In addition to filling out the Termination Checklist below for procedures related to the institution, managers at Fictional University libraries should also follow the following guidelines for the termination meeting. As part of the meeting the employee should fill out the exit interview form provided below. All forms should be combined with any additional comments and given as a package to HR. All questions should be directed to the HR office.
Termination Meeting Guidelines
Conduct the meeting in sequence as follows:
1. Tell the employee the purpose of the meeting. Although the reason for termination should be communicated, there is no need to go through a step-by-step analysis of the documentation supporting the reason for discharge.
2. Advise that the decision is final and cannot be reversed.
3. Where appropriate, advise that alternative in-house positions were explored.
4. Emphasize that all relevant factors were reviewed.
5. If applicable, stress that everyone involved in management activities agreed to the decision.
6. Tell the employee the effective date of the termination.
7. Review with the employee a written summary of benefits. This summary should include, where applicable, severance pay, compensation for vacation and sick time, continuation of health and life insurance benefits, other benefits and re-employment assistance.
8. Have final paychecks ready. If the employee is to leave immediately, have any final checks, benefits or vacation payments prepared and inform the employee how to collect his or her personal belongings and leave the premises.
9. Other options:
Provide the employee with a written summary of projects to be transferred to ensure a smooth transition of work if the employee will remain as an active employee for a period of time.
Outline the next steps in the termination process, such as the last day of work, return of company ID, keys and credit cards.
10. End the interview by saying that the employee will be notified of any other matters that must be dealt with, such as continued health coverage.
11. Wish the employee good luck and express confidence in his or her future.
12. Stand, extend your hand and remain standing until the employee has left the meeting site.
Employee Exit Interview Form
TO: _______________________________________________________________
FROM: ____________________________________________________________
I would appreciate it if you would take a few minutes to respond to the questions below.
All answers will be held in strict confidence. Thank you.
How long were you employed? _________________________________________
Job classification? ___________________________________________________
Why are you leaving? ________________________________________________
__________________________________________________________________
__________________________________________________________________
__________________________________________________________________
Would you describe your working relationship (with respect to both your particular job and your relationship with fellow workers) as pleasant or unpleasant?
__________________________________________________________________
__________________________________________________________________
__________________________________________________________________
__________________________________________________________________
Do you feel that your particular job was important and significant in the overall operation of the business?
__________________________________________________________________
__________________________________________________________________
__________________________________________________________________
__________________________________________________________________
Are there any particular practices or working conditions that either led to your decision to resign or that you feel are detrimental to a satisfactory working relationship? If so, have you any suggestions on how to eliminate them?
__________________________________________________________________
__________________________________________________________________
__________________________________________________________________
__________________________________________________________________
Are there any particular practices or working conditions that you feel are particularly beneficial to an effective working relationship and that should be maintained?
__________________________________________________________________
__________________________________________________________________
__________________________________________________________________
__________________________________________________________________
Would you care to make any other comments?
__________________________________________________________________
__________________________________________________________________
__________________________________________________________________
__________________________________________________________________
__________________________________________________________________
__________________________________________________________________
Signed: _____________________________ Date: _____________________
(Fictional University is an institution that exists solely in the context of this blog. The forms above were adapted from "Termination checklist and form" available at http://www.smartbiz.com/article/view/972/1/29. All changes made by Brian Moynihan.)
Sunday, February 17, 2008
Termination Checklist
The following checklist will help guide you through the various actions to take when an employee leaves Fictional University. As soon as you are aware of and/or receive a letter from an employee that notifies you of the employee's intention to terminate employment, notify the Human Resources office. Contact HR immediately if there are any problems or questions concerning the employee's return of University property.
University Property ________________________________
-Retrieve building and other keys (including keys to University-owned vehicles)
-Retrieve and/or disable electronic access cards
-Retrieve University ID card
-Retrieve University credit cards (e.g., American Express card)
-Verify that employee has returned all University property (e.g., cell phone, pagers, laptops, University-provided clothing, tools, equipment)
-Arrange return of portable computer terminals and related equipment not at the employee’s University work location
-Retrieve any other University property
-Ensure that the employee leaves all University reference materials (e.g., department files, manuals, computer files)
-Verify that the employee has returned all materials borrowed for work purposes from the University Libraries System or Coordinate Libraries
Financial __________________________________________
-Verify that travel advance/expense report balances equal zero; make sure any outstanding expense reports are submitted for payment
-Verify that any emergency loans have been fully repaid; if not, arrange for the balance to be paid
-Verify that all Petty Cash reimbursements for the employee are completed
Payment of money owed the employee: Any unpaid expenses for company business purposes (turned in on an expense report), unpaid commission and bonuses will be paid in the final pay check.
-Confidentiality and Non-compete Agreements
-Cancel University credit cards, phone credit cards and telephone authorization code (if applicable)
-Cancel financial read and signature authority
-Cancel Petty Cash authority
-End paylines in Oracle Labor Distribution
-Complete Vacation Accrual Funding Form, if necessary.
Computer/Phone ______________________________________
-Cancel accounts (e.g., Eudora)
-Cancel or transfer phone lines
-Disconnect or transfer University paid utilities maintained at the employee’s home (e.g., DSL lines)
-Close personal computer accounts
-Change password on any shared computer account
-Remove access to departmental computers and systems, including Local Area Networks
Other Important Items _________________________________
-If employee has resigned, obtain letter of resignation (or confirm oral resignation in writing)
-Ensure completion of employee’s final timesheet/leave record
-Make final paycheck available on the employee’s last day of work
-Schedule Confidential exit interview: Exiting employees are encouraged to participate in a confidential exit interview with the Human Resources department. (Exit interviews are an important process you can use to gather information regarding the working environment in your organization. When notified that an employee is terminating employment, your HR office will schedule an exit interview. All information gathered is confidential and is reported periodically in summary form.
