Separating Employee Guide
Working with your Manager and/or a designated contact in your department, follow the steps outlined below to ensure your exit runs smoothly. Not all steps will apply to all employees; complete only if applicable.
If you have any feedback about our current Offboarding process, please let us know.
Preparing for Your Resignation/Retirement
EHRA employees are expected to provide their immediate supervisor with one month of advance written notice of resignation. EHRA employees on contract are encouraged to work towards a mutually agreed upon termination date if the individual intends to voluntarily separate prior to the completion date of their contract.
Important Note – If you are an academic with a defined end date (e.g. Contingent, Contract, Limited Term, or Sessional) and your appointment is ending on the pre-determined date, you do not need to submit a letter.
SHRA Employees are required to provide their immediate supervisor with written notice of resignation at least two (2) weeks or ten (10) workdays prior to the last intended workday.
SAMPLE RESIGNATION LETTER
Dear [Manager’s Name],
I am writing to inform you that I am resigning from [insert current position] and my last day of work will be [enter agreed upon last day of work].
I have greatly enjoyed being part of this team and I would like to thank you the opportunity to work for [insert department/group name]. I have learned a lot about [insert skills, topics, etc. you have learned] and I know these skills will serve me well as I move forward with my career.
Please use this letter as my official notice of resignation. Let me know how I can be of assistance during this transition process. It has been a genuine pleasure to work for [insert department name] and I wish you all continued success in the future.
[insert your name]
[insert your title]
Retiring EHRA and SHRA employees who submit application for retirement will also sign the following statement:
“I understand that by completing an application for retirement and associated paperwork that I am submitting my intent to retire from North Carolina State University.”
This notice will be shared with your department at the time you complete the application or no later than 30 days prior to the effective date of your retirement. Upon receiving such notice, your department will confirm your intent to retire and make arrangements with you concerning submission of your resignation. Once your resignation is accepted, please be aware that your position may no longer be available even if you subsequently decide not to retire.
If your employment-based immigration status was sponsored by NC State, please contact International Employment at firstname.lastname@example.org to inform this unit about your last day of employment. If your sponsoring unit has ended your employment earlier than the end date on your status approval notice (or I-94 card), then it might be required to offer you the reasonable costs of return transportation abroad if you are in H-1B or O-1 status. Please contact the International Employment Manager for more information.
Complete and submit the Departure Form to the Office of International Services (available for download on OIS’s Forms for Scholars page). Please also contact OIS to ensure any immigration procedures related to the end of your employment are completed (including notifying OIS if your appointment ends prior to your DS-2019 end date)
Office of International Services
320 Daniels Hall, 111 Lampe Drive
Campus Box 7222
Raleigh, NC 27695-7222
If you have any questions regarding the Offboarding process or would like to schedule a time to meet with an Offboarding Specialist on your last day, contact our office at either email@example.com or 919-513-1278.
We are happy to assist with the separation process and answer any individual questions that you may have. Your department/unit may also reach out to discuss unit specific information.
Connect With Your Manager/Department Head
Work with your supervisor or department representative to return assets and terminate system/data access. The following tools will help with these steps.
**ASSET TRACKING FORM
This form should have initially been completed at the time of hire to document the assets (keys, access cards, computers, credit cards, microscopes, equipment, phones, vehicles, uniforms) and system access rights that were assigned and maintained in the employee file. At the time of separation, the form should be used to document the return of those assets and inactivation of system access (even if not used to initially assign assets).
NOTE: Security Liaisons for the department must contact Security Applications & Technologies at firstname.lastname@example.org to have key card door access removed for buildings, offices, labs, etc.
Property Disposition and Transfer Policy and Procedures
Disposal of University Property.
**SYSTEMS ACCESS REMOVAL CHECKLIST
Notify appropriate IT staff to review the individual’s current access to systems (e.g. Moodle, Google, PeopleSoft HR, Financials, SIS, RADAR, ADVANCE, etc) and submit a revoke/termination access request through appropriate channels.
Systems Access Request (SAR) for HR, FIN, and SIS requests
Complete the Knowledge Transfer Plan
Arrange a time to meet with your manager to discuss the status of your 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 your individual drive, hard drive, or Google drive.
Ensure all outstanding expenses & reimbursements have been submitted and approved before your last day.
• P-Card–The Cardholder or reconciler can initiate a change request to Inactivate the card through the NCSU Card Center. The card must be shredded or cut into pieces. DO NOT return the card to the PCard Administrator. Standard Operating Procedures
• Cancel all future travel
• Cancel all future trainings
For Project Budget Owners, Principal Investigators, & Key Research Personnel
For employees engaged in research.
The separating employee should meet with the faculty and/or graduate/post Doc student(s) to discuss the next steps. Once discussed and Department Head and/or Associate Dean of Research agree with the plan, they should meet with the College Research Officer (CRO) for assistance with transitioning the research portfolio.
The Campus Research Officer will assist in developing a disposition plan to include the following:
* Grants, contracts and cooperative agreements for which you serve as PI: For each, will the project transfer to a new institution, remain at NC State under the direction of a different PI, or be relinquished? Verify technical reporting obligations are current. PI Transfer (if applicable)
* Grants, contracts and cooperative agreements for which you do not serve as PI: For each, will you continue to work on the project through a subaward, consulting agreement, or other arrangement? Changes in key personnel effort commitment, including change in employing institution, usually require sponsor prior approval.
