Staff Exit Procedure - Revision history

Rfs: /* Checklist */

2013-02-07T19:42:12Z

Checklist

Rfs at 19:23, 19 January 2013

2013-01-19T19:23:52Z

Rfs at 18:31, 19 January 2013

2013-01-19T18:31:19Z

Rfs: /* Checklist */

2011-10-15T22:20:30Z

Checklist

Rfs: /* Checklist */

2011-10-15T22:18:01Z

Checklist

Rfs at 22:15, 15 October 2011

2011-10-15T22:15:29Z

Rfs at 22:10, 15 October 2011

2011-10-15T22:10:29Z

Rfs: /* First possible opportunity (or HR meeting, if not pressing) */

2011-02-04T23:12:36Z

First possible opportunity (or HR meeting, if not pressing)

Laurel at 05:00, 15 December 2010

2010-12-15T05:00:56Z

Laurel at 04:58, 15 December 2010

2010-12-15T04:58:26Z

@@ Line 57: / Line 57: @@
 * Confirm their address and phone number for our records
 * Edit their database record, removing sign-in rights and cashier rights (unless they're okayed to continue volunteering in those roles)
-* Edit their worker page. Change status to "inactive" starting on the first day the person is no longer working. Or, if the person is available for substitute shifts, change status to "substitute".
+* Edit their worker page. Change status to "inactive" starting on the first day the person is no longer working.
 |-
 || '''Replacement and communications:'''
 * If applicable, figure out logistics of transition to new hire: can they do training?
 * Ask them to record an outgoing message, referring callers to other staff and extensions.

@@ Line 29: / Line 29: @@
 * Review whether we need to change [[Keyholders|locks]]/passwords (Richard)
 * Recollect infrastructure equipment/other FG property they might have (extra laptop or other special hardware, credit card, etc.)
 ** If they were a credit card holder, make sure all recurring transactions based on that card are transferred to another card, or other arrangements made.
 * Remove access code from the alarm system:

@@ Line 31: / Line 31: @@
 ** If they were a credit card holder, make sure all recurring transactions based on that card are transferred to another card, or other arrangements made.
 * Remove access code from the alarm system:
-** Remove the alarm code itself from the access terminal. (Dave or Richard)
+** Remove the alarm code itself from the access terminal. (Richard)
-** Edit encrypted file of alarm access codes. (Dave or Richard)
+** Edit encrypted file of alarm access codes. (Richard)
-** Contact service company to notify them of the change. (Dave or Richard)
+** Contact service company to notify them of the change. (Richard)
 * Arrange for picking up or delivering any personal property left at Free Geek.
 * remove access to Securewiki

@@ Line 80: / Line 80: @@
 || '''On the wiki:'''
 * Remove from the [[SFreekiWiki:Contact Info|contact list]] and [http://www.freegeek.org/about/staff/ staff page] on website.
-* Remove from the [[Staff Collective Members]] page on the wiki.
+* Remove from the relevant page on the wiki: [[Staff Collective Members]], [[Non-profit Apprentices]], [[Regular Workers]], [[Staff]]
 * Remove from the [[Determining Seniority Policy| seniority list]] on the wiki.
 * Remove from [[Staff meeting facilitation schedule]] and other facilitators/scribe schedules as needed.

@@ Line 13: / Line 13: @@
 {| class="wikitable" BORDER=1px CELLPADDING=5 CELLSPACING=0 width=100%
 |- style="background:black; color:white"
-!| Collective member exit procedure
+!| Staff exit procedure
 !| Date
 |-
 || '''As far in advance as possible:'''
-* Ask them if they want to continue their health care with COBRA. If they are interested, have them speak with Laurel.
+* Ask them if they want to continue their health care with COBRA. If they are interested, have them speak with HR.
 * Ask about rolling retirement money out of our 403(b) VALIC plan.
 |-

← Older revision		Revision as of 22:15, 15 October 2011
Line 4:		Line 4:
	Because situations will vary, some of these steps will be more critical or time-sensitive in different cases. Documentation, however, is a must. These steps are specifically applicable to staff collective members, though most of them will be useful for interns/associate staff.		Because situations will vary, some of these steps will be more critical or time-sensitive in different cases. Documentation, however, is a must. These steps are specifically applicable to staff collective members, though most of them will be useful for interns/associate staff.

