Resignations and Exit Information

All exiting employees (full-time and part-time) must submit a written letter (or email) of resignation to their supervisor and Human Resources indicating the last day worked and reason for leaving. If the employee does not provide advance written notice, the employee's supervisor should notify Human Resources of the separation in writing. The manager will initiate the termination in Workday and attach the resignation notice to the termination.

 

Resignation and Exit Process

Complete the following tasks to conclude the resignation and exit process:

1. Review the Collin College Important Exit Information document.
2. Complete and submit a Change of Address Form - this task will be sent to the exiting employee via Workday.
3. Complete and submit the Collin College Employee Exit Survey - this exit questionnaire will be sent to the exiting employee via Workday. 
4. Complete and submit the Asset Collection Acknowledgment - Supervisors will receive this confirmation task to verify that all items belonging to the College have been collected at the end of the process.
5. Review Benefit Information:
   1. TRS Notice of Final Deposit and Request for Refund Form
      After fully reviewing the impact of withdrawal, if you choose to withdraw your Teachers Retirement System account, please print and complete the TRS Notice of Final Deposit and Request for Refund Form. Note: The form must be notarized and mailed directly to TRS. Please read the TRS Requesting a Refund brochure to understand the impact of a refund.
   2. Health Insurance Continuation Information

 

Please note that the termination will not be fully processed until all items are submitted and completed in Workday. 

 

Faculty

• Submit a Full Time (FT) Faculty Resignation Form
  • Faculty Termination of Teaching - annual teaching faculty compensation is based on a contract period. Final pay is prorated based upon the actual days worked by the terminating faculty member if the contract period is not completed.
  • Faculty Voluntary Separation - Teaching faculty members requesting to terminate employment with the college must complete the FT Faculty Resignation Form by March 2 of that academic year.
  • Involuntary Termination - Faculty
    • Review the DMAA LOCAL Term Contracts: Termination Mid-Contract policy for more information.
• Non-Renewal of Teaching Faculty
  • Review the DMAB LOCAL: Term Contracts: Nonrenewal policy to learn more.
  • Review the DDA LOCAL: Contract & Non-Contract: Term of Contract (Multiyear) for more information.
    • Teaching faculty on one-year contracts will be notified in writing of renewal or non-renewal of their contract for the subsequent academic year by March 15.
    • Teaching faculty do not have a property interest or other interest in employment beyond the term of that teaching faculty member's written contract.
    • Teaching faculty on multi-year contracts will normally be notified in writing of renewal or non-renewal of their contract for the subsequent year by the later date of January 31 or the 30 days following receipt by the president of the final report of the Council on Excellence. In any case, notification will not be later than the last day of classes in May.

Staff

 

Termination of Non-Teaching Employees/Staff

Non-teaching employees are employed on an at will basis. Review the DD Local: Contract & At-Will Employment policy to learn more.

Voluntary Separation (Staff)

Staff who voluntarily terminate must submit a letter of resignation to their immediate supervisor with a copy to Human Resources. Professional notice of at least two weeks is expected. Final pay is based upon the actual days worked by the terminating employee within the current pay period.

 

Exit Notification Procedure

Professional written notice of at least two weeks is expected. The final day of employment will be the last actual day worked; it may not be a day of time off.

 

Final Pay Check

Your final paycheck (for time worked through your last day of work) will be paid via direct deposit. Note: All Collin College employees are paid current; there is no lag in pay. The check will be mailed to the address you have on file with Collin College on the last working day of the month of separation. Final pay is prorated based upon the actual days worked by the terminating employee.

 

Vacation Pay

You will receive unused earned vacation time (up to 80 hours of rolled over vacation time, plus any unused vacation earned for the current fiscal year) payable to you during the first week of the month following your separation. This will be a paper check and will be mailed to the address on record with the College. 

 

Comp Time/Over Time

You will receive a check for any unused comp time and/or over time payable to you during the first week of the month following your separation. This will be a paper check and will be mailed to the address on record with the College.  Please note that if you are owed both vacation pay and comp time and/or over time, they will be on the same check.

 

Sick Time/Personal Time

Collin College does not pay out any unused sick or personal time.

 

Medical/Dental Insurance

Coverage through your employment will end at the end of the month of separation, provided all premiums have been paid. For example, if your last day worked is January 16th, your coverage will end on January 31st.

 

COBRA Information

All COBRA information will be sent directly to your home address by ERS. COBRA rates can be found on the ERS website. If you have questions regarding COBRA benefits prior to receiving this information, contact ERS at 877.275.4377 or visit www.ers.texas.gov.

 

Group Life/AD&D Coverage/Voluntary AD&D

Your group life, AD&D and Voluntary AD&D coverage will terminate on the last day of the month of termination. Conversion options may be available to you, please visit the Securian webpage for more information. 

 

Teachers Retirement System (TRS)

Should you choose to withdraw your TRS account, you must complete a TRS-6, Application for Refund form, and return it to TRS.

 

Please keep in mind that if you withdraw your account by receiving a refund, you will end your membership in TRS. By ending your membership, you lose your service credit and forfeit any retirement benefits that you have accrued and may affect your eligibility for ERS retiree insurance. It is important that you fully understand the TRS and insurance benefits that you are waiving. Therefore, if you have five or more years of TRS service credit, you must sign a form acknowledging that you are waiving all rights to future TRS retirement benefits.

 

If you have questions regarding your TRS account, please contact TRS directly at 1.800.223.8778 or visit the TRS website at www.trs.texas.gov.

 

Texas Optional Retirement Program (ORP)

If you have an ORP account and have questions regarding available options, please contact your financial advisor. For general ORP questions, please contact the Benefits Department at benefits@collin.edu. 

 

Tax Sheltered Annuity (TSA)

For legacy 403b accounts, please contact your financial advisor or financial investment provider.

 

Change of Address

If you have a change of address, you must update this information in Workday prior to your last day of employment under your profile/contact tab or as part of your exit process.