* Other agreements such as data use agreements and membership agreements for which you are responsible.
* Project personnel: Will support staff and trainees be supervised by someone else, transfer employment, or be given notice of a position ending date?
* Data security and technology control plans in which you are named
* Laboratory safety/biohazard plans in which you are named: Disposition of waste, decontamination needs, identification of responsible individuals if operations continue.
* Capital assets, materials and supplies: Transfer of items associated with active project transfers, update CAMS.
* Records and data: Disposition of databases, lab notebooks, etc. Arrange for copies if you will continue to work on the project.
* Intellectual property: Ensure invention disclosures are current and notify the Office of Technology Commercialization and New Ventures of departure.
* Special licenses or security clearances
* Documentation retention-Where will items be stored, who pays for it (Department, departing faculty member, etc)
* Who owns the samples/materials, what leaves and what stays, who pays for storage/destruction, retention policy?
Laboratory Relocation-Move-out/Move-in/Start up procedures and checklists
Property Disposition and Transfer Policy and Procedures–Provides guidance on the disposal/transfer/loans of ALL NC State University property-regardless of value. Note: Of particular value is the decision tree at the end of the document providing a snap shot view of how to handle the disposal/transfer/loan of property.
More guidance can be found in the PRR for Disposal of University Property.
Before Leaving the University
These items may be taken care of when meeting with an offboarding specialist.
The University wants to better understand what faculty and staff value most in their workplace and why they leave. It is highly encouraged, but not mandatory, for all separating employees to complete an Exit Survey. The information furnished is confidential and will only be used in summary form as a means to identify patterns or trends in the work environment at the University.
Faculty Exit Survey
If you would like have an in-person exit interview, please call 919-513-3245 or email Sheri Schwab at email@example.com.
Postdoc Exit Survey
In addition to the exit survey, the Office of Postdoctoral Affairs would like to gather some information regarding your next career opportunity to better understand the career trajectory of our postdocs. Please complete this short survey, or complete the paper version and return to Nicole Ditillo at firstname.lastname@example.org or Campus Box 7503.
Separating employees using payroll deduction must return their virtual parking permit to Transportation prior to the end of the month to end payroll deduction, otherwise parking charges will continue to accrue. You can visit Transportation’s Contact Us page and under the “Have a Question or Comment” section choose “Returning Virtual Permits: Chris Dobek”. Fill out the information and include the day you would like for your virtual permit to be returned. We can also assist you with this during the Offboarding appointment.
• An offboarding specialist can assist with the return of the virtual permit during an offboarding appointment if needed.
• If an employee returns the parking permit during Payroll lockout the employee will get charged the full monthly amount for the permit and then a prorated refund will be issued.
• If the employee paid in full up front for the parking permit, they will need to go to the Transportation office on their last day and then will be issued a prorated refund.
• If an employee is part of a Carpool they must visit the Transportation Office in person to ensure remaining Carpool members have the appropriate permits.
• All scratch off permits for Vanpool members as well as remaining daily parking permits for commuters will be deactivated upon termination.
Go Passes will be deactivated upon termination. If the Go Pass was paid in full, a prorated refund can be processed by contacting Transportation. If paying through monthly payroll deduction, the deductions will stop when deactivated. Go Passes can be turned into the Transportation Office or turned in during your offboarding appointment.
Administrative Services Building I
Campus Box 7221
2721 Sullivan Drive
Raleigh, NC 27695-7221
Reference: POL 07.60.01 section 3.2.3
Verify Direct Deposit
Ensure your Direct Deposit Information in the MyPack Portal will be valid for a minimum of 60 days after you leave the university. Expense reimbursements or leave payouts may not be processed until after your last day of work. To ensure you receive these payments in a timely manner, it is recommended that you keep your bank accounts open until you have received all final monies owed by the University.
Ensure your mailing address is up-to-date. Accurate contact information will ensure that final university documentation and benefits continuation information are directed to your correct address after departure. To verify and update your personal information, including home address and phone number, log into the MyPack Portal and update the information in Employee Self Service.
Change any customized information (e.g. working title) in the Campus Directory back to the default information. This will eliminate confusion and mis-information if you return to the University in a different role. This is especially important for retirees to complete.
Employee Self Service
You will continue to have access to Employee Self Service until May of the year following your termination in order to collect your electronic W-2.**
**IMPORTANT NOTE: You will need DUO 2-Factor Authentication active to access any accounts using your Unity ID and Password. Maintain the DUO functionality as long as you need to reference any NC State University Systems.
You will continue to have access to your Google account for approximately 21 days from your termination date. (If you are a current/former student, contact email@example.com for guidance regarding the continued status of your account.)**
**IMPORTANT NOTE: You will need Google 2-Step Authentication active to access your NC State University email account at any point after separating from the University.
Emeritus Status Any tenured full-time faculty member, Special Faculty, SAAO Tier I or II who has served for ten or more years State University is eligible to apply for emeritus status. Status is granted to retiring full-time faculty and administrators in recognition of dedicated service.For additional information regarding obtaining Emeritus Status, please call review policy: https://policies.ncsu.edu/policy/pol-05-20-02/