Separation and Departmental Transfer of Employment Regulation 631

I.  Purpose

This regulation establishes University expectations for processing separations and transfers of covered individuals. The intent of the regulation is to ensure the retrieval of all University property and appropriately restrict access to University facilities and systems at the time of the separation or transfer of a covered individual. Whenever possible, supervisors/University contacts and covered individuals will work together in a collaborative effort to ensure a smooth transition in the event of a separation or transfer. However, supervisors/departmental contacts bear ultimate responsibility for ensuring compliance with this regulation.

II. Individuals Covered by This Regulation

Any individual currently employed or engaged by UNCSA in any capacity including, but not limited to, the following positions:

• Executives
• Administrators
• Academic Administrators
• Faculty (including Adjunct Faculty)
• Staff
• Technical Service
• Part-time and Temporary Employees not sponsored by a staffing agency (wage payroll)
• Volunteers
• Graduate Assistants
• Graduate and undergraduate student employees
• Post-Doctoral Scholars
• Work study students
• Interns (paid or unpaid)
• Visiting Scholars
• Third-party employees such as consultants, contractors and temporary staffing agency employees who conduct their work on UNCSA premises and are given key or card access to University systems or facilities
• Any individual given key, card, or electronic access to University systems or facilities

III.  Definitions

Separation: For the purposes of this regulation, separation shall include any voluntary or involuntary cessation of the employment or engagement of the covered individual with the University. Examples of separations include, but are not limited to, resignation, retirement, dismissal, expiration of a Fixed-Term contract, completion of a third-party contract for services, discontinuation of services by a student or temporary employee, and layoff.

Transfer: For the purposes of this regulation, transfer shall include transfers from one position to another within an established work unit as well as transfers from a position within one work unit to another work unit within the University.

Departmental Contact: For the purposes of this regulation, Departmental contact shall be any University employee who oversees the employment or engagement of a covered individual. In most instances, this is the departments UAM, Executive Assistant, and/or Business Manager.

Supervisor: For the purposes of this regulation, supervisor shall be any employee charged with supervision of the employment or engagement of any covered individual.

IV.  Responsibilities of Supervisors & University Contacts

As soon as a supervisor/departmental contact becomes aware of a covered individual's impending separation or transfer whether voluntary or involuntary, the supervisor/departmental contact shall notify Human Resources with the projected last day of work. In addition, appropriate notifications are required to be made to Financial Services and Information Technologies.

Prior to the covered individual's last day of employment, engagement or transfer, the supervisor/departmental contact is responsible for ensuring that all time sheets and or attendance records are complete and accurate, purchasing cards are terminated, travel reports are settled, any advances such as payroll advances are collected, that all pertinent materials on the individual's computer have been moved from the individual's local drive to a shared drive, and collecting all University-issued property from the individual. For transfers, appropriate changes to relevant approval paths, direct bill authority, and the default budgets for any purchasing cards must be arranged.

The supervisor/departmental contact shall coordinate with Information Technologies (IT) and Human Resources to ensure that all access to area-specific and University-wide electronic systems and/or databases are appropriately restricted and/or terminated. Examples of such systems include but are not limited to Banner, Canvas, Dropbox, and attendance systems. In addition, the supervisor/departmental contact shall request that the covered individual take reasonable steps to remove any information belonging to the University, which may be housed in third party applications with which the University holds no contract, (e.g. document repositories, etc.). The supervisor/departmental contact shall also request that the covered individual take reasonable steps to surrender access to University information to which they are no longer entitled, (e.g.. listservs, wikis, etc).

The supervisor/departmental contact is also responsible for coordinating with IT’s Networking staff to ensure that all telephone and voice mail access is appropriately restricted and reassigned.

