Human Resources

When offboarding a student worker from their assignment, it is necessary to follow procedures and best practices for offboarding employees which aim to ensure a smooth transition, maintain security, and fulfill legal requirements.

• 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