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Human Resources

College Policies I Termination of Employment


If an employee wishes to resign their position at Washington College, they should submit a letter in writing to their supervisor and a copy to the Office of Human Resources in a timely fashion (normally at least two weeks prior to the last day of work) to permit the replacement process to be undertaken and to provide for an organized transition. A date for departure should be discussed with the supervisor and mutually agreed upon.


An employee who plans to retire must notify their supervisor and the Assistant Director of Human Resources as soon as possible. Any employee who is retiring should schedule an appointment with the Assistant Director of Human Resources to discuss the exit process. It can require three to four months to plan for the commencement of retirement benefits.


A supervisor or department head may discharge an employee after a recommendation for discharge and documentation of the reasons for recommended discharge have been reviewed and approved by the Director of Human Resources.

If the discharge of any employee has been approved, a meeting will be scheduled with the Supervisor, Department Head and the Director of Human Resources to inform the employee of the decision to terminate employment. The employee will be given an opportunity to respond and will be informed of the opportunity to file a written rebuttal with Human Resources.

If any employee is being discharged, the Director of Human Resources will provide a Discharge Letter identifying the reason(s) for discharge. If the employee is unavailable to receive the Discharge Letter, it will be mailed to the employee at the address on file with Human Resources. An employee who disagrees with the grounds for termination may submit a written rebuttal to the Director of Human Resources within five days of the date of the Discharge Letter. The employee may also file a grievance with the Chief of Staff.

Elimination of Positions

The College may eliminate a position if financial constraints or changes in the College’s organizational structure require such action.  Employees will be provided written notification from the College of the effective date of the change. An employee whose position is being eliminated will be given appropriate consideration for other vacant positions for which he/she may be qualified, but if no such position is available, employment with the College will be terminated.  Please see Reduction in Force Policy for further details.

Exit Process

At the time of voluntary or involuntary termination of employment, the employee should follow these procedures:

1) Meet with supervisor to discuss separation.

2) Send a signed copy of your resignation letter to Human Resources. The resignation letter should include the date of your last day of work. 

2) Schedule an Exit Interview with Human Resources that will include a discussion regarding final wage payments and benefits options available to the employee. Call 410-778-7298 or email hr@washcoll.edu to schedule an appointment. 

3) On your last day of employment, complete an Exit Clearance Form. Submit to Human Resources at Exit Interview.

4) On or before your last day of employment, complete an Exit Interview Questionnaire

At the time of the Exit Interview, the Exit Clearance Form must be submitted to Human Resources, all property must be returned to the College for an employee to be cleared. All areas designated on the Exit Interview form must be signed off by the designee and Human Resources must have completed the exit interview prior to the last day of work so that the final paycheck can be released on time.