The following checklist must be completed by the supervisor/departmental contact or his/her designee at the time of all separations or transfers and returned to Human Resources for proper retention:

Termination CHECKLIST

TERMINATION PROCEDURE FLOWCHART

V.  Responsibilities of Covered Individuals Separating from University Employment/Engagement

When separating from University employment/engagement, it is the responsibility of the covered individual to meet with his/her supervisor/University contact to provide him/her with all University property issued to him/her over the course of his/her employment/engagement with the University.

Email & Telephone
Prior to the last day of employment/engagement it is the responsibility of the covered individual to coordinate with his/her supervisor/departmental contact to ensure that, if necessary, an appropriate autoresponder has been activated on his/her email account informing inquirers that the individual is no longer reachable at that email address and directing any and all inquiries to the appropriate contact within the work unit. The covered individual is also responsible for clearing all voice mail messages from his/her voice mailbox and coordinating with his/her supervisor/Departmental contact to ensure that all telephone calls are answered and/or forwarded to the appropriate phone line.

Returning University Property
Prior to a covered individual's last day of University employment/engagement, it is his/her responsibility to return to his/her supervisor/departmental contact any and all keys, access cards, ID cards, second factor authentication token, parking passes and all other University property or equipment which has been issued to him/her over the course of his/her employment/engagement.

VI. Responsibilities of Covered Individuals Transferring within the University

When transferring from one position to another within a work unit or from one work unit to another within the University, it is the responsibility of the transferring individual to meet with his/her current supervisor/departmental contact to provide him/her with all University property issued to him/her over the course of his/her employment/engagement with the University and which will no longer be used by the covered individual in his/her new role.

Email & Telephone
If the transferring individual's email and telephone number will be changing as a result of his/her transfer, it is his/her responsibility to coordinate with his/her supervisor/departmental contact to ensure that an appropriate autoresponder has been activated on his/her email account prior to his/her last day of work with his/her current unit. A transferring individual is also responsible for clearing all voice mail messages from his/her voice mailbox and coordinating with his/her supervisor/departmental contact to ensure that all telephone calls are being answered or are forwarded to the appropriate phone line.

Returning University Property
Prior to a transferring individual's last day of work with his/her current unit, it is his/her responsibility to return to the supervisor/departmental contact any and all keys, access cards, ID cards, parking passes and all other University property which has been issued to him/her over the course of his/her employment/engagement, which is specific to that work area and will not be used in the course of his/her employment in the unit to which he/she will be transferring. In most circumstances, a University issued ID and Access Account will not need to be surrendered for an individual who is simply transferring employment within a work unit or within the University.

VII. Other Consideration

Considerations for Students
Students will continue to maintain an Access Account and an email address following separation from University employment/engagement.

Considerations for all non-student separating employees
Before the last day of service, non-student separating employees may visit the One Card office and exchange their Faculty/Staff issued One Card for a Patron card. The Patron card will need to be presented to the supervisor/departmental contact on the last day of service. If no Patron card is obtained, then the Faculty/Staff One Card must be surrendered to the supervisor/departmental Contact.

Considerations for Retirees
An individual who is eligible for retirement may request to have their University email account forwarded to a personal email account. This request must first be approved by the Dean/Department head to ensure steps are taken to properly redirect future business communications to the appropriate individuals(s). Before the last day of service, retirees may visit the One Card office and exchange their Faculty/Staff issued One Card for a Patron card. The Patron card will need to be presented to the supervisor/Departmental contact on the last day of service. If no Patron card is obtained, then the Faculty/Staff One Card must be surrendered to the supervisor/Departmental Contact.

Consideration for Emeritus Retirees
An individual who is eligible for Emeritus status may request to have their University email account forwarded to a personal email account. This request must first be approved by the Dean/Department head to ensure steps are taken to properly redirect future business communications to the appropriate individuals(s). Before the last day of service, retirees may visit the One Card office and exchange their Faculty/Staff issued One Card for a Patron card. The Patron card will need to be presented to the supervisor/departmental contact on the last day of service. If no Patron card is obtained, then the Faculty/Staff One Card must be surrendered to the supervisor/departmental Contact. Refer to Emeritus Status Policy 110