Jun 20, 2024  
Policies and Procedures Manual 
Policies and Procedures Manual

06:40:00 Resignation and Check-Out Procedures

Revision Responsibility: Executive Director of Human Resources
Responsible Executive Officer: Vice President for Business & Finance


The purpose of this policy is to provide guidance on the steps required when resigning or retiring from the institution.


A number of procedures must be followed upon processing termination of employment. Each terminating employee shall submit a resignation in the form of a letter to the president with a copy to their immediate supervisor, vice president for their division, and the assistant vice president for Human Resources. The president will send a letter of confirmation to each employee whose employment is being terminated. Copies of the president’s acceptance will be sent to the supervisor, vice president for the division, and the assistant vice president for Human Resources. Effective March 1, 2013, separation from employment will also result in loss of use of email accounts in the ws.edu domain. This action will also be applicable to employees who retire, but plan to return after sixty days to temporary part-time employment with the college. This action is necessary due to the fact that the ws.edu domain is owned by the college, and therefore, its use must be limited to institutional business.

All terminating personnel should begin the check-out procedure by making an appointment with the Human Resources Department. Employees will receive a check-out procedures form and should then visit the following offices to receive clearance on the check-out procedures form:

  1. Library
  2. Campus Police
  3. Department and division
  4. Information and Educational Technologies
  5. Human Resources Department.

When the completed check-out form is returned to the Human Resources Department, the terminating employee will then be given the option of an exit interview. If requested, a confidential exit interview will be conducted by the director of Human Resources and appropriately documented for record. The Human Resources Department staff will forward the completed check-out form to the payroll section of the Office of Business & Finance. Issuance of the terminating employee’s final paycheck will not be accomplished until the Office of Business & Finance receives documentation that the check-out clearances have been completed. 02/99; 08/04; 03/06; 08/13