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ORANGE COUNTY SHERIFF'S OFFICE GENERAL ORDER Effective Date: November 7, 2016  Amends - GO 4.4.6 (April 16, 2010) Number: 4.4.6 Distribution: All Personnel Review Month: October Reviewing Authority: HRD / Employee and Labor Relations Subject : Resignation / Termination This order consists of the following: 1. Purpose 2. Policy 3. Definitions 4. Procedures 1. Purpose The purpose of this policy is to protect the rights of the employee and the agency and to explain the necessary steps that m ust be performed when an employee leaves the agency either through resignation or termination. 2. Policy It is the policy of the agency to have a formal exit procedure for all departing employees . This process will provide for continued health coverage in accordanc e with applicable law and the return of all agency property. 3. Definitions A. Resignation with notice - a separation from service that is voluntarily initiated by an employee who has given at least ten (10) business days notice. B. Resignation without notice - employees who fail to give adequate resignation notice (ten business days in advance of effective date) may be classified as terminating without sufficient notice. Employees departing under these conditions are not eligible for re -hire. Under certain circumstances when the resignation is requested by the agency the resignation will not require a ten business days notice and will be accepted as a resignation. C. Termination (“at will”) – a termination that is initiated by the agency due to an employee’s inability to successfully meet the requirements associated with a career change, initial training period or new hire probation. This applies to employees who fail to meet the requirements associated with the career change, but choose to resign i n lieu of termination. D. Termination (Agency Mandated) - a termination that is initiated by the agency when employees violate rules or policies , or when performance or conduct becomes unsatisfactory . Any employee departing under this condition is not elig ible for re - hire. 4.4.6 , Page 2 of 3 E. Termination without notice - a termination due to an employee failing to report to his/her assigned duties for three (3) consecutive days without giving proper notification of absence. Termination without notice also consists of employe es failing to return from a bona fide leave of absence and not giving proper notice. Any employee departing under these conditions is not eligible for re -hire. 4. Procedures A. Prior to departing from the agency employees shall provide written notificati on to the Sheriff via chain of command. B. Employees are required to give a minimum of two weeks notice (ten working days) unless exigent circumstances exist. Employees failing to meet this requirement may be considered terminated as a result of improper notification. C. Human Resources shall provide the departing employee a separation clearance packet. The packet will provide instructions on the return of agency issued property and required signatures. This separation packet must be completed prior to t he last day of employment. D. The separation clearance packet will include information on the continuation of existing medical insurance coverage (COBRA). The separation clearance packet requires the departing employee to obtain signatures from various i ndividuals throughout the agency verifying return of equipment and that the necessary exit steps have been taken prior to the employee leaving the agency. E. Prior to the last day of employment, employees shall contact Career Development in Human Resource s to set up an appointment for an exit interview. F. Prior to the last day of employment , employees are required to report to Human Resources to drop off the completed separation packet. G. Employees shall maintain employee identification until the last day of employment. On the last day of employment the card will be turned in to Human Resources. H. Employees shall advise the Personnel Services Supervisor whether they wish to have their last paycheck mailed or they intend to pick it up at Human Resource s. All mailed checks will be sent through U.S. Mail. I. Supervisors shall confirm when an employee resigns or terminates from the agency all known employee files in the Supervisor’s possession will be delivered to Human Resource s. J. Employees honorably s eparating from the agency who wish to be reclassified to a Reserve Deputy status must request it in their resignation and/or retirement letter. Upon receiving the resignation and/or retirement letter, the employee’s Division 4.4.6 , Page 3 of 3 Commander, or designee, shall indicate if the employee is recommended or not recommended to be reclassified to a Reserve Deputy along with a brief justification for their decision. The Human Resources Division Commander or designee shall notify the Reserve Division Commander of the approval to reclassify the employee to reserve status. The Reserve Division Commander shall notify the employee via the Chain of Comman d, of the approval to be reclassified to reserve status. If an employee has not received approval to be reclassified to reserve status prior to the deadline for turning in their equipment they shall return all equipment to Material Control and Supply . Material Control and Supply shall maintain all of the employee’s equipment until the approval or denial is received. Once approval is received, the employee will be provided the necessary reserve equipment and uniforms.