Human Resources - Records

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 (3) 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 Retiree Checklist.

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 President of Human Resources to discuss the termination procedures. To ensure compliance with ACC policy and applicable laws, the Associate Vice President 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 ACCeHire system.

The supervisor should request that the employee contact the HR Benefits Section to discuss the status and/or continuation of the employee's benefits after separation. Employees are required to settle all debts with ACC before they leave, including expense and travel reports. Employees must also return any ACC property including keys, tools, etc. HR Payroll is responsible for preparing the final paycheck(s). It is the responsibility of the supervisor to ensure that termination of employment is conducted in accordance with ACC policies.