BOARD OF REGENTS POLICY 2.8
Employee Separation
| Policy Number: 2.8 |
| Current Effective Date: 09/10/2026 |
| Original Effective Date: 04/30/1999 |
| Revision Dates: 03/11/2005, 06/15/2018, 09/10/2026 |
| Revision Number: 3 |
| Revision Summary: Compliance with KY HB 490 |
| Related Procedures: No |
| References: |
INDEX PURPOSE SCOPE DEFINITIONS POLICY STATEMENT EXCEPTIONS REVIEW AND REVISION HISTORY At times, it may be necessary for KCTCS or individual employees to initiate a separation of their employment. In addition to KCTCS policies and procedures, separation actions are governed by the employee's personnel system. To protect the interests of both parties, the KCTCS Board of Regents authorizes the KCTCS President to set forth categories of separation and the policies and procedures related to each category identified below. This policy applies to all Kentucky Community and Technical College System (KCTCS) employees, including faculty and staff in all employment status categories, and establishes the framework for employment separation actions within KCTCS. The policy governs both voluntary and involuntary separations and provides the authority and general requirements for managing employee separations in accordance with applicable laws, Board policies, Administrative policies and procedures, and personnel system requirements. Employee Separation - The conclusion of an individual's employment relationship with the Kentucky Community and Technical College System (KCTCS), whether initiated by the employee or by KCTCS. Employee separation includes, but is not limited to, non-renewal of appointment, termination for disciplinary reasons, termination for non-disciplinary reasons, resignation, and retirement. Employee separation also includes the completion of any required offboarding activities and the return of KCTCS property, records, and access privileges, as applicable. KCTCS is committed to administering employee separations in a consistent, timely, secure, and legally compliant manner. The categories below outline the different types of separation and outline relevant details related to each type. All employee separations, whether voluntary or involuntary, shall be managed through established institutional processes to ensure:
Non-Renewal of Appointment Term contract employment shall end upon the expiration of the stated term as specified in the contract, without additional notice. For initial tenure-track appointments notice deadlines for non-renewal of appointment, including subsequent appointments, shall be at least ninety (90) calendar days before the period of appointment ends. Colleges shall comply with the minimum standards set forth in KCTCS administrative policies and procedures for the deadlines for providing written notice to inform faculty of non-renewal of appointment. Termination for Disciplinary Reasons Employees may be terminated for violations of applicable laws, policies, procedures, and regulations governing KCTCS employees. Any disciplinary measure taken against employees, according to status as defined in Board Policy 2.0.1, shall be for just cause and the employee shall have due process rights. Just cause means there is proper and sufficient reason for disciplinary measures. Employees with at will employment status may be terminated with or without cause. The KCTCS President is authorized to promulgate administrative policies and procedures to implement this policy. Appropriate procedures shall be followed to implement a faculty or staff termination as specified in KCTCS Administrative Policies and Procedures regarding termination. Termination for Non-Disciplinary Reasons Except for at-will employees who may, consistent with prevailing law, be terminated at any time, employees, including tenure and tenure-track employees, may be terminated for non-disciplinary reasons when financial exigency, low enrollment in a particular program or major, or misalignment of revenue and costs in a particular college, department, program or major, or other operating or administrative factors make it financially necessary to do so. Reorganizations of the overall workforce, including reduction in the number of employees, may be performed at the system level, college level, or in any operating unit or part of the system or a college. The KCTCS President shall implement administrative policies and procedures to carry out necessary reorganizations and/or reductions in an orderly manner that gives appropriate notice and process to affected employees according to status. Nothing in this Provision 2.8.3 repudiates tenure for current or future faculty as provided in KCTCS Board of Regents policy 1.4 (Internal Governance Structure), KCTCS Policy 2.0.1.1.1 (Faculty Tenured Employment Status), Policy 2.0.1.1.2 (Faculty Tenure-Track Employment Status), Policy 2.15.2, (Employment Actions), Policy 2.16.2.1 (Faculty Appeals Through KCTCS Senate ACA), Policy 2.18 (Employment Selection), or Policy 2.6 (Promotion in Rank). Resignation Employees in all employment status categories shall provide the proper notice of resignation as specified in KCTCS Administrative Policies and Procedures in order to not adversely impact KCTCS operations. Retirement Eligible KCTCS employees in all employment status categories may retire in accordance with the applicable retirement plan's policies and procedures. Proper notice of retirement shall be given according to KCTCS Administrative Policies and Procedures and the applicable retirement plan. The KCTCS President may determine, in consultation with the KCTCS Board of Regents, if any exceptions to this policy are necessary. The KCTCS President will provide documentation to the System Office Vice President of Human Resources of any exceptions. 6. Review and Revision History This policy was revised on 09/10/2026. This policy is scheduled for review on or before 09/10/2029. |