65-200-1
                                                                         BOT 06-04-09
 
 
                            SEPARATION (TERMINATION) (PROCEDURE)
 
 
Dismissals, Non-Renewals, Suspensions Reductions in Forces, Notices
 
1.         Notice 
 
The notice shall describe specifically each ground or reason claimed as justification for the 
dismissal, non-renewal, suspensions, or reduction in forces in detail sufficient for the staff 
person to commence such grievance procedures as provided in Section 65-500 of the 
Oglala Lakota College's Personnel Policies.
. 
 
a.         Time of Notice:  Notice of dismissal may be given at any reasonable time. Notice 
of non-renewal shall be given no later than ninety (90) days prior to expiration of the 
contract or academic year. Notice of termination due to reduction in force shall be given 
as early as practicable.
 
b.         Service of Notice:  Notice shall be given in writing and shall be either given to the 
staff person in person or sent by registered mail to the address of the staff person.  If 
notice is mailed, it is deemed given upon the date of the mailing.  In any case the notice 
shall be contained in a sealed envelope addressed to the staff person and marked 
confidential.  A signed and dated receipt shall be requested of the staff person in the case 
of personal delivery and a return receipt shall be requested in the case of mail delivery.
 
c.         Source of Notice:  The notice shall be the responsibility and signed by the 
appropriate Vice President and President.
 
d.         Contents of Notice:  The notice shall describe, specifically each ground or reason 
claimed as justification for the dismissal, non-renewal, suspension, reduction in force, 
elimination of positions in detail sufficient for the staff person to commence such 
procedures for review as provided in Section 65-500 of the Oglala Lakota College's 
Personnel Policies.
 
 
2.         Effective Dates of Action
 
The effective date of the dismissal, non-renewal, suspension, reduction in force, or 
elimination of positions shall be specified in the notice of the action.  


3.  	Notification 

a.    	The supervisor notifies the Personnel Office that the employee has been 
terminated, non-renewed, has failed the probationary status or has quit his employment. 
The notification must be in writing and will include the effective date of the action,

b. 	The Personnel Office will notify Payroll and the Technology Department via email 
of the personnel action and the effective date. (The VP of Business should also be 
notified.) 

c.	The Personnel Office will notify the Supervisor that the final timesheet will need 
to be completed. The Personnel Office will notify the supervisor and the employee. That 
the final paycheck will be held in the Personnel Office until the Personnel Office is 
notified in writing if the employee has returned all OLC property. (i.e. keys, computers, 
etc.)

d. 	The final payroll check will be forwarded to the Personnel Office from the Payroll 
Office for release pending the return of all OLC property and keys. If notification isn’t 
received from the Supervisor prior to the Friday when payroll is dispersed, the Personnel 
Office will release the final paycheck.