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I. Objective: To ensure smooth transition following an employee’s separation from the institution.
II. Jurisdiction: This Policy applies to all Student Affairs employees, including students.
III. Definitions:
a. “Supervisor” refers to the departing employee’s direct supervisor.
IV. Policy Statement:
a. Employees may be separated from employment voluntarily through resignation, job
abandonment, sabbatical or other extended leave or involuntarily through termination,
layoff or position elimination. When this occurs, both the departing employee and the
departing employee’s supervisor are required to take specific steps to ensure the
employee’s and the University’s rights and responsibilities are respected. A list of each
individual’s rights and responsibilities follows.
i. *In the event an employee’s employment is terminated due to specific action
being taken by the University and/or Department (e.g., reduction in workforce,
lack of work or other economic reason, end of assignment, disciplinary action),
the supervisor must consult with the Labor Relations Unit of the Department of
Human Resources to ensure proper notification is provided to the employee in
accordance with Connecticut State Statutes, the employee’s collective
bargaining agreement and/or employment situation.
ii. In the event of the death of an employee (whether while actively employed or
on leave of absence), when the supervisor becomes aware that an employee
has passed away, he/she should contact the Department of Human Resources
immediately.
b. Deactivating computer accounts and managing employee documents are essential
aspects of the employee separation process to reduce the risks of intentional or
unintentional security breaches and to ensure the retention or appropriate deletion of
University documents managed or maintained by the departing employee.
c. All employees are on notice that the University bears no responsibility for personal
property left by employees in their offices and/or on their computers after their
appointment expires or while they are on suspension or away for other reasons.
Departing employees are solely responsible for making appropriate arrangement for the
protection of their property when they are separated or away from the University. Any
property left behind is considered abandoned. The University reserves the right to
remove and discard abandoned property.
d. Supervisor’s responsibilities:
i. Generally, separation from employment is a function that is managed by the
Department of Human Resources. Upon receipt of written notification of an
employee’s intention to leave, supervisors shall responding in writing to the
employee indicating acceptance of their separation wherein they provide or
attach a copy of this Policy.
ii. Submit completed “Employee Separation Packet” to the Office of the Vice
President of Student Affairs. This Packet includes:
1. A copy of the original resignation letter from the employee and a copy
of your acknowledgement letter.
2. Checklist for Processing Employee Separation; signed and dated by
supervisor.
3. Handling Technology Resources for Employee Separation, signed and
dated by supervisor.
4. Ethics Code Statement, signed and dated by departing employee.
iii. If a departing employee leaves his/her property after final departure date:
1. Make a detailed inventory of everything in the former employee’s
office. Take photographs of this property.
2. A neutral party, unfamiliar with the circumstances giving rise to the
employee’s separation should facilitate and/or conduct the packing and
storage.
3. Store the former employee’s belongings in a secure and safe location
under appropriate conditions (absence of water leakage, heat or
humidity). Document the costs of this storage, which will be billed to
the former employee.
4. Send return-receipt written notice via mail to the former employee
informing them of the status of their belongings. Provide them with a
specific deadline to remove items, informing them that the items will be
discarded after this date.
5. If issues arise, the employee fails to retrieve belongings and/or you
need to extend the deadline, please contact the Director of Risk
Management, Student Affairs.
e. Separating Employee’s responsibilities:
i. If applicable, review your Collective Bargaining Unit Contract’s requirements for
terminating employees.
ii. Cooperate with your supervisor to ensure that the Checklist for Processing
Employee Separation is complete prior to departure (attached).
iii. Review and sign the Ethics Code Provision for those Leaving State Service.
V. Method of Compliance: The Office of the Vice President of Student Affairs will send an annual
reminder and a current release form to the Division of Student Affairs.
VI. Effective Date: June 12, 2009
__________________________________
Name of Employee
__________________________________ ________________________
Individual Responsible for Checklist Completion Date Completed