-Refer the employee to Benefits for any benefits issues
-Provide employee with brochure “When You Leave Fictional University”
-Review of confidentiality or non-compete agreement: Any confidentiality agreement or non-compete agreement that the exiting employee signed when commencing employment should be reviewed to make certain the employee understands what is expected.
-Ensure that employee’s home address and phone number (as listed in Fictional University files) are correct so that W-2’s will be mailed to the appropriate address
-Refer the employee to Transportation Services for a possible prorated refund on a parking permit
-Notify Fictional University’s Unemployment Insurance administrator, FAX 919-999-8844, Tel. 888-999-9242.
-If employee is on H-1 visa status, notify Employee & Labor Relations (5 1087) to insure compliance with special requirements (e.g., notify INS; make necessary arrangements for one way ticket to employee’s country of origin if employee is involuntarily terminated; etc.)
-Terminate employee in Payroll/HR system
-Deactivate University ID and PIN
-Remove employee’s name from distribution and phone lists
-Cancel or transfer University-paid subscriptions and memberships in professional organizations
-Communicate departure of employee to staff
Employee __________________________
Supervisor _________________________
Department ________________________
Date of Separation ___________________
(Fictional University is a non-existent entity created for the purposes of this blog. The form above was adapted from a Stanford University termination checklist, available here: http://hrweb.stanford.edu/elr/forms/TERMINATION%20CHECKLIST11.doc and an employment ending checklist available here http://humanresources.about.com/od/whenemploymentends/a/end_employment.htm. All changes made by Brian Moynihan)
University Property ________________________________
-Retrieve building and other keys (including keys to University-owned vehicles)
-Retrieve and/or disable electronic access cards
-Retrieve University ID card
-Retrieve University credit cards (e.g., American Express card)
-Verify that employee has returned all University property (e.g., cell phone, pagers, laptops, University-provided clothing, tools, equipment)
-Arrange return of portable computer terminals and related equipment not at the employee’s University work location
-Retrieve any other University property
-Ensure that the employee leaves all University reference materials (e.g., department files, manuals, computer files)
-Verify that the employee has returned all materials borrowed for work purposes from the University Libraries System or Coordinate Libraries
Financial __________________________________________
-Verify that travel advance/expense report balances equal zero; make sure any outstanding expense reports are submitted for payment
-Verify that any emergency loans have been fully repaid; if not, arrange for the balance to be paid
-Verify that all Petty Cash reimbursements for the employee are completed
Payment of money owed the employee: Any unpaid expenses for company business purposes (turned in on an expense report), unpaid commission and bonuses will be paid in the final pay check.
-Confidentiality and Non-compete Agreements
-Cancel University credit cards, phone credit cards and telephone authorization code (if applicable)
-Cancel financial read and signature authority
-Cancel Petty Cash authority
-End paylines in Oracle Labor Distribution
-Complete Vacation Accrual Funding Form, if necessary.
Computer/Phone ______________________________________
-Cancel accounts (e.g., Eudora)
-Cancel or transfer phone lines
-Disconnect or transfer University paid utilities maintained at the employee’s home (e.g., DSL lines)
-Close personal computer accounts
-Change password on any shared computer account
-Remove access to departmental computers and systems, including Local Area Networks
Other Important Items _________________________________
-If employee has resigned, obtain letter of resignation (or confirm oral resignation in writing)
-Ensure completion of employee’s final timesheet/leave record
-Make final paycheck available on the employee’s last day of work
-Schedule Confidential exit interview: Exiting employees are encouraged to participate in a confidential exit interview with the Human Resources department. (Exit interviews are an important process you can use to gather information regarding the working environment in your organization. When notified that an employee is terminating employment, your HR office will schedule an exit interview. All information gathered is confidential and is reported periodically in summary form.
-Refer the employee to Benefits for any benefits issues
-Provide employee with brochure “When You Leave Fictional University”
-Review of confidentiality or non-compete agreement: Any confidentiality agreement or non-compete agreement that the exiting employee signed when commencing employment should be reviewed to make certain the employee understands what is expected.
-Ensure that employee’s home address and phone number (as listed in Fictional University files) are correct so that W-2’s will be mailed to the appropriate address
-Refer the employee to Transportation Services for a possible prorated refund on a parking permit
-Notify Fictional University’s Unemployment Insurance administrator, FAX 919-999-8844, Tel. 888-999-9242.
-If employee is on H-1 visa status, notify Employee & Labor Relations (5 1087) to insure compliance with special requirements (e.g., notify INS; make necessary arrangements for one way ticket to employee’s country of origin if employee is involuntarily terminated; etc.)
-Terminate employee in Payroll/HR system
-Deactivate University ID and PIN
-Remove employee’s name from distribution and phone lists
-Cancel or transfer University-paid subscriptions and memberships in professional organizations
-Communicate departure of employee to staff
Employee __________________________
Supervisor _________________________
Department ________________________
Date of Separation ___________________
(Fictional University is a non-existent entity created for the purposes of this blog. The form above was adapted from a Stanford University termination checklist, available here: http://hrweb.stanford.edu/elr/forms/TERMINATION%20CHECKLIST11.doc and an employment ending checklist available here http://humanresources.about.com/od/whenemploymentends/a/end_employment.htm. All changes made by Brian Moynihan)
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