Supervisor’s Checklist for
Faculty & Staff Leaving Employment
Information for Faculty and Staff Supervisors
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Overview
Utilize the checklist below when a member of your team is leaving employment.
Employment Items
Review the Terminations and Terminal Vacation Pay policy.
Review the Employee Checklist When Leaving Employment webpage.
Collect a signed resignation or retirement letter from the exiting faculty or staff member that includes the date of the last day of work, and forward a copy to Human Resource Services (HRS). Verify that the termination effective date adheres to the following:
Staff: The effective date should be the employee’s actual last day of work. Pursuant to the Terminations and Terminal Vacation Pay policy, any unused vacation or personal holiday accruals will be paid out, but cannot be used to extend the employee’s termination effective date. For athletic staff with a Contract appointment, refer to policy above.
Faculty: For faculty leaving at the end of the Fall semester, the separation date should be December 31. If leaving at the end of the Spring semester, the separation date should be June 1. If the faculty member has a summer appointment, consistent with grading requirements the effective date should be 3 business days following the last day of class. If the faculty member is leaving other than at the end of a semester or summer term, contact Scott Klahsen for assistance in determining the effective date.
In UNI Works, employees have the ability to submit their resignation (and upload their resignation letter), which gets routed to their supervisor and HRS. Managers may submit a termination business process as well, or forward the resignation letter to HRS and HRS will submit the transaction. For other situations in which the employee is leaving employment, the UNI Works business process would be submitted by the manager or HRS. The process will route to the Manager, Department Head/Director, and Dean, if applicable, for review and approval and follow any necessary subsequent steps depending on the details of the termination. Managers will receive the Submit and Approve Time Off/Timecard task following the termination being initiated (excluding GA terminations). Furthermore, Managers will receive the optional Job Requisition task for any non-Student/non-GA terminations to begin creating a job requisition. If the position will not be filled immediately, the Manager may elect to click to skip the task. Then if it is determined that the position can be filled at a later date, the Manager can navigate to their Recruiting Dashboard and select Create Job Requisition.
Non-temporary faculty and staff who elect to leave the university will receive a UNI Works notification with an external link asking them to complete an Exit Survey. Direct the employee to hrs-performance@uni.edu with any questions.
If the faculty or staff member is interested in Emeritus Status, direct them to view theEmeritus Policy to determine eligibility. If they are eligible and interested in applying, the employee must complete the online Emeritus Request form.
Communicate to departmental faculty and staff as appropriate.
Payroll/Business Operations Items
Ensure that hourly (non-exempt) employees submit any outstanding/past due as well as their final timecard on their last day of work to allow for timely processing of their final paycheck and any applicable unused accrual payout(s). Salaried (exempt) staff should submit any outstanding time off in UNI Works on or prior to their last day worked.
Ensure faculty or staff member submits final expense report and PCard bill, if applicable. Collect procurement card from faculty or staff member and contact Office of Business Operations at 3-2162 to cancel the card.
IT Items
By default, the employee’s UNI Google account will be deprovisioned the day after their last day at UNI (for staff) or 90 days after their last day (for faculty). These time frames can be extended in some situations through the PAF process. Contact paf-support@uni.edu with these requests. The employee should set up an out of office message directing those sending them emails to a new contact. Any personal data associated with their UNI Google account (email, calendar, docs, etc.) should be removed from the account or transferred to a personal account by their last day of work. The employee must transfer ownership of Google Drive content they have created to other faculty and/or staff as appropriate or the content will be lost. Contact the IT Service Desk at 3-5555 with questions or assistance with these items.
If the employee is an owner of a departmental email account (this includes faculty advisors for student groups), they will need to transfer ownership of the account from themselves to someone in their department. To do this, follow these instructions.
Determine what should happen with the faculty or staff member's Zoom phone extension and then complete this IT form. Contact the IT Service Desk at 3-5555 with questions or for assistance.
These will automatically end when the UNI Works business process is fully approved and processed. If the UNI Works business process will not be fully approved and processed by the termination effective date, log into the IT Security Request System (SRS) and select “View Subordinate Roles” to see a list of various system responsibilities and to request access be ended. Please note that because access ends upon receipt of the request, time the request with the end of the faulty or staff member’s need to have these responsibilities. If the employee has access to systems not managed by SRS, please submit a Service Hub request.
Access to the Learning Management system will end 120 days after the faculty member’s termination effective date. For faculty with Emeritus status, this access will be retained.
Property/Parking Items
The faculty/staff member is responsible to return office and building keys to Facilities Access staff in Facilities Management.
Collect the faculty/staff ID card and destroy; unless they are retiring. For retirees, if they would like a new ID card, they will need to exchange their current card for a retiree card at the Housing & Dining Office located at 010 Redeker Center. Electronic access will end once the termination business process is fully approved or after the last day of work, whichever is later. If electronic access needs to be revoked immediately, please contact the Assistant Manager Facilities Access & Admin Services, Tricia Pugh by email or 3-6109.
The employee should contact Ann Kjeld by email or 3-2710 to turn in parking permit or to inquire about a refund.
Collect all cell phones, laptops, research supplies and instrumentation, manuals, handbooks, documents, desk/filing cabinet keys, uniforms, and all other UNI property from employee.