- Purpose
- The purpose of this policy is to establish the policy and procedures to follow at the time of termination of an employee whether the termination is voluntary or involuntary.
- Policy
- Davis Technical College is committed to ensuring an orderly and efficient off-boarding process for all departing employees. This policy outlines steps for both the employee and the institution to ensure a smooth transition. All employees, supervisors, and administrative staff are responsible for adhering to the procedures outlines in this policy.
- Procedures
- Voluntary Terminations - When a supervisor receives a resignation from an employee, the supervisor should submit a Personnel Action Notice (PAN) as soon as reasonably practical. Doing so triggers notification to all departments/roles that have a need to be aware of the transition. Supervisors and departments/roles that are also involved should take appropriate actions to ensure that their respective responsibilities related to the employees’ transition are completed. Examples of such steps include assuring that institutional property such as computers, employee badges, physical keys, tools, purchasing cards, or travel advances are returned. Timely submission of the PAN also assures that the employee’s final check can be correctly calculated.
- When the PAN is submitted, the employee will also receive an electronic Exit Action Form that contains information regarding necessary steps to be taken. Employees bear primary responsibility to ensure those actions are completed prior to their exit.
- Supervisors should also meet with the resigning employee to discuss details related to the employees’ responsibilities are accounted for, and transition plans are made.
- The PAN and the Exit Action form are forwarded to Human Resources staff after completion for placement in the employee’s file.
- Involuntary Terminations - The immediate supervisor, in conjunction with Human Resources staff shall assure that all steps have been properly taken in the case of any involuntary termination. Examples of important steps include assuring that the Security and Risk department is notified and the Information Technology department is notified so that appropriate steps can be taken. The direct supervisor should work with Human Resources staff to review the Exit Action Form and assure that necessary steps are taken.
- Information Technology Data Retention Period - All data related to terminated employees will be retained for a period of 90 days from the date of termination. This includes emails, documents, and any other relevant data. During this 90-day period, emails, documents and any other relevant data will be moved to a shared storage location and access given to the terminated employee’s supervisor and other College personnel with a need to know or access.
- Access Control - Access to data related to terminated employees will be restricted to authorized personnel only.
- Data Backup - Regular backups of data related to terminated employees will be performed to ensure data integrity and availability. Backup data will be stored securely and protected against unauthorized access and data breaches. Upon termination, the Director of Information Technology, or designee, should immediately implement comprehensive computer backup procedures for all data accessible to the terminating employee.
- Voluntary Terminations - When a supervisor receives a resignation from an employee, the supervisor should submit a Personnel Action Notice (PAN) as soon as reasonably practical. Doing so triggers notification to all departments/roles that have a need to be aware of the transition. Supervisors and departments/roles that are also involved should take appropriate actions to ensure that their respective responsibilities related to the employees’ transition are completed. Examples of such steps include assuring that institutional property such as computers, employee badges, physical keys, tools, purchasing cards, or travel advances are returned. Timely submission of the PAN also assures that the employee’s final check can be correctly calculated.
Policy migration in progress
Davis Tech is in the process of migrating our policies from PDF to HTML format to conform to Title II (ADA) requirements. During this transition period, the latest approved version of the policy is available (below) in pdf format, but may contain ADA Compliance errors.
Effective Date: 25 September 2025
- Approvals and Notes
- Revised Board Approval: 25 September 2025
- Revised President’s Council Approval: 8 September 2025
- Board Approval: 21 November 2002
- CDMT Approval: 12 November 2002
- President’s Council Approval: 12 November 2002