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Separating Classified Employees

Procedures for the Supervisor:

  1. When a classified employee informs you that he/she intends to leave the University, request a resignation letter with the intended last day of employment to be written and submitted to you a minimum of two weeks prior to the employee's separation. The original resignation letter should be sent to the Office of Human Resources immediately. The supervisor should keep a copy for his/her files.
  2. In order to insure the proper completion of all paperwork and the return of University property, inform the separating employee of the following exit procedures. These should be completed on or before his or her last day of employment:
    1. Clear all accounts with the Office of Business and Finance, Bookstore,University departments, etc.
    2. Return all library materials to the Library and pay any fines.
    3. Return uniforms, pager, radio, telephone calling card, credit cards for travel or purchasing, and any other items or equipment that were issued by the University.
    4. Turn in all University keys to the Locksmith in the Office of Campus Police
    5. Provide a forwarding address (if applicable) to both the Payroll Office,the Office of Human Resources, AA/EEO. W-2 forms will be mailed to the current address.
    6. Attend an exit interview in the Office of Human Resources, AA/EEO,to complete appropriate paperwork and turn in University I.D. card (During the exit interview, information is provided about the continuance or cessation of benefits. In addition, the employee is encouraged to share ideas and suggestions regarding his or her job and/or the University and its programs).
  3. Contact the Recruitment Manager (x1046) when your request to fill the vacancy has been approved. The resignation letter and an updated EWP for the position will be necessary to start the recruitment process.

* If an employee is having conduct or performance issues and you would like to recommend termination, please make sure you have followed the procedures listed under:

Dealing with Employees on Performance Issues

Handling Employee "Conduct" Issues

The Termination Process