reduction in Workforce: The College may provide the employee a minimum of two weeks’ notice should the termination of the employment relationship be a result of layoff.  The College reserves the right to pay terminated worker’s wages in lieu of notice.
  1. Retirement: An employee retiring from his/her employment as defined above must provide a written letter of retirement. It is recommended that the employee provide a minimum of one month notice prior to retirement.  The retiree should also contact the President’s Office with notice of retirement in order to receive retirement recognition.
  2. Eligibility for Rehire: Former employees leaving Spoon River College in good standing and classified as eligible for rehire may be considered for reemployment.  An application must be submitted to the Human Resource Office, and the applicant must meet all minimum qualifications and requirements of the position, including any qualifying exam, when required.  Supervisors must obtain approval from the Human Resource Director or designee prior to rehiring a former employee.  Rehired employees begin benefits just as any other new employee.  Previous service will not be considered in calculating longevity, leave accruals or any other benefits.
  3. Ineligible for Rehire: An applicant or employee who is terminated for violating policy or who resigned in lieu of termination from employment due to a policy violation may be ineligible for rehire.


The following procedure describes the “Out Processing” of an employee that voluntarily terminates employment (resignation or retirement).

  1. Employee provides resignation and/or retirement letter to Human Resources Office within the recommended notice above and submits final electronic timecard prior to last day of employment.
  2. Human Resources Office notifies the supervisor, President’s Office, and appropriate bargaining unit representative (if applicable) of resignation / retirement.
  3. Supervisor schedules an exit meeting with the exiting employee to collect equipment, keys, uniforms, etc. before the last day of employment.
     Failure to return some items may result in deductions from final paycheck. 
  4. Supervisor completes Technology Checkout Form and submits completed Termination Checklist and all other items collected to the Human Resources Office as soon as items are collected.
  5. Employee meets with the Human Resources Office on or near the last day of employment to participate in an exit meeting and discuss the items below:
    1. Exit survey: The Human Resources Office sends a link to an exit survey for the exiting employee to complete. This survey is used for the purpose of determining reason for unplanned turnover and to recommend improvements to the institution.
    2. Health Insurance (if applicable): Health insurance terminates at midnight on the last day of employment.  Information for Consolidated Omnibus Budget Reconciliation (COBRA) continued health coverage is provided by the College’s Third Party Administrator.  Employees are required to pay the appropriate COBRA benefit premium for whatever coverage is elected.
    3. Life insurance and other benefits (if applicable): Information regarding the portability of life insurance and other optional benefits is provided.
    4. Sick Leave (if applicable): A maximum of 360 accrued sick leave days can be contributed toward an employee’s retirement account with the State University Retirement System (SURS) for service credit, per the Policies and Procedures Manual.
    5. Vacation / PTO Leave (if applicable): Accrued and unused vacation leave is paid in the final paycheck. Refer to Vacation/PTO policies for maximum payouts.

    NOTE:  Refer to the Wage Payment and Time Reporting Policy, located in the Policies and Procedures Manual for additional information on final compensation.

  6. Human Resources Office finalizes out processing by collecting final exit paperwork, terminating benefits, and issuing final compensation.