UBM Separation Checklist
by
pagabb01
—
last modified
May 31, 2011 08:09 AM
This is a checklist for UBMs to insure they have completed all separation procedure for terminated employees. This checklist is made available as a tool to help with the separation precess. The use of this tool is elective. The items listed below are available to print in Excel (.xls) format on the HR Forms page.
UBM Separation Checklist (xls) Printable UBM Checklist (pdf)
| Task | |
Method |
| Letter of resignation received or date informed of resignation. | Contact AA/ER at 852-6536 or emrelate@louisville.edu to request Receipt of Resignation letter. | |
| Employee adandons position. No call, no show for period of X days. | If employee abandoned position, wait three days and send abandonment letter. Contact AA/ER at 852-6536 or emrelate@louisville.edu to request Abandonment of Position letter. | |
| Letter acknowledging receipt of resignation given to employee | Contact AA/ER at 852-6536 or emrelate@louisville.edu to request Receipt of Resignation letter. | |
| Send Termination/Retirement Notice to HR in advance of termination (to avoid overpayment). Advise employee that they have the option of having a lump sum payment or regular payment for vacation time. Regular pay will extend benefits until all vacation pay is used. | Termination/Retirement Notice Terms are lump sum and we do not continue benefits. | |
| Voice mail message changed | Contact IT Communication Services if security code is unavailable. | |
| Email away message | If they are no longer employed, their e-mail will return as unknown. | |
| Cancel long distance code (ELD) | Contact IT via webform | |
| Obtain employee's forwarding physical address as well as email address. | In case of abandonment, use last known address. Advise employee to check their address information via self service, that should be active as part of Ulink access to view paycheck stubs. | |
| Cell phone, pager, blackberry received from employee | Term - collect at preterm meeting or last day worked. | |
| Computer equipment received from employee | Term - collect at preterm meeting or last day worked. | |
| Retreive Procard from employee, then destroy and cancel card. A Certificate of Destruction must be sent to the ProCard Office. | Term - collect at preterm meeting or last day worked. | |
| Exit interview conducted | Conducted upon request. | |
| Remove name from all Distribution lists. (Dept list, university UBM list, etc) | This will be difficult to do, as so many lists are maintained. Eventually, these will resolve themsleves as e-mails are returned as undeliverable. | |
| Collect Campus Card and return to Campus Card Office | Term - collect at preterm meeting. Contact the Campus Card Office to verify their procedures. | |
| Collect Parking Pass and return to University Parking Office. | Remind employee to turn in parking pass for refund or 0 balance at preterm meeting held in AA/ER. Verify with Parking how to handle parking tags. Contact parking at 852-PARK . | |
| Collect any access cards, and keys to building, file cabinets, vehicles, ext… | Term - collect at preterm meeting or last day of employment if resignation. | |
| Involuntary Termination | Have two people Inventory and box the employees personal effects. Place one copy of the inventory sheet in the box and one in the employees department personnel file. Seal the box. Contact the employee to make arrangements for the employee to pick up their effects. (Box can be sent by carrier to the employee's address.) | |
| IT Related | ||
| Notify IT Security Management that person has terminated or transferred. | Contact IT Security | |
| Notify HR Security to remove HR security access. (Peopleosft and University Reports) | Contact IT Security | |
| Notify Financial Security to remove Financial security access. (Peoplesoft and University Reports) | Contact IT Security | |
| Notify Student Security to remove Student security access. (Peopleosoft and University Reports) | Contact IT Security | |
| Review email - forward retained email to proper person | Check with IT on process to get production e-mail forwarded to the correct person or else an out of office note to direct e-mails for a couple months. | |
| Review files in the employee's home directory & move any needed files | Check C: also. | |
| Verify unit still has access to employee's PC with admin. Acct & password | Should be avoidable with proper tier one procedures | |
| Verify password to the employee's telephone functions correctly. | ||
| If employee is responsible for unit website, reassign and cancel the employee's access | Contact IT Helpdesk or by phone 852-7997 | |
| If employee is owner of a groupwise distribution list or resource (conf. rm), reassign and cancel employee's access | Contact IT Helpdesk or by phone 852-7997 | |
| If employee is owner of documents in DocuShare, reassign and notify IT to cancel employee's account | Contact IT Security | |
| If employee runs reports in EPM or University Reports, reassign and notify IT to cancel employee's account | Contact IT Security | |
| If employee has sponsored anyone's account, reassign sponsorship and notify IT to cancel | Contact IT Security | |
| If employee is a tier one support, reassign | ||
