Supervisor Offboarding Guide

Supervisors should also review the Employee Offboarding Checklist to understand the offboarding steps required of the departing employee.

Separation Form

Submit a separation form to Executive Office Human Resources (EOHR).

Student employees: Submit a student employee separation form.
Professional and classified employees: As soon as you receive notice, submit a voluntary separation form, including the employee’s resignation letter.

Approve employee time off and time worked.

Approve all vacation and time off requests before the employee’s departure. FOR PROFESSIONAL STAFF ONLY: Subject to unit leadership approval, it is the guidance of the Executive Office that professional staff members may take up to two weeks (80 hours; or appropriate hours for FTE) of vacation time off between their final day in-office and their final date of employment. This practice allows for prompt recruitment of the departing employee’s position, minimal disruption to while maintaining business continuity, and support of the remaining team members on staff in the affected department, all while minimizing budgetary impact.
Approve the employee’s final timesheet for hours worked before the end of the employee’s last day.

Manage equipment and access to digital content and physical premises.

Ensure all equipment and keys are returned.
Ensure appropriate access is granted to other staff as back-up and/or as needed for systems and documents.
Remove access to buildings. If the departing employee has access to Schmitz Hall or Gerberding Hall, fill out the Executive Office Building Coordination Offboarding Keycard Access and Keys request form.
Remove access to online systems including iDrive, SharePoint, and any other system relevant to their specific role, such as Workbench.
Transfer necessary system passwords and update security roles.

Verify the departing employee has completed the Records Management Offboarding Checklist (docx) to ensure proper storage and handover of documents, including: