Thursday, February 18, 2021
A Message from Ben Taylor, Assistant Director, Equal Opportunity and ODHR Partners
Employee resignations are a normal part of the employee life cycle. Once an employee has notified you of a resignation, there are steps to take to ensure that the transition for your department and the employee are as smooth as possible. The following serves as a guide in responding to an employee resignation.
Please note: The information below applies to employee resignations and is not applicable to other separations, including but not limited to terminations or retirements. In those instances, please connect with Organizational Development and Human Resources (ODHR) at HR4U@valenciacollege.edu, or call the HR4U helpline at 407-299-5000, extension HR4U (4748).
1. Employees are responsible for notifying their supervisor(s) of their resignation. As best practice, if an employee resignation is first communicated verbally, supervisors should request the resignation be formally submitted in writing — including the employee’s anticipated effective date of resignation. This can be an email written to you or a signed letter attached to an email.
- While it is commonly thought that employees should provide a minimum of two weeks notice in advance of their last work date as a matter of courtesy, there is no official time requirement for employees to provide notice in advance of their effective resignation date.
2. As the supervisor, the next step is to respond, in writing, accepting the employee’s resignation and then connect with your ODHR Regional Solution Center to begin the employee exit process.
- You should share with ODHR the employee’s name, VID, anticipated last date of employment and resignation letter so that this information can be shared with Employee Records/Services and other ODHR partners for processing.
- Full-time employees may request to use accumulated vacation and personal time prior to their effective date of separation, with approval at their supervisor’s discretion. We recommend supervisors consider these requests prudently, keeping in mind departmental and business needs in their approval. When considering leave options, supervisors may also contact Payroll to conduct a leave audit so that the termination date will be accurate if leave is approved.
- Recommend that employees connect with an ODHR representative at 407-582-HR4U (4748) or HR4U@valenciacollege.edu for questions relating to terminal pay, benefits end dates, FRS and AIG Retirement Services questions, etc. While it is not required for employees to meet with an ODHR representative, they can request a phone or Zoom meeting to discuss questions regarding the exit process.
3. Complete an Employee Separation Form (ESF) for the employee, which will notify all relevant parties of the resignation and ensure that access to systems is ended at the appropriate time. More information about the ESF process can be found here.
4. Once the ESF has been submitted, this will initiate the Digital Checkout Process. An ODHR representative from the Employee Records and Services team will contact you regarding check out.
5. Determine if the employee has any College property. If so, the employee must begin the process of collecting or identifying what property will need to be returned. In the remote work setting, supervisors can arrange pre-scheduled appointments to drop items with Valencia College Security and/or work with Courier Services to send a prepaid package to the employee’s home to collect belongings. This will also serve as an opportunity for employees to return to their workspace on campus to gather any personal items left behind.
6. Ensure that the employee’s final work hours have been entered appropriately and ensure accuracy before approving (if applicable).
Leave Requests After Resignation
If, after submitting their resignation, an employee requests vacation or personal leave, this request should be approved at your discretion and in consideration of department and operational needs.
Planning for Departure
In addition to these steps, it is important to make a plan for the employee’s departure within the department. Steps to consider may include: informing the rest of the work team to minimize disruption, examining the employee’s current work and reassigning if appropriate, informing College partners of the change, where appropriate, and working with ODHR to develop a recruitment plan to fill the vacancy, as operational conditions and recruitment processes have been updated to fit the current environment.
Normally, the departing employee and supervisor will discuss how to share with the rest of the team/department the news of their impending departure. In most cases, the departing employee is the person to share this decision; however, some situations may be better suited for the supervisor to inform the rest of the team. Sharing the information with the team may consist of an email announcement or an announcement at a team meeting. Probing into the employee’s departure should be discouraged and left to the individual to determine what is to be shared.
It is important to keep open communication with your employee and ODHR to ensure a smooth transition during any employee resignation. For more guidance on how to address an employee’s resignation, please contact ODHR at HR4U@valenciacollege.edu, or call the HR4U helpline at 407-299-5000, extension HR4U (4748).