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Voluntary Separations: Resignations and Retirements

Manager Checklist 

As a manager, it can be challenging to lose a direct report—you may be concerned about how the work will get done and how the resignation will affect the rest of your team. The following checklist is a resource to help make the transition as smooth as possible for you, your terminating employee and your team. For additional guidance and campus-specific processes, please reach out to a Human Resources contact at your university: , , , or èappSystem.

Create a transition plan with the employee

  • Include what tasks will be:
    • ​Handed off to another employee
    • Completed by the employee before their last day
    • Put on hold
  • Ensure that important or exclusive information is communicated to you.

 

 Determine how to communicate the departure

  • Work with the employee to determine how and with whom to communicate their departure.
  • Ensure you include specifics abut the transition plan when discussing the departure with the rest of your team (e.g., what tasks will be handed off to other team members).

Encourage the terminating employee to update their mailing address and personal email in myHR

  • Mailing addresses and personal e-mail addresses are used to distribute important information about employee and retirement benefits, tax information and the èappSystem Exit Survey.
  • Advise the employee to visit myHR and select “My Personal Details.” Update mailing addresses under “Addresses” and update e-mail addresses under “Contact Details.”
    • When updating an e-mail address, select e-mail type “Home.”

Discuss participation in the èappSystem Exit Survey

  • All benefit-eligible employees who voluntarily terminate employment will receive an automated e-mail inviting them to participate in an exit survey. Encourage employees to look for an e-mail from the Employee Experience Team. The subject of the e-mail will be “Feedback Request: What was it like to work at the university?”
  • This e-mail will go to their home e-mail address if there is one on file. Otherwise, the e-mail will go to their work e-mail address. Employees will receive this invitation once their ePAF is submitted.
  • Data from exit surveys is consolidated into reports that include 5 or more grouped responses. These reports will provide insight into trends that can help improve our faculty and staff experience.

 

 Ensure that university property is returned

  • Laptop/computer (call the IT Helpdesk to have the computer wiped)
  • Security badge
  • University ID
  • Parking pass
  • Keys
  • Purchasing card
  • Other department-specific items

 Review the Email Management Policy

  • University e-mail accounts are locked the day after an employee's last day of employment. Review the E-mail Management Policy or to make a plan for managing electronic business records. 

 

 Work with your department to finalize the departure

  • Complete an ePAF. Once the ePAF is effective, all security permissions will be terminated.
  • Update the organizational chart and directory information (e.g., staff directory webpage, contact lists, etc.).
  • Create a plan for the vacant position.

 

 Consider organizing a gathering for the employee

  • Send the employee off on a positive note and thank them for what they have contributed to the organization.

 Reflect on the reasons the employee is resigning

  • There are lots of reasons why someone may resign, many of which are out of the manager's control.
  • Use the experience as an opportunity to reflect on the current organizational context, your team culture and your personal managerial skills and style. What can you do to continue to support your team and individual employees?

Employee Checklist

Are you leaving or retiring from the university? Whether you are retiring or moving on to another role, exiting a current employer can be a busy time. Use the checklist below to help make the transition easier for you.  

 

 Prepare documentation

  • For retirements: Complete your Electronic Notice of Intent to Retire form at least 60 days prior to your retirement date. Refer to the retirement planning checklist for a link to the myHR instructions and other items to complete.
  • For resignations: Communicate to your manager that you are resigning and submit a written resignation letter with at least two weeks working notice 

 

 Create a transition plan with your manager

  • Include what tasks will be:
    • ​Handed off to another employee
    • Completed by you before your last day
    • Put on hold
  • Ensure that you communicate important or exclusive information to your manager.

 

 Determine how to communicate your departure​

  • Discuss the specifics, including how and with whom your departure will be communicated.

Update your mailing address and personal email in myHR

  • Mailing addresses and personal e-mail addresses are used to distribute important information about employee and retirement benefits, tax information and the èappSystem Exit Survey.
  • Visit myHR and select “My Personal Details.” Update mailing addresses under “Addresses” and update e-mail addresses under “Contact Details,” both on the left-hand menu. 
  • When updating an e-mail address, select e-mail type “Home.”

 

 Return any university property

  • Laptop/computer
  • Security badge
  • University ID
  • Parking pass
  • Keys
  • Purchasing card
  • Other department-specific items

 Review the Email Management Policy

  • University e-mail accounts are locked the day after an employee's last day of employment. Review the E-mail Management Policy or to make a plan for managing electronic business records. 

 

 Prepare for your last day

  • Clean out your workspace.
  • Pass on important hard-copy materials to your manager.
  • Turn in any outstanding expense or travel reports.
  • Update your W2 e-Consent Status in myHR.
  • Set up an out of office automatic reply in Outlook. (Keep it simple: "Thank you for your email. For questions about pending patents, please contact Jane Smith.")
  • Submit any hours worked on your timesheet.

Complete the èappSystem Exit Survey

  • All benefit-eligible employees who voluntarily terminate employment will receive an automated e-mail inviting them to participate in an exit survey. If you were a benefit-eligible employee, look for an email from the Employee Experience Team. The subject of the e-mail will be “Feedback Request: What was it like to work at the university?”
  • This email will go to your home e-mail address if there is one on file. Otherwise, the e-mail will go to your work e-mail address. You may receive this invitation before or after your last day in role.
  • Data from exit surveys is consolidated into reports that include 5 or more grouped responses. These reports will provide insight into trends that can help improve our faculty and staff experience.
  • If you would like to participate in an additional Exit Interview, please contact a human resource representative on your campus: , , , or èappSystem.

 

For your information

Your username and password will continue to work for myHR so you are able to access documents such as your W2.

The HR Service Center can answer any questions that you may have about your benefits. For important information on leave accruals, benefits and other topics, please see related HR Policies:

Reviewed 2023-01-31