4.05 Termination of Employment

Effective Date: September 1, 2013 (revised)


The College wishes to facilitate the smooth transition of an employee’s status through the end of employment, whether voluntary or involuntary. This policy provides important information to ensure full understanding of that process.


Voluntary Termination

Administrative staff resigning or retiring from their position at the College should submit a letter to their supervisor, with a copy to Human Resources, stating the reason for leaving and the final day of work. Anyone leaving the College for any reason is required to return all College property including keys, I.D., equipment, library books, credit cards, etc. to their supervisor. Also, full payment of any outstanding financial obligations to the College is required prior to departure. Human Resources automatically provides information regarding the status and continuation eligibility of benefits upon termination of employment. Terminating employees are encouraged to schedule an exit interview with Human Resources.

In order to qualify for pay-out of accrued, unused vacation time, non-exempt (hourly) administrative staff are expected to give at least two weeks’ working notice exclusive of vacations or holidays; one month’s notice is expected for exempt (salaried) administrative staff. In senior level positions it is customary to give several months’ notice so that a search can be undertaken without critical interruptions in service. Unless requested well in advance of an employee giving notice, the notice period may not include any vacation time. Similarly, the employee’s last day of work may not be extended by the use of vacation time. For employees with vacation time in excess of the maximum payout, vacation time during the notice period may be approved by the department head if it will not cause a hardship to business operations.

Involuntary Termination

Since Trinity adheres to the principle of employment at will, the College has the right to terminate the employment relationship at any time. Involuntary terminations require the concurrence of the department head and the Director of Human Resources.

Although not required, efforts are made to provide advance notice whenever possible if terminations result from reorganization, elimination of positions, or financial exigency. In cases of substandard performance, advance notice may be given as a result of verbal counseling and/or written warnings.

An employee who disagrees with documented disciplinary action, notice of termination or aspects of a performance evaluation may submit a written statement explaining his or her position. This statement will be maintained as part of the employee’s personnel file and will accompany any transmittal or disclosure from the file.

Other reasons for involuntary termination include, but are not limited to, absenteeism, insubordination, substance abuse, falsification of employment records, and violation of confidentiality. Additional examples include gross misconduct, incompetence, negligence, flagrant disregard of College policies or procedures, federal or state laws, or when the actions or failures of an employee put the College or any member of the community at risk. Furthermore, any individual who, by conduct or actions, is determined to have compromised, jeopardized or damaged the reputation of the institution, or actively subverts the objectives of the President and the Board of Trustees may be deemed unsuitable for continued employment. Under certain circumstances a department head may find it necessary to immediately suspend an employee pending investigation; such suspensions are without pay.

It is College policy to disable computer access and building access coinciding with the end of business on the last day of employment. E-mail access is generally disabled the first of the month following the last day of employment, but may be extended or curtailed at the College’s discretion.

See the following policies for additional relevant information:

4.12 Personnel Records Access85

5.01 Confidentiality 94

5.05 Corrective Action 108

7.02 Vacation 186

7.03 Sick Leave 191

7.04 Personal Time 196

Section 8.00 Insured Benefits policies for termination of individual benefits

8.12 Unemployment Compensation 278