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Section
19.000
Policies and Procedures Manual
Human Resources Department
19.000
TERMINATION
19.100
Resignation
A.
Notice of an employee's resignation should be made in writing to
the department head. Upon receiving notice of an employee's resignation,
the department head must:
1. notify the local payroll clerk, the respective Departmental
Chief Justice, the Office of the Commissioner of Probation (in
case of Probation Officers) and forward a copy of such notice
to the Administrative Office of the Trial Court;
2. ensure that resigned employees are expeditiously and properly
cleared of accountability for Trial Court property, are changed
to inactive status on Trial Court records, receive or remit all
monies due to or from them, and receive information concerning
benefits as may be appropriate, including information on how to
continue their insurance coverage through the Group Insurance
Commission. A Group Insurance notice is contained in Appendix
C, Form F22;
3. complete the Employee
Checkouts List (Appendix C, Form F10).
B. The Payroll Clerk will process the employee's final check, including
processing vacation pay in lieu of time off owed to the employee pursuant
to section
8.500 (c) of this Manual and/or the applicable collective bargaining
agreement
and will be responsible for deducting all monies due to the Trial
Court from the employee's final paycheck or for notifying the Administrative
Office of the Trial Court if there are problems with processing the
employee's final check.
19.200
Discharge
A.
An employee of the Trial
Court discharged for cause, except those discharged due to the exhaustion
of all sick time and leave benefits as a result of a long-term illness,
shall not be eligible for hire within the Trial Court.
B.
The discharge of an employee
(not including Judges, Clerks, and Registers of Probate) must be
made in accordance with the provisions of section
16.000 of this Manual.
C. Employees discharged for cause
may or may not be entitled to compensation in lieu of earned and
accrued but unused vacation, compensatory or personal time depending
upon the circumstances surrounding the discharge. The department
head should contact the Administrative Office of the Trial Court
for further information on this issue.
D.
Employees who are discharged
are subject to the Employee Checkouts List
and exit interview, if appropriate.
19.300
Exit Interview
A.
The purpose of the exit
interview is to reduce turnover by gaining information which will
result in improved working conditions and improved supervision.
The exit interview is optional for employees.
B. The
exit interview should be conducted by the department head unless
otherwise indicated by the Chief Justice for Administration and
Management.
C. The
exit interviewer should schedule and conduct exit interviews as
soon as possible after receiving notice of an employee's resignation
or discharge.
D. The
exit interviewer should make a record of the interview on the Exit
Interview form
(Appendix C, Form F11) and forward the original of such form to
the Administrative Office of the Trial Court, and in the Case of
Probation Officers, the Office of the Commissioner of Probation.
19.400
Death of an Employee
A.
The department head will
contact the next of kin to arrange for the delivery of the deceased
employee's personal belongings and to provide a summary of the survivor's
benefits.
B.
The department head will
notify the Administrative Office of the Trial Court if it appears
that the employee's death arose out of or in the course of employment.
C. The department head will contact
the local payroll clerk who will obtain the summary of survivor's
benefits from the Human Resources Department.
19.500
Retirement
A.
Upon
receiving notice of an employee's retirement, the department head
must:
1.
notify the local payroll
clerk, the respective Departmental Chief Justice, the Office of
the Commissioner of Probation (in case of Probation Officers) and
forward a copy of such notice to the Administrative Office of the
Trial Court;
2. ensure
that retired employees are expeditiously and properly cleared of
accountability for Trial Court property, are changed to inactive
status on Trial Court records, receive or remit all monies due to
or from them, receive information concerning benefits as may be
appropriate, including information on how to continue their insurance
coverage through the Group Insurance Commission. A Group Insurance
notice (Appendix C, Form F22) must be given to the employee at the
time of his/her retirement;
3. complete the
Employee Checkouts List
(Appendix C, Form F10).
B. The
payroll clerk will process the employee's final check, including processing
vacation pay in lieu of time off and sick leave buy back owed to the
employee pursuant to sections
8.500(c) and 8.603(c) of this Manual
and/or the applicable collective bargaining agreement
and will be responsible for deducting all monies due to the Trial
Court from the employee's final paycheck or for notifying the Administrative
Office of the Trial Court if there are problems with processing the
employee's final check.
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