−	~~== On or prior to last day ==~~
−	* Get keys and update [[Keyholders]] page.
−	* Recollect infrastructure equipment/other FG property they might have (laptop, credit card)
−	** If they were a credit card holder, make sure all recurring transactions based on that card are transferred to another card, or other arrangements made.
−	* Determine status: for example, ''resigned / laid off / fired''
−	** Document decision and supporting evidence in their personnel file on RT.
−	** If they resigned (left of their own accord) request a letter of resignation including last day of work, last day on payroll, reason for leaving
−	*** (This documents that Free Geek did not terminate them, and helps keep our unemployment payments low.)
−	* For collective members and committeds with health care insurance, ask them if they want to continue their health care with COBRA. If they are interested, have them speak with Laurel.
−
−	~~== Exit interview or later communication with the individual ==~~
−	* Get them their last paycheck and including vacation pay. If there are vacation backpay or other payment issues, be sure this is clear and documented in the personnel file
−	* If applicable, figure out logistics of transition to new hire: can they do training?
−	* Ask if they are interested in substituting. This is not necessary if they are being fired, or moving away from the area, or if there are other issues raised (at the discretion of the HR committee).
−
−	~~== First possible opportunity (or HR meeting, if not pressing) ==~~
−	* Notify Paychex
−	* Review whether we need to change [[Keyholders\|locks]]/passwords
−	* Edit their database record, removing sign-in rights and cashier rights (unless they're okayed to continue volunteering in those roles)
−	* Remove from restricted email lists and server groups
−	** HR email list
−	** Staff email list
−	** Paid Workers email list
−	** Locks email list
−	** other committee email lists as determined by those committees
−	** RT: remove from FGStaff group, perhaps adding to FGCore group
−	** fgstaff group on application server
−	** beancounters group on application server (probably)
−	** remove access to Securewiki
−	* Does s/he moderate any email lists? If so, then pass them off to another.
−	* Remove [[Special:Listusers/sysop\|Wiki Sysop]] privileges if they have them.
−	* Announce it to the community
−	* Remove from the [[SFreekiWiki:Contact Info\|contact list]] and [http://www.freegeek.org/about/structure/staff/ staff page] on website.
−	* Update the RT Personnel Files.
−	* In database, edit worker page. Change status to "inactive" starting on the first day the person is no longer working. Or, if the person is available for substitute shifts, change status to "substitute".
−	* In scheduling software, remove from:
−	** future shifts,
−	** standard shifts (used to generate future schedules), and
−	** any meetings.
−	* Remove access code from the alarm system:
−	** Remove the alarm code itself from the access terminal.
−	** Edit encrypted file of alarm access codes.
−	** Contact service company to notify them of the change.
−
−	~~== Ongoing ==~~
−	* Calls about former employees should go to members of the HR committee.
−	* Information about unemployment should go to HR as well.

	== Checklist ==		== Checklist ==

@@ Line 51: / Line 51: @@
 * Calls about former employees should go to members of the HR committee.
 * Information about unemployment should go to HR as well.
 [[Category:Procedures]]
 [[Category:HR]]

@@ Line 34: / Line 34: @@
 ** remove access to Securewiki
 * Does s/he moderate any email lists?  If so, then pass them off to another.
 * Announce it to the community
 * Remove from the [[SFreekiWiki:Contact Info|contact list]] and [http://www.freegeek.org/about/structure/staff/ staff page] on website.

← Older revision		Revision as of 05:00, 15 December 2010
Line 1:		Line 1:
−	'''If an NPA or a Collective member is leaving, please use: [Exit Procedure for NPAs] or [Exit Procedure for Collective Members]	+	'''If an NPA or a Collective member is leaving, please use: [[Exit Procedure for NPAs]] or [[Exit Procedure for Collective Members]]

← Older revision		Revision as of 04:58, 15 December 2010
Line 1:		Line 1:
		+	'''If an NPA or a Collective member is leaving, please use: [Exit Procedure for NPAs] or [Exit Procedure for Collective Members]
		+
		+
	Because situations will vary, some of these steps will be more critical or time-sensitive in different cases. Documentation, however, is a must. These steps are specifically applicable to staff collective members, though most of them will be useful for interns/associate staff.		Because situations will vary, some of these steps will be more critical or time-sensitive in different cases. Documentation, however, is a must. These steps are specifically applicable to staff collective members, though most of them will be useful for interns/associate staff.