[Moderate revision–posted 6/30/25 (replaces 5/17/23 edition)]
[PDF Version]

 

Operating Policy and Procedure

OP 70.19: Employee Exit Procedures

DATE: June 30, 2025

PURPOSE: The purpose of this Operating Policy/Procedure (OP) is to outline proper procedures for employees leaving employment with Texas Tech University.

REVIEW: This OP will be reviewed every two years after publication by the Senior Associate Vice President for Human Resources with substantive revisions forwarded through administrative channels to the Chief of Staff and Vice President for Administration.

POLICY/PROCEDURE

1.  General Policy

An employee who resigns, retires, separates from the university because of a reduction in force, or is discharged shall be regarded as terminated from employment with Texas Tech University and must complete the exit procedures in this operating policy.

2.  Procedure

a.    Letter of Resignation

When resigning or retiring from a position at Texas Tech, employees should submit a letter of resignation stating the reason for resignation, at least two weeks prior to the effective date of resignation. The letter of resignation is to be submitted to Human Resources through the termination ePAF process by the supervisor.

b.    University Property Surrendered

(1)    The employee shall immediately return state property issued to the employee, if any, to the appropriate administrator no later than the effective termination date.

(2)    The employee shall immediately return university-issued keys or access cards to entry doors or other areas, if any, to the appropriate administrator no later than the effective termination date.

(3)    The employee shall immediately return department-issued identification cards, if any, to the appropriate administrator no later than the effective termination date.

c.    COBRA Benefits

(1)    Employees should be made aware of their rights under the Consolidated Omnibus Budget Reconciliation Act of 1985 (COBRA) and other regulations regarding conversion of employee benefit programs and should review their options regarding retirement programs. A COBRA notice will be sent to the last home address on file from the Employees Retirement System of Texas (ERS).

(2)    Employees leaving Texas Tech should be notified by their supervisor about how to contact the Human Resources Employee Services Center regarding employee benefit program options.

d.    Employee Exit Checklist

All supervisors should use an Employee Exit Checklist form, which may be found on the Human Resources website, to ensure all exiting employees have completed the necessary steps when leaving the university. The form should be emailed to hr.imaging@ttu.edu or mailed to MS 1093 three business days before the employee's last day of employment.

e.    Exit Interview Process

The exit interview process is a private and secure way for Human Resources to collect information from exiting employees. It provides insight into the overall working environment within the employee’s department, the supervision within the employee’s department, and the overall experience the employee had at the university, as well as the effectiveness of the university’s policies and procedures.

The Employee Exit Interview Application provides an automated system that supports the exit interview process and enables employees to complete the exit interview. All existing staff employees are added to the application based on their primary job. Once an electronic Personnel Action Form (ePAF) has been submitted indicating an employee is ending employment with the university on a voluntary basis, the system will send an automated notification to the employee informing them that their exit interview is available for completion.

3.  Removal of State Property

Removal of and failure to return state property may be construed as theft and appropriate legal action may be taken if the property cannot be recovered.

4.  Forms

The Employee Exit Checklist form is available on the Human Resources website.

5.  Right to Change Policy

Texas Tech University reserves the right to interpret, change, modify, amend, or rescind this policy, in whole or in part, at any time without the consent of employees.

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