| If employee is responsible for a service account, re-assign and cancel employee's access | Contact IT Helpdesk or by phone 852-7997 | |
| If employee is owner of a list serve, re-assign and cancel employee's access | Contact IT Helpdesk or by phone 852-7997 | |
| Cancel access to any special access, such as "I" drive, "H" drive, etc. | ||
| Re-assign any special functions the employee performed and cancel the employee's access | Handled on a case-by-case basis. Need to insure these items are documented. | |
| Financial Related | ||
| Confirm accuracy of final check/deposit notification; mail to employee | Contact Payroll or by phone 852-2978 | |
| Final paycheck reduction authorization signed. | http://louisville.edu/vpf/controller/policiesprocedures/pettycash.pdf | |
| Check for personal charges on credit cards, personal calls, etc | http://louisville.edu/vpf/controller/policiesprocedures/pettycash.pdf | |
| Obtain petty cash fund & reassign. Audit the petty cash fund | http://louisville.edu/vpf/controller/policiesprocedures/pettycash.pdf | |
| Terminate "direct bill" travel authorization & corporate travel card | http://louisville.edu/vpf/controller/policiesprocedures/pettycash.pdf | |
| Other | ||
| Encourage the return of library books. | Reminder to the employee | |
| Ask employee to return any university records (paper, electronic, email) | Reminder to the employee | |
| Ensure access to protected health information as defined by HIPAA is terminated. | Building access - Contact Dept of Public Safety or by phone 852-4334 or System security - Contact IT Security |
|
| Change safe combinations if applicable | Check list item; combinations are department owned | |
| Change codes on door entry systems; deactivate building/area access; notify DPS to deactivate security/proximity card. | Contact Dept of Public Safety or by phone 852-4334 | |
| Change building directories & phone number listings. | If terminated, verify groupwise is inactivated. If on departmental web site, web person for the department must work internally to remove. | |
| Change names on subscriptions, institutional memberships, etc. | Check list item; ad hoc duty; hopefully documented | |
| Foreign National employees should contact the Office of International Affairs to determine if there are other requirements. | Ad hoc Item. Place on checklist for employee to do, not department. | |
| Safety | ||
| Contact DEHS for employees who were in ongoing health monitoring programs, e.g., asbestos | Individuals in the radiation dosimetry program – notify the Radiation Safety Office of termination. | |
| Notify DEHS of termination of all employees who were participating in required training safety programs, so that participation lists will be current. | Reassign any individual responsibilities in departmental/unit written safety plans (if applicable): | |
| Building Emergency Action Plan | ||
| Chemical Hygiene Plan | ||
| Hazard Communication Plan | ||
| Hearing Conservation Plan | ||
| Respiratory Protection Plan | ||
| Determine presence of any lab or hazardous chemicals, gas cylinders, biological materials, biohazardous materials, radiological materials, controlled substances and/or hazardous wastes in the applicable work areas. Review disposition of them with employee. | Authorized Users of Radioactive Materials - notify the Radiation Safety Office prior to termination. | |
| In accordance with DEHS equipment release procedures, ensure that all equipment is cleaned and decontaminated. | If vacating laboratory space ensure proper disposition of hazardous materials and equipment via the DEHS Lab Close-Out Procedure. | |
| Review whether unit disaster response plan needs to be adjusted. | Reassign any individual responsibilities in departmental/unit written safety plans (if applicable): | |
| Principal Investigators - terminate Institutional Biosafety Committee Approvals (if applicable). | ||
| Research | ||
| Determine continuation arrangements for existing research projects/grants. | UBM must work with PI. If grants are going to remain at UofL they will require a change in PI and institutional docs such as PCF/MIRA. Communication of transfer or remaining status must be communicated to Grants Management (OGM)/Industry Contracts (OIC). |
|
| Arrange transition of laboratory notebooks for ongoing UofL research. | PI must coordinate with lab staff. | |
| Complete a "Material Transfer Agreement" for any materials being removed from UofL. | PI must contact the Office of Technology Transfer (OTT). | |
| Determine presence of undisclosed inventions or other intellectual property. | PI must contact OGM or OIC who will coordinate with OTT. | |
| Determine presence of file, negatives or other original data from research settings that may be property of the university. | UBM/PI must contact University Security Office who should coordinate with OTT. (Office of Technology Transfer) | |
| Identify any transition issues related to human subjects. | UBM/PI should contact Human Subjects Protection Office (HSPO). | |
| Teaching | ||
| Make transition arrangements for capturing student grades for the semester. | Handled internally within individually within department; Associate Dean for Faculty Affairs would get involved (A&S model). |
