Research Request:Process for Employee Exiting

PROGRAMS AND PROJECTS | May 8, 2019

As part of your membership benefits, the Alliance staff provide research services for local government member submitted requests. Topics can range from pressing issues to emerging trends. This benefit is made possible through our partnership with Arizona State University Marvins Andrews Fellowship

Request Prompt:

“We are currently creating a process and procedure for employee exiting, including retirement, resignation, position changes. We would like any articles regarding offboarding procedures, such as checklists, exit interviews, document management for personal and company retention and destruction, and security measures. Thank you for your time!” 

Summary of Findings: 

Toolkits, Resources, and Possible Funding Pathways: 

Offboarding Best Practices: 

https://blog.careerminds.com/offboarding-best-practices 

Exit interviews and termination of employment surveys are extremely useful in the overall employee offboarding process to gain valuable insight, such as: 

  • Identifying problem areas 

  • Increasing employee retention rates 

  • Establishing reasons for termination of employment 

  • Improving work culture 

  • Identifying development opportunities 

  • Ensuring compliance 

  • Managing turnover costs 

Records Detention and Destruction: 

https://www.eeoc.gov/employers/recordkeeping.cfm 

Recordkeeping Requirements 

EEOC Regulations require that employers keep all personnel or employment records for one year. If an employee is involuntarily terminated, his/her personnel records must be retained for one year from the date of termination. 

Under ADEA recordkeeping requirements, employers must also keep all payroll records for three years. Additionally, employers must keep on file any employee benefit plan (such as pension and insurance plans) and any written seniority or merit system for the full period the plan or system is in effect and for at least one year after its termination. 

GSA Checklist: 

SUBJECT:  Pre-Exit Clearance Procedures for Employees Voluntarily Separating from or Reassigned within GSA 

1.  Purpose.  This Instructional Letter (IL) issues and transmits the process for Federal employees who are voluntarily separating or transferring from service with GSA to ensure accountability of personal property, proper access to computer systems and adjudication of any financial obligations to minimize the risk to the Agency.  This IL designates responsibilities and prescribes the processes for the return of personal property and termination of access to GSA computer systems, buildings, and other accesses granted an employee during the course of his or her employment.   

https://www.gsa.gov/forms-library/pre-exit-clearance-checklist 

https://www.gsa.gov/directives-library/preexit-clearance-procedures-for-employees-voluntarily-separating-from-or-reassigned-within-gsa-il1801-hrm 

 

University of Santa Cruz Employee Exit Procedure: 

https://shr.ucsc.edu/policy/off-boarding.html 

“new off-boarding procedure designed to provide clear instructions to ensure accountability for resolution of outstanding items upon the separation staff employees. The off-boarding procedure includes the steps to complete prior to the separation an employee.” 

Off-Boarding Procedures: 

https://shr.ucsc.edu/procedures/sep-off-boarding/index.html 

  • Security of property and information 

  • Completion of required exit tasks 

  • Business continuity upon the employee’s departure 

  • Transition with staff and clients 

  • Collection of information and insights about the UCSC employment experience 

Exit Interviews: 

https://shr.ucsc.edu/employee_programs/exit_interview/index.html  

The purpose of conducting exit interviews of individuals voluntarily separating from positions at UC Santa Cruz is to obtain feedback about the UC Santa Cruz work environment and the factors that may have led to an employee’s decision to leave their employment. 

Exit interviews should be conducted for all career and partial year career employees who voluntarily leave their positions through retirement or resignation. The Employee Relations (ER) Analyst will email a link to the online exit interview survey. An in-person interview can be conducted at the request of the individual or the manager to the ER Analyst. 

This feedback is intended to support the campus in making decision that will enable our recruitment, hiring, and retention of the best qualified and most diverse workforce possible. 

 

Software Advice: Employee Offboarding Checklist: A Guide to Graceful Exits 

https://www.softwareadvice.com/resources/employee-offboarding-checklist/ 

Steps to a Smooth Transition 

  1. Communicate Change Quickly 

  1. Prepare the Paperwork 

  1. Initiate the Knowledge Transfer 

  1. Do the Exit Interview 

  1. Recover Company Assets 

  1. Have Some Fun! 

  1. Leave the Door Open for a Return 

  1. Tie Up Loose Ends 

 

Centre for Information, Counselling and Training for Profession 

relating to International Cooperation 

https://www.chsalliance.org/files/files/20180219_Studie_Fachtagung_web.pdf 

Example: 

3. Offboarding  

3.1 Operational definition Offboarding refers to the process of exiting or ending a contract between an employee and the organization. It involves a number of aspects similar to onboarding. Offboarding can also be discussed using the Four Cs:  

▪ Compliance: the technical and procedural issues relevant for ending the employment relationship, including payments, handover of assets, data access, etc. 

 ▪ Clarification of roles and expectations following the end of the employment. How are resources and ongoing projects and activities handed over to the organization, and what expectations are there from the organization about availability for questions or for use of information after the contract comes to an end? 

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