Separation GUIDELINES : 5:00:00:01

Responsible Officer: Executive Director of Human Resources 

Responsible Executive: Executive Vice President for Business and Finance 

I. PURPOSE 

This policy details guidelines related to disciplinary action for employees (other than faculty and other instructional personnel) and the procedures enforced when separating faculty and/or staff from positions at Motlow State Community College (Motlow State), pursuant to Tennessee Board of Regents (TBR) Policy 5.01.00.02. 

II. Guideline

1. Faculty, Administrative Staff and Support Staff Employees 
   1. Employees shall complete the Notice of Employee Resignation and Out-Processing electronic form as soon as they are aware that they will be leaving employment with Motlow State.  Should the employee be unavailable or in the case of involuntary separations, the supervisor will be responsible for submitting the form immediately upon notification and no later than the final day of employment.   
   2. The electronic form is the official notification and is distributed electronically to each office that is required to terminate system access. The information on the form will be utilized to terminate access on or before the last day physically worked by the employee.   
2. Adjunct Faculty  
   1. Academic Deans are responsible for initiating the Notice of Resignation and Out-processing electronic form for each adjunct as listed in a-b below.   
      1. Adjunct employees who have not taught or received an assignment for 12 consecutive months.  
      2. Adjunct employees for who the department has concluded will no longer be needed or utilized for future assignments.  
   2. Academic Deans will provide the Information Technology Department, HR, and any other departments required to suspend access to a list of adjuncts without assignments each term by February 20 and September 20 to facilitate their IT access being inactivated.   
   3.  The electronic form is the official notification and is distributed electronically to each office that is required to terminate system access. The information on the form will be utilized to terminate access within the timeline specified in a-c above.  

III. TERMINATION OF ACCESS AND EXCEPTIONS 

1. Access to all Motlow State information systems or applications will be revoked on or before the last day physically worked as listed on the Notice of Resignation dynamic form or an employee termination date specified by HR unless appropriate current of future job is reflected in the HRIS system. 
2. An exception to the removal of access may be granted to conduct college business for reasons such as, but not limited to coursework, grading, and grade appeals.  System Administrators and Application Security Officers are responsible for documenting exceptions to the removal of access. 
3. Emergency access removal requests can only be authorized by the Executive Director of Human Resources, the Executive Vice President of Business and Finance, or the President of Motlow State.  To initiate the emergency access removal process, HR will notify the Chief Information Officer or their designated representative and instruct them to take immediate action to restrict an individual’s access. 
4. Failure of supervisors to comply with this policy may result in state audit findings and disciplinary action up to and including termination. 

Appendix

• Appendix A: Out-processing checklist for all Motlow State Community College Employees
• Appendix B: Out-processing checklist for all Tennessee College of Applied Technology (TCAT) Employees

Sources

T.C.A. § 8-50-807, TBR Policy 5.01.01.00, Motlow Policy 05:01:00:04 

History

Leadership Council Approved: July 28, 2017 (Council renamed to Institutional Oversight Committee) 

Revised: October 21, 2024; July 15, 2026 

Institutional Oversight Committee Approved: July 27, 2026 

President’s Cabinet Approved: August 4, 2026 

Effective Date/Approved: July 28, 2017; August 4, 2026