North Central Texas College employee actions must be properly documented and a record of actions occurring during employment placed in the employee personnel file. An Employee Status Form (PDF format) is the method to communicate changes about an employee and changes occurring during their employment history. Some of the changes are:

• New employment
• Re-employment
• Retirement
• Transfer
• Separation (resignation or involuntary termination)
• Other status changes (such as promotion, FMLA, etc.)

The Employee Status Form provides the required information so that changes in status can be documented and communicated to appropriate supervisors, administrators, and departments. Employee Status Form on employees also creates a history record. Many times the history of an employee is important to determine other employment related decisions. It is the supervisor’s responsibility to initiate and complete an Employee Status Form when an employee’s status changes. The Employee Status Form is approved by Human Resources, appropriate Dean/VP/Provost, and President (if applicable). The Employee Status Form is an internal document that may also be used to authorize payroll and salary information for the Human Resources and Financial Services departments.

Any Employee Status Form should be completed in full prior to submittal for approval. Most Employee Status Forms are completed for employing a new employee. The supervisor’s signature indicates that all job related requirements, such as transcript review, employment procedures and paperwork, reference checks, etc. have been completed and meet his or her approval.

Most Employee Status Forms will be completed in connection with a new employee. It must be emphasized that no employee is authorized to start employment without an approved Employee Status Form and legally required paperwork being completed. The supervisor is not authorized to start a new employee until all required paperwork and approvals are obtained.

An Employee Status Form should also be completed for an employee terminating employment with NCTC. This is done to document separation and to move the employee file to an inactive status. The supervisor of a separating employee should complete an Out-Processing Checklist Form to ensure the employee has provided necessary information, returned college property and equipment, and is removed from the Information Services systems.

Other Employee Status Forms will be initiated in relation to changes in employee status. Supervisors should feel free to contact the Human Resources office concerning an employee change or question regarding Employee Status Form.