Resources for Departing Departments
NC State University recognizes that employee motivation, productivity, and retention are dependent upon people working in jobs that are well suited to their knowledge, skills, and interests. In accordance with this, supervisors should be supportive of direct reports who have the desire to enhance their skills or develop new competencies through the pursuit of different or greater responsibilities within the University.
When an employee transfers to a new role and/or new department within the University, there are several actions and considerations to ensure a smooth transition. Use the resources below to guide you through the departure of an employee internally transferring. These steps can begin as soon as the employee notifies the supervisor of the transfer acceptance. Modifications may be needed based on departmental processes and/or if the employee is staying in the same department with a new job.
Where to Start
As soon as you are aware of an employee’s resignation/acceptance of an internal transfer opportunity within the University, send them a link to the Transfer Employee Guide to begin completing the tasks as needed.
To ensure there is no break in service, DO NOT process a termination action when the employee is transferring to another NC State University department. The “new” employing department will work directly with HR’s Information Management team (HRIM) to process the action. If the employee is staying in the same department, but transferring to a new position, then notify the appropriate departmental or college/division personnel of the Transfer/Promotion with the necessary information to complete the HR System action.
The Asset Tracking form should have initially been completed with the employee at the time of hire to document assets (e.g. keys, computers, microscopes, phones, equipment, vehicles, uniforms) and system access rights assigned to and maintained by the employee. The form should have been updated as needed and filed in the departmental personnel record.
The Asset Tracking form should be reviewed with the employee to discuss when and how assets will be returned or reassigned to other employees.
Here are a few useful links that you may need to utilize as you work through the Asset Tracking form with your employee:
Securities and Applications Technologies – Building and card access management–If access is not revoked with SAT, employee will continue to have access to your space.
Lock Shop/Building Key Representatives – Key management
System Access Removal Procedure – System access and employee data management
System Access Removal Checklist – Printable PDF version
System Access Request (SAR) – Automates the approval process for granting and revoking user access to applications, principally HR, FIN and SIS
If the employee is moving into a position on campus that will require access to the same systems via SAR, no request is needed to revoke access. On the employee’s effective date in the new position, the new department can process an action to transfer administrative access to the employee.
If the employee is moving into a position that does not require the same access to these systems, the current department submits a revoke/termination access request in SAR.
Note: The new department will not be able to submit the request prior to the effective date as the employee will still be reflected under the current department. It is recommended that the current department contact the new department to coordinate actions. IF BOTH DEPARTMENTS ENTER SAR REQUESTS, ONE WILL LIKELY OVERRIDE THE OTHER SO COMMUNICATION BETWEEN THE DEPARTMENTS IS KEY.
PRR Reg #10.05.16 – Equipment Acquisition, Management, Transfer and Loans
Disposition and Transfer Policy and Procedures for NC State Owned or Custodial Property – This document provides basic guidance related to the disposition of property owned, controlled, or administratively managed by NC State University. Used as a companion with PRR Reg #10.05.16 (above) the information can assist the University Community in making decisions about disposition of property. This document supersedes all other previously issued documents related to the use and disposition of University owned or custodial property.
EH&S Laboratory Relocation – Move-Out/Move-In/Start-Up Procedures and Checklists
Arrange a time to meet with your employee to discuss the status of their teaching / projects / committee involvement / etc. and plans for knowledge transfer as needed. In addition to any knowledge transfer that must take place, ensure any university information / data is transferred to an accessible secure shared drive and is not saved on individual drives, hard drives, or Google drives.
Make sure all University resources, software and data are removed from personally owned computers/devices (e.g. laptop, tablet, smartphone). Transfer any files (local/network drives) or system access to designated department personnel or devices.
Review and transfer the employee’s administrative or departmental email lists, groups, generic accounts, items in the web registry, or use of email aliases. Additionally, roles such as Building Liaison or Leave Administrator should be terminated.
Make sure to also transfer any University memberships to another employee (e.g. Compass, CUPA)
When an SHRA employee transfers to another position during the performance cycle, the current supervisor completes an off-cycle review and forwards it, along with all current performance management documents, to the new supervisor. The new supervisor can factor in the employee’s progress during the performance cycle into the final overall rating. If a supervisor transfers to another position during the performance cycle, he/she should complete an off-cycle review for his/her employees to provide to the new supervisor, if at least 60 days have elapsed since the employees’ last evaluation.
Send the departmental personnel file to the new department.
That’s a Wrap
Cancel or transfer to another employee any travel plans and reservations that may be scheduled for the transfer employee. This includes conference registration, airline tickets, hotel, car rentals (even through Motor Pool), etc.
Finalize any travel reimbursements and expense reports prior to the transfer employee’s last day.
Cancel or transfer to another employee any pending training classes scheduled for the transfer employee.
If the employee is engaged in research activities then contact Research Administration to review research agreements, patents, intellectual property agreements, and access authority for any research related systems and/or locations.
Supervisors will NOT have access to the employee’s Wolftime activity after their last day in the department. Therefore, supervisors must plan accordingly for approving outstanding time and leave as well as any time worked on the employee’s last day in the department.
Supervisors will have to work with the new department’s leave coordinator to correct/approve any outstanding activity once the employee starts in the new department.
No action is needed for the new department to gain access to the employee in Wolftime. The HR System action will feed the information and the new department will have access to the employee on the effective date of the transfer/promotion.
Process Comp Time payouts as needed.
This is a good time to review and account for any non-salary compensation adjustments.
Create appropriate reply and forwarding messages for email and voice mail.
Update the department organizational chart, web-site, directory, and staff listing.
Notify the department of their colleague’s departure.