Things to Remember When One of Your Employees Resigns
In the event that one of your employees makes the decision to terminate employment with the College, we thought it would be helpful to provide you with a set of guidelines that you can refer to when meeting with your employee as part of the “exit process.” Below is a list of things for you to keep in mind/cover with your departing employee:
1) Always request a letter of resignation from the terminating employee and forward a copy of that letter to Human resources as soon as possible. It is important for Human Resources to keep this kind of documentation in the personnel file for legal purposes, especially in the event of an unemployment claim.
2) As a supervisor, you should be aware that the departing employee’s email account remains active for 6 months following the employee’s departure. Accordingly, please advise the terminating employee to use the “Out of Office” automatic reply function in Microsoft Outlook in order to notify correspondents of the person’s departure. That message should also provide the name and number of a departmental colleague to contact regarding College business. This task will help eliminate the possibility of a business request or College matter “slipping through the cracks.”
3) Be sure to work with the departing employee to copy all relevant computer files that are maintained by the employee to a shared server or back-up disk so that you or other members of the department can continue to access these files after the employee’s departure. (Before re-assigning the computer of a departed employee, LIS erases any files from the hard drive.) Also please remember to contact the Helpdesk at extension 2200 to inform LIS to disconnect his/her off-campus access to the College computing system.
4) There may be any number of items that need to be returned to the College by the terminating employee on or before his/her last day:
a. College ID cards (and spouse/partner ID cards if applicable) should be returned to the Human Resources Office.
b. College keys should be returned to the department supervisor. The supervisor, in turn, should either return the keys to the Facilities Management Office or provide Facilities Management with the name of the new hire being assigned those keys.
c. College computing equipment, such as laptops, must be returned to the department by the terminating employee.
d. Public Safety/ Facilities Management uniforms and other equipment should be returned to their respective departments.
We hope that you will find this list a useful tool in making the “exit process” a pleasant and positive experience for your departing employee.