Offboarding
Offboarding describes the separation process when an employee leaves the university whether through resignation, retirement, or termination. The employee, supervisor, and department HR representative all play key roles in the process. Guides are provided that include action items to be completed prior to the employee’s last day of work. Utilizing these tools AS SOON AS NOTICE IS GIVEN will ease the transition for both the employee and the department.
rESOURCES
Faculty Offboarding Resources
Immediately upon notice of separation, the college’s Faculty Offboarding Point of Contact should be notified and the separating Faculty, Department Head, and College Research Officer(CRO) should follow the college’s defined offboarding process to work together on the completion of the items in the Department Offboarding Guide.
At a minimum, the following tools (or equivalent department processes/tools) should be used and documentation of these completed actions should be maintained in the personnel file.
- Asset and System Tracking Form
- Knowledge Transfer Plan
- Research Disposition Plan (if involved in research)
Separating Faculty should follow the Separating Employee Guide to ensure a smooth transition.
Frequently Asked Questions
What employee groups are covered?
Benefits eligible SHRA, EHRA (Faculty and Non Faculty), and postdoc employees who are separating from the university.
When should the tools be used?
The tools are available online and open for anyone to use. The best time to begin using them is AS SOON AS THE EMPLOYEE GIVES NOTICE. The action items in the guides are not dependent upon the HR System separation action and there is no need to wait until the action is entered to start working on these items.
What roles do the HR representatives and supervisors have when an employee gives notice?
- Encourage the use of the guides for both the employee and the supervisor AS SOON AS notice of separation is given. Do not wait until the separation action is entered into the HR System to start the action items.
- Work with the separating employee on action items to ensure they are completed prior to the employee’s last day of work.
- Collect all necessary assets, keys, equipment, etc. and ensure all system access is revoked timely. Tools are available on Department Offboarding Guide to help.
What are some of the highlighted items in the guide?
- Asset Tracking Form: Used to track the collection of items such as keys, computers, microscopes, equipment, phones, uniforms, etc.
- Systems Access Removal Checklist: Notify appropriate IT staff to review the individual’s current access to systems such as Moodle, Google, PeopleSoft HR, Financials, RADAR, ADVANCE, etc)
- Knowledge Transfer Plan: To track status of teaching/projects/committee involvement, etc and plans to transfer that knowledge as needed.
- Benefits Continuation: To ensure coverage as needed.
- Exit Surveys
- Foreign National information
- Research/Sponsored Programs: Resources on action steps needed to transition research portfolios or decommission labs.
How/When will the Onboarding Center reach out?
For separation actions entered on or after April 9, 2018, the Onboarding Center emails the employee (to their ncsu.edu account) with direction to utilize the Separating Employee Guide and to contact us if they’d like to set up an appointment with an offboarding specialist.
Another email goes to the supervisor and the PeopleSoft initiator with direction to utilize the Department Offboarding Guide.
These emails will be sent the day AFTER the unit enters the termination action into the HR System. Ideally, both the employee and the department will have already begun working through the guides before they receive this outreach and these emails will serve as a backup reminder of the tools.
What will happen with separation actions that are entered retroactively?
The Onboarding Center will NOT reach out to the employee if their separation date has already passed when the separation action is entered. We will, however, reach out to the supervisor and initiator with reminders to review the guide to see if there is anything that may need to be taken care of.
Are employees required to meet with an offboarding specialist?
Separating employees are not required to meet with an offboarding specialist. An offer to meet with a specialist will be included in the email from our office.
What is done during an offboarding appointment?
Employees will be able to have a Specialist walk them through the process of “returning” their parking permit and turn in their ID card during the appointment. They will be given the opportunity to complete the exit survey and update their personal information in the MyPack Portal to include updating their address and phone number.
How long will an offboarding appointment take?
Updating personal information and turning in parking permit and ID will take about 10 minutes. If the employee chooses to complete the exit survey during the appointment, it will take an additional 10-15 minutes.
Do separating employees have to wait until their last day to meet with an offboarding specialist?
Employees do not have to wait until their last day to meet with an offboarding specialist.
What happens with involuntary separations and/or RIFS?
The guides are available for employees separating involuntarily. The Onboarding Center will NOT reach out to these employees. The department should work with Employee Relations on the timing and content of the communication to the employee and supervisor.