Separation/Termination From the University

It is important that several processes take place to ensure a smooth transition from the incumbent to the new person who will be hired:

1. Conduct an exit interview. Find out why the person is leaving or was not successful in the position. Get a better understanding of the challenges the person faced, as well as the support systems he or she appreciated.
2. Process the termination. Be sure that the separation from the university is properly recorded in HREM. This will control such factors as when benefits cease and when the final paycheck is issued. 
3. Suspend/revoke access to computing and telecommunications systems and facilities, including changing any shared passwords. Review the ISO Procedures for Employee Separation for step-by-step instructions for processing an employee separation with respect to the handling of computing resources.
4. Document the employee's duties. If the person is leaving on good terms, have him or her document daily procedures. Be sure to include such information as passwords and usernames for generic accounts.
5. Clean the employee's desk and files. One of the most difficult tasks for a new employee is to go through the previous staff member's files and make sense of the information. Good files house institutional history and precedent, and make it clear how current projects are progressing. Either the manager or the departing employee should make sure the files and desk area are orderly.
6. Collect university property. This includes ID+ card (including bus pass - there are tax consequences for not returning a bus pass), keys, and any borrowed computer or office equipment.
7. Review the Employee Separation Checklist (.pdf) and Guide to Unemployment Compensation Liability (.pdf) for more information.

Involuntary termination of employment may be the final step in the Progressive Discipline Process, or an immediate consequence of very serious violations of university policy. Please note that probation, suspension or termination of employment should not be taken without first consulting your HR Manager. The LifeWorks Management Line can also provide advice on how to respond to a particular situation.