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Supervisor Staff Offboarding Steps

For supervisors at the University of California (UC) navigating an employee's departure, the offboarding process involves several key steps. These steps will help guide you through the process to ensure there is a smooth transition for the employee, your team, department and university. In addition to the off boarding steps provided, it's important to remember that an employee's departure for whatever reason may cause uncertainty and anxiety within your team and department. take carel to manage this process to so as to alleviate any stress may cause the team and department.

 

Steps to Take
For Staff

  • Layoff or involuntary resignation

    If the employee separation is due to a layoff or involuntary resignation, contact Employee and Labor Relations for further guidance.

  • Collect letter of resignation

    Receive a written letter of resignation from your employee.

  • Notification and communication plan
    • Immediately notify relevant HR and management of the employee's departure.
    • Communicate the departure to the team, minimizing rumors and ensuring a smooth transition.
    • Send an offboarding notification to the employee, outlining the process and next steps.
    • Update organizational charts, directories, and contact lists.
  • Knowledge transfer
    • Schedule time for the departing employee to share information and where possible, train their replacement.
      • Acknowledge and thank employee for their service
    • Facilitate knowledge transfer to the successor or other team members.
    • Document key processes, procedures, and institutional knowledge.
    • Move files locally maintained to shared drive or other secured storage and assign permissions.
    Additional Steps
    • Ensure that the employee sets an out-of-office reply on phone and email with redirection instructions.
    • If the employee is assigned access or approver/review roles within financial or other systems, work with them to identify proxy, contact system owner to update and remove access.
  • Return of university property

    Collect all University property from employee, including:

    • Keys
    • Electronic key cards
    • Phones
    • Laptops
    • Monitors
    • Keyboards
    • Mouse
    Additional Steps
    • Any University property, including documents and records that an employee has been allowed to take home should be returned prior to their last day of employment.
    • If an employe has a University Corporate Card that should be returned they are required to return it to the appropriate supervisor or department.
    • Initiate the process to deactivate or transfer accounts in systems like UCPath, EIS, and other relevant platforms.
    • Ensure all physical and electronic access is revoked.
    • Forward emails and shared drive access if needed.
  • Exit Interview and Evaluation
    • Schedule an offboarding meeting to discuss employee’s experience, reflection on the position, and thank them for their service to the department.
    • Use the exit interview to gather feedback on the employee's experience and identify areas for improvement.
    • Evaluate the overall offboarding process and identify areas for optimization.
  • initiate Offboarding
    • Process the employee's final paycheck and address any outstanding reimbursements.
      • Review and approve any pending time sheets for the separating employee.
      • Review when and how they will receive final pay
    • Ensure all necessary documentation, including the resignation letter and separation forms, are completed and submitted to HR.
    • Review and update the employee's personal information in UCPath for final pay and W-2 purposes.
  • Cobra insurance

    Before the separating employees leave, their supervisor should:

    • Advise employees of COBRA rights.
    • Most employees are qualified to continue their current UC-sponsored health plans (medical, dental, vision) for up to 18 months by making a timely COBRA election.
    • Under Federal law, the COBRA election period is sixty (60) days from the date of separation.
      • The COBRA administrator, CONEXIS, will automatically send a COBRA packet once a separation 'end' date has been entered in PPS.
    • Vested employees should be referred to Human Resources for retirement options, if appropriate.

    UC-paid coverage ends on the last day of the month for which premiums are deducted, e.g. separation 8/15/12, coverage ends 8/31/12.

 

Steps to Take
For Student Worker

  • Collect Resignation Letter
    Receive a written letter of resignation from your employee.
  • Notification and Communication Plan
    • Immediately notify relevant HR and management of the employee's departure.
    • Communicate the departure to the team, minimizing rumors and ensuring a smooth transition.
    • Send an offboarding notification to the student employee, outlining the process and next steps.
  • Knowledge transfer
    • Schedule time for the departing student employee to share information and confirm completion of projects
    • Acknowledge and thank student employee for their support..
    Additional Steps
    • Ensure that the employee sets an out-of-office reply on phone and email with redirection instructions.
    • If the employee is assigned access or approver/review roles within financial or other systems, identify proxy, contact system owner to update and remove access.
  • Return of university property

    Collect all University property from student employee, including:

    • Keys
    • Electronic key cards
    • Phones
    • Laptops
    • Monitors
    • Keyboards
    • Mouse
    Additional Steps
    • Any University property, including documents and records that an employee has been allowed to take home should be returned prior to their last day of employment.
    • Initiate the process to deactivate or transfer accounts in systems like UCPath, EIS, and other relevant platforms.
    • Ensure all physical and electronic access is revoked.
    • Forward emails and shared drive access if needed.
  • Initiate offboarding
    • Process the employee's final paycheck and address any outstanding reimbursements.
      • Review and approve any pending time sheets for the separating employee.
      • Review when and how they will receive final pay