SUBJECT: EXIT MEETING AND TERMINATION CLEARANCE

APPLICABILITY: REGULAR FACULTY AND STAFF

1. Purpose :

To provide a systematic method to identify the causes of employee turnover ; to provide employee with the necessary documents to verify for both employee and the University that all University property has been returned and all financial matters such as indebtedness to the University have been settled; and to insure that the employee is made aware of privileges in connection with insurance benefits conversion and retirement plan fund options.

2. Policy :

It is the policy of University of North Texas to conduct exit meetings and final termination clearance procedures with all regular faculty and staff members prior to their leaving University employment due to retirement, resignation, dismissal (discharge), layoff or other types of termination. Final clearance status of the individual will not be processed until the faculty or staff member complies with the provisions and procedures of this policy.

3. Faculty or Staff Member's Responsibility :

Prior to leaving the University, it is the faculty or staff member's responsibility to do the following:

a. If resigning or retiring, submit a written resignation to the supervisor at least two weeks (two months, if retiring) prior to the effective date of termination, stating the reason(s) for the resignation.

b. Obtain the exit packet forms from the supervisor and follow the instructions on the forms.

c. Return all tools, uniforms, equipment, ID cards, manuals, and other University property in his possession to the supervisor.

d. Return all keys to offices and/or buildings to Key Control.

e. Settle parking arrangements the employee had on campus and any outstanding parking tickets with the Police/Parking Department.

f. Return all library materials to the Libraries and/or pay any outstanding library fines.

g. Return credit cards to the Travel section of Purchasing and Payment Services.

h. Settle all financial matters (such as indebtedness to the University) with Purchasing and Payment Services and Student Accounting and University Cashiering.

i. Visit the Human Resources Department for an exit meeting to settle insurance and retirement matters.

4. Supervisor's Responsibility :

Upon notification of an individual resigning or terminating employment, it is the supervisor's responsibility to do the following:

a. Determine the reason(s) for termination on the Supervisor's Report of Employee Termination form (UPO-6A) and submit the form to the Records section of Human Resources. If reason for termination involves discharge or layoff, see also Performance Counseling and Discharge Policy, Number 1.7.1 or Reduction in Force Policy, Number 1.3.8.

b. Provide the exiting employee with the Exit Packet.

c. Collect all University property issued to the employee such as tools, uniforms, equipment, ID cards, manuals, etc.

d. Instruct the faculty or staff member to return keys to Key Control, settle parking matters with Police/Parking, return materials to the Libraries, settle financial matters with Student Accounting and University Cashiering and travel matters with Travel, prior to leaving the University. Also instruct the individual to contact the Human Resources Department to schedule an exit meeting.

e. Verify that the employee has returned University property and sign off on the Separating Employee Clearance form.

f. Forward immediately to the Human Resources Department a Position Authorization Form HRM-6 to remove the employee from payroll and to notify Human Resources of the employee's termination.

5. Human Resources Department :

The Human Resources Department is responsible for conducting final exit procedures with the terminating faculty or staff member through the following:

a. Verify via the Separating Employee Clearance form that the faculty or staff member has returned University property and settled financial and parking matters. If not, explain the clearance process and the reasons therefore, and direct the employee to the appropriate clearance station, i.e., Key Control, Police/Parking, Libraries, and/or Travel.

b. Inform the faculty or staff member of privileges in connection with insurance benefit conversion and retirement plan refund and rollover options.

c. Insure that the faculty or staff member's supervisor completes and returns to the Human Resources Department a Supervisor's Report of Employee Termination form (UPO-6A).

d. Via the Separating Employee Questionnaire online exit questionnaire , further determine why the faculty or staff member is leaving the University (to uncover possible poor personnel practices or to locate sources of job dissatisfaction).

6. Final Clearance:

The departing faculty or staff member must have returned all University property and settled all indebtedness to the University before final clearance status will be on record with the Human Resources Department.